Item D2 D.2
G BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
October 16, 2019
Agenda Item Number: D 2
Agenda Item Summary #6006
BULK ITEM: Yes DEPARTMENT: Local Disaster Recovery
TIME APPROXIMATE: STAFF CONTACT: Helene Wetherington (305) 289-
2524
NA
AGENDA ITEM WORDING: Approval of Amendment 1 to the Inter-local Agreement (ILA)
between Monroe County and the South Florida Regional Planning Council to approve a time
extension, from October 31, 2019 to November 30, 2019,for the development of the Post Disaster
Recovery Strategy to coordinate proposed activities with the newly issued draft Community
Development Block Grant-Mitigation Program (CDBG-MIT) for Infrastructure Mitigation Code of
Federal Register
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.
South Florida Regional Planning Council, in partnership with Ovid Solutions, is developing the
Long-term Post Disaster Recovery Strategy which will:
1. Outline Post Disaster Recovery Actions for all of Monroe County, including the cities
2. Include a list of prioritized recovery and resiliency projects for potential funding (see attached)
3. Detail the long-term recovery roles and responsibilities, which were performed by Monroe
County Departments in the aftermath of Hurricane Irma and continue to the present.
This has been an ongoing effort since the original interlocal agreement was developed. To date,
staff, along with Consultants have met with community members. Focus has been on unmet needs,
as well as formulating the recovery plan to follow the Community Development Block Grant —
Disaster Recovery (CDBG-DR) Action Plan, adopted by the Department of Economic Opportunity
(DEO). The CDBG-DR Action Plan was originally written to primarily address housing needs, with
the original congressional appropriation of$616 Million that included the following programs:
• Housing Repair Program: $346 Million with a $50 Million Keys Set Aside
• Workforce Affordable Rental New Construction Program: $100 Million with $25 Million
Keys Set Aside
• Workforce Affordable Rental New Construction Program: $20 Million no Keys Set Aside
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• Land Acquisition for Affordable Workforce Housing: $20 Million with $10 Million Keys Set
Aside
• Voluntary Home Buyout Program: $75 Million with a $10 Million Keys Set Aside
• Recovery Workforce Training: $20 Million with no Keys Set Aside
• Business Recovery Grant: $60 Million with no Keys Set Aside
• Infrastructure Repair and Mitigation Program: $81Million
Congress approved additional disaster supplemental appropriations of $633,485,000 for the
Community Development Block Grant-Mitigation Program (CDBG-MIT) for Infrastructure
Mitigation. The Department of Economic Opportunity (DEO) will develop an Action Plan to
prioritize program funds and has asked the Hurricane Irma impacted region to provide feedback on
priority large-scale, regional infrastructure resilience projects, so the County can respond to DEO's
request for feedback on our community needs.
In order to incorporate the CDBG-MIT program requirements, which will be detailed in the DEO
State Action Plan within the Recovery Strategy, we ask approval to extend the deadline for the
submission of the final deliverable of the Recovery Strategy. We have revised Attachment 2,
Task Delivery and Payment Schedule of the Inter-local Agreement. The revisions do not impact
the project budget.
CURRENT EXECUTED CONTRACT-TIME SCHEDULE
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Total
Task,' :Project anagam"ellrt 1 off meatinis and,DOLA'adl Project May 23 1,„ $4,53540
fr4,ana: ernent Plan _ _ 019
Task :' urnrnary of otareunt loical recovery plans, ponies and status of
diusast"wmr urns arts and re,covery aeti'ur'ltuex t o date in its m urn cl afltie ,ry m June 14, 1
'Task m,Post"D,!s,astjar Recover Strategy,Stakeholder Group, �� �29,2itl�t9 � 2,82 W0
task 4:braft trateslc Plan,niin8 W rksbopp Session andSupporting; S,490,0
mateOals M a 29,2019,
Ta k 5; Wb ksbcop Prepairafiufu Coordination Callwith mortr+oee County 1,910"00
PT2ject lianaement Team May 29'A 2019
Tas 6,Strate 10 Planruit!!n Warksho schedu led Jane 3,20 9) June 7,L2Q19 $10,2ii,66
as er tna u I uuaport Itunctlons µ ul 1 4 535,00
Task Worlmsho Pre drat r n oo'rdinat rn,CO, It° o r r µ r� . ,88; .
00
Leads
re�i�t ,ana8errdeent Teams and Pond IR: a
Task 9;D�)erati nal Recovery Supplart Fuinctfoinrs Works.hog August 19,20;,1 9 � � e , �00,
Task 10m Draft Post-Mso�ster Recovery Rralegy No Ilate>r than $14,950 0
'oteber fit,2tt9
SUBTOTAL $67,600,00:
te'(iTravel As,Incurred) 3h' 0 w D'
m.TPM'h s ort IF1rim"ut "0etfure," of 2G 'borunid oc ides � . s In udrued lttlrnl �
l iscellane uas `p X5 Incurred . $900.00
Resole' s in these II'arues;rnay be used in simillarly stairr'ed Hnes to
address shortfalls If needed
NEW PROPOSED TIMESCHEDULE
Task Date Total
Task 1: Project Management Kick-Off Meeting and Detailed Complete $4,535.00
Project Management Plan
Task 2: Summary of current local recovery plans,policies and Complete $15,040.00
status of disaster impacts and recovery activities to date in its
municipalities
Task 3: Post Disaster Recovery Strategy Stakeholder Group Complete $2,625.00
Task 4: Draft Strategic Planning Workshop Session and Complete $5,490.00
Supporting Materials
Task 5: Workshop Preparation Coordination Call with MC Complete $1,910.00
Project Management Team
Task 6: Strategic Planning Workshop (June 3) Complete $10,265.00
Task 7: Operational Recovery Support Functions September 30 $4,535.00
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Task 8: Workshop Preparation Coordination Call with Monroe October 15 $1,885.00
County Project Management Team and Proposed RSF Leads
Task 9: Operational Recovery Support Functions Workshop October 30 $6,365.00
Task 10: Draft Post-Disaster Recovery Strategy No tuber $14,950.00
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SUBTOTAL $67,600.00
Estimated Travel** As incurred $7,500.00
Estimated Graphics Support/Print/Delivery of 200 bound As incurred $4,000.00
copies**
Miscellaneous** As incurred $900.00
**Resources in these lines may be used in similarly starred lines
to address shortfalls if needed.
TOTAL $80,000.00
PREVIOUS RELEVANT BOCC ACTION: May 22,2019,Agenda Item D.2, #5287
CONTRACT/AGREEMENT CHANGES:
Revised task delivery schedule
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
FR-6109-N-02-CDBG-Mitigation-Notice
SFRPC Monroe County 1 st Amendment signed by SFRPC with legal stamp.
FINANCIAL IMPACT:
Effective Date: Upon approval 10/16/19
Expiration Date: Upon completion of Project
Total Dollar Value of Contract: 80,000.00
Total Cost to County: None
Current Year Portion: NA
Budgeted: No
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Source of Funds: NA
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: NA If yes, amount:
Grant:
County Match: $ 0
Insurance Required: 0
Additional Details:
REVIEWED BY:
Helene Wetherington Completed 09/23/2019 3:51 PM
Assistant County Administrator Christine Hurley Completed
09/26/2019 9:56 AM
Christine Limbert Completed 09/26/2019 1:02 PM
Budget and Finance Completed 09/26/2019 1:33 PM
Maria Slavik Completed 09/26/2019 1:35 PM
Kathy Peters Completed 09/26/2019 1:42 PM
Board of County Commissioners Pending 10/16/2019 9:00 AM
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AMENDMENT 1
TO THE INTERLOCAL AGREEMENT
BETWEEN SOUTH FLORIDA REGIONAL PLANNING CQ NCIL AND IV1t NROE COUNTY
THIS AMENDMENT 1 to the INTERLOCAL (I is entered into this day of U)
2019 betweenMonroe County, a political subdivision of the State of Florida (herein after"COUNTY")
and the Seth Florida Regional Planning Council,a state regional planning alters (herein after" PC")
WHEREAS,on May 22, 2019 the parties executed an ILA outlining scope of services to develop a Post
Disaster Recover Strata ( )for Monroe County;an
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WHEREAS, it is necessary to revise Attachment 1-Scope of Service and Timeline and Attachment2-Task
Delivery and Payment Schedule to extend the dates as set forth in the Updated and Amended Attachment 1 an
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NOW T E
,in consideration of the mutual promises contained herein, e COUNTY an the F
agree to amend the ILA as follows:
Amend Attachment 1®Scope of Services and Timeline to include the Updated and Amended
Attachment 1 as set forth herein, CL
2. Amend Attachment 2-Task Delivery and PaymentSchedule to include the Updated and
Amended Attachment 2 as set forth herein. U)
3° All other terms and condition of the ILA are in effect and remain unchanged.
IN WITNESSWHEREOF each arty hereto has caused this Agreement o be executed by its duly authorize
representative.
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(SEAL) BOARD OF COUNTY COMMISSIONERS u-
Attest: KEVIN MADOK,CLERK OF MONROECOUNTY, FLORIDA
8
Deputy Clerk Mayor/Chairman
(SEAL)
Attest: South Florida Regional Planning Council
Isabel Cosio Carballo, MPA
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Executive Director,SFRPC
Title e3
Date
APPROVED AS To FORM APPROVED AS TO FORM 0
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COUNTY R EY'S OFFIC!IL iAML .G REN,E , . E
MONROE COUNTY ATrORNEY General Counsel to SFRPC ea
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BARROWS
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ATTACHMENT 1
UPDATED AND AMENDED
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Monroe County Post-Disaster Recovery Strategy
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Scope of Services and Timeline
The Monroe County Post-Disaster Recovery Strategy (PDRS) will serve as a comprehensive strategy to guide major
long-term recovery projects and priorities for the county and its municipal jurisdictions including the cities of Key
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West, Marathon, Key Colony Beach, Layton and the Village of Islamorada. This strategy will reflect the guidance
and best practices provided by the State of Florida, Federal Emergency Management Agency and the American
Planning Association. This strategy will address the following five priority areas for the recovery of Hurricane Irma o
as well as set up operational functions for future disasters.
1. Community Planning and Capacity Building: This priority area will focus on current ongoing community
planning efforts as well as help to develop additional efforts that may be needed to carry out PDRS
objectives.
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2. Economic Recovery—Business and Tourism: Economic recovery and revitalization strategies should focus
on supporting the tourism economy and businesses, with full participation from business leaders and U)
Chambers of Commerce.
3. Housing: This priority area will focus on ongoing workforce and affordable housing challenges in the
community and build strategies for addressing the needs of residents in the post-disaster environment. It
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will also build an operational component for addressing temporary housing needs in the wake of future
disasters. CO
4. Infrastructure Systems: This priority area will focus on the opportunity to build resilience and support
economic revitalization efforts. While repair and reconstruction efforts are well on their way, additional
areas of vulnerability will be identified, along with strategies to make the community more resilient to
future disaster impacts. This may include commercial corridor enhancement opportunities, augmenting
communication system interruptions, building more resilient water supply infrastructure and exploring
alternative transportation options.
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5. Finance and Administration: This priority area will focus on developing a strategy to make needed
changes to policies and procedures in the post-disaster environment, as well as implement funding
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requests to support projects. to
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In addition; the following two areas will be captured, based on existing ongoing local efforts.
6. Natural and Cultural Resources— Environment: This priority area will focus on how to integrate ongoing
environmental and natural/cultural resource efforts and build a unified vision to balance environmental
restoration and preservation with other community interests. U)
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7. Health and Human Services — Unmet Human Needs: This priority area will focus on ongoing needs to a
support the health and wellbeing of members of the community, especially low-income residents and 4)
senior citizens, who experience challenges in the wake of a disaster.
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Task 1: Project Management Kick-Off Meeting and Detailed Project Management Plan
The kick-off meeting will be held within 15 business days of contract execution, unless Monroe County and the
South Florida Regional Planning Council determines that scheduling conflicts with key stakeholders do not allow
for adequate participation. The purpose of this meeting is to discuss the project purpose, goals, deliverables,
timeline and administrative details. At this meeting, the South Florida Regional Planning Council will detail to the
Monroe County Project Management Team the project scope and project management timeline and receive E
feedback from kick-off meeting participants on how to best proceed with the project. Monroe County will
determine the membership of the Monroe County Project Management Team.The meeting may be conducted via Ci
conference call or in-person. Monroe County, in partnership with its municipal jurisdictions, will provide the audio
communications technology to conduct conference calls. U)
Deliverables:
1. Kick-Off Meeting Agenda
2. Kick-Off Meeting Summary CL
3. Project Management Plan CO
Proposed Timeline May 23—June 1, 2019 (Status: Complete)
Task 2: Draft Summary of current local recovery plans, policies and status of disaster impacts and recovery U'
activities to-date in Monroe County and its municipalities
Within five days of the kick-off meeting, the county and municipalities will send supporting recovery policies
(including legal policies), procedures, administrative codes and after-action reports, which have guided post-
disaster recovery and redevelopment to-date in Monroe County and its municipalities.This can include:
1. Local comprehensive plan policies,
2. Local recovery plans,
3. Post-disaster recovery ordinances,
4. Housing strategies, and
5. Any other documents that the cities or counties feel are critical to include in post-disaster recovery. o
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Within two-weeks of the kick-off meeting, the South Florida Regional Planning Council will prepare a Post-Disaster
Analysis that includes the following sections: CO
1. Executive Summary of the Post-Disaster Analysis
2. Analysis of current plans, policies and procedures which were inadequate to address post disaster
recovery and will require revision
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3. A summary of disaster impacts in Monroe County and its municipalities
4. A summary of current projects and programs that are underway to address disaster impacts.
5. A summary of remaining gaps and unmet needs
6. Recommendations for revisions to current plans and policies
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Deliverables:
Post-Disaster Analysis
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Pro osed Timeline:June 14, 2019 (Status: Complete)
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Task 3: Post-Disaster Recovery Strategy Stakeholder Group
The South Florida Regional Planning Council will prepare a list of potential local and regional stakeholders to be
included in each of the five-priority area working groups. This group will include county and municipal staff as
well as other leaders in the community from the private sector and non-profit community.
Deliverables:
List of Post-Disaster Recovery Strategy Stakeholder Group Members
Proposed Timeline: May 29, 2019 (Status: Complete)
Task 4: Draft Strategic Planning Workshop Session and Supporting Materials
The South Florida Regional Planning Council will develop workshop support materials for each of the five priority
area work groups. The focus areas, Finance and Administration, and Environment may not result in separate
working groups but will be supported through interagency coordination via conference calls. The workshop
materials will include a summarized version of the Post-Disaster Analysis, outline of the PDRS, agenda, discussion CL
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questions and worksheets for each focus area, and an online survey distributed in advance of the meeting. In ILL
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addition, the South Florida Regional Planning Council will prepare a detailed process agenda for the Monroe
County Project Management Team that will describe meeting objectives, format and a script on how the meeting
will be ran efficiently, with full participation of stakeholders to achieve defined meeting outcomes.
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Deliverables:
1. Process agenda
2. Outline of PDRS E
3. Meeting agenda
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Proposed Timeline: May 29, 2019 (Status: Complete)
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Task 5:Workshop Preparation Coordination Call with Monroe County Project Management Team
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The South Florida Regional Planning Council will conduct a conference call with the Monroe County Project
Management Team to ensure that the workshop will meet all project goals. At least one week in advance of this CL
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meeting, the South Florida Regional Planning Council will provide a copy of a detailed process agenda to the ILL
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Monroe County Project Management Team for review.
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Deliverable:
1. Meeting summary
Pro osed'Timeline: May 29, 2019 (Status: Complete)
Task 6: Strategic Planning Workshop
Based on the input received from the Monroe County Project Management Team, the South Florida Regional
Planning Council will finalize all meeting materials and carry out the on-site workshop with stakeholders, as
described in the process agenda. Following the meeting, the South Florida Regional Planning Council will develop
a summary of workshop outcomes to be included in the PDRS. The workshop is currently scheduled for June 3,
2019 in Marathon, Florida.
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Deliverables:
1. Attend workshop and provide summary of workshop outcomes
Proposed Timeline: June 7, 2019 (Status: Complete)
Task 7:Operational Recovery Support Functions
Based on the ad hoc structure that was formed post-Hurricane Irma and guidance from FEMA's National Disaster
Recovery Framework, the South Florida Regional Planning Council will develop operational recovery support
functions (RSF) for Monroe County to be implemented in future disasters. This will memorialize the roles and
responsibilities that many individuals played in the wake of Hurricane Irma, as well as build in best practices from
FEMA's National Disaster Recovery Framework.
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Deliverables: co
1. Draft Operational Recovery Support Functions with roles and responsibilities defined.
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Proposed Timeline: September 30, 2019
Task 8:Workshop Preparation Coordination Call with Monroe County Project Management Team and Proposed
RSF leads E
At least one week in advance of this conference call, Monroe County will distribute the Draft Operational
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Recovery Support Functions to all proposed RSF leads for review and consideration. The South Florida Regional
Planning Council will then lead a conference call discussion to get buy-in from participants and solidify roles and
responsibilities. o
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Deliverables:
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1. Meeting Summary CL
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Proposed Timeline: October 15, 2019 CO
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Task 9: Operational Recovery Support Functions Workshop
The South Florida Regional Planning Council will facilitate a workshop with all RSF leads and RSF participants to
describe roles and responsibilities in the post-disaster environment. This is meant to serve as an opportunity to
introduce the way that this group can interact with the state and federal recovery support functions as well as
allow all RSFs to understand how their role fits into the bigger picture of long-term recovery.
Deliverables
1. Summary of workshop outcomes
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Pro osed Timeline: October 30, 2019
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Task 10: Draft Post-Disaster Recovery Strategy
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Based on the outline developed earlier in the project, along with the Post-Disaster Analysis and feedback from the
strategic planning session and Operational Recovery Support Functions, the South Florida Regional Planning
Council will prepare the final Post-Disaster Recovery Strategy. This will include a detailed, prioritized list of site-
specific projects, which will expedite recovery in Monroe County as well as a series of graphic tools to clearly and
simply communicate the project priorities to a larger audience. For each project, the South Florida Regional
Planning Council will develop implementation strategies including funding recommendations, if needed, as well as
potential partners and an analysis of regulatory, political and environmental challenges. The plan will be
developed in draft form for review by all stakeholders and final approval by the Monroe County Board of County
Commissioners and its municipalities.
Deliverables:
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1. Draft Monroe County Post-Disaster Recovery Strategy in Word and PDF format.
2. Presentation of the Draft Plan to the PDRS Stakeholder followed by a presentation to the Monroe County U)
Commission
3. Finalization of Plan
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Proposed Timeline: November 30, 2019
Print PDRP: The South Florida Regional Planning Council will reserve funding for professional printing of an
estimated 200 bound final Post-Disaster Recovery Strategies that are color,two-sided and up to 100 pages in E
length.
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Proposed Timeline for Printing and Delive to Monroe County: By no later than January 15, 2020
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In person Meetings, as coordinated by the County: Consultant will attend in person meetings before the public,
special interest groups, Board of County Commissioners or other groups, as coordinated by the County,for all
tasks included in this phase for$2000 per meeting per person. o
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The total fee for travel shall not exceed $8,000.00
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ATTACHMENT 2
UPDATED AND AMENDED
Task Delivery and Payment Schedule
This is a fee/deliverables-based contract:
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Task 1: Project Management Kick-Off Meeting and Detailed Project May 23—June 1, ,53
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$4 5.00
_Management Plan 2019 (Complete)
Task 2: Summary of current local recovery plans,
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policies and status of $1 5,040.00 0
disaster impacts and recovery activities to-date in its municipalities June 14,2019
m..... __ —�..m.. ..._ w _._. (Complete) m,,..—....
Task 3: Post-Disaster Recovery Strategy Stakeholder Group May 29, 2019 $2,625.00
(Complete)
Task 4: Draft Strategic Planning Workshop Session and Supporting .$5,490.00. E
Materials May 29, 2019
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(Complete),.., m.- .. .. ... ....�...
Task 5: Workshop Preparation Coordination Call with Monroe County $1,910.00 Ci
Project Management Team May 29, 2019
... .... .... �w —Complete)
Task 6: Strategic Planning Workshop (scheduled June 3, 2019) June 3, 2019 $10,265.00
(Complete)
ask 7„Operation_al Recovery Functions Sept.ask 8: Workshop Preparation Coordination Call with Monroe County � t 30, 2019 $4,535.00
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.. _ $1,885.00
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Task 9 Operational Recovery Support Functions Workshop Oct.m30, 2019 $6,365 00
..-Project Management Team and Proposed R_SF Lea
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Task 10: Draft Post-Disaster Recovery Strat gym ov. 30 2019 $14,950.00
SUBTOTAL $67 600.00
'-Estimated Travel ** .......... .....
mm�. .. As.... ..� ... �
incurred $7,500.00
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Estimated Graphics p Support/Print/ Delivery of 200 bound copies** By no later than $4,000.00 �
January15, 2020
Mmmi..s�cellaneouws - _..—...... _ As incurred $900.00
... .. ...�
** Resources in these lines may be used in similarly starred lines to
needed.
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