3rd Modification 06/16/2010DANNY L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DATE: June 17, 2010
TO: Jerry Barnett, Director
Project Management
ATTN: Ann Riger
Contracts Administrator
FROM: Isabel C. DeSantis D. C.
08-eC • 30- if - Sy-o 1- o 39
At theJune 16, 2010, Board of County Commissioner's meeting, the Board granted
approval and authorized execution an extension to the State HB7121 Grant for Design and
Construction of an Emergency Operations Center.
Enclosed are five (5) sets of the above -mentioned executed by Monroe County for your
handling. Please be sure that the sets marked Monroe County Clerk's Office Original and
Monroe County Finance Department's Copy are returned to my attention as quickly as
possible. Should you have any questions please do not hesitate to contact this office.
cc: County Attorney
Finance
File
3 4. •k,:y.�.� .
Contract Number: 08-EC-30-11-54-01-039
MODIFICATION # 3 TO SUBGRANT AGREEMENT
This Modification is made and entered into by and between the State of Florida, Division of
Emergency Management, ("the Division"), and Monroe County ("the Recipient") to modify the Division's
Contract Number 08-EC-30-11-54-01-039, dated August 27, 2007 ("the Agreement").
WHEREAS, the Division and the Recipient have entered into the Agreement, pursuant to which
the Division provided a sub -grant of $1,099,513 of this amount $1,029,547 in state funds and $69,966 in
federal funds for Phase I; and
WHEREAS, the Agreement expires on June 30, 2010; and
WHEREAS, the Division and the Recipient desire to modify the Agreement by extending certain
dates; and
WHEREAS, both parties wish to extend the time frame for the expenditure of the state funds until
June 30, 221013; and
WHEREAS, the Division and the Recipient desire to modify the Agreement by amending the
Exhibit 1; -and
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
1. The Agreement is hereby extended through June 30, 2013.
2. The Exhibit 1 to this agreement, is herby deleted in its entirely, and the Revised Exhibit 1, which
is attached hereto and incorporated herein by reference, is substituted in its place and stead.
The Revised Exhibit 1 contains the amended federal language.
3. The Budget and Scope of Work, Attachment A, to this Agreement, is hereby amended to included
the Revised Budget and Scope of Work, Revised Attachment A -State, to this Modification, which
are attached hereto and incorporated herein by reference, are substituted in its place and stead.
4. All provisions not in conflict with this Modification remain in full force and effect, and are to be
performed at the level specified in the Agreement.
5. All provisions of the Agreement being modified and any attachments thereto in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective as of the
date of the last execution of this Modification by both parties.
INI WITNESS WHEREOF, the parties hereto have executed this document on the dates set out
below.
RECIPIENT: MON
BY:
NAME TITLE:
DATE:
COUNTY
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STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
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REVISED EXHIBIT — 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
NOTE: If the resources awarded to the recipient represent more than one Federal program, provide the
same information shown below for each Federal program and show total Federal resources awarded.
Federal Program: Federal Emergency Management Agency, Hazard Mitigation Grant
Catalog of (Federal Domestic Assistance Number: 97.039
Amount of Federal Funding: $69,966
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
NOTE: If the resources awarded to the recipient represent more than one Federal program, list applicable
compliance requirements for each Federal program in the same manner as shown below.
Federal Program:
List applicable compliance requirements as follows:
1. Recipient is to use funding to perform the following eligible activities; include mitigation projects
that: will result in protection of public or private property from natural hazards.
Eligible projects include, but are not limited to:
• Acquisition of hazard prone properties
• Retrofitting of existing buildings and facilities
• Elevation of flood prone structures
• Infrastructure protection measures
• Storm water management improvements
• Minor structural flood control projects
• Relocation of structures from hazard prone areas
• Retrofitting of existing buildings and facilities for shelters
• Vegetative management/soil stabilization
• Mitigation Planning Project
• Other projects that reduce future disaster losses
2. Recipient is subject to all administrative and financial requirements as set forth in this Agreement,
or will be in violation of the terms of the Agreement.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST
OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
NOTE: If the resources awarded to the recipient for matching represent more than one Federal program
provide the same information shown below for each Federal program and show total State resources
awarded for matching.
SUBJECT TO SECTION 215.97, FLORIDA STATUTES'
NOTE: If the resources awarded to the recipient represent more than one State Droiect provide the same
information shown below for each State project and show total state financial assistance awarded that is
subject to Section 215.97, Florida Statutes.
State Project
State of Florida — Division of Emergency Management
CSFA # 52.010
$1,029,547
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS:
List applicable compliance requirements as follows:
1. First applicable compliance requirement (e.g., what services/purposes resources must be used
for).
2. Second applicable compliance requirement (e.g., eligibility requirements for recipients of the
resources).
3. Etc.
State awarding agency may elect to use language that requires the recipient to comply with the
requirements of applicable provisions of specific laws, rules, regulations, etc. NOTE: Instead of listing the
specific compliance requirements as shown above, in the example, the language may state that the
recipient must comply with a specific law(s), rule(s), or regulation(s) that pertains to how the awarded
resources must be used or how eligibility determinations are to be made. The State awarding agency, if
practical, may want to attach a copy of the specific law, rule, or regulation referred to.
NOTE: Section .400(d) of OMB Circular A-133, as revised, and Section 215.97(5)(a), Florida Statutes,
require that the information about Federal Programs and State Projects included in Exhibit 1 be provided
to the recipient.
4
Revised Attachment A State
Budget and Scope of Work
I. SCOPE OF WORK
A. The Recipient shall construct a County Emergency Operations Center (EOC). Use of grant funds
shall be consistent with Section 1(1), Ch. 2006-71, Laws of Florida. Grant funds shall not be used for
land acquisition; purchase of equipment, furnishings, communications, or operational systems; or
recurring expenditures.
Eligible reimbursement costs include: Architectural and Engineering services and fees; site survey and
soil testing; necessary permits and fees; civil and service utilities site work; construction of the building's
substructure, superstructure, shell (exterior enclosure) and interior construction; special inspections;
mechanical, plumbing, electrical, conveying and security systems; lightning protection; and redundant
infrastructure systems (e.g., electric generator, uninterruptible power supply, potable water and
wastewater systems, etc.).
B. The Recipient shall in a timely manner prepare and submit a complete Hazard Mitigation Grant
Program (HMGP) application, benefit -cost analysis, environmental review and such other documentation
as necessary to determine eligibility and allowable costs under said grant program.
C. The: Recipient shall state in writing that for a period of not less than 15 years from the date of
receipt of Certificate of Occupancy the EOC will be dedicated for emergency management purposes.
The EOC shall remain demonstrably capable of being fully activated within one (1) hour of detection of an
emergency; reference Rule Chapter 9G-6, Florida Administrative Code, "Emergency Management
Capabilities Assessment Checklist."
D. The EOC shall be constructed with sufficient space to house people and equipment for day-to-
day and sustained continuous emergency operations, and capable of full staffing for the most extensive
emergency anticipated. At a minimum, the designated EOC functional area(s), and essential shared -use
area(s) if applicable, shall be designed for an emergency operations staff size of 62 persons per shift and
a workspace floor area of 5,270 gross square feet.
E. At a minimum, the EOC shall meet the hurricane hazard safety criteria established in Standards
for Hurricane Evacuation Shelter Selection (ARC 4496).
F. The EOC and essential ancillary structures and service equipment shall be designed to resist the
effects of a major hurricane. The wind load design requirements shall be in accordance with the
American Society of Civil Engineers (ASCE) Standard 7, Minimum Design Loads for Buildings and Other
Structures. The minimum wind design criteria shall include:
Design Wind Speed = 225 miles per hour (3 second gust)
Wind Importance Factor, / = 1.00
Exposure Category = C
Directionality Factor, Kd = 1.00
Internal Pressure Coefficient, GCpi = +/_ 0.18
All components and cladding assemblies necessary to maintain a structurally enclosed condition and
prevent rainwater intrusion shall be designed to meet the wind design criteria. Structural metal decking
and cladding materials shall be 22 gauge or thicker. Roof cover waterproofing barriers shall meet the
wind design criteria. Loose roof ballast shall not be used on the roof cover. Rooftop equipment shall be
designed and installed to meet the wind design criteria.
61
G. The EOC and essential ancillary structures and service equipment shall resist penetration by
windborne debris impact. At a minimum, all exterior enclosure components, claddings and assemblies
(i.e., walls, roofs, louvers, windows, doors, etc.) located within 60 feet in height above finish grade shall
meet the hurricane windborne debris impact criteria specified in the Department of Energy's (DOE)
Standard, Natural Phenomena Hazards Design and Evaluation Criteria, DOE-STD-1020-2002. That is,
the building enclosure must resist penetration by a nominal 2'W" lumber plank weighing 15 pounds
propelled at 50 miles per hour (74 feet per second) striking end -on and normal to the assembly surface,
or equivalent performance as approved by the Division. As applicable, impact test procedures shall be
consistent with recognized state and national standards; such as, Test Standard for Determining Impact
Resistance from Windborne Debris SSTD 12, American Society of Testing and Materials (ASTM)
Standards ASTM E 1886 and ASTM E 1996, and Florida Building Code Testing Protocols TAS 201, TAS
202 and TAS 203. The impact test procedures may be modified as necessary to accommodate the
required missile weight and velocity.
H. The following information related to wind loads and flooding shall be shown on the construction
drawings: 1. wind design per ASCE 7 with applicable year of revision; 2. design wind speed; 3. wind
importance: factor, l; 4. design wind exposure category; 5. wind directionality factor, Kd; 6. design internal
pressure coefficient, GCp4, 7. design wind pressures in terms of pounds per square foot (psf) to be used
for the design of exterior component and cladding materials not specifically designed by the principal
licensed design professional; 8. windborne debris impact performance criteria; 9. finish floor elevation
measured relative to the National Geodetic Vertical Datum (NGVD); and comparison reference of the
finished floor elevation to the base flood elevation, or historical flood elevation if base flood elevation is
not determined.
I. The slowest floor for the EOC and essential ancillary structures and service equipment shall at a
minimum be elevated above: Category 5 hurricane storm surge elevation plus 20 percent; the base flood
elevation plus three (3) feet; the 500-year (0.2 percent annual chance) flood elevation (if determined) plus
two (2) feel:; the highest recorded flood elevation plus three (3) feet if the area is not in a mapped special
flood hazard area; whichever is greater. The site (point maximum, one square mile) hydrologic design
shall ensure that the EOC and essential ancillary structures and service equipment are not flooded due to
a 24 hour, 37.0 inch rainfall event applied over a precedent 24 hour, 100-year rainfall event.
J. Where secondary (emergency) roof drains or scuppers are required by the Florida Building
Code—Plurnbing, the secondary system shall be sized for a rainfall rate of eleven (11.0) inches per hour.
K. The EOC shall be designated as a threshold building, and special structural inspections required.
Special inspections shall be conducted in compliance with section 553.79, Florida Statutes and other
applicable :statutes, laws and rules.
L. The EOC shall at a minimum be designed for 72 hours of self-contained continuous operation and
shall not be solely reliant upon off -site services and utilities (e.g., water, natural gas fuel, electricity, etc.)
M. Force protection and security measures shall be consistent with the guidance published in
Florida's Homeland Security Comprehensive Assessment Model (HLSCAM), United States Air Force
Installation Force Protection Guide, or other federal or state recognized best -practices guide(s) as
approved bey the Division.
N. The Recipient shall provide an initial timeline and estimated reimbursement allocation schedule.
Table SW-1, "Initial Timeline and Estimated Reimbursement Allocation Schedule" or other similar
instrument as approved by the Division may be used.
O. During design and construction phases of the EOC project, the Recipient shall track and provide
construction cost data for the designated EOC area as detailed in Table SW-2, "Cost Data for County
Emergency Operations Center."
PRODUCT ITEMS
A. Per item IN, Recipient shall prepare an initial timeline with key milestone activities/tasks
schedule, including estimated start and end dates for each activity, and an estimate of state
reimbursement request for each activity. Table SW-1 may be used to meet this product item.
B. Per item LC, Recipient shall submit a binding written statement that the EOC will be dedicated for
a period of not less than15 years for emergency management purposes, and demonstrably capable of
being fully activated within one (1) hour of detection of an emergency.
C. The Recipient shall provide one (1) copy each of site survey, site master plan, spatial needs
assessment, and schematic design plan or preliminary design drawings for review and comment by the
Division. The spatial needs assessment and schematic design plan/preliminary design may be
consolidated into one document.
D. The Recipient shall provide one (1) set of substantially complete (approximately 70 percent)
preliminary design construction drawings and specifications for the EOC and essential ancillary structures
for review and comment by the Division. The construction drawings shall include site survey information,
landscaping, civil, architectural, structural, mechanical, plumbing, and electrical drawings.
E. The: Recipient shall provide one (1) set of bid -ready construction drawings and specifications for
the EOC and essential ancillary structures for review by the Division. The construction drawings shall
include site survey information, landscaping, civil, architectural, structural, mechanical, plumbing, and
electrical drawings and shall be certified by the applicable registered or licensed design professional(s) of
record.
F. The; construction drawings shall demonstrate that the EOC will meet the hurricane hazard safety
criteria of ARC 4496, and the wind load, windborne debris impact, flood and security design requirements
set forth in items LE through I.M. Failure to supply the required documentation, or disapproval of this
documentation by the Division, shall result in denial of funds.
G. Per item 1.6, Recipient shall submit a complete HMGP application, benefit -cost analysis,
environmental review and such other documentation as necessary to determine eligibility and cost
allowances under said grant program. The Recipient shall also provide two cost estimates prepared by
one or more certified construction contractors that document the cost of constructing the facility to meet
current building code wind and flood design requirements, and the cost premium of constructing the
facility to the above -code wind and flood requirements set forth in items LE through I.J.
H. Per item 1.0, the Recipient shall provide final project cost data. Table SW-2 shall be used to
meet this product item.
I. The Recipient shall provide the Division with copy(s) of pertinent construction permits, the
threshold inspection final report, and the certificate of occupancy upon completion of the construction
project.
7
111. SCHEDULE OF WORK
A. By June 30, 2007, the Recipient shall provide the Division with Product Items A and B for review
and approval. Failure to supply the required documentation, or disapproval of this documentation by the
Division, shall result in denial of funds.
B. By September 30, 2007 and at least on a quarterly basis thereafter, Recipient shall report on
progress in relation to the initial timeline, and submit Product Items C through H in a timely manner as
accomplished. The Division shall be provided 30 calendar days to review and provide comments of
product items pertaining to compliance with the scope -of -work. The Recipient shall also submit invoices
for reimbursement for work accomplished in accordance with the Division approved cost reimbursement
allocation schedule referenced in Product Item A.
C. By a mutually agreed upon date, the Recipient shall provide the Division with Product Item F for
review and approval. Failure to supply the required documentation, or disapproval of this documentation
by the Division, shall result in denial or reduction of funds at the sole discretion of the Division.
D. By May 15, 2012, the Recipient shall provide final project cost estimate data as set forth in Table
SW-2, certificate of occupancy, close-out documentation and final payment invoice.
Table SW-1. Initial Timeline and Estimated Reimbursement Allocation Schedule
Table SW-1. Initial Timeline and Estimated Reimbursement Allocation Schedule
County Name: Monroe
PROJECT PHASE
Start Date
End Date
DEM Funds
Other Funds
Board Contract
Approval
Initial Payment of
20% in first quarter
A&E Firm Selection
Site Survey and Soil
Testing
Spatial Needs
Assessment
Preliminary Design,
70% complete
Preliminary Design,
100% com ►lete
Regulatory Review
Bid Document(s)
Development &
Award
Notice to
Proceed/Mobilization
Construction Project
Management &
Special Inspections
Construction 25%
Complete
Construction 50%
Complete
Construction 100%
Complete
Contingency
Administrative Fees;
maximum of 5%
Sub -Totals
$
TOTAL Estimated
Project Cost
r,«c - ruc"ILMAUrai ana Engineering; utm — uivision of Emergency Management; FY - Fiscal Year
Table SW-2. Cost Data for County Emergency Operations Center
Table SW-2.
Cost Data for County Emergency Operations Center
County Name: Monroe
NO.
System/Component
Description
Estimated
Cost
A.
SUBSTRUCTURE
1010
Foundation
1020
Slab -on -Grade
2010
Excavation
2020
Basement Walls
2030
Elevated Foundation
B.
SHELL ENVELOPE
810 Superstructure
1010
Floor Construction
1020
Roof Construction
1030
Structural Frame
1040
Load -Bearing Wall
B20 Exterior Enclosure
2010
Exterior Walls
2011
Veneer/Cladding
2012
Louvers
2020
Exterior Windows
2030
Exterior Doors
B30 Roofin
3010
Roof Coverings
3020
Roof Openings
3021
Soffits
C.
INTERIORS
1010
Partitions
1020
Interior Doors
1030
Fittings
2010
Stair Construction
3010
Wall Finishes
3020
Floor Finishes
3030
Ceiling Finishes
D.
SERVICES
13'10 Conve in
1010
Elevators & Lifts
1020
Escalators & Walks
D20 Plumbin
2010
PW—mbing Fixtures
2020
Domestic Water
Distribution
2021
Back-up Potable
Water S stem
2040
Rainwater Drainage
D30 HVAC
3010
nergy Supply
3020
Heating System
3030
Cooling System
10
3050
Terminal & Package
Units
3090
Other HVAC Sys.
D40 Fire Protection
4010
Sprinkler Sys.
4020
Standpipe Sys.
4030
Other Sys.
D50 Electrical
5010
Elec. Service &
Distribution
5020
Lighting & Branch
Wiring
5030
Communications &
Security
5090
Other Elec. Sys.
5091
Generator S s.
5092
UPS Sys.
E.
EQUIPMENT & FURNISHINGS
1010
Commercial Equip.
1020
Institutional Equip.
1030
Vehicular Equip.
1090
Other Equip.
1091
AudioNideo Equip.
1092
Special Telecom
1093
Information Tech.
1094
Geo. Info. Sys.
F.
SPECIAL CONSTRUCTION
1041
Generator Enclosure
1042
Comm. Tower
1043
Heli ad
1090
Other
G.
BUILDING SITEWORK
1010
Earthwork
1020
Roadway & Parkin
1030
Drainage & Flood
Control
1040
Measures
1090
-Security
Other Sitework
11