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Item D8County of Monroe <r BOARD OF COUNTY COMMISSIONERS � Mayor David Rice, District 4 IleOI1da Keys ��x t t 0. Mayor Pro Tem Sylvia J. Murphy, District 5 Danny L. Kolhage, District I P f,< George Neugent, District 2 a Heather Carruthers, District 3 County Commission Meeting March 21, 2018 Agenda Item Number: D.8 Agenda Item Summary #4001 BULK ITEM: Yes DEPARTMENT: Budget and Finance TIME APPROXIMATE: STAFF CONTACT: Julie Cuneo (305) 292 -4460 N/A AGENDA ITEM WORDING: Report of Hurricane Irma finance activity by the Office of Management and Budget ITEM BACKGROUND: PREVIOUS RELEVANT BOCC ACTION: CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: DOCUMENTATION: Hurricane Irma Project Update -- REVISED FINANCIAL IMPACT: Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Grant: County Match: Insurance Required: Additional Details: If yes, amount: NONE REVIEWED BY: Kathy Peters Completed 03/06/2018 4:55 PM Board of County Commissioners Pending 03/21/2018 9:00 AM Tina Boan, Sr. Director I Monroe County Budget and Finance ► I ,.-I Projects Submitted 2/28/18 z , . - I Total Category A: $5,157,547.00 Total Category B: $10,937,712.40 Cate Uploaded to Projaat Cast Project Cost Project ID FEMA Portal Desc€iptia€r of Project Submitted Obligated MG -B -003 FEMA5072 PW 22 11114/2017 Force Account Labor 100% Cast Share $2,701,506.15 $2,667,613.65 MC-B -018 FEMA9657 PW 41 1211/2017 Temporary Sanitary Facilities 100% Cost Share $62,005.00 $60,949.50 MC -B -019 FEMA8880 PW 39 121112017 Fire /Rescue Medical Supplies 100 % Cost Share $110,477.79 $106,465.29 MC -B -020 FEMA9376 PW48 121112017 Temporary Fencing 100% Cost Share $25,008.00 $23,507.50 MC -B -021 FEMA9386 121112017 Satellite Systems 100 % Cost Share $102,586.00 MC -B -010 FEMA11613 PW 164 1/1312018 Force Accent Vehicle & Equipment 100% Cost Share $611,817.33 $524,114.82 MC -A -023 FEMA11667 1/13/2018 Higgs Beach Sand Cleanup 100% Cost Share $65,188.00 MC -B -015 FEMA16549 1/13/2018 Emergency Repairs of Roads and Bridges 100 11 /fl Cost Share $11,780.00 Temporary Road Repair 75 % Cost Share (labor, road signs, MC -B -025 112512018 orange cones, barricades, asphalt and rock) $66,303.00 MC -13-035 Emergency Operations Center 100% Coast Share (materials, FEMA16038 2116/2018 contracts, rentals) $205,446.00 FEMA16035 2/16/2018 Base Camp 100% Cost Share $6,593,062.05 MC -A -002 FEMA9400 2/16/2018 Contract Debris Removal 90 %fl Cost Share $5,092,359.00 FEMA32556 211612018 Temporary Repairs 100% Cast Share $447,721.08 $16,095,259.40 $3,382,650 -76 z , . - I Total Category A: $5,157,547.00 Total Category B: $10,937,712.40 i Roads & Bridges, $2,195,187, 2% Debris Removal--Lar $26,087,825, 28% Uebris Removal--Nlarme, >3U,UUU,UUU, 32" Equipment, $6,952,171, 8% Water Control Facilities, $3,870,000,4% Emergency & Protective Measures, $14,405,189,15% w Roads & Bridges w Parks, Recreational Facilities & Other Items a Buildings & Equipment Water Control Facilities E Emergency & Protective Measures - Debris Removal--Marine IS Debris Removal--Land Parka Rpr—tin—I Fa ilitipq P, nthpr Itprns I F-A III Category A Category A Category B Category C Category D Category E Category G Debris Removal - -Land Debris Removal— Marine Emergency & Protective Measures Roads & Bridges Water Control Facilities Buildings & Equipment Parks, Recreational Facilities & Other Items $26,087,825 $30,000,000 $14 $2,195,187 $3,870,000 $6 $9,825,112 Total: $93,335,484 Note -- estimates are preliminary and do not include airports and mitigation \ } ( d(f «■ ? <! $f\? *2 <■? 0 (f « «<? t En © °f<■ # '0% Cost Share-F E A \\2( \# « »?2 % Cost hate tale First 3days g f «?( \\ <f�dounty First 30 ?? ° \ «» d «?( \ \<f ? <: f «?( \$?< \ «� d ■ ?( \ \� <f /(� (f f ■ ?( \ $ �� ?< ? M � , V O # ?( IIT ? <: \ «� d ■ ?( \ \� <f /(� (t \ MI o S19= f #2( \# «»?2 f#2( \# « »[2 \ « »d «?( \ \<fd «2< f «?( \$?< Expenses by Fund as of 2/28/1 � Hurricane Irma Activity by Fund FY17 FY18 Actual Actual Actual Total Grant Fund - Fund 125 125 04591 Personnel $2,509,179 $402,575 $2,911,754 125 04591 Operating $3,470,917 $767,384 $4,238,301 125 I 04591 Capital $46,642 $2,545 $49,187 Total $6,026,738 $1,172,504 $7,199,242 Marathon Airport - Fund 403 403 635102 Personnel $30,116 $7,576 $37,692 403 635102 Operating $3,505 $146,642 $150,147 403 635102 Capital $0 $0 $0 Total $33,621 $154,218 $187,839 Key West Airport - Fun 404 404 630191 Personnel $77,258 $1,094 $78,352 404 630191 Operating $28,516 $83,817 $112,333 404 630191 Capital $0 $5,026 $5,026 Total $105,773 $89,937 $195,710 MSD Solid Waste - Fund 414 414 40003 Personnel $49,396 $1,883 $51,279 414 40003 i Operating $1,326,521 $10,754,155 $12,080,675 414 40003 Capital $0 $0 $0 Total $1,375,916 $10,756,038 $12,131,954 TOTAL, $7,542,048 $12,172,697 $19,714,746 �Fv N ,.-I 9= A 0=0 7 ffeT.-m- W 8 = Note: Estimates are preliminary and do not include mitigation. Lower Keys Facilities • Bayshore Manor $29,048 • Big Pine Library $50,000 • Big Pine Senior Center $125,000 • DMV Key West $6,500 • East Martello $25,800 • Facilities Garage /Office Key West $69,500 • Freeman Justice Center - Jackson Square $750,000 • Gato Building $750,000 • Historic Courthouse, Jackson Square $100,000 • Key West Lighthouse and Quarters $100,000 • Key West May Hill Public Library $2,281 • West Martello $1,250,000 $3,258,129 i s EI Lower Keys Parks • Bay Point Park $80,865 • Big Pine Community Park $2,500,000 • Big Pine Sheriff House @ Big Pine Park $300,000 • Blue Heron Park & Community Center $300,000 • Boca Chica Beach $3,000 • Fireman's Park $6,415 • Higgs Beach Park $1,000,000 • Pines Park $9,000 • Stiglitz Community Center at Watson Park $250,000 • Watson Field Park $350,000 • Wilhelmina Park $18,950 $4,818,230 i s , El a a a a or. I a I I - I I a Middle Keys Facilities • Marathon Public Defender/ State Attorney • Marathon Courthouse • Marathon Clerk of the Court • Marathon Tax Collector's Office • Ruth Ivins Health Center Marathon • Marathon Senior Center • Medical Examiner • Marathon Government Center • Marathon Government Annex • Marathon Animal Shelter • Marathon Public Works Yard Fleet Middle Keys Parks • Veteran's Park $655,350 $1,200 $21,650 $2,500 $250,000 $24,000 $4,000 $42,000 $25,000 $200,000 $30,000 $55,000 $1,250,000 $1,250,000 i s EI Ah Upper Keys Public Facilities • Ellis Building $5,000 • Islamorada Library $125,000 • Key Largo Library $500,000 • Murray Nelson Government Center $3,235 • Plantation Key Government Center $15,000 • Roth Building $25,000 Upper Keys Parks • Friendship Park $5,882 • Garden Key Cove $4,500 • Harry Harris Park $3,250,000 • Key Largo Community Park $450,000 • Old Settlers Park $6,000 • Rowell's Waterfront Park $40,500 $673,235 $3,756,882 Ah Fire and Sheriff's Stations • Big Coppitt Fire Station #9 $75,000 • Big Pine Fire Station #13 $5,872 • Conch Key F/R St #17 $1,000 • Crawl Key Fire Academy $4,000 • Cudjoe Sherriff's Substation $34,700 • Layton Fire Station #18 $4,000 • Marathon Detention Center $100,000 • Marathon Substation $35,000 • Monroe County Sheriff's Headquarters $1,500,000 • Stock Island Detention Center $100,000 • Stock Island Fire Station # 8 $6,300 • Sugarloaf Fire Dorm $9,300 • Tavernier Fire Station #22 $200,000 $2,075,172 i s , El a a a . a or- a # a I a Monroe County Towers $85,800 • NAS Sigsbee $10,500 • Long Key Tower $43,000 • Scout Key Tower $31,800 • Grassy Key Translator $500 Boat Ramps $94 • State Road 4A Boat Ramp $23,000 • Big Coppitt Boat Ramp $12,325 • Geiger Key Boat Ramp $28,000 • Blimp Road Boat Ramp $7,380 • Koehn's Avenue Boat Ramp $8,052 • Sunset Point Park Boat Ramp $15,728 Transfer Stations $110,000 • Long Key Transfer Station $100,000 • Cudjoe Transfer Station $10,000 Total Preliminary Project Estimates Excluding Mitigation $16,777,283 awmin mom PATITfen I yk a = Project FEIVIA Site Inspection Date Estimated Cost Big Pine Key Community Park & Sheriff's House 4/2/2018 $2,800,000.00 Big Pine Senior Center 4/13/2018 $125,000.00 Blue Heron Park & Community Center 4/4/2018 $300,000.00 Harry Harris Park 4/6/2018 $3,250,000 Higgs Beach Park 4/23/2018 $1,000,000 Key West Historic Courthouse 4/27/2018 $100,000 Marathon Government Annex 4/16/2018 $200,000 Marathon Tax Collector 4/11/2018 $250,000 Monroe County Sheriff Headquarters 4/18/2018 $1,500,000 Stiglitz Community Center at Watson Park 4/9/2018 $250,000 Tavernier Fire Station 4/20/2018 $200,000 West Martello 4/25/2018 $1,250,000 $11,225,000.00 �Fv N ,.-I Project Title Preliminary Project Cost Description Provides emergency back -up generators, additional fuel capacity, and redundancy County -Wide Emergency Back -up Power improvements at 39 sites within the County. Protects 911, Communications Towers, Fire Enhancements for Critical Facilities $6,000,000 Departments, Marathon Airport, and County Facilities. Consists of the purchase and installation of impact- resistant windows to protect against failure due to high winds and debris. Will also protect against rain -water intrusion during high -wind events. Protects County Operational Buildings, MCSO HQ, DJJ, and several Wind- Retrofit of County Facilities $8,837,280 others. This project is the implementation phase of the Pilot Program developed by the Sustainability and Engineering /Roads Departments. It proposes to achieve a minimal Twin Lakes and Sands Subdivision - and consistent elevation of roads in two of the most susceptible areas of the County to Road Elevation and Draingage reduce anticipated tidal flooding and the blockage of the roads during King Tide, Storm Improvements SLR Pilot $3,900,000 Tide, and other atypical tidal flooding events. This project is proposed as a follow -up project to the Pilot Program. The Project would County -Wide Road Elevation and expand the road elevation process to a maximum of 68 miles of road within the County Drainage Improvements Phase 1 of 2 $367,200,000 that would be vulnerable to inundation expected by SLR within 30 years. FEMA 361 will provide federal funding to construct a "Saleroom" that provides near absolute protection from high winds. In the context of a to -be- constructed facility, if Saferoom Enhancements for County program requirements are met, FEMA will potentially reimburse a significant portion of EOC Phase 1 of 2 $10,000,000 design and construction costs for the facility. This project proposes to undertake the required 5 -year update of the Local Mitigation Strategy document. It also includes various Sustainability initiatives that are consistent Local Mitigation Strategy Update $700,000 with the LMS document. The County is proposing to install a wave - deflecting mechanism that would reduce the West Martello Seawall Improvements $500,000 currently experienced erosion of sand behind the seawall. This project is proposing to permanently install three (3) "Cellular on Wheels" ( "COWS ") systems and associated signal equipment at the three main County governmental Emergency Communications and buildings (MEN, MGC, & HGC). The towers act to boost cellular communication after it Warning Upgrades $600,000 is disabled by some event or cause. This project would seek to upgrade communications capabilities at all required County Phone System /Communications facilities by bringing the phone systems to a higher, and internally consistent, level of Upgrades $400,000 service during disaster and peace -time operations. Total Potential Funding Sought $398,137,280 z i s r. Section 404 Mitigation of the Stafford Act "HMGP" • What is the HMGP — "Hazard Mitigation Grant Program" — Post - Disaster Program that Funds Projects to Reduce Risk and Vulnerability of Public Infrastructure — Typical Project Types • Hardening of Public Facilities Against High Winds "Wind- Retrofit" • Purchase and Installation of Emergency Generators for Critical Facilities • "Code -Plus" Improvements for To -Be -Built Facilities • Improvements to Roads and Infrastructure to Improve Drainage and Flood Control ( "Drainage ") • Certain Types of Planning and Emergency Communications Equipment, in Limited Circumstances Section 404 Mitigation "HMGP" •Other Eligible Project Types — Local Government - Sponsored Mitigation of Private Property • Elevation of Residences to Above Base Flood Elevation ( "Elevation ") • Acquisition & Demolition of Existing Structures, followed by Restoration to Open Space ( "Acquisition ") • Demolition of Existing Single - Family Structures and Reconstruction of Elevated /Hardened Single - Family Structure ( "Mitigation Reconstruction ") • Hardening of Structures Against High Winds ( "Wind- Retrofit ") • Non - Eligible Project Types — New Construction Not Providing Risk Reduction or Hazard Mitigation — Repairs or In -Kind Replacements of Structures or Infrastructure • HMGP and the Local Mitigation Strategy ( "LMS ") — HMGP Funds are Allocated Based on Disaster Damage Amounts at the Geographic County Level — Each County is Required to Form a Local Mitigation Strategy Working Group ( "LMSWG "), Inclusive of All Eligible Jurisdictions, to Develop a Strategy and Submit "Projects" When Funding Becomes Available — Florida Administrative Code 27P -22 Provides the Regulation Governing the LMS and LMSWG Processes — Monroe County has an Existing LMS and LMSWG; the Group is Currently Working Through the Step 2 Ranking Process with All Stakeholders tt oection 404 Mitigation • LMS Scoring and Ranking Process — The LMSWG Issues a Solicitation to All Applicants for Notices of Intent ( "NOI ") for Mitigation Activities ( "Projects ") — Following the Issuance of a Notice of Funding Availability ( "NOFA ") from FDEM or FEMA, the LMSWG Requests a Characterization Form ( "Step 2 Form" — Pre- Application) for All Projects to be Scored and Ranked by the LMSWG — The LMSWG Creates a Ranking "Sub- Committee" to "Score" Each Step 2 Form Against the Pre - Existing Ranking Criteria [see attached] — Step 2 Forms are Ranked Highest Score to Lowest by the LMSWG and the List is Disseminated to the Members — Members /Applicants then Determine Which Applications They Wish to Fully Develop and Submit. [Applications Typically Due within 9 months of Disaster Date] i s El tt oection 404 Mitigation • HMGP Application Review, Approval, and Implementation — FDEM Reviews and Approves Applications Roughly in the Order they are Ranked by the LMSWG. Reviews Can Take Months or More than a Year; There are Typically Several Requests for Additional Information from FDEM. — If /Once Approved, FDEM Awards the Project ( "Sub- Grant ") to the Appropriate Applicant /Jurisdiction, and a Sub -Grant Agreement Must be Executed. • No construction, demolition, or acquisition of equipment or land may take place prior to the execution of the Sub -Grant Agreement. Doing so invalidates the Sub - Grant. — Applicants Must Then Capitalize and Implement the Project — the HMGP is a Reimbursement -Based Program with a Typical Cost Share of 25% Non - Federal Funds — Applicants Report Quarterly on Their Progress, and Request Reimbursement with Evidence and Documentation of Eligible Costs Incurred. — Final Financial & Programmatic Reconciliation ( "Closeout ") Occurs at the Completion of All Construction, Financial, and Administrative Activities Section 404 Mitigation — Procurement — Local Governments Must Strictly Adhere to 2 CFR Part 200 (Uniform Administrative Requirements & Cost Principles) — Timing — Projects Cannot Begin Until the Execution of the Sub -Grant Agreement; Projects (Inclusive of All Activities) Must be Capable of Being Completed Within Three Years of FDEM Award — For All Types of Projects, Including Private Property Mitigation, the Applicant Must Act as the Financial Agent and is Responsible for Ensuring Financial and Programmatic Compliance with Federal Rules and Regulations. — Additional Funding — Florida's "Tiered" System of Allocation for the HMGP May Result in Additional Funds Available to Highly Affected Counties 1 -3 Years Following the Disaster. Over - Submission of Applications (Relative to the Initial Allocation Amount) is Highly Encouraged by FDEM F.Al ro o' e . a , 9 a a Te WR a: • Community Development Block Grants (Disaster Appropriation) [ "CDBG -DR "] — Congress Has Approved Over $600 million for Florida Following Irma. — The State Will Act as the Administrative Entity Implementing the CDBG -DR Program in Florida; Eligible Applicants Will Submit Project Concepts for Funding Through the Program — CDBG -DR Will Focus on Un -Met Housing Needs [Federal Register — Feb 9, 2018] • "Given the extent of damage to housing in the eligible disaster areas and the very limited data at present regarding unmet infrastructure and economic revitalization needs, this notice requires each grantee to primarily consider and address its unmet housing recovery needs" • "A grantee may also allocate funds to address unmet economic revitalization and infrastructure needs, but in doing so, the grantee must identify how unmet housing needs will be addressed or how its economic revitalization or infrastructure activities will contribute to the long -term recovery and restoration of housing in the most impacted and distressed areas" F.Al ro o' e . a , 9 a a Te WR a: • FEMA Pre - Disaster Mitigation ( "PDM ") • FEMA Flood Mitigation Assistance ( "FMA ") — Annual FEMA Program to Fund Hazard Mitigation Projects — Similar to HMGP, but Competitive Nation -Wide — Both Infrastructure and Private Property Mitigation is Eligible — Annual Funding Priorities Vary — Typically Not Heavily Funded ($50 Million Per Year) — Also Annually Funded & Nationally Competitive — Similar to the HMGP, but Focused on Private Property Mitigation to Reduce Flood Damages — Focus is on Repetitive Loss and Severe Repetitive Loss (NFIP- Insured) Properties — Better Funded, Usually $200 million Per Year • Match Proposed Projects to Programs That Best Fit the Need • Intra- Departmental Communication and Cooperation is Essential • Create a Single Recovery Strategy and Pull Together Resources Required to See it Through