7th Modification 04/17/2013AMY REAVILIN, CPA
CLERK OF CIRCUIT COURT & COMPTROLLER
MONROE COUNTY, FLORIDA
DATE. May 2, 2013
TO: Jerry Barnett, Director
Project Management
ATTN: Ann Riger
FROM. Pamela G. Hancb &C.
At the April 17, 2013, Board of County Commissioner's meeting the Board granted approval and
authorized execution of Item C28 Modification No 7 to the State Funded Subgrant Agreement for the
Design and Construction of the proposed Emergency Operations Center in Marathon to extend the State
funding from June 30, 2013 to December 31, 2015.
Enclosed are six duplicate originals of the above -mentioned, executed on behalf of Monroe
County, for your handling. Please be sure to return two fully executed duplicate originals as soon as
possible. Should you have any questions, please feel free to contact me.
cc: County Attorney w/o document
Finance
File
500 Whitehead Street Suite 101, PO Box 1980, Key West FL 33040 Phone: 305-295-3130 Fax: 305-295-3663
3117Overseas Highway, Marathon, FL 33050 Phone: 305-289-6027 Fax: 305-289-6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852-7145 Fax: 305-852-7146
Contract Number: 08-EC-30-11-54-01-039
MODIFICATION # 7 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 $2,845,883 (of this amount $1,029,547 in state funds,
$69,966 in federal funds for Phase I, $106,355 in additional federal funds Phase I and
$1,640,015 in federal funds for Phase 11, Construction); and
WHEREAS, the state funds of $1,029,547 must be expended on or before June 30,
2013, and the additional federal funds of $1,746,370 must be expended on or before June 30,
2013; and
WHEREAS, the Division and the Recipient desire to extend the State funds to
December 31, 2015.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows:
Paragraph 3 of the Agreement is hereby amended is to read as follows:
This agreement shall begin January 24, 2007, and shall end December 31, 2015, unless
terminated earlier in accordance with the provisions of Paragraph (12) of this agreement.
However, availability of State funds after June 30, 2013, is contingent upon obtaining
budget authority beyond June 30, 2013.
2. The Budget and Scope of Work, Revised Attachment A- State, to this Agreement, is
hereby deleted in its entirety, and the Budget and Scope of Work, Revised Attachment
A -State, to this Modification, which is attached hereto and incorporated herein by
reference, are substituted in its place and stead.
3. 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.
4. 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.
IN WITNESS WHEREOF, the parties hereto have executed this document on the dates
set out below.
RECIPIENT: ONROE COUNTY
BY: �-
f
NAME & TITLE: move '
DATE: 4117 % 2°13
STATE OF FLORIDA
DIVISION OF EMERGENCY M NAGE
BY:
Bryan Koon, Director �-
DATE: /
(SEAL)
AZ HEAV L!!�, CLERK
B_
DEPU CLERK
MONROE COUNTY ATTORNEY
ROVED AS TO FOR
NATILEENE W. CASSEL
ASSIST N � U ATTORNEY
Date
2
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
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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.
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"x4" 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, 1; 4. design wind exposure category; 5. wind
directionality factor, Kd; 6. design internal pressure coefficient, GCp;; 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 lowest 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) feet; 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 —Plumbing, 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.
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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 by 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 I.N, 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 I.C, Recipient shall submit a binding written statement that the EOC will be
dedicated for a period of not less thanl5 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.
5
G. Per item 1.13, 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 I.E 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.
III. 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 November 30, 2015, 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.
M
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% complete
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
A&E - Architectural and Engineering; DEM — Division 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
B10 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 Roofing
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
D10 Conveying
1010
Elevators & Lifts
1020
Escalators & Walks
D20 Plumbing
2010
Plumbing Fixtures
2020
Domestic Water
Distribution
2021
Back-up Potable
Water System
2040
Rainwater
Drainage
D30 HVAC
3010
Energy Supply
3020
Heating System
3030
Cooling System
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 Sys.
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
ecurity Measures
1090
Other Sitework