Item P11 P.11
J �� BOARD OF COUNTY COMMISSIONERS
County of Monroe ire �f �r�l � � Mayor Heather Carruthers,District 3
The Florida.Keys a Mayor Pro Tem Michelle Coldiron,District 2
V Craig Cates,District I
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
July 15, 2020
Agenda Item Number: P.11
Agenda Item Summary #6956
BULK ITEM: No DEPARTMENT: Local Disaster Recovery
TIME APPROXIMATE: STAFF CONTACT: Helene Wetherington (305) 289-
2524
1:30 pm
AGENDA ITEM WORDING: Public Meeting for citizens and municipalities to provide input on
an application for grant funds to develop a Regional Resilience Plan in the amount of $2,652,825
(Key West: $841,735; Marathon: $471,132; Islamorada: $546,771; Unincorporated Monroe:
$450,000; Key Colony Beach: $53,781; Layton: $16,080 and a 5% administrative fee) utilizing
Community Development Block Grant - Mitigation, General Planning Support funding from the
Florida Department of Economic Opportunity (DEO) funded through the Federal Housing and
Urban Development Agency (HUD), after a duly noticed 14 day public comment period; after a 5
day public notice and Approval to submit grant application to DEO.
ITEM BACKGROUND:
Hurricane Irma, a Category 4 hurricane, made landfall in the Florida Keys on September 10, 2017,
causing the destruction and significant flooding of low-lying areas throughout the Florida Keys.
Congress appropriated $633 Million for the State of Florida in the aftermath of Hurricane Irma for
the Community Development Block Grant - Mitigation (CDBG-MIT) Program. The Florida
Department of Economic Opportunity developed an Action Plan and allocated $20 Million for the
General Planning Support Program. In order to build more resilient neighborhoods countywide
which are in the highest risk for sea level rise, staff request approval to submit a CDBG-MIT grant
application to draft a regional resilience plan in partnership with the municipalities of Monroe
County.
DEO Program Parameters follow:
Packet Pg. 3852
P.11
2.3 Rebuild Florida General Planning SEpp r°t (GPSj} Program Civierview
The GPS program is designed to provide funding opportunities to urnit of general local
government (U L , educational institutions, state agencies, and non-profids the
purposes of developing rnd updating state: regional and Ioc .l pl rns-
DEO recu niz s that plan n in is an important rta.rnt:aspect of rrnitigation and thi t not allil I!l G LG s:
have access to full-time planning staff. The P program provides rarely accessible
funds to create regional plans that will enable the smote of Florida. to withist nd future
disasters.
HIUID has recognized thiat Me most effective mitigation strategies are regional in sculls,.
For this r scn7, HILI'D waived the re uireme nits at 24 C FIR 5 0.483(b)5 wh is i IMlt the
circurnstturnc:es under which planning ptanning activities may meet a low- to moderate-incomie
national objective. Instead, Florida is required to damply with 24 CF'R70. 0 'd whien
funding planning rents. HUD recommends that planning activities be coordinated With
Ilocal govemments and regional plan nirn councils.-
DE has allocated $20.1000,000 in BiG- IIT funding for the GPS program. CFO will
use a sul r ci ie nit model to, deliver funding for approved projects. Funding will b
awarded to s lloct d subr cipiornts through request for ap4plications F FA) process in
accordance with established application guidellines and evaluation criteria.. This is not
direct grant program.
n overviewof the GPI p4rograrn is illllustr ted in Table .
Packet Pg. 3853
P.11
Table : GPS
Rebuild Florida General Planning Support Program
Funding Dollars $20,000,000
Funding Percentage 3
Application Type Subrecipient
Applicant Eligibility UGLG, state agencies, non-profits,
and educational institutions
Geographic Eligibility HUD and State-Designated MIID
areas
National Objectives Fulfilled LMI and Urgent Need
Herd Frisks Addressed 'Flooding, Severe Storms, Tropical
Cyclones,, Coastal Erosion,,% ildfires
Lifelines Protected Safeby and Security, Food,Water
and Smelter, Health and Medical,
Energy, Communication,
Transportation, and Hazardous
Materials
Ma irnumi annount per proj c:t: $10 million
Minirnurn arnount per project: $20,000
The Project will be conducted in three phases.
• Phase L• GIS Mobile LiDAR Data Collection—(Cities Only)
The Phase I geospatial data collection utilizing mobile LiDAR technology for the cities
only in Monroe County is estimated in the table below. Monroe County has previously
completed this analysis at its own cost of$530,000 and therefore has not been included in
the request for funding in Phase I.
Mileage Budget
Islamorada 69 $ 130,000
Key West 93 $ 280,000
Marathon 78 $ 147,000
Layton 2 $ 4,000
Key Colony Beach 7 $ 11,500
Unincorporated Monroe County (already completed) NA NA
Total 249 Miles $572 500
Packet Pg. 3854
P.11
• Phase IL• Vulnerability Analysis and Planning: (Cities Only)
The vulnerability analysis will identify where the water inundation will be on the within
various points of time, how much the water will rise affecting critical services and
lifelines (roads, critical facilities) and a plan for roads adaptation will be developed.
Monroe County is in the process of completing this analysis at its own cost of $1.8
Million and therefore has not been included in the request for funding in Phase IL The
total cost for this phase is estimated at$ 1,504,000.
Phase II Funding Allocation Request by Jurisdiction Mileage Budget
Islamorada 69 $416 771.08
Key West 93 $561734.94
Marathon 78 $471132.53
Layton 2 $12 080.32
Key Colony Beach 7 $42,281.13
Unincorporated Monroe County (already in progress) NA NA
Total 249 Miles $ 1 504 000
• Phase III: Neighborhood based Resilience Planning: ( County Only)
Select up to 6 highest risk and low-income neighborhoods to identify resilience related
challenges, functionality, and quality of life issues specific to each of the pilot
neighborhoods. The project is estimated at $ 450,000. This will occur while Phase I & II
areoccurrmg.
Phase III Funding Allocation Request by Jurisdiction 4 of Budget
Neighborhoods
Islamorada NA NA
Key West NA NA
Marathon NA NA
Layton NA NA
Key Colony Beach NA NA
Unincorporated Monroe County 6 $450,000
Total $450 00
Total Budget Funding Request for the Project by Jurisdiction
Total Funding Allocation Phase I Phase II Phase III Total
Request by Jurisdiction
Islamorada $130 000 $416 771.08 $ 0 $546 771
Key West $280 000 $561 734.94 $ 0 $841 735
Marathon $147 000 $471 132.53 $ 0 $618 133
Layton $ 4,000 $ 12 080.32 $ 0 $ 16,080
Key Colony Beach $ 11,500 $ 42,281.13 $ 0 $ 53,781
Unincorporated Monroe County 0 NA $450,000 $450,000
Project Administrative Cost $126 325
Total $572,500 $ 1,504,000 $450,000 $2 652 825
Packet Pg. 3855
P.11
Timeline: The project will be completed over a 36 months period (12 Quarters) following the
general implementation schedule below:
QTR 1 I QTR21 QTR 3 I QTR41 QTR 5 I QTR61 QTR 7 I QTR 8 I QTR91 QTR 10 I QTR 11 QTR 12
Phase I (cities only)
Phase II (cities only)
Phase III(county only)
To be eligible to receive funds, Monroe County has partnered with the municipalities of the county
to develop this regional, high impact planning support project. This meeting serves as a public
meeting to hear public comment. The County has met the CDBG-MIT and DEO requirements for
notice and documentation. As per the grant requirements, public notice of this public meeting and
public notice of the 14-day public comment period was published in the Citizen, as the newspaper
of general circulation in Monroe County and also posted to the County's website.
No match funding is required.
Administrative funding to manage the grant is: $126,325
Contact Person: Rhonda Haag at Haag-Rhonda@monroecounty-fl.gov. Monroe County's
application for CDBG-DR Mitigation funds can be found at monroecounty-fl.gov/irmarecovery.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES:
NA
STAFF RECOMMENDATION: APPROVE
DOCUMENTATION:
general-planning-support-guidelines-with-appendices
Monroe County Regional Resilience Project All 06-30-2020
FINANCIAL IMPACT:
Effective Date: PENDING
Expiration Date:
Total Dollar Value of Contract: NA
Total Cost to County: None
Current Year Portion: NA
Budgeted: No
Source of Funds: NA
Packet Pg. 3856
P.11
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: NA If yes, amount:
Grant: $ 2,652,825 which includes a 5% administrative cost
County Match: $ 0
Insurance Required: 0
Additional Details:
REVIEWED BY:
Helene Wetherington Completed 06/24/2020 3:24 PM
Rhonda Haag Completed 06/30/2020 8:34 AM
Assistant County Administrator Christine Hurley Completed
06/30/2020 4:15 PM
Steve Williams Completed 07/01/2020 7:42 AM
Christine Limbert Skipped 06/30/2020 5:14 PM
Purchasing Completed 07/01/2020 8:02 AM
Budget and Finance Completed 07/01/2020 8:28 AM
Maria Slavik Completed 07/01/2020 8:31 AM
Kathy Peters Completed 07/01/2020 10:06 AM
Board of County Commissioners Pending 07/15/2020 9:00 AM
Packet Pg. 3857
P.11.a
c
PLANNING SUPPORT PROGRAM
REBUILD FLORIDA GENERAL
This document provides the guidelines fc .�
implementation of the Rebuild Florida Gener,
Planning Support (GPS) program administered b
the State of Florida Department of Economi
Opportunity(DEO). This Program is funded by th
Flor,id
U.S. Department of Housing and Urba
Development (HUD) Community Developmer
Block Grant - Mitigation (CDBG-MIT) allocation a t
described in Public Law 115-123.
c
Packet Pg. 3858
P.11.a
Table
List of Figures and Tables............................................................................................... 3
Part1 - Definitions and Acronyms.................................................................................. 4
Part2 - Program Overview............................................................................................. 6
2.1 Program Purpose....................................................................................... 6
2.2 Program Process....................................................................................... 7
2.3 Rebuild Florida General Planning Support (GPS) Program Overview....... 8
3.1 Eligible Activities ........................................................................................ 9
2.4 Program Requirements............................................................................ 10
2.5 Application for Program Services and Benefits........................................ 11
2.6 Eligible Areas........................................................................................... 12
2.7 Allocation ................................................................................................. 12
2.8 Application Assistance Timeline .............................................................. 12
2.9 National Objectives.................................................................................. 13
2.10 Program Management............................................................................. 14
2.11 Equal Opportunity.................................................................................... 14
2.12 Conflict of Interest.................................................................................... 15
2.13 Anti- Fraud and Compliance Policies....................................................... 16
2.14 Files, Records and Reports ..................................................................... 17
2.15 Public Records......................................................................................... 17
2.16 Section 3.................................................................................................. 18
2.17 Environmental Review............................................................................. 18 .�
2.18 Program Income ...................................................................................... 18
Part 3 - Subrecipient Information................................................................................... 19
3.1 Eligibility................................................................................................... 19
3.2 Request for Applications.......................................................................... 19
3.3 Application Process ................................................................................. 19 ,
3.4 Application Requirements........................................................................ 20
3.5 Public Notice Requirement ...................................................................... 20
3.6 Applicant Review Process Responsiveness ............................................ 21
Part4 - Scoring ............................................................................................................. 22
4.1 Award Determination ............................................................................... 22
4.2 Technical Assistance ............................................................................... 24 y
4.3 Subrecipient Responsibilities................................................................... 24
4.4 Compliance and Monitoring of Subrecipients........................................... 25
4.5 Appeals.................................................................................................... 26
Part5 - Financial ........................................................................................................... 29
5.1 Eligible & Ineligible Costs......................................................................... 29
5.2 Funding Method....................................................................................... 29
5.3 Supplanting Funds................................................................................... 29 E
Packet Pg. 3859
P.11.a
5.4 Duplication of Benefits (DOB) Overview.................................................. 30
5.5 Subrogation ............................................................................................. 30
5.6 Budget ..................................................................................................... 31
5.7 Procurement Requirements..................................................................... 31
Appendices ................................................................................................................... 33
Appendix A—Application Form ..................................................................................... 33
Appendix B —Application Instructions & Checklist ........................................................ 36
c
Appendix C — Completed Sample Application............................................................... 43
Appendix D — Implementation Plan Template ............................................................... 54
Appendix E — Budget Worksheet .................................................................................. 57
c
2
c
Packet Pg. 3860
List of Figures and Tables
List of Figures
Figure1: Community Lifelines.....................................................................................7
Figure 2: Preliminary Process—Application, Evaluation and Award .......................8
Figure 3: Implementation Process — Service, Delivery and Compliance..................8
Figure 4: Mitigation HUD and State MID Areas......................................................... 14
List of Tables
Table 1: Allocation of CDBG-MIT Funds .....................................................................7
Table2: GPS..................................................................................................................9
Table 3: HUD MID Area Counties and Zip Codes...................................................... 12
0
Table 4: State MID Area Counties .............................................................................. 12
Table 5: Mandatory Threshold Compliance Criteria.................................................22
Table 6: Program Scoring Evaluation Rubric ...........................................................23
2
E
3
Packet Pg. 3861
P.11.a
Definitions, r
Action Plan: The State of Florida Mitigation Action Plan details the plan to carry out
strategic and high-impact activities to minimize or eliminate risks and reduce losses from
future disasters. The Plan also describes the opportunity to improve state and local
planning protocols and procedures. The Plan was submitted to HUD on February 3, 2020
and approved on April 2, 2020.
Applicant: Any entity that submits a response to the request for applications (RFA) for W
potential funding through the CDBG-MIT program.
AMI - Area Median Income: The median (middle point) household income for an area
adjusted for household size as published and annually updated by the United States
Department of Housing and Urban Development (HUD). Once household income is
determined, it is compared to HUD's income limit for that household size.
CDBG: Community Development Block Grant, funded by the U.S. Department of Housing
and Urban Development.
CDBG-MIT: Community Development Block Grant for mitigation projects.
CDBG-DR: Community Development Block Grant for disaster recovery projects.
CFHP: Critical Facility Hardening Program.
Copeland Act: Anti-Kickback Act
CWHSSA: Contract Work Hours and Safety Standards Act
DBA: Davis-Bacon Act (DBA)
DEO-Department of Economic Opportunity: Administrator of the CDBG-MIT program
funded by HUD under Public Law 115-123. DEO is the governor-designated state
authority responsible for administering all long-term hazard mitigation and disaster
recovery funds awarded to the state from HUD.
DEM: (Florida) Division of Emergency Management.
DOB - Duplication of Benefits: A duplication of benefits occurs if DEO provides
assistance to a participant for the same purpose as any previous financial or in-kind
assistance provided to an entity for the same purpose. The DEO CDBG-MIT program
is prohibited from creating a DOB. This prohibition comes from the Robert T. Stafford
Disaster Assistance and Emergency Relief Act (Stafford Act) and therefore, these other
c
sources of funds must be deducted from any potential award or expenditures for individual
participants.
FEMA: Federal Emergency Management Agency.
FR-Federal Register: The official journal of the Federal government of the United States
that contains government agency rules, proposed rules, and public notices. A Federal
Register Notice (FRN) is issued for each CDBG-DR funded disaster. The FRN outlines
the rules that apply to each allocation of disaster funding.
HUD: U.S. Department of Housing and Urban Development.
Packet Pg. 3862
P.11.a
LMH - Low to Moderate Income Household: A household having an income equal to
or less than the Section 8 low income limit established by HUD.
LMI-Low to Moderate Income National Objective: Activities that benefit households
whose total annual gross income does not exceed 80% of AMI, adjusted for family size.
Income eligibility will be determined and verified in accordance with HUD guidance. The
most current income limits, published annually by HUD, will be used to verify the income
eligibility of each household applying for assistance at the time assistance is provided. :
• Extremely low: Household's annual income is up to 30% of the area median
family income, as determined by HUD, adjusted for family size.
CD
• Very Low: Household's annual income is between 31% and 50% of the area
median family income, as determined by HUD, adjusted for family size.
• Low: Household's annual income is between 51% and 80% of the area median
family income, as determined by HUD, adjusted for family size.
MIDs - Most Impacted and Distressed Areas: Areas of most impact as determined by
HUD or the state using the best available data sources to calculate the amount of disaster
damage. The HUD-designated MID areas include Brevard, Broward, Clay, Collier, Duval,
Hillsborough, Lee, Miami-Dade, Monroe, Orange, Osceola, Palm Beach, Polk, St. Johns,
St. Lucie and Volusia counties; and zip codes 32084, 32091, 32136, 32145, 32771,
33440, 33523, 33825, 33870, 33935, and 34266. The state-identified MID areas also
include those counties that received both Individual Assistance (IA)and Public Assistance
(PA) through the Federal Emergency Management Agency (FEMA).
2
RFAs - Request for Applications: The DEO notice requesting applications for funding
as a subrecipient for the CDGB-MIT program.
Response: Any application received for CDBG-MIT funding.
Subrecipient:Any entity that has been awarded funding by DEO to implement a CDBG-
MIT project and that has executed a subrecipient agreement.
Subrecipient agreement:An agreement between DEO and a subrecipient that has been
awarded funding to implement a CDBG-MIT project. The agreement details the conditions
under which funds are provided and the contractual obligations to which the subrecipient
must adhere.
Subrogation: Subrogation is a legal doctrine that allows one entity to take on the rights
of another. In the context of mitigation grants, a subrecipient must enter into a subrogation
agreement in which the funding agency (DEO) obtains the right to collect any additional
mitigation payments the entity obtains for the same purpose after the entity has received y
GPS benefits.
UGLG: Units of general local government
5
Packet Pg. 3863
P.11.a
COverview
2.1 Program Purpose
In April 2018, the U.S. Department of Housing and Urban Development (HUD)announced
that the state would receive $633,485,000 in funding to support long-term mitigation
efforts (following Hurricanes Hermine, Matthew and Irma) through HUD's Community
Development Block Grant Mitigation (CDBG-MIT) Program. The Federal Register Vol. 84,
No. 45838, which delineates all program requirements, was released on August 30, 2019.
This funding is designed to address mitigation needs to ensure that the state of Florida is
more resilient to future natural disasters. The Florida Department of EconomicCD
Opportunity(DEO) is the lead agency and responsible entity for administering the CDBG-
MIT funds allocated to the state. The state of Florida's Action Plan, which was approved
by HUD on April 2, 2020, details how this funding, along with subsequent allocations, will
be apportioned to address unmet mitigation needs in Florida that represent targeted
strategic investments for grantees based on current or foreseeable risks.
c
The purpose of this allocation is to support high-quality mitigation planning that will build
a foundation for continuous coordination and data-driven outcomes in the state of Florida.
Planning projects should be oriented towards regional projects that mitigate high-impact
hazards and integrate multiple programs and funding sources. The resulting plans should
detail community hazards and present realistic solutions for treatment of these hazards.
Communities are encouraged to work with neighbors to identify common hazards and
create a regional plan that will benefit more than one community.
The final plans must include a Mitigation Needs Assessment of disaster risks, including --
anticipated effects of future extreme weather events and other hazards, as described in
84 FR 45838.
These mitigation funds represent a unique and significant opportunity for the state, in the
areas most impacted by recent disasters, to carry out strategic and high-impact activities
to minimize or eliminate risks and reduce losses from future disasters. In addition to
mitigating disaster risks, the funds provide an opportunity to improve state and local y
planning protocols and procedures.
Florida's focus is to support data-informed investments through high-impact projects that
will reduce risks attributable to natural disasters, with particular attention to repetitive ,
losses of property and critical infrastructure. DEO's strategy is built on a comprehensive
Risk Based Mitigation Needs Assessment, presented in its Action Plan, that identified
flooding, severe storms, tropical cyclones, coastal erosion and wildfires as the most y
significant risks to Floridians.
The state supports the adoption of policies that reflect local and regional priorities that will
have long-lasting effects on community risk reduction, to include the reduction of risk to
community lifelines. Community lifelines enable the continuous operation of government
functions and critical businesses that are essential to human health and safety or
economic security.
Packet Pg. 3864
P.11.a
The goal is to help protect critical community lifelines which are illustrated in Figure 1:
Figure 1:Community Lifelines
(W) '02-
Safety and Food,hater, Health and Energy Hazardous �
Securtly Shelter meal (PmaerVuet) cmMur�ications Transportation Materials
Table 1 illustrates Florida's plan for allocation of CDBG-MIT funds. 76
Table 1: Allocation of CDBG-MIT Funds
0
Allocation of CDBG-MIT Funds
Program Allocation Percent of Funding
r_
Infrastructure $550,000,000 87%
• Rebuild Florida General $475,000,000 75%
Infrastructure Program
• Rebuild Florida Critical Facility $75,000,000 12%
Hardening Program
2
Planning and Administrative Costs $83,485,000 13%
• Rebuild Florida General Planning $20,000,000 3%
Support Program
• DEO Administration $31,674,250 5%
• DEO Planning $31,810,750 5%
Total Allocation $633,485,000 100%
2.2 Program Process
CDBG-MIT programs will be delivered in a multi-step process to comply with all applicable
regulations and requirements. The preliminary process includes a Request for
Applications (RFA) and submission of applications by eligible entities, followed by y
application evaluation and scoring process that will result in an award of funding and the
execution of a subrecipient agreement. The selected subrecipients will be responsible for
delivery of services.
During the implementation process, as subrecipients meet specified deliverables,
program funding will be provided to subrecipient awardees. Subrecipients must develop
and implement policies, procedures and processes to deliver projects/services.
Projects/services may be provided by the subrecipient directly or in partnership with
governmental, private sector or non-profit partners. At the conclusion of the term specified
Packet Pg. 3865
P.11.a
in the subrecipient agreement, the grant will be closed. DEO, with support provided by its
designated partners, will monitor subrecipients throughout the life of the project.
Figure 2 illustrates the preliminary process.
Figure 2: Preliminary Process—Application, Evaluation and Award
EM
76
Figure 3 illustrates the implementation process.
Figure 3: Implementation Process—Service, Delivery and Compliance �
2.3 Rebuild Florida General Planning Support (GPS) Program Overview
The GPS program is designed to provide funding opportunities to units of general local
government (UGLG), educational institutions, state agencies, and non-profits the
purposes of developing and updating state, regional and local plans.
DEO recognizes that planning is an important aspect of mitigation and that not all UGLGs
have access to full-time planning staff. The GPS program provides rarely accessible
funds to create regional plans that will enable the state of Florida to withstand future
disasters.
HUD has recognized that the most effective mitigation strategies are regional in scale.
For this reason, HUD waived the requirements at 24 CFR 570.483(b)(5), which limit the
circumstances under which planning activities may meet a low- to moderate-income
national objective. Instead, Florida is required to comply with 24 CFR 570.208(d)(4)when
funding planning grants. HUD recommends that planning activities be coordinated with
local governments and regional planning councils.
DEO has allocated $20,000,000 in CDBG-MIT funding for the GPS program. DEO will
use a subrecipient model to deliver funding for approved projects. Funding will be
awarded to selected subrecipients through a request for applications (RFA) process in
accordance with established application guidelines and evaluation criteria. This is not a
direct grant program. y
An overview of the GPS program is illustrated in Table 2.
Packet Pg. 3866
P.11.a
Table 2: GPS
Rebuild Florida General Planning Support Program
Funding Dollars $20,000,000
Funding Percentage 3%
Application Type Subrecipient
Applicant Eligibility UGLG, state agencies, non-profits,
and educational institutions
Geographic Eligibility HUD and State-Designated MID
areas
National Objectives Fulfilled LMI and Urgent Need
Hazard Risks Addressed Flooding, Severe Storms, Tropical
c
Cyclones, Coastal Erosion, Wildfires
Lifelines Protected Safety and Security, Food, Water
and Shelter, Health and Medical,
Energy, Communication,
Transportation, and Hazardous
Materials
• Maximum amount per project: $10 million
• Minimum amount per project: $20,000
3.1 Eligible Activities
Eligible activities are limited to projects that improve state and local mitigation planning y
mechanisms, however, a wide variety of plans are eligible to apply for funding.
Examples of eligible plans include, but are not limited to:
• Regional mitigation plans;
c
• Modernization and resiliency planning;
• Comprehensive, capital improvement, and community development plans; y
• Floodplain and wetland management plans;
• Land use and urban environment plans;
• Historic preservation plans;
• Small area, housing and neighborhood plans;
• Integration of mitigation plans with other planning initiatives; and E
Packet Pg. 3867
P.11.a
• An inventory development of properties with known or suspected environmental
contamination.
In addition to mitigation plans, the GPS program allows for a range of mitigation activities,
including:
• Assessment of Fair Housing;
• Upgrading mapping, data and other capabilities to better understand evolving :
disaster risks;
• Planning and public service activities necessary to reduce flood insurance
premiums in the National Flood Insurance Program's voluntary Community Rating
System incentive program; W
• Education and outreach campaigns designed to alert communities and prospective
beneficiaries to opportunities to further mitigate identified risks through insurance,
best practices and other strategies;
• Development and implementation of modern and resilient building codes to
mitigate against current and future hazards; and
• Enhancement and update of real property registration and land information
systems.
2.4 Program Requirements
1. Funds must be used solely for necessary expenses related to mitigation activities
in the MID areas for which the President declared a major disaster in 2015, 2016 W
or 2017 pursuant to the Robert T. Stafford Disaster Relief and Emergency
Assistance Act of 1974.
2. At least 50% of funds must be spent in HUD-identified MID areas. The remaining
50% may be spent on state-identified MID areas that were declared disaster
areas eligible for FEMA individual and public assistance.
3. Funds may not be used to supplant existing funding sources or programming. y
4. Entities applying for funding through the GPS program must submit an
application that meets the criteria outlined in Part 4.
5. All CDBG-MIT projects must comply with all applicable federal, state and local
requirements.
6. Any plan that considers housing must conduct an Affirmatively Furthering Fair y
Housing (AFFH) review of the plan to ensure equality.
7. Upon completion of the grant, subrecipients must submit proof of the completed
work product that the application stated would be the end result of the grant
funds.
0
Packet Pg. 3868
P.11.a
2.5 Application for Program Services and Benefits
The application submission cycle for the GPS program will open on May 15, 2020 and
will close on July 31, 2020, 5pm EST. The application for the GPS program will be
available on the DEO Mitigation website: http://florida2obs.org/rebuildflorida/mitigation.
Applicants may choose whether to submit the applications online or as a fillable PDF.
Only completed GPS subrecipient applications, including all requested supporting
documentation, will be considered. DEO developed an application reference guide to
provide guidance to applicants (see Appendix B). Applications will only be accepted
during the published application cycle.
Applicants must demonstrate that they have the capacity and expertise to conduct the
activities for which they are requesting the funds. Applicants must explain how the plan
will incorporate feedback from community members and how the final plan will be made
available to the public. Applicants must also describe under what circumstances the plan
should be updated and how that update will be funded.
r_
Applications will be prepared at the applicant's expense and costs are not reimbursable
using CDBG-MIT grant funds.
Competitive grant applications received by DEO will be evaluated and scored on a 100
point scale. Applications are ranked based upon the assigned score. The highest-
ranking applications are recommended for funding. Applications are funded, in order of
ranking, to the greatest extent allowed by available funding.
To receive access to DEO's user-friendly electronic application, instructions and
submission checklist, a GPS Application Registration is available. This registration will
open on May 8, 2020 and will remain open throughout the submission cycle. To register, y
applicants should open this link: florida2obs.org/rebuildflorida/mitigation/general-planning- 2
support-program and click "Online Application". A contact name and email address will
be requested. Once registered, the applicant will be emailed an individualized application
weblink. The application packet will be available from the CDBG-MIT website beginning
on May 15, 2020. =
Applicants are encouraged to use the electronic application; however, applicants can
instead use a fillable PDF application that is available. The PDF version can be
downloaded, completed and submitted online to c bg-mitQ eo.myflori a.com or mailed
to:
Attention: Office of Disaster Recovery
Florida Department of Economic Opportunity y
Mitigation Team '
107 East Madison Street
Caldwell Building, MSC 160
Tallahassee, FL 32399-2100
If a paper application is submitted in lieu of an electronic application, two identical hard
copies must be submitted including any attachments or supporting documents. Paper
applications must be postmarked by July 31, 2020. Late applications will not be accepted,
Packet Pg. 3869
P.11.a
under any circumstance, including delivery problems. DEO will email application receipt
confirmations as they arrive and/or by close of business on Tuesday, August 4, 2020.
DEO is committed to ensuring a straightforward and uncomplicated application cycle. To
facilitate that goal, applicants will be provided with several resources during the
application cycle, including an application reference guide, a webinar and one-on-one
phone calls with DEO staff. The application reference guide is available in Appendix B.
Applicants may check on the status of their submissions by sending an email to cb -
mitp_ eo.moori a.com, calling the toll-free mitigation line at (833)347-7863 or checking
online at: florida2obs.org/rebuildflorida/mitigation/general-planning-support-program.
c
2.6 Eligible Areas
At least 50% of funds must be spent in HUD-identified MID areas. The remaining 50%
may be spent on state-identified MID areas. Tables 3 and 4 identify areas eligible for
CDBG-MIT funding; the HUD and State identified MID areas.
Table 3: HUD MID Area Counties and Zip Codes
Brevard, Broward, Clay, Collier, Duval,
Hillsborough, Lee, Miami Dade, Monroe,
HUD MID Counties Orange, Osceola, Palm Beach, Polk, St.
Johns, St. Lucie, and Volusia
HUD MID Zip Codes
32084, 32091, 32136, 32145, 32771, 33440,
33523, 33825, 33870, 32068, 33935, 34266
Table 4: State MID Area Counties --
Alachua, Baker, Bradford, Charlotte, Citrus,
State MID Area Counties
Columbia, DeSoto, Dixie, Flagler, Gilchrist,
Glades, Hardee, Hendry, Hernando,
Highlands, Indian River, Lafayette, Lake,
Leon, Levy, Manatee, Marion, Martin,
Nassau, Okeechobee, Pasco, Pinellas,
Putnam, Sarasota, Seminole, Sumter,
Suwannee, Taylor, Union, Wakulla
2.7 Allocation
A total of $20,000,000 has been allocated for the GPS program. This allocation may be
increased or decreased based on the demand for the program by amendment to the y
Action Plan, subject to approval by HUD.
2.8Application Assistance Timeline
The application submission cycle for the GPS Program will open on May 15, 2020 and
close on July 31, 2020.
DEO will host a webinar on May 21, 2020 at 2:00 PM EST to provide an overview of the
Guidelines, specific to the application process. The webinar will include a live question E
2
Packet Pg. 3870
P.11.a
and answer period. Beginning on May 26, 202 DEO will also provide an opportunity for
applicants to schedule 20-minute, one-on-one phone calls with DEO's mitigation staff.
These calls will provide applicants an opportunity to ask questions and/or discuss issues
specific to their project and the application process.
2.9 National Objectives
All projects supported by HUD Community Development Block Grant (CDBG) assistance
must meet one of the CDBG's three National Objectives:
1. Benefiting low-and-moderate income (LMI) persons;
2. Addressing a severe and recently arising urgent community welfare or health need;
or
c
3. Preventing or eliminating slum and blighting conditions.
DEO's GPS allocation is focused on addressing LMI and Urgent Needs. (Per 84 FR
45838, the slum and blight criteria are "generally not appropriate" in the context of
mitigation activities and would require special prior approval from HUD to be considered.)'
HUD has recognized that the most effective mitigation strategies are regional in scale.
For this reason, HUD waived the requirements at 24 CFR 570.483(b)(5), which limits the
circumstances under which planning activities may meet a low- to moderate-income
national objective. Instead, DEO is required to comply with 24 CFR 570.208(d)(4), which
affirms that planning activities meet a National Objective.
GPS applicants will be required to identify the entire area (non-LMI and LMI) that will
benefit from the proposed project. DEO will then utilize HUD guidance to calculate the <
LMI benefit percentage of each project.
As required by the Federal Register, Vol. 84, No. 169, the state will designate at least
50% ($316,742,500) of the CDBG-MIT allocation to address mitigation and resiliency
needs in the HUD-identified MID areas. The remaining 50% may be spent on state-
identified MID areas that were declared disaster areas eligible for both FEMA Individual
and Public Assistance, categories A - G.
c
1 Federal Register—6109-N-02,V.A.13J. m
3
Packet Pg. 3871
P.11.a
Figure 4 is a map of HUD and State-designated MID areas.
Figure 4: Mitigation HUD and State MID Areas
HUD-Designated MID F
'..
State-Designated MIDr�._..... r` 1
ti. 0
o
2.10 Program Management
DEO is the agency responsible for the administration of mitigation funds allocated to
activities in Florida. The CDBG-MIT program is funded by HUD under Public Law 115-
123.
DEO will execute subrecipient agreements with selected applicants, who will complete
projects and/or deliver services. Subrecipients must certify that they have, or will develop
and maintain, the capacity to carry out mitigation activities in a timely manner and that
they have reviewed the requirements of 84 FR 45838-45871. The program contact for
subrecipients only is:
Attention: Office of Disaster Recovery
Florida Department of Economic Opportunity
Mitigation Team
107 East Madison Street
Caldwell Building, MSC 160
Tallahassee, FL 32399-2100
0
(833) 347-7863
c b -mit& eo.m0ori a.com
2.11 Equal Opportunity
Federal policies ensure that no person be excluded, denied benefits or subjected to
discrimination on the basis of race, color, national origin, sex, disability or age under any
program funded in whole or in part by CDBG-MIT funds. DEO and subrecipients may not
discriminate in any of the following areas: deciding who will be admitted, or have access,
to any CDBG-MIT funded program or activity; providing opportunities in, or treating any 14
Packet Pg. 3872
P.11.a
person with regard to, such a program or activity; or making employment decisions in the
administration of, or in connection with, such a program or activity.
DEO requires any entity receiving assistance through CDBG-MIT grant to comply with
the Part 3 requirements herein. In addition, DEO and subrecipients must administer and
fund programs that are in conformity with title VI of the Civil Rights Act of 1964 (42 USC
2000d), the Fair Housing Act (42 USC 3601-3619), and implementing regulations, and
will affirmatively further fair housing. _
DEO requires subrecipients to certify that they have adopted and are enforcing policies
that: 1) prohibit the use of excessive force by law enforcement agencies within its
jurisdiction against any individuals engaged in nonviolent civil rights demonstrations and
2) prohibit physically barring entrance to or exit from a facility or location that is the subject
of such nonviolent civil rights demonstrations within its jurisdiction.
Any person who believes he or she, or any specific class of individuals, has been
subjected to unlawful discrimination may file a complaint regarding the alleged
discrimination with:
c
Office for Civil Rights
Florida Department of Economic Opportunity
107 East Madison Street
Caldwell Building, MSC 150
Tallahassee, FL 32399-4129
(850) 921-3205
Civil. ights(a} eo.myfloria.com
Atlanta Regional Office of FHEO y
U.S. Department of Housing and Urban Development
Five Points Plaza
40 Marietta Street, 16t" Floor
Atlanta, GA 30303-2806
(404) 331-5140 =
ComplaintsOffice04(a}.hu .goy y
Further information about eligibility for filing an equal opportunity complaint, time limits,
instructions, and procedures may be found at:
http://www.fl o rid ajobs.org/office®directory/office®for®civil-rights/about®our®
services/discrimination®complaints.
2.12 Conflict of Interest y
State officials and employees, DEO employees, subrecipients, contractors and
consultants who exercise functions with respect to CDBG-MIT activities or who are in a
position to participate in a decision-making process or gain inside information with regard
to such activities, are prohibited from receiving any benefit from the activity either for
themselves or for those with whom they have family or business ties, during their tenure.
5
Packet Pg. 3873
P.11.a
For purposes of this section, "family" is defined to include parents (including mother-in-
law and father-in-law), grandparents, siblings (including sister-in-law and brother-in-law)
and children of an official covered under the conflict of interest regulations at 24 CFR
570.489(h).
Per 24 CFR 570.489(h)(2) - Conflicts prohibited: Except for eligible administrative or
personnel costs, the general rule is that no one who exercises or has exercised any
functions or responsibilities with respect to CDBG-MIT activities assisted under this :
subpart or who are in a position to participate in a decision-making process or gain inside
information with regard to such activities, may obtain a financial interest or benefit from
the activity, or have an interest or benefit from the activity, or have an interest in any
contract, subcontract or agreement with respect thereto, or the proceeds thereunder,
either for themselves or those with whom they have family or business ties, during their
tenure or for one year thereafter.
Per 24 CFR 570.489(h)(4) - An exception to the conflict of interest provision may be
granted after it is determined that such an exception will serve to further the purpose of
the Act and the effective and efficient administration of the program or project of the state
or unit of general local government as appropriate. An exception may also be granted
should it be determined that all of the concerns generated by the potential conflict of
interest have been adequately and publicly addressed and that an exception would serve
to further the purposes of Title I of the Housing and Community Development Act of 1974
and the effective and efficient administration of the program. No party will enter into a
conflict of interest until a request for an exception has been granted by DEO.
2.13 Anti- Fraud and Compliance Policies
HUD requires policies to prevent fraud, waste and abuse. DEO is committed to
aggressively detecting and eradicating fraud, waste, and abuse to ensure that DEO-
administered programs provide services to customers effectively and efficiently and that
taxpayer funds are protected. Each employee, customer and partner has a role and
responsibility to ensure that program and service delivery is in compliance with local, state
and federal laws and policies and that any incidents are reported immediately for
investigation and resolution.
DEO has established procedures for verifying the accuracy of information provided by
subrecipients and participants. The program will investigate all allegations regarding
eligibility, disbursement of funds or any other allegations of fraud or noncompliance. As
appropriate, the DEO will assist federal, state and local agencies in investigations.
Instances of suspected fraud, waste and abuse should be reported by contacting y
Constituent Management Services staff, submitting information via the Report Fraud,
Waste or Abuse online form (http://floridajobs.org/rebuildflorida/report; or by sending an
e-mail to: c bg- rantifrau wasteabusep_ eo.myflori a.com.
All suspected cases of fraud will be taken seriously, and fraud complaints will be reported
to ODR's Compliance and Reporting Manager and DEO's Office of the Inspector General
at OIG@deo.myflorida.com. If DEO's OIG determines that it is appropriate, it will
coordinate its investigation with agencies such as the Florida Office of the Inspector
16
Packet Pg. 3874
P.11.a
General, the Florida Office of the Attorney General, or the Florida Department of Business
and Professional Regulation.
All substantiated cases of fraud, waste, or abuse of government funds will be forwarded
to the United States Department of Housing and Urban Development (HUD), Office of
Inspector General (OIG) Fraud Hotline (phone: 1-800-347-3735 or email:
hotline@hudoig.gov) and DEO's HUD Community Planning and Development (CPD)
Representative. _
2.14 Files, Records and Reports
c
DEO and subrecipients will maintain accurate files and records on its projects and DEO
will retain all pertinent documentation for the grant between HUD and DEO. Compliance
will be maintained in accordance with the reporting requirements as outlined in the DEO
Policies and Procedures Manual (at www.florialobs.org/rebuilfloria/mitigation}.
All official records on project activities are maintained for a five-year period beyond the
date of grant closeout.
2.15 Public Records
The Office of Disaster Recovery's Constituent Services Manager will act as a Public
Record Division Liaison and is the primary contact for all public record requests regarding
the Office of Disaster Recovery/Rebuild Florida Program. The Office of Disaster
Recovery's Public Record Division Liaison will coordinate with the respective managers
of each program to determine (1) what is and what is not a responsive record; and (2)
where to find all responsive records.
Pursuant to Article 1, Section 24, Florida Constitution, and Chapter 119, Florida Statutes,
DEO is subject to Florida's public records laws. Accordingly, unless an exemption exists,
all records produced or received pursuant to law or in connection with the official business
of DEO can be requested and provided for inspection. Subrecipients participating in the
GPS are also subject to Florida's public records laws. All public records requests made
to DEO will be processed in accordance with DEO Administrative Policy 1.06, Processing y
Public Records Requests. Public records held by subrecipients may be requested by
contacting the relevant subrecipient.
Detailed guidance on public records requests can be found in the following resources:
Florida Government in the Sunshine Manual:
http://myflori aleigi.com/webfiles.nsfANF/RMAS-
9UPM53/$file/2015SunshineLaw anual.pf y
Florida Public Records Law, Chapter 119, Florida Statutes:
http://www.leg.state.fl.us/statutes/inex.cfm? pp mode= isplay StatuteU L=0100-
0199/0119/0119.html
17
Packet Pg. 3875
P.11.a
2.16 Section 3
The Housing and Urban Development Act of 1968, Section 3, mandates that recipients
of CDBG-MIT funding provide, to the greatest extent possible, training, employment,
contracting and other economic opportunities to low and very low-income persons or
business concerns that provide economic opportunities to LMI persons.
The Section 3 numerical goals are minimum targets that must be reached for HUD to
consider a recipient in compliance. If an entity fails to fully meet the Section 3 numerical
goals, it must adequately document the efforts taken to meet the numerical goals. The
minimum numerical goal for employment is 30% of the aggregate number of new hires
must be Section 3 residents, annually; i.e., three out of 10 new employees needed to 0CD
)
complete a Section 3 covered project/activity must be Section 3 residents. The minimum
0.
goals for contracting are:
• 10% of the total dollar amount of all Section 3 covered contracts for building
trades work for maintenance, repair, modernization or development of public or
Indian housing or building trades work arising in connection with housing
rehabilitation, housing construction and other public construction, must be
awarded to Section 3 businesses; and
• 3% of the total dollar amount of all non-construction Section 3 covered contracts
must be awarded to Section 3 businesses.
2.17 Environmental Review
2
All CDBG-MIT and related activities are subject to the provisions of the National
Environmental Policy Act of 1969 (NEPA), as well as the HUD environmental regulations y
provided in 24 CFR part 58. The primary purpose of these regulations is to protect and
enhance the quality of the natural environment. In accordance with 24 CFR 58.34(a), the
activities associated with GPS projects are exempt from environmental review. However,
the subrecipient must document in writing its determination that each project is exempt
and meets the conditions specified for such an exemption under 24 CFR 58.34(a).
DEO currently has staff that will oversee environmental compliance. Additionally, the
current staff may be augmented by external vendors procured through competitive
solicitation.
2.18 Program Income
This program will not create program income. y
18
Packet Pg. 3876
P.11.a
Subrecipient Information
DEO will use a subrecipient model to deliver the GPS. Subrecipients will be selected
through a competitive RFA process. This program is not a direct grant program. No funds
will be paid directly to individuals.
3.1 Eligibility
Entities that are eligible to apply include:
• Units of General Local Government (UGLG);
• Educational Institutions;
• State agencies; and
• Non-profits.
c
To be eligible for funding, a grant application must:
c
1. Be in conformance with the State Mitigation Plan and Local or Tribal Mitigation
Plan approved under 44 CFR part 201.4; or for Indian Tribal governments acting
as grantees, be in conformance with the Tribal Mitigation Plan approved under 44
CFR 201.7;
2. Have a beneficial impact upon the designated MID area, even if located outside
the designated area;
0
3. Be cost-effective and result in an actionable plan that will provide strategies for
high-impact mitigation activities. --
4. Meet public notice requirement. (See Section 3.5, Public Notice Requirement.)
3.2 Request for Applications
The application submission cycle for GPS funding will open on May 15, 2020 and will end
on July 31, 2020. Application registration will open on May 8, 2020 and will remain open y
throughout the submission cycle. To register, applicants should open this link-
floridaiobs.org/rebuildflorida/miti ation and click "Application Packet". A contact name
and email address will be requested. Once registered, the applicant will be emailed an
individualized application weblink. The application packet will be available from the
CDBG-MIT website beginning on May 15, 2020.
3.3 Application Process y
Eligible applicants will be invited to submit applications proposing GPS projects for
funding through the CDBG-MIT program. Responses will be evaluated to ensure the
proposed projects meet the minimum criteria as outlined in the application materials
provided in Appendices A - C of these Guidelines. Responses that meet minimum
threshold requirements will then be evaluated according to the scoring criteria listed in
Part 4. The following appendices are included in these Guidelines:
19
Packet Pg. 3877
P.11.a
• Appendix A —Application Form
• Appendix B —Application Instructions and Checklist
• Appendix C — Completed Sample Application
3.4 Application Requirements
Applications must, at a high level*, describe the plan being proposed and address how
and why it needs to be created, updated, or integrated to mitigate risks attributable to
threats identified in the State of Florida Action Plan Risk-Based Mitigation Needs
Assessment. Plans must also include a proposed budget with a detailed description of
anticipated costs by category, including support services and program management and W
administration.
c
*Application requirement specifics are delineated in Part 4 of these Guidelines and in
Appendices A — C.
0
Responses may include proposed subrecipient partnerships with public, private or non-
profit entities to deliver GPS projects. If an applicant intends to utilize a partnership to
complete a project, the response must document how partners will be selected. Any entity
that is listed as excluded, debarred or suspended on the System for Award Management
(https://sam.gov/SAM/), including affiliated businesses with the same Employer
Identification Number (EIN), is not eligible to receive GPS funds and may not be selected
as a subrecipient, partner, subcontractor or vendor.
Applications will be evaluated to determine the mitigation value and cost effectiveness of
the proposed project. An applicant's planning strategy and management capacity must
be evident.
3.5 Public Notice Requirement
Units of General Local Governments (UGLG) must receive public input on their application by
abiding by one or both of these new notice formats:
1. Post information about the project online: Post the information about your project to
your public website and allow for a 14-day public comment period. State the type/s of
project/s to be undertaken, the source, the amount of funding available for the activities,
the date by which comments must be made, and a contact person for a copy of the
proposed application.
c
2. Host a virtual public meeting: Applicants should supply the same documentation that
would normally be required to demonstrate that a meeting was held, including minutes v
and a public meeting notice. The notice should be posted in a newspaper of general
circulation and to your UGLG website. State the type/s of project/s to be undertaken, the
source, the amount of funding available for the activities, the date by which comments
must be made, and a contact person for a copy of the proposed application. Applicants
must provide for a 10-day comment period, which must be published prior to the
submission of the application.
Evidence of the public notice must meet the following requirements:
• Documentation of newspaper advertisement.
20
Packet Pg. 3878
P.11.a
• Print-out of UGLG webpage showing public notice.
• Documentation that the needs of non-English speaking citizens have been met _
wherever a significant number of non-English speaking citizens might be reasonably
expected to participate. In this case, documentation will need to be translated into
Spanish and Creole.
Evidence of a public meeting with city and tribal governments must meet the following
requirements: v,
• Notice of the public meeting must be provided at least five days prior to the meeting.
• Documentation of a meeting must include sign-in sheets and minutes.
Instructions for providing evidence of meeting this public notice requirement are included
in Appendix B, Application Requirements & Checklist.
3.6 Applicant Review Process Responsiveness
c
During the application review process, applicants are required to respond in a timely
manner to DEO requests for information/materials to complete the evaluation process.
Any request for additional information will include a definitive due date for return of
requested information. If the applicant needs an extension, a clarification or assistance,
the applicant may make its request within the allotted response timeframe. If an applicant
fails to provide the requested information/materials or fails to ask for an extension or
assistance, the applicant's response will be closed and disqualified.
2
c
.E
2
Packet Pg. 3879
P.11.a
Scoring
4.1 Award Determination
DEO will apply a two-phase process to review applications:
1. Phase One: Applications will first be evaluated for Mandatory Threshold
Compliance Criteria, Table 5. This phase is unscored. DEO will further review =
only the applications that pass Phase One.
2. Phase Two: If the Mandatory Threshold Criteria is in compliance, the second
phase of the review process will be initiated. Applications will be reviewed and
scored based on Scoring Criteria Evaluation Rubric, Table 6.
Only the application itself (including requested attachments) will be scored. Any
documents submitted with the application that were not requested will not be scored. The
evaluation team will consist of CDBG-MIT staff who will independently and objectively
score applications consistent with the Scoring Criteria Evaluation Rubric. The reviewers'
scores will be averaged to determine a final score for each application.
Each element of the Scoring Criteria Evaluation Rubric has a value associated with it. A
potential maximum of 100 points may be awarded. If eligible responses exceed available
funding, applicants will be funded in rank order based on evaluation scores. DEO
reserves the option to fund all, a portion of or none of each application submitted by an
applicant.
Applicants will be notified that their application was submitted successfully via email and
mail.
Table 5: Mandatory Threshold Compliance Criteria
Application is signed and complete.
Application was submitted on time. ,
Applicant is an eligible UGLG, educational institution, state agency, or non-
profit.
Applicant's project benefits HUD and/or state-identified MID areas.
22
Packet Pg. 3880
P.11.a
Table 6: Program Scoring Evaluation Rubric
ca
25 pts Project Write an overview/summary, not to exceed 2,500 words, of t
Description project being proposed. 1) State the project purpose, area
benefit and a description of the proposed activity. 2) Specify t
risk(s) that will be mitigated by completion of this project.
Describe how the work will be done and the team that will do it.
Explain the method used to determine project fundi
requirements. 5) Describe anticipated outcomes. 6) Has
comprehensive plan already been created? If yes, describe N
the proposed plan or activity will integrate with the comprehensi 2
plan and attach the Executive Summary of the comprehensi
plan.
25 pts Community Describe, in 1,500 words or less, the proposed activity's value
Value the community in normal circumstances and in times of natu .09
disasters. Include: The community lifelines served this proje
How the project enhances community resilience; Public notice
the planned project; and Community involvement in the projE
planning process.
20 pts Capacity Plan Provide a strategic plan overview of 1,500 words or less tt
addresses goals, stakeholders, the work plan, (major tasks a
deliverables), resources (staffing and budget) a
monitoring/quality controls. Identify the staff members who will
responsible and/or positions that will be filled for the GPS projE
management and maintenance. Provide a short profile on ea
person on your current staff who perform project-related tasks a
a position description for any new hires who will be assigned
project work. If your project will require specific tools or skill
personnel, such as mapping do you have the capabilities and t
staff to complete your plan? Attach a Word document with t
planning team's CV/resumes into the zip folder. Describe t
circumstances under which this plan will be updated and detail N
subsequent updates will be funded.
15 pts Implementation Use the Implementation Plan Template provided in Appendix D y
Plan prepare a chronological timeline for the entire life of the project tt
organizes work into logical, manageable tasks and deliverables
10 pts Budget Include your project budget using the Budget Worksheet provid OL
as Appendix E. Ensure your budget is reasonable, appropriate a 12
accurate. Are the budgeted items consistent with the prop
description and tasks? Does the amount requested fall within t
GPS's allowable minimum ($20,000) and maximL
$10,000,000 ? Ensure there is no duplication of benefits.
23
Packet Pg. 3881
P.11.a
5 pts Leveraged If your project involves the qualified use of matching or leverag
Dollars funds or services, describe the specifics of leveraged fund/servi
usage. Are there local or other funds available to address t
proposed project in whole or in part? If yes, report all sources
funding and the amount available. Disclose sources and uses .'
non CDBG-MIT funds. What other federal, state and/ or loi
entities have you contacted concerning funding for the propos
project and what were the results?
100 pts Total maximum score
4.2 Technical Assistance
DEO is hosting a webinar, 20-minute and one-on-one phone calls to provide an overview
of these Guidelines and the application process. In addition, designated partners will
provide technical assistance to subrecipients related to CDBG-MIT requirements and
compliance. Assistance will also be provided as a result of monitoring activities and at
subrecipient request.
4.3 Subrecipient Responsibilities
Subrecipients have the following responsibilities and must:
2
0.
• Submit an accurate account of how the absence of a plan has affected the
community;
• Submit a detailed scope of work;
• Enter into a subrecipient agreement with DEO specific to the GPS;
• Comply with all terms and conditions of the subrecipient agreement, GPS
guidelines, Mitigation Action Plan and applicable federal, state and local laws;
• Develop policies and procedures to detect and prevent fraud, waste and abuse
that describe how the subrecipient will verify the accuracy of information and report
instances of suspected fraud, waste or abuse;
• Follow a detailed citizen participation plan that satisfies the requirements of 24
CFR 570.486;
• Develop policies and procedures for complaints and grievances and for appeals. y
These policies and procedures must be made available to participants and
participant applicants;
• Update application or program policies and procedures upon DEO request;
• Document all complaints, grievances and appeals received. To comply with HUD
requirements, a response to each complaint, grievance or appeal must be made
within 15 working days of receipt;
2
Packet Pg. 3882
P.11.a
• Maintain organized files and make them accessible to DEO or its representatives
upon request;
• Maintain books, records and documents relating to the GPS in accordance with
generally-accepted accounting procedures and practices which sufficiently and
properly reflect all expenditures of funds provided by DEO under this program. All
records must be maintained for five years beyond the closeout of the grant;
• Retain sufficient records to document program activities, participants and services
and to demonstrate compliance with the GPS Program Guidelines, subrecipient
agreement and applicable federal, state and local laws and regulations. All records
must be maintained for five years beyond the closeout of the grant;
• Ensure that any partners, subcontractors, vendors or other entities to whom the
subrecipient intends to disburse GPS funds are not listed as excluded, debarred,
or suspended on the System for Award Management (https://sam.gov/SAM/),
including affiliated businesses with the same EIN;
r-
• Comply with the requirement that subrecipients will not carry out any of the
activities under their agreement with DEO in a manner that results in a prohibited
duplication of benefits as defined by Section 312 of the Robert T. Stafford Disaster
Relief and Emergency Assistance Act of 1974;
• Provide a detailed timeline for implementation consistent with the milestones
outlined in these Program Guidelines and report actual progress against the
projected progress on a monthly basis;
• Provide a quarterly report to DEO that outlines the activities completed in the
previous quarter. y
o The report must include financial metrics that demonstrate the
implementation costs to date with projected spending.
o Reporting must include documentation of the number of complaints
received, the nature of the complaint, and that complaint was responded to
within 15 days of receipt. y
o Additional quarterly reporting requirements may be required, depending on
the specific program design implemented by a subrecipient.
• Provide a monthly report to DEO that details the grant funding approved versus
funding disbursed; and
• Monitor compliance with the terms and conditions of the subrecipient agreement.
4.4 Compliance and Monitoring of Subrecipients
As a recipient of federal funds, DEO is charged with ensuring that any subrecipient has
the capacity and means to deliver projects and services and that the costs of its activities
are allowable, reasonable and necessary. Therefore, each subrecipient assessed by
DEO must demonstrate the organizational capacity and implementation experience
necessary to deliver services. Each subrecipient must meet performance metrics for
25
Packet Pg. 3883
P.11.a
implementation. Additionally, all subrecipients will be subject to routine monitoring and
compliance review by DEO or its representatives based on an initial risk analysis.
Monitoring will include:
• Evaluation of the subrecipient's organization, procurements, policies and
procedures;
• Compliance with the Stafford Act;
• Allowable, necessary and reasonable cost standards;
• Financial management, file management and documentation;
• National objective compliance; and
• Reporting and compliance with these Guidelines, the Subrecipient Agreement and
any applicable laws and regulations.
DEO will monitor the GPS directly and through designated partners. This includes
verification of official documents against state records, review of application materials and
expense documentation, and physical site visits to verify compliance and appropriate use
of funds. Additional reviews may be conducted by HUD. Monitoring reviews may be
announced or unannounced. Monitoring may take place on site or remotely. Reviewed
documentation may be randomly selected. Project applications and documentation must
be maintained and made available by subrecipients. All monitoring results will be
recorded in detail for program compliance and use of funds.
Any issues of non-compliance may be categorized as either findings or observations.
0.
Subrecipients found to be non-compliant, or who received funds in error, may be required
to repay grant funds to the state of Florida, in accordance with the subrecipient
agreement.
4.5 Appeals
Informal Appeals
Appeals may be filed only upon the deliverance of an adverse program decision regarding y
eligibility, benefits, or closure of an application. Appeals must be filed within the
parameters set by this appeals procedure. Participants may not appeal program policy. If
an applicant is denied program services or benefits and desires to appeal, an appeal may
be filed with DEO as follows:
0
0.
1. All appeal letters must be submitted in writing within 30 days of the date of the
denial letter via: y
o U.S. mail to:
Office of Disaster Recovery, Appeals Team
Florida Department of Economic Opportunity
107 East Madison Street
Caldwell Building, MSC 160
Tallahassee, FL 32399
o Email to:
2
Packet Pg. 3884
P.11.a
cd bg-d rappeals(@ eo.myflori a.com
2. All appeal letters must include:
o The reason for the appeal;
o A clear explanation that describes the evidence that the denial was contrary
to applicable laws or regulations or in some other way inequitable;
o The reason that the applicant is eligible for the service or benefit that was
denied, delayed, reduced, modified or terminated;
o The proposed remedy sought by the applicant;
o Name, contact address and contact telephone number of entity filing W
appeal; and 0.
o Signature and date.
An appeal initiated by an applicant with DEO must follow written appeal procedures,
which may include, but not be limited to, informal hearings, third-party review or
administrative review. A determination letter will be sent, post-appeal, to the entity that
initiated the appeal. Applicants may contact DEO for more information on the appeal
procedure.
Formal Appeals /Notice of Administrative Rights
Any person whose substantial interests are affected by DEO's determination has the
opportunity for an administrative hearing pursuant to section 120.569, Florida Statutes.
0.
For the required contents of a petition challenging agency action, refer to rules 28-
106.104(2), 28-106.20(2), and 28-106.301, Florida Administrative Code.
Depending on whether material facts are disputed in the petition, a hearing will be
conducted pursuant to either sections 120.569 and 120.57(1), Florida Statutes, or
sections 120.569 and 120.57(2), Florida Statutes. Pursuant to section 120.573, Florida
Statutes, and Chapter 28-106, Part IV, Florida Administrative Code, mediation is
available to settle administrative disputes. Any petition must be filed with the Agency
Clerk within 30 calendar days of receipt of DEO's determination
If an applicant files a request for reconsideration or informal appeal, the requirement to
timely file a petition challenging agency action will be tolled until a decision under either
method is rendered by the Department. At that time a new appeal window will begin. No
applicant will lose their rights under Chapter 120, Florida Statutes, by filing a request for
reconsideration or request for informal appeal.
Any petition must be filed with the Agency Clerk within 30 calendar days of receipt of
this determination. A petition is filed when it is received by:
Agency Clerk
Department of Economic Opportunity
Office of the General Counsel
107 East Madison Street, MSC 110
Tallahassee, Florida 32399-4128
2
Packet Pg. 3885
P.11.a
Fax: (850) 921-3230
Email: Agency.Glerkp_ eo.myflori a.com
c
c
c
c
c
2
Packet Pg. 3886
P.11.a
CFinancial
ca
5.1 Eligible & Ineligible Costs
All costs must be CDBG-MIT eligible. All costs must comply with the requirements of 24
CFR 570 and 2 CFR 200.
Eligible costs for the GPS include, but are not limited to:
• Resources related to GPS activities;
• Participant outreach; and
• Program management and administration. W
Ineligible costs for the GPS include, but are not limited to:
• Material or supply costs unrelated to GPS activities;
c
• Costs not associated with the development of plans or planning activities;
c
• Furnishings and personal property, including motor vehicles and fixtures;
• Costs incurred prior to the date of execution of a subrecipient agreement;
• Political activities or lobbying;
• Payments to a for-profit business while that business or business owner is the
subject of unresolved findings for non-compliance with CDBG assistance;
• Construction, engineering, and other costs associated with a specific plan; or
• Any costs determined as unallowable or ineligible pursuant to applicable state or
federal laws or regulations, or guidance from HUD, DEO or any applicable state or 2
federal agency.
5.2 Funding Method
Funding will be provided monthly on a cost reimbursement basis upon completion of y
agreed upon deliverables. Subrecipients must verify all documentation and costs before
submission for cost reimbursement to DEO. Subrecipients must provide required
reporting and supporting documentation to be reimbursed.
5.3 Supplanting Funds
Subrecipients must agree to utilize GPS funds to supplement rather than supplant funds y
otherwise available. Subrecipients must document that GPS funds awarded are above
and beyond any annual appropriations that are provided for the same purpose. GPS
funds may be utilized after all other funds available to provide benefits to the participant
for the same purpose have been expended. Any supplanting of funds will be treated as a
duplication of benefits or fraud, waste and abuse, and is subject to recapture under the
terms of the subrecipient agreement.
2
Packet Pg. 3887
P.11.a
5.4 Duplication of Benefits (DOB) Overview
Eligible applicants may have previously received assistance from other sources for the
same purpose as the GPS. Under the requirements of The Robert T. Stafford Disaster
Assistance and Emergency Relief Act, as interpreted and applied by HUD, DEO, and its
subrecipients must consider certain aid received by a person or entity in determining the
amount of assistance which can be granted. DEO and subrecipients must follow HUD's
DOB Guidance. Applicants must provide any information on benefits received that may
create a DOB to the appropriate subrecipient. The subrecipient must perform due
diligence verification of DOB information.
The Supplemental Appropriations Act authorizing CDBG-MIT funding and the Stafford 0CD
)
Act include restrictions on using CDBG-MIT program funds to provide assistance when
insurance providers or other federal or state entities have already funded all or a portion
of the activity. The Stafford Act also contains eligibility requirements for recipients who >
have received prior disaster funding based upon whether they are in compliance with
requirements associated with receipt of those funds. When applicable, recipients must be
in compliance with these restrictions or funding will be denied. Participants must report
all financial assistance, including:
• Local, state, or federal programs;
• Private or non-profit charitable organizations; and
• Any other assistance received for the purpose for which the participant is applying
for, and receiving, funding or services.
Funds provided by any federal, state or local government entity, or non-profit or private
source intended for the same purpose as the GPS are considered a DOB and under
federal law must be deducted from the assistance provided by the GPS. Any additional
funds paid to participants for the same purpose as the GPS after the GPS services are
completed must be returned to DEO. Participants in the GPS must agree to repay any
duplicative assistance considered a DOB.
5.5 Subrogation
Subrogation is a legal doctrine that allows one person to take on the rights of another. In
the context of mitigation grants, a GPS participant must enter into a subrogation
agreement in which the funding agency (DEO) obtains the right to collect any additional
mitigation payouts the participant receives for the same purpose after the participant has
entered into a grant agreement for GPS benefits. y
All duplicative funding received must be remitted to or accounted for by the program,
regardless of when it is received by the entity. If an entity receives additional funding for
the same purpose as the GPS award, including after the GPS award is executed or GPS
services are completed, the entity is required to report the additional funding to the
program.
By accepting the award, subrecipients agree that they will report any duplicative funds to
the program whenever received. Upon receipt of a report that additional benefits have
30
Packet Pg. 3888
P.11.a
been received, the program will recalculate the entity's award and provide instructions as
to whether the award will be reduced by such amount, or whether the entity must remit
such amounts to the program as reimbursement (when additional assistance received
after program disbursements). Each subrecipient will execute and be bound by a
subrogation agreement.
Subrecipients must agree to subrogate (commit to the state of Florida) any future
payments they may receive after award from any sources that represent a potential DOB. :
The subrogation agreement requires the applicant to notify DEO if additional funds are
received and to assist DEO in collecting any amounts owed to it from these sources. All
parties shall comply with standard anti-fraud measures.
DEO will exercise all normal due diligence in collection of amounts owed through contact
with awardees and will pursue investigation and collection efforts which may include
demand letters, small claims court, filing of judgments, and/or other collection activity.
Collection activity following demand letters will be determined in consultation with DEO
and/or the Florida Attorney General's Office.
c
5.6 Budget
CDBG-MIT funds may be used to meet the local share of a matching requirement, or of
cost-sharing or other contribution for federal or state grant programs if the funds are used
to carry out an eligible GPS mitigation activity. Funds may be matched from mitigation
grants administered by FEMA and the United States Army Corps of Engineers. (The
maximum amount for the US Army Corps of Engineers is $250,000.) Activities that are
funded with match dollars must meet the eligibility requirements of the CDBG-MIT
program and the federal program that is being supported with CDBG-MIT funds. --
Applicants should describe how they will seek to maximize the outcomes of investments
and the degree to which CDBG-MIT funds will be leveraged, including through public-
private partnerships and other federal, state, local, private and nonprofit sources to
generate more effective and comprehensive mitigation outcomes. Leveraged funds for
each activity must be identified in the Disaster Recovery Grants Reporting system.
Although there is not a requirement for local match, Planning Grants may or may not
cover the full cost of all planning activities for future projects. Applicants should expect
to contribute resources to the planning process in order to develop a successful project.
5.7 Procurement Requirements
Federal, state and local procurement rules apply when purchasing services, supplies, y
materials or equipment. DEO and all subrecipients must abide by the procurement
process mandated by federal and state government codes as they are applicable to the
GPS. The procurement process includes the decision to purchase as well as the process
to complete the purchase.
The federal government has established a set of procurement rules in 2 CFR Part 200
that apply to CDBG-DR projects. 24 CFR 570.502 requires compliance with 2 CFR Part
200 for CDBG-DR projects, with certain limited exemptions (see also 24 CFR 85.36 and
24 CFR 84.40-48, as applicable). These rules are in place to ensure that federal dollars
3
Packet Pg. 3889
P.11.a
are spent fairly and encourage open competition for the best level of service and price. If
a conflict between federal and local procurement regulations should occur, the more
stringent regulation will be followed.
c
c
c
c
2
c
32
Packet Pg. 3890
Appendices
AppendixApplication r
3
Packet Pg. 3891
Date:
Pe�I DE�)
Monde w-a_ORE� €3E PAR MIEN 44
F.CONCM IC OPPO RTUN'.IW
Rebuild Florida CDBG - Mitigation '
General Planning Support Program Application
Official Project Title
Applicant Information
Official Applican FEIN#:
Entity Name:
0
Primary Project Contact DUNS#:
Name:
Title: E-mail:
Phone >
Mailing Address: Number:
City: State: Zip Code:
0
Please list co-applicant entities if any: Contact Person: E-mail Address:
>
Project Description (2,500 word limit)
Write an overview/summary of the project being proposed:
1) State the project purpose, area of benefit and a description of the proposed activity. 2)
Specify the risk(s) that will be mitigated by completion of this project. 3) Describe how the
work will be done and the team that will do it. 4) Explain the method used to determine project
funding requirements. 5) Describe anticipated outcomes. 6) Has a comprehensive plan '
already been created? If yes, describe how the proposed plan or activity will integrate with
the comprehensive plan and attach the Executive Summary of the comprehensive plan.
Insert Attachment: Please title zip folder: EntityNamePD_GPS
Community Value (1,500 word limit)
Describe: The project's value to the community in normal circumstances and in times of
natural disasters. Include: The community lifelines served this project; How the project y
enhances community resilience; Public notice of the planned project; and Community '
involvement in the project planning process.
Insert Attachment: Please title doc: EntityNameCV_GPS
3
Packet Pg. 3892
P.11.a
Capacity Plan (1,500 word limit)
Provide a strategic plan overview that addresses goals, stakeholders, the work plan, (major
tasks and deliverables), resources (staffing and budget) and monitoring/quality controls.
Identify the staff members who will be responsible and/or positions that will be filled for the
GPS project management and maintenance. Provide a short profile on each person on your
current staff who perform project-related tasks and a position description for any new hires
who will be assigned to project work. If your project will require specific tools or skilled
personnel, such as mapping do you have the capabilities and the staff to complete your
plan? Attach a Word document with the planning team's CV/resumes into the zip folder.
Describe the circumstances under which this plan will be updated and detail how
subsequent updates will be funded.
Insert Attachment: Please title zip folder: EntityNameCP_GPS
Implementation Plan
0
Use the Implementation Plan Template provided in Appendix D to prepare a chronological
timeline for the entire life of the project that organizes work into logical, manageable tasks
and deliverables.
Insert Attachment: Please rename template: EntityNamelP_GPS
Budget
Include your project budget using the Budget Worksheet provided as Appendix E (and in the
GPS Application, Appendix A). Ensure your budget is reasonable, appropriate and accurate.
Are the budgeted items consistent with the project description and tasks? Doesthe amount �-
requested fall within the GPS's allowable minimum ($20,000) and maximum ($10,000,000)?
Ensure there is no duplication of benefits.
Insert Attachment: Please rename template:EntityNameBudget GPS
Is there any duplication of benefits? Yes: El No: ❑ y
All funds identified for use on your project must be fully disclosed and detailed to ensure
budget accuracy and no duplication of benefits.
Will funding — other than CDBG-MIT funding — be used to fund Yes: ❑ No:
this project? If yes, detail the anticipated or committed funds in
the Leveraged Dollars section.
35
Packet Pg. 3893
Leveraged Dollars P.11.a
If your project involves the qualified use of matching or leveraged funds or services, describe
the specifics of leveraged fund/service usage. Are there local or other funds available to
address the proposed project in whole or in part? If yes, report all sources of funding and the
amount available. Disclose sources and uses of non CDBG-MIT funds. What other federal,
state and/ or local entities have you contacted concerning funding for the proposed project
and what were the results? Put "N/A" if this section is not applicable to your project.
76
Compliance
0
According to 84 FIR 45838 August 30, 2019 Section V.A.(18), "The State shall make reviews and audits,
including on-site reviews of any subrecipients, designated public agencies and local governments, as
may be necessary or appropriate to meet the requirements of section 104(e)(2) of the HCDA, as
amended,as modified bythis notice.In thecaseof noncompliance with these requirements, the State
shall take such actions as may be appropriate toprevent a continuance of the deficiency, mitigate
any adverse effects or consequences, and prevent a recurrence. The State shall establish remedies 0
for noncompliance by any designated subrecipients, public agencies, or local governments."
0
Can you certify to comply with state and federal register Yes: ❑ No: Elregulations as outlined in 84 FIR 45838?
Sign and Date
As the primary entity contact for this project, I certify:
A. All staff, contractors,vendors and community partners of our mitigation initiative:
1. Will comply with all HUD and Florida requirements in the administration of the proposed 0
CDBG-MIT funded activities;
2. Will work in a cooperative manner to execute the Subrecipient Agreement that provides the
pathway for successful CDBG-MIT program(s) and/or project(s)and;
0
B. All information submitted in this Application is true and accurate.
Signature: Date: cn
0
0
Print button will only print application and not attached documents. Submit button will deliver application to email to the
cdbg-mit@deo.myflorida.com. Please attach all relevant documents to this email. y
Print Application Submit Application
AppendixInstructions & Checklist
Packet Pg. 3894
P.11.a
Rebuild Florida GPS Checklist Pe,'
7%ri�da'
Project Name:
This Checklist is designed to aid the applicant through the application process. As such, it does
not need to be submitted with the completed application to DEO.
�I Application Information Required
Application is signed, dated and complete.
FEIN and DUNS numbers are provided.
Application is from an eligible UGLG, state agency, or non-profit or non-governmental entity 2
that applied in partnership with a UGLG or state agency. >
Project title, primary contact name, address and contact methods are provided. c
0
C
c
Project description clearly explains the plan or activity to be completed.
Project description addresses which risks will be mitigated by the plan or activity.
Community value clearly describes the community lifelines being served.
Community value demonstrates how the plan or activity will enhance community resilience.
Capacity plan identifies the goals, stakeholders, work plan, resources, and monitoring/quality
controls for the plan or activity.
Staff members and their responsibilities are identified.
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Contractors or third-party entities are identified.
The Implementation Plan Template is completed and attached to the application.
The Budget Template is completed and attached to the application.
This project has no duplication of benefits.
Leveraged funds/service usage is outlined in the application.
c
3
Packet Pg. 3895
Filling ida GPS ApplicationP.11.a
Applicant Information:
1. First write in the GPS project title under "Official Project Title".
2. Under "Applicant Information", fill in the official applicant entity name, meaning the
primary UGLG, agency or entity who is applying for this program. Use your official entity
name, as this will be the name used for disbursing funds.
3. Next fill in the primary project contact name, title, e-mail, mailing address, and phone
number. This person will be the first individual to be contacted by DEO regarding the
proposed GPS project, should the need arise.
4. Be sure to fill in both the entity's FEIN and DUNS number. :
5. Lastly, if there are any other UGLG, agencies, or entities who are co-applicants for this
proposed project, list their official entity name, person of contact name and email.
c
Project Description:
1. Attach a word document titled: EntityNamePD_GPS of the project overview that is not to
exceed 2,500 words. An example of the document title being submitted by the Leon
County City Fire Department would look like: LeonCountyFirePD_GPS
2. Please see this link to create zip files: https://support.microsoff.com/en-
us/help/1 200/windows®compress-uncompress®zip®files
Community Value:
In a zip folder, attach a Word document titled: EntityNameCV GPS of the overall community value
of the proposed project without exceeding 1,500 words.
Capacity Plan:
Provide a plan overview, not to exceed 1,500 words, that outlines your proposed GPS project.
You will label the document titled: EntityNameCP_GPS.
Implementation Plan:
1. Use the provided Implementation Plan template found in Appendix D of the GPS
Guidelines to fill out the information. Rename the template: EntityNamelP_GPS.
2. You will fill out the timeline to outline the proposed project's life, accounting for
manageable tasks and deliverables with approximate dates included.
Implementation Plan Template Instructions:
Enter project name, official applicant entity name and primary contact name and phone number
in the header space at the top of the template.
This template is customizable to fit your project. Feel free to edit the segments and add notes
when needed.
1. The box titled "GPS Implementation Plan Timeline" will display a visual timeline of the '
data that you enter into the "Tasks" box.
2. The "Tasks" box should list the major manageable tasks and deliverables of the proposed
project and include the entire life of the project. Enter the approximate start and end dates
of each task and/ or deliverable under the tabs "Start" and "End". "Duration" encompasses
the number of days the task runs for. Excel should already calculate the duration based
on the start and end dates you enter. If this is not the case, enter in the number of days
3
Packet Pg. 3896
as the duration of each task and/ or deliverable. Label each task and/ or deliverable
appropriately under the "Label" section.
a. Within the "Tasks" box, there are 15 available slots for project timeline tasks. When
adding/changing tasks within the box, select the row (select the values under
"Start" to "Label").
Tasks
A
02/03 03/03 29 DEG]Novard and Subrecipienf Agreement
03/03 04/03 30 Example Plan] Design
133/03 04/03 30 Example Plan2 Design
04/04 05/04 25 Mapping Upgrades
05/06 07/06 60 Community Outreach Phase 1
07108 08/08 31 Community Outreach Phase 2
135/06 07/06 60 Building Codes Evaluation C
.2
07108 08/08 31 Administrative Changes
08/20 09/01 12 Plan Implementation
09/01 12/25 115 Plan Updates 0
10/01 10/10 9 Sarnple Text
10/10 10/27 17 Sample Text
11/11 11/30 19 Sample Text 0
12/01 12/31 30 L—S-�—Ilp—1e Text
12/31 01/13 13 Sample Text
b. For this example, the highlighted "Sample Text" task needs to be moved under the
"Mapping Upgrades" cell. Once you select the row, right click, select "Cut", and a
dotted line around your selected row should appear. Next, select the "Community
Outreach Phase 1" row. Right click and select "Insert Cut Cells". Now "Sample
Text" will appear under "Mapping Upgrades". The visual timeline above the "Tasks" >
2
will also reflect these changes.
Tasks
02103 03/03 29 DEO Aviard and Subreciplent Agreement
03/03 04/03 30 Example Plan] Design
03/03 04/03 30 Example Plan2 Design
04/04 05/04 25 Mapping Upgrades
10/01 10/10 9 Sample Text
05/06 07/06 60 Community Outreach Phase I
07108 08/018 31 Community Outreach Phase 2
05/06 07106 60 Building Codes Evaluation
07108 08/018 31 Administrative Changes
08120 09/01 12 Plan Implementation
09101 12/25 115 Plan Updates 0
10110 10/27 17 Sample Text
11111 11/30 19 Semple Text
12/0 1 12/31 30 Sample Text
12131 01/13 13 Semple Text C
C
Follow these guidelines for customizing your timeline. You may add lines within the"Tasks" section
below existing tasks by highlighting the complete box rows, right click, select "Insert...", a dialogue
box will appear, select "Shift cells down", select "Ok". This will shift all boxes below the selected
row down the excel sheet.
E
�3 9
Packet Pg. 3897
3. The "Milestones" box may be used to list major project milestones such as the start or p 11.a
completion of the project. Any changes to this box can be made by following the
directions described previously. The label for your new milestone may needed to be
added in manually. You can do this by clicking on one of the existing milestone texts in
the visual timeline. For example, you may click "Closeout" above the diamond icon. All
other text boxes for milestones should be outlined by boxes.
..... ........ ...._ ,
Construction On
Complete �� :�� Closeout
........ .......... Project
.....
F Completion
....
1I
Next, select the box that does not have a label. Now enter in the label for this milestone.
c
�ti m c
Sample Te)i k";
a my —
Project —Completion
You may move and change the size of each text box.
4. The "Notes" box allows you to list any additional notes about the project timeline that may
be necessary for DEO to read.
Budget:
1. Use the provided Budget Worksheet found in Appendix E of the GPS Guidelines to fill out
the information. Rename the template with your EntityNameBudget_GPS.
2. Select either Yes/No to answer whether your project includes a duplication of benefits.
Any project that includes a duplication of benefits will not be eligible for a CDBG-MIT
program.
3. Select either Yes/No whether you anticipate receiving any funds other than CDBG-MIT
funds. If the answer is yes, then in the "Leveraged Dollars" section you will need to detail
any application for funds and when those funds will be committed for your project. Include
the agency/ entity that is providing the funds and the total amount.
Budget Template Instructions:
Enter project name, primary contact name and phone number and the official applicant entity
name.
This template is customizable to fit the budget proposal for your project. Feel free to edit left-hand
segments and add notes when needed.
If a section does not have enough cells for the category that you are working on, you can add
additional cells by highlighting a complete row and right clicking. A dialogue box will appear that
0
Packet Pg. 3898
permits you to add a row of cells. Click "Insert" and then select either "Insert Above" or "I p 11.a
Below", depending on where you would like the new row to be placed. The new row will ap
above or below the row you highlighted.
1. On the left-hand side of the template there is a list of major projects and related sub- '
groups. You may edit each of these areas to fit your proposed budget plan. For example,
if you do not have Mitigation Activities, you may delete that row and the related
subgroups.
2. List anticipated and committed sources of other project funding sources in the "Sources of
Other Funds" category. These funds are non-CDBG-MIT funds. Include entities you have
contacted, even if a funding commitment has not yet been made. Disclose the amount
you requested or expect to receive. If you need to add rows in this section, follow the
directions for adding rows outlined above.
3. You can use the right-side "Notes" column to elaborate on budgeted items as needed.
Leveraged Dollars:
1. If you suspect your project includes the use of matching or leveraged funds or services,
read the GPS Guidelines, Part 4.6 to ensure your project is eligible for this section.
2. Describe the specifics of leveraged funds or services that your project uses in the space
provided. Identify and answer:
a. Are there local or other funds available to address the proposed project in whole or
in part?
i. If Yes, report all sources of funding and the amount available.
b. Disclose sources and uses of non CDBG-MIT funds.
c. What other federal, state, and/ or local entities have you contacted concerning
funding for the proposed project, and what were the results?
3. If your project does not involve matching or leveraged funds, then write "N/A" in this
section.
Compliance:
By selecting "Yes" in this section, you certify that your entity and co-applicants will comply with all
DEO and state requirements as outlined in 84 FR 45838.
Sign and Date:
As the primary entity contact for this project, I certify that staff, contractors, vendors and community
partners of our mitigation initiative:
1. Will comply with all HUD and Florida requirements in the administration of the proposed
CDBG-MIT funded activities;
2. Will work in a cooperative manner to execute the Subrecipient Agreement that provides
the pathway for successful CDBG-MIT program(s) and/or project(s) and; y
3. Certify that all information submitted in this Application is true and accurate
Print and Submit Buttons:
Select "Print" to print out your completed application. Attached files will not print with the
application when selecting the "Print" button. Print all attached documents separately and mail the
complete application to:
Attention: Rebuild Florida Mitigation Team
41
Packet Pg. 3899
Florida Department of Economic Opportunity p.11.a
107 East Madison Street
Caldwell Building, MSC 400
Tallahassee, FL 32399
Select "Submit Application" to have your application emailed directly to the Rebuild Florida
Mitigation team at: CDBG® I Qdeo.m0orida.com. A dialog box will appear that will allow you to
email the application and attach all required files.
If you have any questions or concerns, please email the Mitigation team at: CDBG®
I Qdeo.moorida.com
c
c
c
c
c
2
Packet Pg. 3900
P.11.a
Appendix C ® Completed Sample Application
c
c
c
c
c
c
3
Packet Pg. 3901
Date:105/15/202:0:��
e
Rornida 4 OREuA€3EPAR MEN 44
F.CONCM IC OPPO RTUN'.IW
Rebuild Florida CDBG - Mitigation
General Planning Support Program Application
Official Project Title
Pensacola Stormwater Drainage Plan
Applicant Information
City of Pensacola
Official Applicant
Entity Name: City of Pensacola FEIN#: 98-38475837
Primary Project Contact Peyton Wolf
DUNS#: 11111111
Name:
Title: City Planner E-mail: Peyton.Wolf@Pensacola.gov o
Phone
Mailing Address: 111 Main Street (800)555-5555
Number: o
I
City: Pensacola state: FL zip Code: 11111
Please list co-applicant entities if any: Contact Person: E-mail Address:
Escambia County Maxwell Walsh Maxwell.Walsh@escambia.gov
Northwest Florida Water Management District Melissa Arline Melissa.Arline@NorthwestFLWMD.com
Project Description (2,500 word limit)
Write an overview/summary of the project being proposed:
1) State the project purpose, area of benefit and a description of the proposed activity. 2)
Specify the risk(s) that will be mitigated by completion of this project. 3) Describe how the
work will be done and the team that will do it. 4) Explain the method used to determine project
funding requirements. 5) Describe anticipated outcomes. 6) Has a comprehensive plan
already been created? If yes, describe how the proposed plan or activity will integrate with y
the comprehensive plan and attach the Executive Summary of the comprehensive plan.
Insert Attachment: Please title zip folder: EntityNamePD_GPS
/
Community Value (1,500 word limit)
0
Describe: The project's value to the community in normal circumstances and in times of0.
natural disasters. Include: The community lifelines served this project; How the project
enhances community resilience; Public notice of the planned project; and Community
involvement in the project planning process.
Insert Attachment: Please title doc: EntityNameCV_GPS
44
Packet Pg. 3902
P.11.a
Capacity Plan (1,500 word limit)
Provide a strategic plan overview that addresses goals, stakeholders, the work plan, (major
tasks and deliverables), resources (staffing and budget) and monitoring/quality controls.
Identify the staff members who will be responsible and/or positions that will be filled for the
GPS project management and maintenance. Provide a short profile on each person on your
current staff who perform project-related tasks and a position description for any new hires
who will be assigned to project work. If your project will require specific tools or skilled
personnel, such as mapping do you have the capabilities and the staff to complete your
plan? Attach a Word document with the planning team's CV/resumes into the zip folder.
Describe the circumstances under which this plan will be updated and detail how
subsequent updates will be funded.
Insert Attachment: Please title zip folder: EntityNameCP_GPS
Implementation Plan
0
Use the Implementation Plan Template provided in Appendix D to prepare a chronological
timeline for the entire life of the project that organizes work into logical, manageable tasks
and deliverables.
Insert Attachment: Please rename template: EntityNamelP_GPS
Budget
Include your project budget using the Budget Worksheet provided as Appendix E (and in the
GPS Application, Appendix A). Ensure your budget is reasonable, appropriate and accurate.
Are the budgeted items consistent with the project description and tasks? Doesthe amount �-
requested fall within the GPS's allowable minimum ($20,000) and maximum ($10,000,000)?
Ensure there is no duplication of benefits.
Insert Attachment: Please rename template:EntityNameBudget GPS
Yes: No:
Is there any duplication of benefits? L] 21
y
All funds identified for use on your project must be fully disclosed and detailed to ensure
budget accuracy and no duplication of benefits.
Will funding — other than CDBG-MIT funding — be used to fund Yes: No:
this project? If yes, detail the anticipated or committed funds in
the Leveraged Dollars section.
5
Packet Pg. 3903
P.11.a
Leveraged Dollars
If your project involves the qualified use of matching or leveraged funds or services, describe
the specifics of leveraged fund/service usage. Are there local or other funds available to
address the proposed project in whole or in part? If yes, report all sources of funding and the _
amount available. Disclose sources and uses of non CDBG-MIT funds. What other federal,
state and/ or local entities have you contacted concerning funding for the proposed project
and what were the results? Put "N/A" if this section is not applicable to your project.
The City of Pensacola has allocated $10,000 to the Pensacola Stormwater Drainage Plan.
0
Compliance
According to 84 FIR 45838 August 30,2019 Section V.A.(18), "The State shall make reviews and audits,
including on-site reviews of any subrecipients, designated public agencies and local governments, as
may be necessary or appropriate to meet the requirements of section 104(e)(2) of the HCDA, as 0
amended,as modified bythis notice.In thecaseof noncompliance with these requirements, the State
shall take such actions as may be appropriate toprevent a continuance of the deficiency, mitigate
any adverse effects or consequences, and prevent a recurrence. The State shall establish remedies
for noncompliance by any designated subrecipients, public agencies, or local governments."
Can you certify to comply with state and federal register Yes: No: ❑
regulations as outlined On 84 ER 458387 >
Sign and Date
As the primary entity contact for this project, I certify:
A. All staff, contractors,vendors and community partners of our mitigation initiative:
1. Will comply with all HUD and Florida requirements in the administration of the proposed
CDBG-MIT funded activities;
2. Will work in a cooperative manner to execute the Subrecipient Agreement that provides the
pathway for successful CDBG-MIT program(s) and/or project(s)and;
B. All information submitted in this Application is true and accurate.
Signature: Peyton Wolf Date: 05/15/2020 00.0
Print button will only print application and not attached documents. Submit button will deliver application to
email to the cdbg-mit@deo.myflodda.com. Please attach all relevant documents to this email.
Print Application Submit Application
m
46
0
0
Packet Pg. 3904
P.11.a
Project Description
CO
The City of Pensacola, in coordination with Escambia County and the Northwest Florida Water
Management District (WMD), is seeking funding to create a stormwater drainage system. The
plan will provide benefit to the Pensacola metropolitan area, as well as the surrounding suburbs
and wetland areas. The need for this plan has been established in the City's Comprehensive Plan
and the final product will provide an implementation strategy for stormwater drainage mitigation
actions.
Pensacola has historically faced drainage issues during severe storm and tropical cyclone events.
The inundation of rain in short periods of time overwhelms the existing system and results in
flooding in residential and commercial areas. In addition,the intermittent flooding results in city
waste being washed into the wetlands surrounding the city, causing pollution and harm to waters
of the United States. The purpose of this plan is to identify the specific causes of the flooding
and adapt the current system to mitigate the hazards of flooding caused by severe storms and
0
tropical cyclones.
c
The plan will include a risk assessment of the current stormwater drainage system based on 9
FEMA Hazard Mitigation guidance, including the identification of the location, extent, and
previous occurrences of natural hazards, the probability of future hazard events, summaries of
the most vulnerable areas, potential losses due to hazard events, and changes in development in
hazard prone areas. A mitigation strategy will be developed based on the risk assessment
findings. The resulting plan will provide a blueprint for concrete mitigation action items that the
City will integrate into its future plans and for which it will apply for funding.
Plan development will begin with committee meetings with City planners, County officials, WMD
representatives, Emerald Coast Regional Planning Council representatives, the U.S. Army Corps
of Engineers, and other stakeholders. The planning committee will seek input from the public via
an online survey and provide an email address thorugh which the public may communicate
concerns. In addition, a total of three public meetings will provide community members the
opportunity to express hazard concerns and suggest mitigation strategies. The meetings will be
held at the following intervals: prior to the first committee meeting; during the risk assessment
phase; and after the risk assessment is complete.
The plan will be written by City planners. The four-person City planning team is currently
managed by Peyton Wolf. Peyton has been a City planner for 24 years and holds a Master's of
Public Planning from FSU. Quinn James has been a City planner for twelve years and specializes n
in neighborhood planning and community design. Avery White has been a City planner for seven
years and specializes in environmental transportation planning. The final team member is Taylor
Adams, who has been the Geographic Information Systems (GIS) specialist for the City for three
yea rs.
47
Packet Pg. 3905
P.11.a
The requested funding amount is based on six months of planning team and grant management
salaries, the cost of the most updated GIS software, and estimated administration costs.
CO
The anticipated outcome is a stormwater drainage plan for the City of Pensacola that identifies
current and future hazards, community assets, summarizes stormwater vulnerability, establishes
and prioritizes mitigation goals, and presents an implementation strategy. The implementation
strategy will include a discussion of possible funding opportunities.
Pensacola currently has a Comprehensive Plan that discusses the need for stormwater drainage
updates. See attached Executive Summary and the specific page that mentions stormwater
drainage planning.
c
c
c
c
c
c
48
Packet Pg. 3906
P.11.a
Community Value
The Pensacola Stormwater Drainage Plan will provide value to the community in normal CO
circumstances and in times of natural disaster by creating a blueprint for projects that will ca
enhance the resiliency of the City of Pensacola, the surrounding neighborhoods, and the
protected wetlands around the city. The goal of this project is to identify the hazards presented
by flooding, summarize flooding vulnerability, and present an implementation plan of mitigation
goals and activities. Upon completion of this goal, the City of Pensacola will be positioned to
undertake mitigation activities that will provide value to the community by reducing the
occurrence and frequency of flooding. The overall result will be a resilient City that is prepared
for an increase in extreme weather events.
76
The Pensacola Stormwater Drainage Plan will serve the following community lifelines: safety and
CD
security; food, water, and shelter; health and medical; energy; communications; transportation;
and hazardous materials. The plan will provide a blueprint to reduce flooding in Pensacola and
the surrounding areas, which will result in fewer floods that endanger the safety and security of
residents and force homeowners to leave their primary source of shelter. The reduction in
flooding will also allow critical services such as medical, communications, energy, and
transportation to remain functional during conditions that would currently result in flooding.
Finally, the reduction in flooding will ensure that hazardous materials remain safely contained
during adverse weather conditions.
The planning committee will seek input from the public via an online survey and provide an email
through which the public may communicate concerns. In addition,total of three public meetings
will provide community members the opportunity to express hazard concerns and suggest
mitigation strategies. The meetings will be held at the following intervals: prior to the first
committee meeting; during the risk assessment phase; and after the risk assessment is complete.
The final plan will be posted on the Pensacola City Planning website:
www.Pensacola.gov/Planning.
0
49
Packet Pg. 3907
P.11.a
Capacity Plan
This goal of the Pensacola Stormwater Drainage Plan is to identify the hazards presented by CO
flooding, summarize flooding vulnerability, and present an implementation plan of mitigation ca
goals and activities. The City of Pensacola will coordinate with stakeholders including Escambia
County, Northwest Florida Water Management District, Emerald Coast Regional Planning
Council, the U.S. Army Corps of Engineers, and community leaders. Major work tasks include a
hazard risk assessment, public meetings, purchase of GIS software update, and the final
Pensacola Stormwater Drainage Plan. Current resources include a dedicated planning team staff,
a GIS specialist, and a $10,000 allocation by the City for this project. The grant would be
monitored by the city grant management team.
c
The Pensacola Stormwater Drainage plan will be implemented by the City Planning team and
grant management will be provided by a City grant manager. The four-person City planning team
is currently managed by Peyton Wolf; Peyton has been a City planner for 24 years and holds a
Master's of Public Planning from FSU. Quinn James has been a City planner for 12 years and >
specializes in neighborhood planning and community design. Avery White has been a City
planner for seven years and specializes in environmental transportation planning. The final team
member is Taylor Adams, who has been the Geographic Information Systems (GIS) specialist for
the City for three years. Attached please find resumes for all four members of the Planning team.
The City currently has a dedicated team of grant managers who are available to provide
management of this planning grant.
The Stormwater Drainage Plan should be updated no later than 20 years after it is finalized, or
in the case of a significant change in climate that results in the plan becoming obsolete. The City
will seek update funding from a mitigation planning grant, such as a new CDBG-MIT allocation or
a FEMA Hazard Mitigation Grant.
0
50
Packet Pg. 3908
P.11.a
Stakeholder Meeting#1 Stakeholder Meeting#2 Stakeholder Meeting#3
Public Meeting#1 Public Meeting#Z Public Meeting#3
Purchase Gl5 update Plan Complete Grant Closed
ononononw�nro „„, ' �
1 r M A. Ni i 1 A 5 0 N C) J F M A M �
......................f 47
Haxaed Risk Assessment
DevelDp Mitigation Plan
Grant Closeout
0
General Planning Support Implementation Plan Timeline
Pensacola Stormwater Drainage Plan
City of Pensacola
Peyton Wolf (800)555-5555
Wednesday, April 1, 2020
Tasks
0 M MIR 0 MM Mu a M M M M M-M M M E
04/01 07/01 91 Hazard Risk Assessment
07/01 10/01 92 Develop Mitigation Plan
10/01 04/01 182 Grant Closeout
Milestones
4/1/ 0 0 Public Meeting#1 ,
/15/ 00 Purchase GIS Update
/15/ 0 0 Stakeholder Meeting#1
5/15/ 0 0 Public Meeting#
/1/ 0 0 Stakeholder Meeting#
7/1/ 0 0 Public Meeting#3
7/15/ 0 0 Stakeholder Meeting#3
10/1/2020 Plan Complete
4/4/2021 Grant Closed
Insert new rows above this one
51
Packet Pg. 3909
P.11.a
FL CDBG Mitigation
General Planning Support Program Project Budget (Template)
Project Primary Official
Name: Contact Name Applicant
and Phone Entity
Number: Name:
Project Budget Notes
Description CDBG-MIT Other non Source of Total
Amount CDBG-MIT Funds* Funds
Funds (CDBG-MIT o
and Other)
1. Mitigation
Plans
Regional Mitigation
Plans
0
Modernization and $60,000 $10,000 City of $70,000 Pensacola Stormwater
Resiliency Plans Pensacola Drainage Plan
Comprehensive
Plans
2
Capital
Improvement Plans
Land Use Plans
Other Plans
2. Mitigation
Activities
Mapping/Data $5,000 - - $5,000 Update GIS software
Upgrades y
NFIP CRS Program
52
Packet Pg. 3910
P.11.a
Education/Outreach
Campaigns
Modern/Resilient
Building Codes
Property
Registration/Land
Information System
Administration $10,000 - - $10,000
c
Planning
c
Totals: $75,000 $10,000 $85,000
0
c
All funds identified for use on your project must be fully disclosed and detailed to
ensure budget accuracy and no duplication of benefits. Show the sources and
amounts of other funds needed to complete the project below, including local
funds and grants from other agencies. Any anticipated or committed funds must
also be included.
Source of Other Funds Amount
1. City of Pensacola $10,000
2.
3.
4. y
5.
6.
7.
c
8.
9.
.E
53
Packet Pg. 3911
P.11.a
AppendixImplementation
Instructions for using Implementation Plan Template
Enter project name, official applicant entity name and primary contact name and phone
number in the header space at the top of the template.
This template is customizable to fit your project. Feel free to edit the segments and add
notes when needed.
1. The box titled "General Planning Support Program Implementation Plan Timeline"
will display a visual timeline of the data that you enter into the "Tasks" box.
2. The "Tasks" box should list the major manageable tasks and deliverables of the
proposed project and include the entire life of the project. Enter the approximate
start and end dates of each task and/ or deliverable under the tabs "Start" and
"End". "Duration" encompasses the number of days the task runs for. Excel should
already calculate the duration based on the start and end dates you enter. If this
is not the case, enter in the number of days as the duration of each task and/ or
deliverable. Label each task and/ or deliverable appropriately under the "Label"
section.
a. Within the "Tasks" box, there are 15 available slots for project timeline tasks.
When adding/changing tasks within the box, select the row (select the
values under "Start" to "Label").
b. For this example, the "Sample Text" task needs to be moved under the
"Mapping Upgrades" task. Once you select the row, right click, select "Cut",
a dotted line around your selected row should appear. Next, select the
"Community Outreach Phase 1" row. Right click and select "Insert Cut
Cells". Now "Sample Text" will appear under "Mapping Upgrades". The
visual timeline abouve the "Tasks" will also reflect these changes.
Follow these guidelines for customizing your timeline. You may add lines within the
"Tasks" section below existing tasks by highlighting the complete box rows, right click,
select "Insert...", a dialogue box will appear, select "Shift cells down", select "Ok". This
will shift all boxes below the selected row down the excel sheet.
1. The "Milestones" box may be used to list major project milestones such as the start
or completion of the project. Any changes to this box can be made by following the
directions described previously. The label for your new milestone may needed to
be added in manually. You can do this by clicking on one of the existing milestone
texts in the visual timeline. For example, you may click "Admin Changes" above
the diamond icon. All other text boxes for milestones should be outlined by boxes. y
Next, select the box that does not have a label. Now enter in the label for this
milestone.
You may move and change the size of each text box.
54
Packet Pg. 3912
P.11.a
2. The "Notes" box allows you to list any additional notes about the project timeline
that may be necessary for DEO to read.
General Planning Support Implementation Flan Timeline
Plan Updates
Community Feedback
Plan Start Mapping Upgrades Admin Changes
ncr..vmtim�..V-4 at--A
DEO Award and Subs• pupient
d-R—nspPla tl ne i n s J J A N 6 J F
Example planZ D—icrn
j4naatrrin LJg-��€ rLzs ,,,,,,,,>* 0
Community Outreach Ph-sp t
Community Outreach Phase 2 0)
Building Codes Evaluation
Administrativethang-s fir"' >�
Plan€mplemenratine+ 0
Plan UpdatesU,;;;,,,>,,,,,,,,,,��s,�
5arnnloTexe ,'A >
SampleText ) r,.,,ti (V
Sample Text z 2
Sample Text
Ct
Sample Text
U
Project Name
Official Applicant Entity Name
Primary Contact Name and >
Number
Date
Tasks
02/03 03/03 29 DEO Award and Subrecipient Agreement
03/03 04/03 30 Example Planl Design
03/03 04/03 30 Example Plan2 Design
04/04 05/04 25 Mapping Upgrades
05/06 07/06 60 Community Outreach Phase 1 e
07/08 08/08 31 Community Outreach Phase 2
05/06 07/06 60 Building Codes Evaluation
07/08 08/08 31 Administrative Changes
08/20 09/01 12 Plan Implementation
09/01 12/25 115 Plan Updates a,
55
Packet Pg. 3913
P.11.a
10/01 10/10 9 Sample Text
10/10 10/27 17 Sample Text
1 1/1 1 1 1/30 19 Sample Text
12/01 12/31 30 Sample Text
12/31 01/13 13 Sample Text
Milestones
2/3/2020 Plea Start
7/8/ 00 Mapping Upgrades
8/ 0/ 0 0 Community Feedback
/1/ 0 0 Admin Charges
1 / 5/ 00 Plan Updates
c
Insert new rows above this one
0
56
Packet Pg. 3914
P.11.a
Appendix E — Budget Worksheet
57
Packet Pg. 3915
P.11.a
General Planning Support Program Project Budget Template Instructions
This template is customizable to fit the budget proposal for your project. Feel free to edit
left-hand segments and add notes when needed. ca
If a section does not have enough cells for the category that you are working on, you can
add cells by highlighting a complete row and right-clicking. A dialogue box will appear that
permits you to add a row of cells. Click "Insert" and then select either "Insert Above" or
"Insert Below", depending on where you would like the new row to be placed. The new
row will appear above or below the row you highlighted.
Enter project name, primary contact name and phone number and the official applicant
entity name.
1. On the left-hand side of the template there is a list of major project items
numbered 1 to 3. Beneath each major project are related sub-groups. You may
edit each of these areas to fit your proposed budget plan. For example, if you do
not have Mitigation Activities, you may delete that numbered row and the related
subgroups.
2. List anticipated and committed sources of other project funding sources in the
"Sources of Other Funds" category. These funds are non-CDBG-MIT funds.
Include entities you have contacted, even if a funding commitment has not yet
been made. Disclose the amount you requested or expect to receive. If you need
to add rows in this section, follow the directions for adding rows outlined above.
3. You can use the right-side Notes column to elaborate on budgeted items as
needed.
58
Packet Pg. 3916
P.11.a
FL CDBG Mitigation
General Planning Support Program Project Budget (Template)
Project Primary Official
Name: Contact Name Applicant
and Phone Entity
Number: Name:
Project Budget Notes
Description CDBG-MIT Other non Source of Total
Amount CDBG-MIT Funds* Funds
Funds (CDBG-MIT o
and Other)
1. Mitigation
Plans
Regional Mitigation
Plans
0
Modernization and
Resiliency Plans
Comprehensive
Plans
2
Capital
Improvement Plans
Land Use Plans
Other Plans
2. Mitigation
Activities
Mapping/Data
Upgrades y
NFIP CRS Program
59
Packet Pg. 3917
P.11.a
Education/Outreach
Campaigns
Modern/Resilient
Building Codes
Property
Registration/Land
Information System
Administration
c
Planning
c
Totals:
0
c
2
c
.E
60
Packet Pg. 3918
P.11.a
All funds identified for use on your project must be fully disclosed and detailed to
ensure budget accuracy and no duplication of benefits. Show the sources and
amounts of other funds needed to complete the project below, including local
funds and grants from other agencies. Any anticipated or committed funds must
also be included.
Source of Other Funds Amount
2.
3. c
4.
5. c
6.
c
7.
8.
9
10.
11.
12.
c
61
Packet Pg. 3919
,P1Nr
l
P.11.b
(1 1t
AUk
l_.
41 �
,
f � srt1
y CV
CD
N
M
co
00
CL
MONROE COUNTY
,
z�
g
BOARD OF COUNTY COMMISSIONERS
2798 OVERSEAS HIGHWAY
MARATHON, FLORIDA 05
RHONDA HAAG �
CHIEF RESILIENCE OFFICER
Packet Pg. 3920
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
DRAFT DRAFT DRAFT
COMMUNITY DEVELOPMENT BLOCK GRANT-
II I
FLORIDAIRESILIENCE PLAN AND
NEIGHBORHOODI IIPLANNING
c
PROJECT
DESCRIPTION
c
' ea of Benefit
2
Project Purpose
The Florida Keys is among the most vulnerable communities
in the nation to rising sea levels, with a 120-mile archipelago
of islands. Most neighborhoods, critical facilities, and
infrastructure are at or near sea level.
f
The purpose of the Regional Resilience Plan is to involve all ff'� � •�.�
six Keys local governments in a three-phased sea level rise
resilience strategy based upon collection and integration of
uniform mobile LiDAR Data, infrastructure vulnerability
analysis and neighborhood livability outreach and planning. To
date, Monroe County and the five municipal jurisdictions have =
not coordinated to build a unified comprehensive regional strategy for resilience. Most of our
municipalities lack the funding and staff resources to address these mounting threats. In addition,
we believe a coordinated regional approach to these regional challenges would be most cost
effective and would yield multiple community benefits. The Regional Resilience Plan provides the
foundation to unify this vision of a rising tide for all of the Florida Keys.
The United States Army Corps of Engineers (USACE) is currently conducting a simultaneous
coastal storm risk management feasibility study to evaluate impacts of sea level rise on the cost
of the Florida Keys. It is vital to note, however, that the USACE's study does not evaluate the
impact of sea level rise on local roadways. Maintaining access to residential neighborhoods is at
the core of this
0
Area Benefit
C
0
Project Description 1
Packet Pg. 3921
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
This regional project will benefit all jurisdictions in Monroe County including all five municipal
governments and unincorporated Monroe County. The jurisdictions which have endorsed this
project include:
• Key West
• Marathon
• Islamorada (TBD)
• Layton
• Key Colony Beach m �,
• Unincorporated Monroe County
Calculate LMI Area within Monroe County: TBD x
Description f ActivityQ
The Regional Resilience Plan will include three (3) phases:
• Phase I: GIS LiDAR Data Collection — (Cities Only)
Collect LiDAR elevation survey data for 249 miles of locally maintained roads in
the five municipalities of Monroe County.
• Phase II: Vulnerability Analysis and Planning: (Cities Only) CD
N
Identify water inundation levels over time, and it's effect on critical services and
lifelines (roads, critical facilities). This analysis will include policy guidance for
implementation of resilience strategies as well as prioritized recommendations for
road elevation and closely associated critical infrastructure.
• Phase III: Neighborhood based Resilience Planning: (County Only)
Select up to 6 high risk and low-income neighborhoods across all jurisdictions as
case studies to identify resilience related solutions, functionality, and quality of life
issues specific to each.
Mitigated2) Risk
Too long. List others too: Current inundation. Future inundation. Costs associated with public
elevation. Savings related to private elevation. Tax base affects.
c
Surrounded by the waters of the Atlantic Ocean and Gulf of Mexico most homes, businesses,
infrastructure and facilities are at or near sea level in the Florida Keys. The County and cities
maintain hundreds of miles of local roads, some of which routinely experience sea level rise, c
during the fall "king tide" season. Neighborhoods and businesses throughout this island chain
have experienced anywhere from a few inches to a foot or more of sea water on low coastal
roads, lasting from a few days to weeks or even months.
Project Description 2
Packet Pg. 3922
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
Monroe County has been analyzing their infrastructure needs for the past decade, leading to one
of their first work products, the YEAR 5-year Sustainability and Resilience action plan
(Greenkeys.info). Following this plan, the County has been actively identifying and filling data
gaps to determine community inundation over time.
Initial evaluations revealed a variety of overlapping conditions including: onshore winds, heavy
rains, and astronomically significant tides, which acted together, to make some secondary roads
impassable.
Monroe County then prioritized two pilot projects for roads elevation and storm water drainage
improvement. These two low-lying neighborhoods were inundated for months during the 2016
King Tides, one of them making national headlines for 90 days of inundation. One island
neighborhood experienced varying levels of deep water on their roads for more than 90 days
straight in 2019, daily impacting residents' access to and from their homes, especially the elderly
and handicapped. This neighborhood and others in the Keys have garnered national and
international media attention to their plight of the rising seas.
These Road Elevation Pilot Projects will reveal the many tradeoffs involved with elevation and
improving drainage in the Keys, especially regarding costs. The project merges climate change
science / modeling, with transportation engineering / planning to develop a long-term roads and
neighborhood adaptation plan based on transparent levels of design criteria, sea level rise
projections, and adaptation methodology. It brings climate change science to the local level,
building upon previous efforts, and also bringing together policy, science, engineering, finance
and planning aspects. The results will help prepare valuable assets such as the County's roadway
infrastructure for the current and future impacts of climate change. The outcomes of this project
will include a detailed Implementation Work Plan for long-term road infrastructure adaptation
projects to prepare for sea level rise. `V
The residents and businesses of the five municipalities
4 located in the Florida Keys are just as vulnerable to the rising
seas. However, because they are small and were heavily
_ impacted by Hurricane Irma in 2017, these municipalities
have been unable to afford the level of resilience planning CL
work the County has implemented. Despite their willingness
to partner with the county on such work, the financial burden
has been too great. Therefore, this grant application
includes two phases of work to support resilience planning _
for local neighborhoods in the five municipalities in the
County (Phase 1 and Phase 2). By first receiving the road
� .. based LIDAR elevation data (Phase 1) and then
superimposing the predicted sea level rise levels in the �
vulnerability study (Phase II) communities are able to develop capital improvements and road 0
planning policy based upon the vulnerability analysis. This may include modifications to zoning
and land use maps to make land use and spending decisions. The project will provide a detailed
regional resilience plan for neighborhoods and will cover every mile of local roadway from the
northern tip of the Keys to the southernmost tip in Key West.
In addition, up to six of the most vulnerable neighborhoods in the County will be selected for pilot E
projects to provide a detailed analysis of specific sea level rise adaptations for their neighborhood
Project Description 3
Packet Pg. 3923
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
in Phase 3. Frequent and in-depth community meetings will be held to not only communicate the
potential alternatives of road elevations and storm water drainage improvements needed in their
neighborhood, but to learn about and understand the needs and limitations of the residents
affected by these infrastructure adaptations. Detailed analyses will be conducted of the conditions
of the local roadways; availability of land for wider and elevated roads; potential size and :
placement of drainage structures; potential consequences of higher roads such as difficulty of
access for the handicapped and elderly and loss of yard space and loss of walkability to and from
their homes; benefits of higher roads including longer term access to their homes and potential
recreational possibilities from new green space, impact on historical and cultural resources. a,
Finally the potential costs to the County and the residents to maintain newly elevated roads will
be presented. The research on these pilot neighborhoods studies will provide needed and c
important information for the County's and municipalities' future grant applications to help fund
the anticipated billions of dollars in design and construction costs of the much-needed roadway
improvements.
k Plan an -a' Staffin
Keys-wide Collaboration: The Regional Resilience Plan will be led by a Leadership Team,
consisting of each of the jurisdictions representing a diverse range of expertise including the
following: NEED A Resume FOR EACH REPRESENTATIVE.
• Monroe County: Rhonda Haag, Chief Resilience Officer
• Key West: Alison Higgins, Chief Resilience Officer W
• Marathon: George Garrett, Assistant City Manager
• Islamorada: Seth Lawless, City Manager
• Key Colony Beach: Chris Moonis
• Layton: Skip Haring =
Due to the large number of stakeholders, this
coordination effort will be extensive and vitally
important. Monroe County will coordinate and manage E 1 the j roect and be the CDBG-MIT GPS sub a licant
P PP
and administer the grant funds in compliance with HUD ����,` ll�'�lPl'" '
and DEO requirements. The Leadership Team will
report directly to the County. At a minimum, the
Leadership Team will coordinate vendor acquisition
and other contractual support, review work products,
co-host public engagement activities within their
jurisdiction, and prioritize neighborhood case studies..
Monroe County is especially suited to lead the Regional Resilience Plan project due to extensive
climate change work over the last decade:
• Data: Unincorporated Monroe County recently completed $531,000 of mobile LiDAR
elevation data for its 311 miles of county-maintained roads. The County then
contracted with an experienced team of science and engineering consultants to
Project Description 4
Packet Pg. 3924
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
conduct a $1.9 Million Vulnerability Analysis that combines the LiDAR roads
elevation data with projected sea level rise conditions. This grant applications
hopes to receive funding to emulate this effort for the 5 municipalities.
• Pilot Projects: When the 2016 King Tides proved unbearable for two low-lying
neighborhoods, the County approved two pilot projects for neighborhood
resilience, which included the elevation of the road and storm water drainage
improvement. These projects are providing important information regarding design
and construction of road elevations in the
Keys and provide important information
about potential costs.
• Planning for the Future: Monroe County has
developed data, projection models, plans, and
pilot programs to build the resilient f{ssYl, , ,€ A ; 1
infrastructure of tomorrow and mitigate -
inadequate, aging structures. In 2016, the
County began its implementation of the
GreenKeys Plan, which outlines specific actions for long-term community resilience. In
addition, the County adopted goals, objectives and policies into its Comprehensive Plan
to consider new vulnerabilities. Also, the Florida Keys limits development through local
ordinances required by state law to ensure safe evacuation in advance of a hurricane. In
2023, the Keys are projected to be at maximum development capacity, which will present
legal challenges for both the state and local governments when private landowners cannot
develop their land.
• Advanced Methodologies and Technologies: The 2015 Monroe Countywide Local
Mitigation Strategy(LMS) recognizes future scenarios for increased flood risk due to sea n,
level rise and will be updated in 2020 to incorporate mitigation measures gained over the
past four years through resiliency planning efforts. Recently, Monroe County received a
grant from the Florida Department of Environmental Protection to develop Adaptation
Action Areas that target programs for infrastructure and nature-based resiliency, land
acquisition and voluntary buyouts, business mitigation assistance prioritizing the a
designated Opportunity Zone, hardening or the restoration of shorelines with natural
vegetation, the elevation of homes and other critical public facilities, and potential
resiliency regulations for private developments to accommodate current and future flood
risk. 76
41 Project FundinLj
• Phase I: GIS UDAR Data Collection — (Cities Only)
Collect LiDAR elevation survey data for 249 miles of locally maintained roads in
the five municipalities of Monroe County. The total cost for this phase is $572,500
0
Mileage Budget
Islamorada 69 $ 130,000
Key West 93 280,000
Marathon 78 $ 147,000
Layton 2 4,000
Project Description 5
Packet Pg. 3925
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
Key Colony Beach 7 11,500
otal 249 Miles $bl2,bU
• Phase II: Vulnerability Analysis and Planning: (Cities Only)
The vulnerability analysis will identify where the water inundation will be within
various points of time, and how much the water will rise affecting critical services
and lifelines (roads, critical facilities). The total cost for this phase is estimated at
$ 1,975,000
Phase II Funding Allocation Request bV Jurisdiction Mileage Budget
Islamorada 69 $416,771.08 w
Key West 93 $561734.94
Marathon 78 $471,132.53 c
Layton 2 $12,080.32
Key Colony Beach 7 $42,281.13 c
Unincorporated Monroe County NA NA
Total 249 Miles $ 1,504,000
• Phase III: Neighborhood based Resilience Planning: ( County Only)
Select up to 6 highest risk and low-income neighborhoods to identify resilience
related challenges, functionality, and quality of life issues specific to each of the
pilot neighborhoods. The project is estimated at $ 450,000.
Phase III Funding Allocation Request bV Jurisdiction Mileage Budget
Islamorada NA NA '
Key West NA NA
Marathon NA NA _
Layton NA NA
Key Colony Beach NA NA
Unincorporated Monroe County 311 Miles $450,000
Total $450,000 CL
Total Budget Funding Request for the Project by Jurisdiction
Total Funding Allocation Phase I Phase II Phase III Total
Request by Jurisdiction 2
Islamorada $130,000 $416,771.08 0 $546,771
Key West $280,000 $561,734.94 0 $841,735
Marathon $147,000 $471,132.53 0 $618,133
Layton $4 000 $12 080.32 $ 0 $16,080
Key Colony Beach $11,500 $42,281.13 $ 0 $53,781
Unincorporated Monroe 0 N $450,000 $450,000
Total 1 $ 572,500 $ 1,504,0001 $450,00 $ 2,526,500
Project Description 6
Packet Pg. 3926
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
Anticipated tC
This Community Development Block Grant — Mitigation Program (CDBG-MIT) funding will allow
Monroe County and all 5 municipal governments within to:
• Obtain and utilize high accuracy data as the underpinning to all decision making.
• Continue planning and policy development efforts to project sea level rise on island
infrastructure and the environment, creating a Keys-wide plan for resilience.
• Prioritize and develop decision making criteria to elevate and improve stormwater along
roadways that connect to critical evacuation routes including retention, drainage, and
treatment to enhance water quality.
c
• Integrate protection, retreat and accommodation strategies for neighborhoods throughout
Monroe County.
• Identify and prioritize critical infrastructure for relocating from low-lying areas; hardening
it against future storms or flooding; or elevating it for future resilience.
• Identify and prioritize natural shorelines to protect inland areas and/or harden shorelines
for resilience.
• Based upon the resulting data from the vulnerability analysis, policy priorities of the local
leadership, and available financial support, identify neighborhoods to elevate or replace
homes to mitigate the impacts of flooding and sea level rise. 2
• Identify homes for buyout within low-lying areas with repetitive loss properties or those
that are not suitable for redevelopment.
• Continue to collaborate together to increase our resilience as a whole.
Integration6) Comprehensive Plan
Attach: Executive Summary of the Comprehensive Plan
TBD a
CL
76
c
0
2
C
0
Project Description 7
Packet Pg. 3927
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
Program
Florida Keys Regional Resilience Plan and
Community Development Block Grant-Mitigation
Neighborhood Livability Outreach and Planning
Capacity Plan 2
c
1,500-word limit c
Provide a strategic plan overview that addresses goals, stakeholders, the work plan, (major tasks
and deliverables), resources (staffing and budget) and monitoring/quality controls. Identify the
staff members who will be responsible and/or positions that will be filled for the GPS project
management and maintenance. Provide a short profile on each person on your current staff who
perform project-related tasks and a position description for any new hires who will be assigned to
project work. If your project will require specific tools or skilled personnel, such as mapping do
you have the capabilities and the staff to complete your plan? Attach a Word document with the
planning team's CV/resumes into the zip folder. Describe the circumstances under which this plan
will be updated and detail how subsequent updates will be funded. N
CD
Goals
CC
The goal of this project is creating a countywide
uniform geospatial database and to complete a �
sea level rise vulnerability study to support long- %
term infrastructure resilience. The project will
also evaluate up to 6 pilot neighborhood-based
resilience plans.
Stakeholders
The key regional stakeholders for this project are the residents of Monroe County and the
municipalities of Islamorada, Marathon, Layton, Key Colony Beach, and Key West. All residents,
visitors, and businesses will ultimately be impacted by the economic, environmental, and/or social
impacts of sea level rise in this vulnerable island community. For over a decade, the c
governmental administration and leadership have aggressively explored viable community
solutions, and this is the next important step to understanding not only which neighborhoods are
at greatest risk, but also how to build more resilient neighborhoods by maintaining roadway
Capacity Plan 1
Packet Pg. 3928
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
access. The roadway elevation and storm-water draining mapping (Phase 1) and vulnerability
analysis (Phase 2) will benefit each of the five municipal jurisdictions who currently lack the
detailed analysis to understand the vulnerability of the infrastructure and neighborhoods to sea
level rise. The Phase 3 pilot neighborhood resilience plans will be developed in the identified high
risk, low income neighborhoods vulnerable to sea level rise. The long-term benefit of this project,
however, is that it will create a countywide unified important step toward building sea level rise
resilience.
Workplan
The following tasks will be accomplished within three major phases:
Phase c
I: GIS Mobilei ll C iO (Cities Only)
The unincorporated County recently completed $530,000 of mobile LiDAR elevation
survey data collection of its 311 miles of County-maintained roads, storm-water drainage
structures, and other vital infrastructure components. The mobile LiDAR was only
performed for County-maintained roads, and not for roads maintained by the
municipalities. There are another 249 miles of locally maintained roads in the five
municipalities in the Keys.
2
During this project phase, a unified regional LiDAR database and maps will be created to
lay a standardized foundation for the evaluation of infrastructure, facilities, and
neighborhoods. This project shall provide mobile LiDAR elevation data for up to 249 miles
of roads in the municipalities of Islamorada (60 miles), Layton (2 miles), Marathon (63
miles), Key Colony Beach (7 miles) and Key West (93 miles) and include storm water
drainage structures. The collected data will become public record and available to any
interested entity after completion of the grant. Once completed, all Monroe County
entities will have the same type and level of LiDAR data, helping to bridge the gap
between the County and the municipalities.
Phase II: Vul nerability Analysis and Plani ng (Cities ly)
In the second phase, a comprehensive vulnerability analysis is conducted of the roads,
storm water drainage infrastructure and critical facilities for each municipal jurisdiction.
The vulnerability analysis will identify where the water inundation will be within various
points of time, and how much the water will rise affecting critical services and lifelines
(roads, critical facilities). This $1.8 Million analysis is currently being conducted for
County-maintained roads and has not been included in this grant application. The
Analysis will only be conducted for the five municipalities. The following tasks shall be
conducted for each municipality that participates in the regional resilience planning
2
activities:
0
In close coordination with the cities, the vulnerability analysis will include:
• Geocoded maps: This project will fund the development of numerous geographic
Capacity Plan 2
Packet Pg. 3929
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
_
information system (GIs) geocoded map layers depict all County and municipal
roadway segments indicating, mean high water elevation clearance, roadway
pavement conditions accompanied by the anticipated service life relative to the
condition of the existing roadway surfaces, tidal data, historical flooding, future
flood prone area, utilities, signs, signals, storm water structures, bridges, and :
environmental information from a range of sources.
• Engineering Analysis: Prioritize roadway segments based on vulnerability
including population density, flood vulnerability, proximity to critical facilities, social
services, and other important lifelines, evacuation route designation, and other
constraints such as funding, service life and others.
• Flood Mitigation Concept Development: For extremely vulnerable roadway .,
segments develop adaptation improvement plans to include pavement design,
utilities, maintenance of traffic, signing, landscape, storm water design, bridges,
current condition, environmental impact assessment, evaluation of needed
permits, right-of-way analysis, cost estimates and benefit cost analysis.
• Policy, Regulatory, Legal and Funding Analysis: Conduct an in-depth policy and
legal review and prepare a summary of the following: future growth, roads liability,
level of service, regulatory issues, funding issues related to the resilience strategy.
• Cost Benefit Analysis: The vulnerability analysis should also include a cost benefit
analysis. This will be vital for the community's leadership to understand the future
budgetary impacts of climate change.
• Maintenance Costs: The designs should incorporate calculations of maintenance
costs for prioritized projects.
• Project List: A prioritized list of road elevation and infrastructure projects to build
resilience within the next 10 years is the outcome of this process.
• Policy Recommendations: The final deliverable will also include recommended
policy revisions to the city's Comprehensive Plans.
Phase H L Neighborhood based ResHienceU County OMy
The leadership team will use the data, maps, and analysis to select pilot neighborhoods
in high risk areas and low to moderate income census tracts. The neighborhood-based
planning will refine the ability to implement specific sea level rise resilience initiatives =
within the pilot neighborhoods. We will develop resilience strategies and identify related
challenges to functionality and quality of life specific to each of the pilot neighborhoods.
c
The information for the plan will be developed through a series of neighborhood outreach
meetings and personalized outreach to homeowners. Conduct public outreach meetings
in the pilot communities to meet with the residents, identify their needs and concerns,
communicate available options for neighborhood road resilience and obtain feedback.
2
Once the appropriate adaptations strategy is identified the projects must be ranked using
criteria such as the following:
• level of inundation and frequency to be contemplated
• type and height of existing mean high water E
• groundwater elevation
Capacity Plan 3
Packet Pg. 3930
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
• type and height of adaptation measures generally proposed
• storm water management
• potential funding strategies
• a policy analysis of the "levels of service" the County may or may not be able to
provide to residents given the challenges of cost versus the level of sea level rise
the County is facing.
The Study and the Plan will provide identification of challenges and issues specific to
each neighborhood, neighborhood outreach meetings and conceptual plans.
c
Identify handicapped or vulnerable residents within the communities who may have
difficulty navigating access to a newly elevated road, driveway or mailbox.
0
Identify potential benefits and losses each neighborhood project may bring, i.e. access,
walkability, recreational opportunities, private property encroachment, affordability, etc.
Develop drawings and images illustrating the potential inundation of the roads from sea
level rise, the available options for road adaptation and the look of each option if built.
Conduct a cost benefit analysis of each pilot project, measuring the cost of
implementation and maintenance versus the construction cost and the life cycle of the
project.
Develop final recommendation report for each neighborhood project, including
recommended road elevations and drainage based on science, engineering, community
input and needs, and other factors to be identified. �?
Deliverables: Final recommendation reports for each pilot neighborhood project,
including recommended road elevations and drainage based on science, engineering,
community input and needs.
The plans will focus not only on structural design but also explore the socio-economic 2
factors impacting the project, the community, and the lives of the residents. Following
are two examples of issues to be explored in pilot community resilience plans:
• Example 1: When elevating roadways, the road must be made wider to
accommodate runoff needs. Additional private property right of way may be
0
2
C
0
Capacity Plan 4
Packet Pg. 3931
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
needed to accommodate wider roadways, -- � �,
which may encroach upon private property.
As a result, changes to the Comprehensive
Plan and Land Development Code may be
needed.
• Example 2: Environmental regulations now
mandate that storm water may not be routed q
directly into the pristine ocean water of the
Florida Keys without storm water treatment.
Installation of the storm water treatment
infrastructure may require vacant land. If
vacant land is not available, it may be difficult
to design an engineering solution.
r r c
Furthermore, the storm water treatment
system is extremely costly driving up the
cost of roadway elevation in the Florida
Keys.
2
Resources (Staffing and Budget)
Project Administrator- Rhonda Haag: The Project Manager oversees all
aspects of the building process, working closely with engineers and architects to develop
plans, establish timetables, and determine labor and material costs. They are responsible
for ensuring the project is completed on budget and within scope. The Project Manager
ensures ongoing coordination with all members of the Project Team and the Regional
Leadership Team. She develops the Work Plan and verifies that work is conducted in
accordance with local, state, and federal requirements detailed in the sub-recipient
agreement. The Project Manager is also responsible for communicating with the regional
leadership team, administrative and politically elected officials, and key stakeholder
organization locally and regionally on the status of the Project. She will approve
budgetary issues, financial expenditures, revenues and ensure sufficient resources are
available. The Executive will also resolve conflicts among staff, vendors, contractors,
permitting agencies, the public and others.
0
Regional Leadership Team
In support of this project, we propose to develop a Regional Leadership Team that will
cooperatively establish project goals, major objectives, monitor the implementation timeline and c
ensure that contractual requirements are met. The leadership may also provide coordination
with community stakeholders and regional organizations such as the Regional Planning Council
Capacity Plan 5
Packet Pg. 3932
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
and the Southeast Florida Climate Change Compact. The Leadership Team will consist of a
representative from each of the participating jurisdictions as follows:
• Monroe County: Rhonda Haag, Chief Resilience Officer
• Key West: Alison Higgins, Sustainability Coordinator
• Marathon: George Garrett, Assistant City Manager
• Islamorada: Seth Lawless, City Manager
• Key Colony Beach: Chris Moonis
• Layton: Skip Haring
c
Regional Leadership Team duties may include:
• Participate in Regional Leadership Team coordination meetings/conference calls
• Provide technical expertise and guidance to local community needs and priorities
• Contributing to overall project objectives
• Completing individual deliverables
• Review and approve task orders for vendor services
• Monitor work deliverables within jurisdictional boundaries
• Provide lessons learned for regional coordination
Judith Clarke: Senior Director
Mrs. Clarks will support the project as a subject matter expert when local knowledge is
necessary to support data collection, analysis, and policy recommendations. Mrs. Clarks will
also invariably support long-term project planning for Capital Improvements related to road n'
elevations, drainage improvement, and policy decision related to sea level rise.
Budget
• Phase I: GIS UDAR Data Collection — (Cities Only)
Collect LiDAR elevation survey data for 249 miles of locally maintained roads in
the five municipalities of Monroe County. The total cost for this phase is $572,500
Mileage Budget
Islamorada 69 $ 130,000
Key West 93 280,000
Marathon 78 $ 147,000
Layton 2 4,000
Key Colony Beach7 5
ota i es 57 ,5
2
C
0
• Phase II: Vulnerability Analysis and Planning: (Cities Only)
The vulnerability analysis will identify where the water inundation will be within
various points of time, and how much the water will rise affecting critical services
and lifelines (roads, critical facilities). The total cost for this phase is estimated at
Capacity Plan 6
Packet Pg. 3933
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
$ 1,504,000
Phase II Funding Allocation Request by Jurisdiction Mileage Budget
Islamorada 69 $416,771.08
Key West 93 $561734.94
Marathon 78 $471,132.53 a
Layton 2 $12,080.32
Key Colony Beach 7 $42,281.13
Unincorporated Monroe County NA NA -
Total 249 Miles $ 1,504,000
c
• Phase III: Neighborhood based Resilience Planning: ( County Only)
Select up to 6 highest risk and low-income neighborhoods to identify resilience
r_
related challenges, functionality, and quality of life issues specific to each of the
pilot neighborhoods. The project is estimated at $ 450,000.
Phase III Funding Allocation Request bV Jurisdiction Mileage Budget
Islamorada NA NA
Key West NA NA
Marathon NA NA
Layton NA NA
Key Colony Beach NA NA
Unincorporated Monroe County 311 Miles $450,000 <
Total $450,000 CD
CD
Total Budget Funding Request for the Project by Jurisdiction
Total Funding Allocation Phase I Phase II Phase III Total
Request by Jurisdiction
Islamorada $130 000 $416 771.08 $ 0 $546 771 CL
Key West $280,000 $561,734.94 0 $841,735
Marathon $147,000 $471,132.53 0 $618,133 m
Layton $ 4,000 $ 12 080.32 $ 0 $ 16,080 v,
Key Colony Beach $11,500 $ 42,281.13 $ 0 $ 53,781
Unincorporated Monroe 0 NA $450,000 $450,000
Total $ 572,500 $ 1,504,000 $450,000 $ 2,526,500 c
Vendor
In support of this project, Monroe County, in coordination with the Regional Leadership Team, will
solicit the services of one contractor to complete Phase I and will use the existing consultant to
complete phases II, and III of the project. The first vendor will be responsible for the collection of
geospatial data through the use of ground level LiDAR technology for each of the jurisdictions.
The unincorporated Monroe County has already completed Phase I and II and this project and,
therefore, can draw upon the experience to ensure that data collection meets the overall project
needs.
Capacity Plan 7
Packet Pg. 3934
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Livability Outreach and Planning
The second vendor will be solicited to provide the engineering and planning services for Phases
II and III. This vendor must successfully complete the Phase II Vulnerability Analysis for the cities
(note: Monroe County has previously completed this work) and conduct the Phase III
neighborhood analysis.
All procurement process will comply with the procurement standards in 2 C.F.R. §200.318
- §200.326 when procuring property and services under this Agreement.
Monitoring /Quality Control
The Project Manager is responsible for ensuring that all contractual requirements of the CDBG- c
MIT Sub applicant agreement and vendor contracts are met. This manager is responsible for
coordinating every aspect of the project from reviewing and approving contract terms to
c
coordinating deadlines, approving budgets and ensuring procurement follows Federal Register
and grantor requirements, ensures schedules and budget requirements are maintained, assists c
with procurement and closeout of all contracts and grants. The Project Manager will process all
invoices from vendors and grant reimbursement requests and coordinate reimbursement to the
municipal jurisdictions.
The Finance and Budgeting Department, the Clerk of the Court, as well as the County Attorney
Office, will work with the Project Manager to ensure procurement follows Federal Register and
grantor requirements, ensures schedules and budget requirements are maintained, assists with
procurement and closeout of all contracts and grants.
cv
cv
Attach . To be AddedCL
C
0
Capacity Plan 8
Packet Pg. 3935
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Streets Livability Outreach and Planning
Community Development Block Grant-Mitigation Program
r_
Countywide Neighborhood Flood Mitigation / Planning Project
Community Value
76
Community Value c
Frequent, but relatively "low impact" flooding events result in a variety of consequences to both
the County and its residents. Prolonged saltwater inundation causes damage to personal and real
property, the loss of access to residential homes, and the ability for first responders to access the
flooded neighborhoods in times of emergency. This consequence is pronounced as the tidal
schedule often acts to keep flooding in place for six hours or more. The flood waters are brackish
resulting in more significant damage to automobiles and any other structure or material that come
into contact with the flood waters.
In developing the proposed mitigation solution, the County was forced to accept the reality that it
possessed limited ability to actually "prevent" the flooding conditions caused by sea level rise.
Monroe County is almost uniformly low-lying, set upon porous limestone that allows water to
easily penetrate it from all directions. Building a "ring", with assorted positive pumping capacity,
around the neighborhoods would not keep the floodwater out. In addition, as reflected in FEMA's
Flood Insurance Study, significant flooding events, e.g., the "50-year" flood, would simply overtop
any attempt to keep flood waters outside of a barrier.
cv
Of all the options investigated, elevating key sections of roadway in order to eliminate, to the �?
greatest extent feasible, impassable flooding conditions, generally provides the most benefit for _
the effort. Elevating of roadways would also provide roadway stormwater control that doesn't
exist now.
CL
Benefit low- and moderate-income persons
TBD —Countywide impact requires LMI calculation for the entire county.
c
Community Value During Disasters
The local county and city roads provide lifesaving access for search and rescue operations,
emergency medical services, and entry of goods and supplies. Without functioning roadways,
operational storm-water systems, and supporting infrastructure neighborhoods cannot remain
viable in the long-term or recover in the immediate aftermath of a disaster.
Community Value 1
Packet Pg. 3936
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Streets Livability Outreach and Planning
Community Lifelines: With the development of the Countywide Neighborhood Flood Mitigation
Planning Project, we would be strengthening numerous Monroe County lifelines including the
following:
Safety and Security: This project will evaluate the continued functionality and access
to residential neighborhoods, supporting infrastructure, and facilities. The ongoing
$sa,, viability of communities will rest upon the access to lifesaving services and critical
facilities as well as maintain environmentally healthy system.
Health and Medical: Emergency medical care and movement of patients relies upon
continued access and functionality of neighborhood roadways. Flooded roadways,
x�ar=aa
failing storm-water system, and other factors will pose a direct threat to residents. >
Transportation: Continued movement of vital goods and services by land, air, and sea
will be affect by this analysis. Roadways form the foundation of land-based
transportation.
Community Resilience 2
Monroe County, Florida, encompasses the uniquely beautiful natural environment of the Florida
Keys and is among the most vulnerable communities in the nation to rising sea levels, with a 120-
mile archipelago of islands most of which are at or near sea level. The county and municipalities <
recognize the need for immediate, coordinated, and visionary action to address the impacts of a
changing climate and ensure the entire region provides for resilience for its more than 560 miles
of locally-maintained roads and infrastructure. Monroe County's GreenKeys Resilience and
Sustainability Plan includes cross-cutting strategies and various road and infrastructure
adaptation goals. The recommendation for a Roads Adaptation Plan is Green Keys item 2-14,
which specifies that the County shall conduct a County-wide roads analysis to identify near-term
roads subject to inundation risk, including nuisance flooding, and that include related green
infrastructure where appropriate. L
Community Involvement in the Planning Process
As the Florida Keys, the State of Florida, and the nation face the threat of sea level rise, we will
all be in a position to make difficult decision. This project is an important linkage to advance not
only the understanding of the data surrounding sea level rise, but also to educate the public, build
awareness of future impacts, and collaborate on solutions to building community resilience. As
the county and municipal jurisdictions begin to face the real and impending costs associated with
rising seas, the strategic policy decisions will be highly challenging. This project will provide
important empirical evidence to inform these challenging conversations. While Phase I and II are
largely data driven activities, they lay the foundation for Phase III the neighborhood-based
planning initiatives. We propose the following public engagement activities during Phase III: c
Community Value 2
Packet Pg. 3937
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Streets Livability Outreach and Planning
Neighborhood Based Public Meetings: Once the Project Manager, planning consultants, and
key stakeholders have completed the initial neighborhood- based analysis, and drafted an initial
plan, we will conduct one neighborhood- based public meeting for six neighborhoods that details
conditions, triggers and allows public input on key decision points including the following:
1. Identify their community preferences, special needs and concerns of how sea level
rise will impact their quality of life. The meeting must be used to communicate
available options for neighborhood road, stormwater management, and
infrastructure resilience.
2. Identify handicapped or vulnerable residents within the communities who may
have difficulty navigating access to newly elevated road, driveways or mailboxes 2
3. Identify potential benefits and losses each neighborhood project may bring, i.e.
c
access, walkability, recreational opportunities, private property encroachment,
affordability, etc.
4. Develop conceptual drawings and images illustrating the potential inundation of
the roads from sea level rise, the available options for road adaptation and the look
of each option if built. This visual reinforcement provides powerful incentive to seek
unified solutions.
5. Conduct a cost benefit analysis of each pilot project, measuring the cost of
implementation and maintenance versus the construction cost and the life cycle of
the project. In the most vulnerable areas, the best solutions may not be road
elevation but instead may involve retreat strategies triggering the need to support
relocations. `V
cv
6. Develop final recommendation report for each neighborhood project, including
recommended road elevations and drainage based on science, engineering,
community input and preferences, public safety, environmental quality and
conservation, as well and long-term economic viability.
CL
Regional Input: The unique environmental and geography of the Florida Keys demand unique
solutions to the challenges of sea level rise. Monroe County has been an active member of the
South Florida Regional Climate Change Compact and recently hosted to the 2020 Climate
Change Summit in Key West. While we understand the importance and value of regional
engagement with our neighboring counties, the policy and structural solutions to rising sea in the
Florida Keys are very different than those in Monroe County, Broward County, or Palm Beach
County. We welcome the technical expertise and lessons learned from our regional partners but
find local sea level rise implementation requires local adaptation.
Once we draft our plan, we will post it online for review throughout the region with an opportunity
for public comment. The plans will also be forwarded to important community partners in the
region including the South Florida Regional Planning Council, the South Florida Regional Climate
Change Compact, ....NEED TO HIGHLIGHT REGIONAL COMPONENTS HERE
Community Value 3
Packet Pg. 3938
P.11.b
Florida Keys Regional Resilience Plan and
Neighborhood Streets Livability Outreach and Planning
Leadership Approval: Engagement of the political and administrative leadership in
unincorporated Monroe County and each of the municipal jurisdictions in sea level rise
implications has been noticeably forward thinking. Monroe County is the most vulnerable Florida
community, it is also one of the most progressive in acknowledging the upcoming challenges and
tackling viable solutions. Monroe County is currently engaged in three simultaneous projects with
vital sea level rise implications including the USACE coastal storm vulnerability study, the a
Department of Environmental Protection (DEP) grant funded Adaptation Action Areas policy
implementation project, and the Roads Adaptation and Stormwater Resilience Project. Each of
these projects illustrates the counties commitment to building a stronger and more resilient Florida
Keys. This project similarly advances the countywide understanding to maintain residential
roadways and thereby sustaining housing.
Upon completion of all project elements, each of the jurisdictions will present the findings to their
elected officials at a public meeting.
c
c
cv
cv
c
c
c
c
Community Value 4
Packet Pg. 3939
O4 uoqe3ijddV 4u a n®add ) OZOZ-OC-90 IN 43 rOad 03u8ll!sGU lBuOIBOU A4unoo eoiuoLAJ :4u9wg3e44 c
r Cl)
r I
a W a
Co Co
C
0 N U �+
c0 d
0 U 0 c N U N O V
O > 0) U U'
E co N U C - Omi') NM O O >,� w
tam — 00000 �_ vNj 'U � � NM � +� -_ +_ i
OOOOtf) '� � ti ti � 00 O 0
O 0 .Q- OC) rl_ a) = taCO � �ON to L �_ �'
0 NU N C RCN s0 � � co CNCN � `�>,� N
_U _O Ef}Ef}Ef}Ef}Ef} = N i Ef}Ef}Ef}Ef}Ef} O E
Q U N U i 0 0 0 Eco :-
> 0N
c>; te �c L U
co .�N 0 U U U O � CO co LUUU �C U U 0) o o O O _ 0) = U = —N —N p �<n Z EEE — � C NEEE � gyjo E
N � W rnMW E E rnce) m
�, C: 0
^ O O � _0 COO� L� Nt� N � COO� L� NL� .L C � U 00 co �
+�+ U W 0)w LO co � 0 to a) co
E E >+> N U "� U NCO a)
cc
0) N
UYY Q O co m N E .� m CO O CO
m co U c�a v o 0 co
3 � 0) c�a o o = n0 �
N L N O L N 0 0
o >, 0 0 ?� oU o � oU U U N w
m OQwz U � � � Y � JY � co
LL � 0 � Y � -i � � .� U'.�
p v
O
OL ) 00 O 00 N 0q
Rf a. 0 ..J co N
LL 0 co K
� U N
i LL M ; K} K} Efl EA
p C� 0 T.
a �,
p m o
U L 0 N *
L
U- m O
LJ_ U) LL
N a)
p Z � O75
v -C a) L U
Rf m a- -0 a) m_ �
E � -0 E �_ C c
d U � z OULi- z z z z 0-
L
C� O
T Q
CD
CD LO
O
O O N, oc
C C tf)
co to C t0 2! to LO O O
O c LO
Co 070
C� t CO
N N 0 to '—' U K} K} K} Efl EA
Y L) o v O
a
co 0) N N
O N N _0N � >
LL � Z O (D L) o : U
O
— .F .E s0
a) U COQ a) U) >' U = ate) cC
2m a) � Po � � c � c = a) m w E:-T E 00
a_ Z dJU d > Qd0 0- z -00- OQC) �
®4 uoqe3ijddV 4u a n®add ) OZOZ-OC-90 IN 43 C ad 03u8ll!sGU lBuOIBOU A4unoo ®a ® :4u9ua 3 44 r
r" M
a a
cvC O
O p
� E N
coi E
— � c
m �
c
� � E
� � E
_O L
L
O
� O C
o v �
� N O
O L
O 3 O v
L
i O
O (6 us
C �
� O �
N O -0
� � C
.Q cC
Q � v
� O
Q
Z
� N
o;uol;eollddy;ueaE)anoaddy) OZOZ-0£-90 IN 3oafo.ad aoualllsab leuOIBOU Rlunoo aoauow :Iuawgoelly a
M
a �
a
as
Y
� V
c a
0 6 Y
ni a�i a Q
a, E
a
m
f0
r o
a y LL
w 10
m O
a
u10
N -Q
•T E
E
a Eo
Q o c
CL
a —
� N _
m
� T
m
L
> o
O Q ° o
Q `` m
a y
m m
LL �
Y m p O
{.L
i U- Z > g
O w p N T 0
Y O
a m _ N
O Gl
O. a
a / a
C E
G S. 2 E Q
O c
C
^
a C
U �
Q i Z U N
y w >
m O
r
a
� T
O
o
LL M
W N
W ~ > ~ m
y a
m o m
t
3 o
V 1 -
C 1 >
O Q m
V
~ � a
O ^ E o
'a m h
C J
Gl oo " 0
m CV 0
a a
Q a
a
LL m
m
�L O h
\ CCN
o;uol;eollddVjueaE)anoaddV) OZOZ-OC-90 IIV IOGfo.ad aoualllsaa leuol6aa Ajunoo aoauow :;uewgoe;;y M
� M
a d�
a
m
Y
U
R
a
c
O
c c
O O C 0 T U
O c
U O T O
•U � � � O U
cmU O T U N �
O N Q O U N U N O N
O
C) O 'N U O Q
O _ T
� U O O O) � � '— 3 .0.
_ o
> 0- co Z w u � O v �_
Q N N N N N C7 C7 C7 ('7
a- N
a (n
ac
L L L L L L L L L L C v C
N O h O I� 'o N CO h
c'4 10 C4 r r� 10 m C4
c
0
m
£ o
v m a
m 3 a
3 � a
a M a
o
C C
0 O LL
_ _ _ _ _ _ _ _ _ _ _ O
O O O O O O O O O O ('7 '0
C m m
N N O N h P N r� n M n N N L L
O O 0 0 0 0 0 0 > a s
tn e4 N M
O
4in
� a a\I N
h h h h h h
O O O O O 7_ O
h N p O N h P h n co C7 co
0 0 0 0 0 0 0 0 0 0 C