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Item O08 o.a � � �, BOARD OF COUNTY COMMISSIONERS County of Monroe � ��r�i �r � s�� Mayor Heather Carruthers,District 3 The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2 Craig Cates,District 1 David Rice,District 4 Sylvia J.Murphy,District 5 County Commission Meeting June 17, 2020 Agenda Item Number: 0.8 Agenda Item Summary #6844 BULK ITEM: Yes DEPARTMENT: Local Disaster Recovery TIME APPROXIMATE: STAFF CONTACT: Helene Wetherington (305) 289- 2524 1:30 PUBLIC HEARING AGENDA ITEM WORDING: A Public Meeting for citizens and municipalities to provide input on an application for grant funds to harden Tavernier Fire Station 22 in the amount of $818,800 utilizing Community Development Block Grant - Mitigation Critical Facility Hardening Program funding from the Florida Department of Economic Opportunity (DEO) funded through the Federal Housing and Urban Development Agency (HUD), after a duly noticed 10 day public comment period; after a 10 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 $616 Million for the State of Florida in the aftermath of Hurricane Irma. The Department of Economic Opportunity (DEO) developed a Community Development Block Grant - Mitigation (CDBG-MIT) Action Plan and allocated $633 Million for the Mitigation Program of which $75 Million is allocated to the Critical Facility Hardening Program. DEO Program Parameters follow: �• riitical Facility Hardening Procgrami The critical Facillilty Hardening Program willl allow unilts of general local government (LJ L ) and state agencies to harden critical buildings that serve a public safety purpose for local communities. This pro rarn will enable local police, fiire, shelters and local emergency management facilities and other designated critical facilliities to better withstand the effects of the previously-ildentified hazard risks. Examples of hardening a aiinst flood, filre, storms and coastal erosion, include, but are not limited to, dry proofing., wet proofing, anchoring roof-mounted heating, shelters, ventilation and air-conditioning unilts and retrofittilnig buildiing exteriors with hazard-resistant materials in accordance wiith -natiional safety standards. Packet Pg. 2674 o.a The hardening program will encompass energy resiiliency projects that help ensure that the most critical facllities in Florida communities have access to power throughout and following an emergency when local sources of power are down. Critical facilities include, but are not limited to, potable water facilities, waste water facilities, police departments,: fire departments,: hospitals, emergency operation centers and emergency shelters. Local units of government that apply for this program will need to identify critical facilltiies that have a need to update or replace existing power sources (such as generators or resiliency systems) so as to allow these facilities to safely maintain power during emergencies. Table 15: Critical Facility Hardening Program At a Chance Critical Facility Hardening Program At a Glance" Funding Dollars $75,000,000 Funding Percentage 1,2�a Application Type Subrecipient ,'applicant Eligibility UGLG, state agencies and other applicants including, but not limited to, non-profits and non-governmental agencies that apply in partnership with their local UGLG or state agencies- Geographic Eligibility HUD and State-Designated I~, ID National Objectives Fullfilled L I and Urgent bleed Hazard) Risks Addressed Flooding, Severe Storms, Tropical Cyclones, Coastal Erosion, !lildfires Lifelines Protected Safetyand Security, Health and P,Jedicali, Energy, Communications General Program details are addressed in DEO's Policies and Procedures Manual at ra r. lo�ii aiol s.ciasuo k uil l �l l ii iti atiori. Program-specific details will be available in a Critical Facility Hardening Program Guidelines document to be made mailable prier to the onset of the program application period. To be eligible to receive funds, Monroe County must consider the needs of all municipalities within the incorporated as well as unincorporated area of the county. 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 10-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. The notices are attached for reference. Deadline for Comments is June 20, 2020. Contact Person: Cary Knight at 305-292-4527 and at Knight-Cary@MonroeCounty-FI.Gov. Packet Pg. 2675 o.a Monroe County's application for CDBG-DR Mitigation funds can be found at monroecounty- fl.gov/irmarecovery. PREVIOUS RELEVANT BOCC ACTION: NA CONTRACT/AGREEMENT CHANGES: NA STAFF RECOMMENDATION: APPROVE DOCUMENTATION: CFHP DEO Guidelines cdbg-mitigation-frequently-asked-questions-11-1-2019 CDBG-MIT Tavernier FS All 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 CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: NA If yes, amount: Grant: $ 818,000 County Match: $ 0 Insurance Required: 0 Additional Details: REVIEWED BY: Helene Wetherington Completed 05/26/2020 3:51 PM Assistant County Administrator Christine Hurley Completed 05/28/2020 2:25 PM Cary Knight Completed 06/01/2020 12:41 PM Christine Limbert Completed 06/01/2020 3:20 PM Packet Pg. 2676 o.a Purchasing Completed 06/01/2020 3:29 PM Budget and Finance Completed 06/01/2020 3:32 PM Maria Slavik Completed 06/01/2020 5:13 PM Kathy Peters Completed 06/02/2020 11:26 AM Board of County Commissioners Pending 06/17/2020 9:00 AM Packet Pg. 2677 0.8.a 0 CL REBUILD FLORIDA CRITICAL FACILITY HARDENING PROGRARE C7 ca This document provides the guidelines fc cN implementation of the Rebuild Florida Critic, Pe ' , Facility Hardening Program (CFHP) administere by the Florida Department of Economi v) Opportunity (DEO). This program is funded by th .! U.S. Department of Housing and Urba Development (HUD) Community Developmer 'E Flor,id Block Grant - Mitigation (CDBG-MIT) allocation a described in Public Laws 115-56 and 115-123. CL CL Packet Pg. 2678 0.8.a Table List of Figures and Tables............................................................................................... 3 0 Part 1 - Definitions and Acronyms.................................................................................. 4 Part 2 - Program Overview............................................................................................. 6 2.1 Program Purpose....................................................................................... 6 2.2 Program Process....................................................................................... 7 _ 2.3 Rebuild Florida Critical Facility Hardening Program (CFHP) ..................... 8 2.4 Eligible Activities ........................................................................................ 9 2.5 Program Requirements............................................................................ 10 2.6 Application for Program Services and Benefits........................................ 10 2.7 Priority Schedule...................................................................................... 10 2.8 Eligible Areas........................................................................................... 10 ca 2.9 Allocation ................................................................................................. 11 2.10 Application & Assistance Timeline ........................................................... 11 2.11 National Objectives.................................................................................. 12 2.12 Program Management............................................................................. 13 2.13 Equal Opportunity.................................................................................... 14 2.14 Conflict of Interest.................................................................................... 14 2.15 Anti-Fraud and Compliance Policies........................................................ 15 '® 2.16 Files, Records and Reports ..................................................................... 16 2.17 Public Records......................................................................................... 16 2.18 Section 3.................................................................................................. 16 2.19 Environmental Review ............................................................................. 17 2.20 Program Income ...................................................................................... 17 Part 3 - Subrecipient Applicant Information................................................................... 18 3.1 Eligibility................................................................................................... 18 3.2 Request for Applications.......................................................................... 19 3.3 Application Process ................................................................................. 19 3.4 Application Requirements........................................................................ 19 3.5 Applicant Review Process Responsiveness ............................................ 20 Part4 - Scoring ............................................................................................................. 21 4.1 Award Determination ............................................................................... 21 4.2 Evaluation Team ...................................................................................... 26 4.3 Technical Assistance ............................................................................... 26 4.4 Subrecipient Responsibilities................................................................... 26 4.5 Compliance and Monitoring of Subrecipients........................................... 27 4.6 Construction Regulations......................................................................... 28 4.7 Appeals.................................................................................................... 29 Part5 - Financial ........................................................................................................... 31 E 5.1 Eligible & Ineligible Costs......................................................................... 31 Packet Pg. 2679 0.8.a 5.2 Funding Method....................................................................................... 31 5.3 Supplanting Funds................................................................................... 32 5.4 Duplication of Benefits (DOB) Overview .................................................. 32 5.5 Subrogation ............................................................................................. 32 5.6 Budget ..................................................................................................... 33 5.7 Procurement Requirements..................................................................... 33 Appendices ................................................................................................................... 35 Appendix A—Application Form ..................................................................................... 35 _ Appendix B —Application Checklist & Instructions ........................................................ 36 Appendix C — Completed Sample Application............................................................... 37 Appendix D — Implementation Plan Template ............................................................... 38 Appendix E — Budget Template..................................................................................... 39 N Appendix F — Social Vulnerability Index (SoVI°) Variables ........................................... 40 Appendix G — Florida Social Vulnerability Index (SoVI°) Map....................................... 41 CL Packet Pg. 2680 List of Figures and Tables 0 List of Figures E Figure1: Community Lifelines .....................................................................................................................6 0 Figure 2: Preliminary Process—Application, Evaluation and Award.........................................7 CL Figure 3: Implementation Process—Service, Delivery and Compliance...................................8 Figure 4: Mitigation HUD and State MID Areas..............................................................................13 List of Tables .2 Table 1: Allocation of CDBG-MIT Funds............................................................................................7 Table2: CFHP.............................................................................................................................................9 Table 3: HUD MID Area Counties and Zip Codes...........................................................................11 Table 4: State MID Area Counties......................................................................................................11 ca Table 5: Mandatory Threshold Compliance Criteria.....................................................................21 Table 6: Program Scoring Evaluation Rubric.................................................................................22 U) u_ 0 2 0 CL u_ E 3 Packet Pg. 2681 0.8.a Definitions, r Action Plan: The State of Florida Mitigation Action Plan provides the high-level strategy cu 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 CL and local planning protocols and procedures. The Plan was submitted to HUD on February 3, 2020. Applicant: Any entity that submits a response to the request for applications (RFA) for 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 ca 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. 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 Laws 115-56 and 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 that participant 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 sources of funds must be deducted from any potential award or expenditures for individual participants. DOH— (Florida) Department of Health ESHMP— Enhanced State Hazard Mitigation Plan. FEMA — Federal Emergency Management Agency. CL 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. 4 Packet Pg. 2682 0.8.a HMGP— Hazard Mitigation Grant Program. HUD— U.S.— Department of Housing and Urban Development. 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. CL 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. • Extremely low: Household's annual income is up to 30% of the area median family income, as determined by HUD, adjusted for family size. • 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. 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). 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 CFHP benefits. UGLG: Units of general local government CL Urgent Need:A recent need that poses a serious and immediate threat to the health or welfare of the community. Packet Pg. 2683 0.8.a Program 2.1 Program Purpose In April 2018, the U.S. Department of Housing and Urban Development(HUD)announced that the state of Florida would receive $633,485,000 in funding to support long-term mitigation efforts (following Hurricanes Hermine, Matthew and Irma)through HUD's newly created Community Development Block Grant — Mitigation (CDBG-MIT) program. The Federal Register Vol. 84, No. 169, 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 Economic 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 submitted to HUD on February 3, 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. N 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 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 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. The goal is to help protect critical community lifelines which are illustrated in Figure 1: Figure 1:Community Lifelines uJ Safety and Food,Wafer, T�S& Health Energy Ha7ardou s CL iecurNy Sheller raruspt�rtaf9o,ru matenals tJ U Packet Pg. 2684 0.8.a Table 1 Illustrates Florida's plan for allocation of CDBG-MIT funds. Table 1: Allocation of CDBG-MIT Funds Allocation of CDBG-MIT Funds CL Program Allocation Percent of Funding .E Infrastructure $550,000,000 87% • Rebuild Florida General $475,000,000 75% Infrastructure Program $75,000,000 12% • Rebuild Florida Critical Facility _ Hardening Program , Planning and Administrative Costs $83,485,000 13% • Rebuild Florida General Planning $20,000,000 3% Support Program C • DEO Administration $31,674,250 5% • DEO Planning $31,810,750 5% Total Allocation $633,485,000 100% 2.2 Program Process 0 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 application evaluation and a scoring process that may 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, program funding will be provided to subrecipient awardees. Subrecipients must develop and implement policies, procedures and processes to deliver and maintain 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 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; CL Figure 2: Preliminary Process—Application, Evaluation and Award EM 7 Q Packet Pg. 2685 0.8.a Figure 3: Implementation Process—Service, Delivery and Compliance ,. -� �� sa., %-3 oSSi(£iillti{1tti# f� tJj S} 0 - $€�,fh £}t tl{ Otis. f iiiiiiii�f � 0. 2.3 Rebuild Florida Critical Facility Hardening Program (CFHP) For purposes of the CFHP, critical facilities are defined as the buildings/structures that serve a public safety purpose for local communities. Critical facilities are essential for the functioning of a community and typically house operations that, if interrupted, will cause a negative impact on at least one of the seven community lifelines. (See Part 2.1 and Figure 1 for lifeline descriptions.) DEO has identified the following types of structures as critical facilities: • Potable water facilities; • Waste water facilities; N • Police departments; • Fire departments; • Hospitals; • Emergency operation centers; and • Emergency shelters. The CFHP will allow Units of General Local Government (UGLG), state agencies, non- profits and non-governmental agencies that apply in partnership with their local UGLG or state agencies, to harden critical buildings that serve a public safety purpose for local communities. This program will enable critical facilities to better withstand the effects of previously-identified hazard risks. Applicants for this program will need to identify critical facilities that need hardening and/or update or replace existing power sources (such as generators or resiliency systems) to mitigate emergency-related challenges. DEO has allocated $75,000,000 in CDBG-MIT funding for the Rebuild Florida CFHP. DEO will use a subrecipient model to deliver funding for approved projects. Funding will be awarded to selected subrecipients through a RFA process in accordance with established application guidelines and evaluation criteria. This is not a direct grant program. An overview of the CFHP program is illustrated in Table 2. Packet Pg. 2686 O.8.a Table 2: CFHP Rebuild Florida Critical Facility Hardening Program Funding Dollars $75,000,000 c CL Funding Percentage 12% Application Type Subrecipient Applicant Eligibility UGLG, state agencies and other applicants including, but not limited to, non-profits and non-governmental agencies that apply in partnership with their local UGLG or state agencies. Geographic Eligibility HUD and State-Designated (Most Impacted and Distressed (MID) areas N National Objectives Fulfilled Low-to-Moderate Income (LMI) and c Urgent Need Hazard Risks Addressed Flooding, Severe Storms, Tropical ._ Cyclones, Coastal Erosion, Wildfires Lifelines Protected Safety and Security, Health and Medical, Energy, Communications 2.4 Eligible Activities Eligible activities are limited to projects that increase the resilience of critical facilities. > Examples include hardening and/or updating or replacing existing power sources (such as generators or resiliency systems) to mitigate emergency-related challenges. Examples of hardening against flood, fire, storms and coastal erosion include, but are not W limited to: y • Dry proofing; • Wet proofing; • Ventilation and air-conditioning units; LU • Anchoring roof-mounted heating, ventilation and air-conditioning units; and • Retrofitting building exteriors with hazard-resistant materials in accordance with national safety standards. Packet Pg. 2687 0.8.a The CFHP will also consider energy resiliency projects that help ensure that the most critical facilities in Florida communities have access to power throughout and following an emergency when local sources of power are down. Critical facilities include, but are not limited to, potable water facilities, waste water facilities, police departments, fire departments, hospitals, emergency operation centers and emergency shelters. Local units of government that apply for this program will need to identify critical facilities that have a need to update or replace existing power sources (such as generators or resiliency systems) so as to allow these facilities to safely maintain power during emergencies. 2.5 Program Requirements 1. Activities must meet the National Objectives as outlined in Part 2.11. 2. At least 50% of funds must be spent in HUD-identified Most Impacted and Distressed (MID) areas. The remaining 50% can be spent on state-identified MID areas that were declared disaster areas eligible for both individual and public assistance. 3. CDBG-MIT requires that projects must be a quantifiable resilience improvement to a critical facility. Funds may not be used to supplant existing funding sources or programming. 4. Entities applying for funding through the CDBG-MIT program must submit an application that meets the criteria outlined in these Program Guidelines. 5. All CDBG-MIT projects must comply with all applicable federal, state and local requirements. 2.6 Application for Program Services and Benefits • Only completed CFHP subrecipient applications, including all requested supporting documentation, will be considered. Further information on accessing the application is outlined in Part 3 of these Program Guidelines. • Applications will only be accepted during the published application cycle. Additional intake periods may be opened at a later date depending on funding availability. 2.7 Priority Schedule Applications will be accepted and eligibility for project funding will be determined based on a priority schedule to ensure compliance with the National Objectives and CFHP scoring criteria. CL 2.8 Eligible Areas U Tables 3 and 4 identify areas eligible for CDBG-MIT funding; the HUD and State- identified MID areas. 10 Packet Pg. 2688 0.8.a Table 3: HUD MID Area Counties and Zip Codes Brevard, Broward, Clay, Collier, Duval, HUD MID Counties Hillsborough, Lee, Miami Dade, Monroe, E Orange, Osceola, Palm Beach, Polk, St. Johns, St. Lucie, and Volusia HUD M I D Zip Codes 32084, 32091, 32136, 32145, 32771, 33440, 33523, 33825, 33870, 32068, 33935, 34266 The remaining 50% can be spent on state-identified MID areas that were declared disaster areas eligible for both individual and public assistance. 76 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, Union 0 2.9 Allocation A total of$75,000,000 has been set aside for the CFHP. This allocation may be increased or decreased based on the demand for the program by amendment to the Action Plan, subject to approval by HUD. 2.10 Application &Assistance Timeline The application submission cycle for the CFHP will open on April 15, 2020 and close on June 30, 2020. To receive access to DEO's user-friendly electronic application, instructions and submission checklist, a CFHP Application Registration is available. This registration will remain open throughout the submission cycle. To register, applicants should open this link: floriaiobs.org/rebuildflorida/mitigation 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 on the CDBG-MIT website. Applicants are encouraged to use the electronic application; however, applicants can instead use a fillable PDF application that will be available. The PDF version can be downloaded, completed and submitted online to cbg-miteo.myfloria.com or mailed LU to: Packet Pg. 2689 0.8.a Attention: Office of Disaster Recovery Florida Department of Economic Opportunity 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. Paper applications must be postmarked by June 30, 2020. Late applications will not be accepted, under any circumstance, including delivery problems. DEO will email application receipt confirmations as they arrive and/or by close of business on July 7, 2020. U DEO will host a webinar to provide an overview of the Guidelines, specific to the application process. The webinar will include a live question and answer period. 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. N To ensure that citizens remain informed, DEO will provide regular updates on the CDBG- MIT website. Translations of all application materials will be provided. 2.11 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) Meeting an urgent need; or (3) Aiding in the prevention or elimination of slums or blight. DEO's CFHP allocation is focused on addressing LMI and Urgent Needs. (Perthe Federal Register, 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.)' The CFHP program will provide benefits to LMI persons by addressing severe and recently-arising urgent community welfare or health needs. LMIs are identified as those persons/households with an income of less than 80%of the local area's median income. HUD requires that at least 50% of CDBG-MIT funds to benefit LMI persons/households. CFHP applicants will be required to identify the entire area (non-LMI and LMI) that will benefit from their project. DEO will then utilize HUD guidance to calculate the LMI benefit percentage of each project. Applicants will be awarded points on a sliding scale (see Scoring Criteria Rubric (see Table 6, pg. 22) in proportion to their project's LMI percentage. 1 Federal Register—6109-N-02,V.A.13J. Packet Pg. 2690 0.8.a Also, as required by the Federal Register, 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% can be spent on state-identified MID E areas that were declared disaster areas eligible for both Federal Emergency Management Agency (FEMA) and Public Assistance, categories A - G. ° a Figure 4 is a map of HUD and State-designated MID areas. _ Figure 4: Mitigation HUD and State MID Areas -0 x ev 2 m HUD-Qeslgnated MID I� �,�i� •� N state-De slg nated MID .i ..., N O N d L_ L d 2.12 Program Management 4- 0 DEO is the agency responsible for the administration of mitigation funds allocated to = infrastructure and planning and administrative activities in Florida. The CDBG-MIT program funded by HUD under Public Laws 115-56 and 115-123. DEO will implement the CFHP through subrecipients including: UGLGs; state agencies; non-profits that apply in x partnership with their local UGLG or state agencies; and non-governmental agencies that o apply in partnership with their local UGLG or state agencies. a DEO will execute subrecipient agreements with selected subrecipients, who will complete = projects and/or deliver services. The program contact for subrecipients only is: a Attention: Office of Disaster Recovery Florida Department of Economic Opportunity Mitigation Team 107 East Madison Street Caldwell Building, MSC 160 0 Tallahassee, FL 32399-2100 a (833) 347-7863 U_ cdbq-mit(a)deo.myflorida.com w d E U a Packet Pg. 2691 0.8.a 2.13 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 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. 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: 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. ightseo.myfloria.com Atlanta Regional Office of FHEO U.S. Department of Housing and Urban Development Five Points Plaza 40 Marietta Street, 16t" Floor Atlanta, GA 30303-2806 (404) 331-5140 ComplaintsOffice04hu .gov Further information about eligibility for filing an equal opportunity complaint, time limits, instructions, and procedures may be found at- http://www.f I o ri aiobs.org/office-directory/office-for-civil-rights/about-our- services/discrimination-complaints. .� 2.14 Conflict of Interest 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. 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) 14 Packet Pg. 2692 0.8.a 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 participant will enter into a conflict of interest until a request for an exception has been granted by DEO. 2.15 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. W Instances of suspected fraud, waste and abuse should be reported by contacting Constituent Management Services staff, submitting information via the Report Fraud, Waste or Abuse online form (http://floriaiobs.orq/rebuilfloria/report; or by sending an e-mail to: cbg- rantifrauwasteabuseeo.myflorida.com. All suspected cases of fraud will be taken seriously, and fraud complaints will be reported LU to ODR's Compliance and Reporting Manager and DEO's Office of the Inspector General at Ieo.myfloria.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 General, the Florida Office of the Attorney General, or the Florida Department of Business and Professional Regulation. 1 Packet Pg. 2693 0.8.a 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: hotlinehuoig.gov) and DEO's HUD Community Planning and Development (CPD) CD Representative. CL 2.16 Files, Records and Reports 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.floriaiobs.org/rebuilfloria/mitigation}. All official records on project activities are maintained for a five-year period beyond the date of grant closeout. 2.17 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 CFHP 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 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://m yf lo rid alegal.com/webfiles.nsf F/ S- 53/$file/ 015SunshineLaw anual.pf Florida Public Records Law, Chapter 119, Florida Statutes- http://www.leg.state.f1.us/statutes/in ex.cfm? pp mode= isplay Statute& L=0100- 01 /011 /011 .htm I 2.18 Section 3 CL The Housing and Urban Development Act of 1968, Section 3, mandates that recipients U 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 E business concerns that provide economic opportunities to LMI persons. 1 Packet Pg. 2694 0.8.a 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 complete a Section 3 covered project/activity must be Section 3 residents. The minimum 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. 2.19 Environmental Review CN 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 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 58.35(a), the locations associated with CFHP activities are categorically excluded subject to 24 CFR 58.5 and 58.6. To meet these requirements, the subrecipient is responsible for ensuring that environmental reviews are completed for all projects. The environmental review must be completed prior to any funds being allocated toward a project. The CFHP environmental review is a separate and distinct review from any other review. Other previously performed environmental reviews will not satisfy the program's requirements. If an environmental condition identified on a proposed CFHP activity site cannot be cleared, the site may not be an eligible location for activities. DEO currently has staff that will oversee environmental compliance. Additionally, the current staff may be augmented by external vendors procured through competitive solicitation. 2.20 Program Income -- This program will not create program income. CL 17 Packet Pg. 2695 0.8.a Subrecipient Applicant Information DEO will use a subrecipient model to deliver the CFHP. 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. CL 3.1 Eligibility Entities that are eligible to apply include: • Units of General Local Government (UGLG); • State agencies; • Non-profits that apply in partnership with their local UGLG or state agencies; and • Non-governmental agencies that apply in partnership with their local UGLG or state agencies. ca To be eligible for funding, a grant application must- 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 disaster area; 3. Solve a problem independently or constitute a functional portion of a solution in which there is assurance that the project will be completed. Projects that merely identify or analyze hazards or problems are not eligible; 4. Consider the following for any hardening project that encompasses flood mitigation: high wind, continued sea level rise and ensure responsible floodplain and wetland management based on the history of flood mitigation efforts and the frequency and intensity of precipitation events; 5. As a condition of consideration for project funding, applicants will be required to identify their plans for funding operations and maintenance costs (when applicable). Long-term maintenance and operating costs are ineligible under CDBG-MIT funding except as identified at 84 FIR 45838 Section V.A.9. .� 6. Be cost-effective and substantially reduce the risk of future damage, hardship, loss or suffering resulting from a major disaster. The grantee must demonstrate this by documenting that the project: a) Addresses a problem that has been repetitive or a problem that poses a significant risk to public health or safety if left unsolved; b) Will not cost more than the anticipated value of the reduction in both direct damages and subsequent negative impacts to the area if future disasters were to occur; Packet Pg. 2696 0.8.a c) Has been determined to be the most practical, effective and environmentally sound alternative after consideration of a range of options; d) Contributes, to the extent practicable, to a long-term solution to the problem it is intended to address; and e) Considers long-term changes to the areas and entities it protects and has manageable future maintenance and modifications requirements. 3.2 Request for Applications The application cycle will open on April 15, 2020 and close on June 30, 2020. To register 2 for an application, applicants should open this link: floridgigbs.org/rebuildflorida/mitigation and click"Application Packet". A contact name and email address will be requested. Once registered, the applicant will be emailed an individualized application weblink. 3.3 Application Process Eligible applicants will be invited to submit applications proposing CFHP 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 — E of these Guidelines. Responses that meet minimum threshold requirements will then be evaluated according to the scoring criteria listed in ) Part 4. Acceptable applications will be ranked to determine funding levels. The following appendices are included in these Guidelines: • Appendix A —Application Form • Appendix B —Application Checklist and Instructions c • Appendix C — Completed Sample Application • Appendix D — Implementation Plan Template • Appendix E — Budget Template 3.4 Application Requirements Applications must, at a high level*, describe what is being identified as a critical facility and address how and why it needs to be hardened 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 administration. *Application requirement specifics are delineated in Part 4 of these Guidelines and in Appendices A— E. All proposed activities must be CDBG-MIT eligible (see Part 3.1, Eligibility). Responses may include proposed subrecipient partnerships with public, private or non-profit entities to deliver CFHP 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 E listed as excluded, debarred or suspended on the System for Award Management 19 Packet Pg. 2697 0.8.a (https://sam.gov/SAM/), including affiliated businesses with the same Employer Identification Number(EIN), is not eligible to receive CFHP funds and may not be selected as a subrecipient, partner, subcontractor or vendor. 3.5 Applicant Review Process Responsiveness 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. N N c c 2 CL Packet Pg. 2698 0.8.a Scoring 4.1 Award Determination 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. 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. Each evaluator will review and score applications independently. 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 150 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. Table 5: Mandatory Threshold Compliance Criteria 0 Application is signed and complete. Application was submitted on time. 2 Applicant is an eligible UGLG, state agency, or non-profit or non- governmental entity that applied in partnership with a UGLG or state agency. Applicant's project benefits HUD and/or state-identified MID areas. CL Packet Pg. 2699 I -qqaD ql!M ZZ U014B4Sa!q a l a n 10 BuluBPJBH GAojddV ) s ilep!n :4u8ua 3 44 c 04 © cb a_ m -F- 4- a) a) a) �_ a) 4' a) C U /1 a) L C cB L . O C 0 i O U O a) cn z - O 70 � 0 tC oQ � U O (no � � � .� -0 a)=CU a 0-'~ rt-� L cU rt-� .F- 0 •-• O cu E 0 -0 0 -0 -0 a) > U to O L to = O _0 to 0 cn O 0 O "-' -0 0 U >+ U L4- cU L O .�. 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C 2E O C cu '— 4- C � o FL O) O O to to U U O O U o)-o -0 cu 4- cQ cB L0 � o a) O � 0 cu 0)U - C 0 CU O O 0 O O L o � � U o % cu cn _0 a) V (B 70 F-I L �, CU L O U C j (B C O O O O cu -0 4= m � >'= -0 cu cu c cu — U O CN C CO > E O O 0)M 0)jL � = � O E 5 -0 � coU O _0 co N c O C CO QL :n Q, u7 � LO r 0.8.a 4.2 Evaluation Team Applications will be independently reviewed and scored by DEO staff. 4.3 Technical Assistance DEO is hosting a webinar, 20-minute, one-on-one phone calls and regional visits to provide an overview of these Guidelines, specific to 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. 2 4.4 Subrecipient Responsibilities Subrecipients have the following responsibilities and must: • Demonstrate how the proposed project meets one or more of the national objectives; • Submit an accurate account of how the absence of the hardening project being requested has affected the community's critical services during disasters; • Submit a detailed scope of work; • Provide evidence that selected site has appropriate approvals; • Enter into a subrecipient agreement with DEO specific to the CFHP; • Comply with all terms and conditions of the subrecipient agreement, CFHP guidelines, Mitigation Action Plan and applicable federal, state and local laws- 0 • 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; • Develop policies and procedures for complaints and grievances and for appeals. 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; • Maintain books, records and documents relating to the CFHP 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 CFHP Program Guidelines, subrecipient 2` Packet Pg. 2704 0.8.a 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 CFHP funds are not listed as excluded, debarred or suspended on the System for Award Management (htIpL.//sam.gov/SAM/), including affiliated businesses with the same EIN; • 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. 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. ._ 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; • Monitor compliance with the terms and conditions of the subrecipient agreement; and • Maintain organized files and make them accessible to DEO or its representatives upon request. 4.5 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 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; '27 Packet Pg. 2705 0.8.a • Compliance with Stafford Act (i.e., no duplication of benefits); • Necessary, reasonable and allowable cost standards; • Financial management, file management and documentation- 0 • National objective compliance; and • Reporting and compliance with these Guidelines, the Subrecipient Agreement and any applicable laws and regulations. DEO will monitor the CFHP 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. Subrecipients found to be in non-compliance, or who received funds in error, may be required to repay grant funds to the state of Florida, in accordance with the subrecipient agreement. 4.6 Construction Regulations The Davis-Bacon Act (DBA) applies to all construction contracts greater than $2,000 unless the program's authorizing legislation contains exceptions. It requires that all workers or mechanics working on projects covered by the Act be paid minimum hourly wages and fringe benefits according to the wage decision(s) applicable to that contract. If any portion of a contract requires DBA, then all work performed under the contract is subject to DBA. Work done by a local government's employees (force account) is not subject to DBA. Additionally, contractors must comply with the Contract Work Hours and Safety Standards Act (CWHSSA) and the Copeland Anti-Kickback Act (Copeland Act). CWHSSA requires that, for any project in which the prime contract exceeds $100,000, workers must be paid one-and-one-half their normal hourly rate for any hours worked in excess of 40 hours W weekly, based on a workweek of seven consecutive days. The Copeland Act prohibits y any person from inducing a worker on a federally-funded project to give up any part of the compensation to which the worker is entitled. No payroll deductions are permitted that are not specifically listed in the Copeland Act unless the contractor has obtained written permission from the employee as specified in 29 CFR 3.5 for otherwise permissible payroll deductions. Packet Pg. 2706 0.8.a 4.7 Appeals Informal Appeals Appeals may be filed only upon the deliverance of an adverse program decision regarding eligibility, benefits or closure of an application and only within the parameters set by the 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: 1. All appeal letters must be submitted in writing within 30 days of the date of the denial letter via: 2 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 N o Email to: c cdbq- rappealseo.myfloria.com 2. All appeal letters must include: o Reason for appeal; o A clear explanation why the denial was contrary to applicable laws or regulations or in some other way inequitable- 0 o Reason why individual is believed to be eligible for the service or benefit that was denied, delayed, reduced, modified or terminated; o Proposed remedy sought by the individual; o Name, contact address and contact telephone number of entity filing appeal; and 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. For the required contents of a petition challenging agency action, refer to rules 28- 106.104(2)7 28-106.20(2), and 28-106.301, Florida Administrative Code. Packet Pg. 2707 0.8.a 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 CD 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 Fax: (850) 921-3230 Email: gency. Jerk eo.myflori a.com 0 CL Packet Pg. 2708 0.8.a C Financial 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 CFHP include, but are not limited to: • Training; • Materials and supplies related to CFHP training activities; • Dry proofing; • Wet proofing; ca • Anchoring roof-mounted heating; • Ventilation and air-conditioning units; • Retrofitting building exteriors with hazard-resistant materials in accordance with national safety standards; N • Energy resiliency; c • Support services; • Participant outreach; and • Program management and administration. Ineligible costs for the CFHP include, but are not limited to: • Material or supply costs unrelated to CFHP training 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; 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 federal agency. 5.2 Funding Method Funding will be provided monthly on a cost reimbursement basis. 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. 1 Packet Pg. 2709 0.8.a 5.3 Supplanting Funds Subrecipients must agree to utilize CFHP funds to supplement rather than supplant funds otherwise available. Subrecipients must document that CFHP funds awarded are above and beyond any annual appropriations that are provided for the same purpose. CFHP funds may be utilized after all other funds available to provide benefits to the participant 0. 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. 5.4 Duplication of Benefits (DOB) Overview U Eligible applicants may have previously received assistance from other sources for the same purpose as the CFHP. 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 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, other 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 CFHP are considered a DOB and under federal law must be deducted from the assistance provided by the CFHP. Any additional funds paid to participants for the same purpose as the CFHP after the CFHP services are completed must be returned to DEO. Participants in the CFHP 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 LU the context of mitigation grants, a CFHP 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 CFHP benefits. 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 2 Packet Pg. 2710 0.8.a the same purpose as the CFHP award, including after the CFHP award is executed or CFHP 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 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. ru 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. 5.6 Budget CDBG-MIT funds can 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 CFHP mitigation activity. Funds can 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. 5.7 Procurement Requirements Federal, state and local procurement rules apply when purchasing services, supplies, 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 CFHP. 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 33 Packet Pg. 2711 0.8.a 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 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. N N c W 0 CL Packet Pg. 2712 0.8.a AppendixAppendices — Application 0 CL N w 0 CD CL 35 Packet Pg. 2713 0.8.a Appendix B — Application Checklist & Instructions L. CL cv cv c w m 0 CD CL 36 Packet Pg. 2714 0.8.a Appendix C — Completed Sample Application CL cv cv c w m 0 CD CL 37 Packet Pg. 2715 0.8.a Appendix D — Implementation Plan Template L. CL cv cv c c w m 0 CD w CL 38 Packet Pg. 2716 0.8.a Appendix E — Budget Template CL cv cv c c w m 0 CD w CL 39 Packet Pg. 2717 0.8.a Appendix F — Social Vulnerability Index (SoVIO) Variables List of SOVI®2006-10 Variables(n=29). Daggers notate new variables added. SOVI®2010-14 uses the same list of variables. CL VARIABLE DESCRIPTION QASIAN Percent Asian QBLACK Percent Black QSPANISH Percent Hispanic QINDIAN Percent Native American QAGEDEP Percent Population under 5 years or 65 and over QFAMt Percent Children Living in Married Couple Families MEDAGE Median Age QSSBEN Percent Households Receiving Social Security Benefits QPOVTY Percent Poverty QRICH Percent Households Earning over$200,000 annually PERCAP Per Capita Income N QESL Percent Speaking English as a Second Language with Limited English Proficiency o QFEMALE Percent Female QFHH Percent Female Headed Households 2 QNRRES Nursing Home Residents Per Capita HOSPTPC Hospitals Per Capita (County Level ONLY) QNOHLTHt Percent of population without health insurance (County Level ONLY) QED12LES Percent with Less than 12t"Grade Education QCVLUN Percent Civilian Unemployment PPUNIT People per Unit _ QRENTER Percent Renters MDHSEVAL Median Housing Value MDGRENT Median Gross Rent QMOHO Percent Mobile Homes QEXTRCT Percent Employment in Extractive Industries QSERV Percent Employment in Service Industry QFEMLBR Percent Female Participation in Labor Force CL QNOAUTOt Percent of Housing Units with No Car QUNOCCHUt Percent Unoccupied Housing Units CL CJ 40 Packet Pg. 2718 0.8.a Appendix G — Florida Social Vulnerability Index (SoVI°) Map /L^ Vc E L O L a Social c Vulnerability ■ - ■ c m State of d � c� County Comparison within the Nation = _ V •— _...,. FWiM11r .�� G r„w Ue D/ F—„_ ..�. �.. m F Man, NOW N N se� C r CID oseeaa oragr.� Pok °'f L Y,6art Rrt•er U- �rf L IA.nn. H�ifue -c � f' C rs<s� Y wr, ' !E War O ew.vro C 'C N L IW�me W 0 Q Q National Quantiles = a High(Top 20%) 0 Medium Low N Q Medium High Low(Bottom 20%) 0 25 50 100 Miles Medium C I I I Based on American Community S—ey 1 114,5 YearCensus Data Product—ACS 2010-2014 O W 0 a x u- U r c d E t c� r 41 a Packet Pg. 2719 0.8.b ;. CD13G-Miltilgation Frequently Asked Questions Flor'i:d'�' Updated: r Q. How can 1 join the Mitigation distribution list? A.To remain up to date with CDBG-Mitigation activities, please sign up here. Q. Will infrastructure projects have requirements for being fully prepared to break ground, receive cv permitting or have premade engineering designs? A. No, infrastructure projects are not required to be shovel ready. Q. Who is eligible to apply? 2 A. Units of general local governments (UGLG), state agencies and other applicants including, but not limited to, non-profits and non-governmental agencies, are eligible to apply for the General Infrastructure Program and Critical Facility Hardening Program. UGLG, state agencies, non-profits and educational institutions are eligible to apply for the General Planning Program. If an entity is not a UGLG, they must apply in partnership with their UGLG. Q. Do you anticipate any funding available for Hurricane Michael impacted communities? A. DEO submitted a waiver to the U.S. Department of Housing and Urban Development(HUD)to > determine if areas impacted by Hurricane Michael could qualify for CDBG-MIT funding. On February 20, 2020, HUD informed DEO that request to include all 67 Florida counties were denied. HUD has however, recently allocated more than $735 million in Community Development Block Grant-Disaster Recovery(CDBG-DR)funds to address unmet recovery needs from Hurricane Michael. cv Q. Where and when can 1 apply for a project or program? A.The State Action Plan must be approved by HUD before program details can be finalized. At this time, the CDBG-MIT program is not accepting any applications. When the application window opens, DEO will 0 send out an email and update its webpage with all pertinent application information. m Q. Will you be providing support on application submissions and grant maintenance? A.Yes, DEO will provide technical assistance during the application submission period and grant monitoring stages. Q. When would we realistically have access to grant funds? A. DEO anticipates awarding grant funds in late 2020. rr Q. What is the maximum allocation an agency can request for a single project? — A. Maximum and minimum project allocations will be included in our Program Guidelines, which will be published after HUD's approval of the State Action Plan. Packet Pg. 2720 0.8.b ;. CD13G-Miltilgation Frequently Asked Questions Flor'i:d'�' Updated: r Q.Can DEO clarify the definition of planning? A.There are two separate planning categories: one for General Program Planning and one is for DEO Planning and Administration.The General Planning Program funds will be available to applicants seeking to update mitigation plans, integrate mitigation plans with other planning initiatives, modernize building N codes and regional land-use plans, and/or upgrade mapping, data and other capabilities. Further details N for the General Planning program will be made available through forthcoming Program Guidelines. o 2 Q. Can you explain the 50%LMI requirement? A. HUD requires that CDBG-MIT grantees (in this case, DEO) expend at least 50%of funds in the aggregate for activities that benefit low-to-moderate income (LMI) persons. Subgrantees (applicants) will be eligible for additional points in the scoring process based on the percentages of LMI persons that are served by their project. Q. How is the Risk Assessment being developed? A.As directed by HUD, the Risk-Based Mitigation Needs Assessment used the State Hazard Mitigation Plan (gathered from Local Mitigation Strategy groups) as the basis for quantitively and qualitatively- supported data. Federal data sources from the Federal Emergency Management Agency(FEMA), HUD, o and the National Oceanic and Atmospheric Administration (NOAA) informed historic damage patterns, demographic information and statistical information. State agency reports and plans were reviewed for relevant information. Additionally, research articles and survey data were used to support hazard descriptions and were considered for information regarding past hazard events. Q. How are HUD MID areas determined? A. HUD Most Impacted and Distressed (MID) areas are determined through federal designation. DEO does not have input on the designation of HUD MID areas. State-identified MID areas were identified by o the state of Florida as areas of need that were not specified by HUD. State MID areas include counties that were eligible for FEMA Individual and Public Assistance Categories A-G in presidentially-declared , counties for each of the included storms. Q. Is there a match requirement? A. At this time, DEO does not anticipate requiring a local match in order to receive funds. CDBG-MIT funding can be used as local/state share of federal funding if projects meet mitigation criteria. c Packet Pg. 2721 CDBG-Mitigation Frequently Asked 211110 Rebuilca Questions Florid L U Updated: March 2020 c� Q. Is my county or city eligible to receive funds? v A.The counties and zip codes eligible to receive funding are listed below: Brevard, Broward, Clay, Collier, Duval, cN•i Hillsborough, Lee, Miami Dade, Monroe, Orange, 0 HUD MID Counties Osceola, Palm Beach, Polk, St. Johns, St. Lucie and Volusia d L U- 32084, 32091, 32136, 32145, 32771, 33440, m HUD MID Zip Codes c 33523, 33825, 33870, 32068, 33935, 34266 H 4- 0 a� Alachua, Baker, Bradford, Charlotte, Citrus, State MID Counties Columbia, DeSoto, Dixie, Flagler, Gilchrist, Glades, Hardee, Hendry, Hernando, Highlands, Indian x River, Lafayette, Lake, Leon, Levy, Manatee, Marion, Martin, Nassau, Okeechobee, Pasco, 0 CL Pinellas, Putnam, Sarasota, Seminole, Sumter, 0- a Suwannee, Union x D_ A minimum of 50%of the funding must be allocated to HUD MID counties and zip codes. 0 N r � r d d Y N fC w ®HUD-Designated MID y State-Designatdd MID d 47 . WW 1 0 W _0 W E Y I_ V .F+ .F+ a Packet Pg. 2722 0.8.b ;. CD13G-Miltilgation Frequently Asked Questions Flor'i:d'�' Updated: r Q.Why isn't there a housing program? A.While DEO recognizes the importance of housing initiatives in Florida's communities,this need is already being addressed through Community Development Block Grant—Disaster Recovery(CDBG- cv cv DR) funds for Hurricane Irma. 0 Q. Where were the Regional Workshops held? A.All scheduled Regional Workshops regarding the State Action Plan development have been held. 2 DEO will announce additional regional workshops and webinars for each program being funded after the Mitigation Program Guidelines are published. DEO will notify its partners when these public workshops are scheduled. 0 Q. Where can 1 find the webinar slides and transcripts? A.The webinar slides and transcripts can be found on the program website: http:JJfloridajobs.org robuildflorida miti ation cv Cr 0 m m Packet Pg. 2723 , Date: 05/19/2020 .8.c' e , DEJ lorid FLORIDA DEPARTMENT ECONOMIC OPPORTUNITY Rebuild Fon a GDBG - Mitigation Critical Facilities Hardening Program Application Official Project Title 0 Tavernier Fire Station #22: Critical Facility Hardening Project Applicant Information Official Applicant Monroe County Board of County Commissioners FEIN#: 59-60000749 cj Entity Name: tY tY Primary Project Contact Cary Knight DUNS#: 0738767570000 Name: ' Title: Director of Project Management F E-mail: Knight-Cary@monroecounty-fl.gov Mailing Address: 1100 Simonton Street N umbee 305-292-4527 cv City: Key West State: F1 zip Code: 33040 N Please list co-applicant entities if any: Contact Person: E-mail Address: NA 2 0 Project Description Write an overview/summary, not to exceed 2,500 words, of the project being proposed. 1) State the project purpose and include a description of the critical facility to be hardened. 2) Specify the risk(s) that will be mitigated by completion of this project. 3) Describe how the work will be completed and the team that will be responsible. 4) Explain the method used to determine project funding requirements. 5) Describe anticipated outcomes. 6) Describe how the facility will be maintained after it is hardened. CL Insert Attachment: Please title doc: EntityNamePD_CFHP Community Value Describe, in 1,500 words or less, the critical facility's value to the community in normal circumstances and in times of natural disasters. Which of the seven community lifelines will be served by completion of this project? How does this project enhance community resilience? Does the facility have any cultural or historical significance? Attach a maximum of ten photographs that provide both interior and exterior views. Insert Attachment: Please title zip folder: EntityNameCV CFHP ca Packet Pg. 2724 0.8.c Capacity Plan Provide a strategic plan overview of 1,500 words or less 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 CFHP project management and maintenance. Provide 0. 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 responsibilities. Have any project contractors been identified? If so, briefly describe your selection process. Insert Attachment: Please title doc: EntityNameCP_CFHP Implementation Plan Prepare a chronological timeline for the entire life of the project that organizes work U into logical, manageable tasks and deliverables. The Implementation Plan Template has been provided in Appendix D of the CFHP Guidelines. N Insert Attachment: Please rename template: EntityNamelP_CFHP 2 Budget Include your project budget using the Budget Template found in Appendix E in the CFHP Guidelines. Ensure your budget is reasonable, appropriate and accurate. Are the budgeted items consistent with the project description and tasks? Does the amount requested fall within the CFHP applicant's allowable minimum ($50,000) and maximum $15,000,000 ? Ensure there is no duplication of benefits. Insert Attachment: Please rename template: EntityNameBudget CFHP Is there any duplication of benefits? Yes: ❑ No: All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Do you anticipate receiving any funds for this project that will Yes: No: not be supplied by the CDBG-MIT program? If yes, detail the anticipated or committed funds in the Leveraged Dollars section. Packet Pg. 2725 0.8.c Leveraged Dollars If your project involves the qualified use of matching or leveraged funds or services in any capacity, (see Part 4.6 in the CFHP Guidelines) then describe the specifics of leveraged fund/service usage. Answer: 1) 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. 2) Disclose sources and uses of non CDBG-MIT funds. 3) What other federal, state and/ or local entities have you contacted concerning funding for the proposed project 0. and what were the results? Put "N/A" if this section is not applicable to your project. NA N N c 2 .E 0 County Selection Select each county that your project benefits. DEO will use this information to assess MID, social vulnerability, rural and fiscally-constrained areas. Only counties eligible for CDBG-MIT funds are listed below. Alachua =Flagler =Leon =Pasco Baker =Gilchrist =Levy =Pinellas Bradford =Glades =Manatee =Polk Brevard =Hardee =Marion =Putnam Broward =Hendry =Martin =Sarasota =Charlotte =Hernando =Miami-Dade =Seminole Citrus =Highlands =Monroe =St. Johns Clay =Hillsborough =Nassau =St. Lucie Collier =Indian River =Okeechobee =Sumter Columbia =Lafayette =Orange =Suwannee =DeSoto =Lake =Osceola =Union Dixie =Lee =Palm Beach =Volusia =Duval Packet Pg. 2726 O.8.c Overall LMI Benefit Identify and list the Census Tract number followed by all LMI Block Groups your project benefits. Example: Tract: 200, Block group: 2, 3; Tract: 2902, Block group: 1, 3, 4, 5, etc. 0 9706003 CL 970700 1, 2, 3 9708002 LMI in Service Area= 76.8645% This percentage was derived by using the HUD Exchange Map Application Tool. N N 2 Special Designations Does your project benefit an Area of�Critical State Concern Yes: No: ❑ accordin to Florida Statutes 380.05. What is the area of critical state concern? city of Key west and the Florida Keys Areas(Monroe county) 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 amended, as modified by this notice. In the case of noncompliance with these requirements, the State shall take such actions as may be appropriate to prevent a continuance of the deficiency, mitigate any adverse effects or consequences, and prevent a recurrence. The State shall establish remedies for r 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 in 84 FIR 45838? Packet Pg. 2727 Maintenance Agreement O.8.c According to 84 FR 45838 August 30, 2019 Section V.A.2.a(10), "Each grantee must plan for the long-term operation and maintenance of infrastructure and public facility projects funded with CDBG-MIT funds. The grantee must describe in its action plan how it will fund long-term operation and maintenance for CDBG-MIT projects. Additionally, the grantee must describe any State or local resources that have been identified for the operation and maintenance costs of projects assisted with CDBG-MIT funds." As such, c Federal Register expectations on maintenance for CDBG-MIT projects are expected to be maintained by each entity who proposes a CFHP project. Can you certify that your entity will comply with state and Yes: No: subrecipient monitoring and maintenance requirements as outlined by 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: ' A. Will comply with all HUD and Florida requirements in the administration of the proposed CDBG-MIT funded activities; B. 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- C. Certify that all information submitted in this Application is true and accurate 2 Signature: Date: 05/22/2020 Print button will only print application and not attached documents. Submit button will deliver application to c email to the cdbg-mit@deo.myflorida.com. Please attach all relevant documents to this email. Print Application Submit Application 2 Packet Pg. 2728 ii 5M�� n i r i E CL ROB 2 �r si� i��A��S�tr!•i)4��{y"„t r{ st,kr > „`' '_ - 4 � ?„ii ,,;. t n_ t , - .. , - '�`3` � U) - •,`,if, - �,, 5 7 P a vz+ F 7 is 0 �s, t BOARD OF COUNTY COMMISSION' ERSI 2798 OVERSEAS "HIGHWAY MARATHON, FLORIDA3305,0 „r t KNIGHTCARY DIRECTOR., PROJECTMANAGEMENT �a Packet Pg. 2729 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Monroe County Fire Rescue - Tavernier Fire Station #22 Critical Facility Hardening Project Project Description CL Purpose and Description: Monroe County is the Southernmost County in the Continental United States. It is comprised of the Florida Keys, which are a string of over 800 low-lying islands stretching 130 miles in length and connected by only one road in and out, the Overseas Highway (US1). Monroe County Fire Rescue (MCFR) and Emergency Services operates nine fire stations throughout the Florida Keys and includes Trauma Star Air Ambulance services. Station 22, considered part of Monroe County's critical infrastructure, is located at 151 Marine Avenue, (MM92) in Tavernier, FI 33070 that serves three LMI Census Tracts. The total service area LMI percentage is 76.86. This is the most North/Eastern Fire Station in the Florida Keys. = N The Department plans for, responds to, and mitigates the effects of emergency ;. ,� ;��, � � 0 situations, including natural and man-made events. This is in addition to daily emergency medical services and fire related responses. ' Station 22 is staffed by certified firefighters that are cross-trained as paramedics, flight medics, emergency medical technicians, and Aircraft Rescue and Fire Fighting personnel }` " c that provide critical life safety services to s r� residents and visitors in Monroe County. According to the U.S. Census Bureau, Monroe County's estimated 2019 residential = population is 74,228. Following Hurricane Irma, the Florida Keys travel and tourism industry report by Rockport Analytics for 2018, reported that the County's tourist or annual seasonal population included 3.8 million domestic visitors and 1 million international visitors. This project would involve flood-proofing, increasing the wind-loading capability, and creating additional energy efficiency to enhance the continuity of operations for MCFR in the upper Florida Keys. Mitigated Risks- Station 22 is housed in an aging structure, which was constructed prior to the Florida Building Code's changes to wind load design and requirements for buildings to withstand minimum wind speeds of 150 mph; and is, therefore highly vulnerable to high winds, storm surge, sea level rise, and frequent high water flooding events. The building is located within an AE 9 FEMA Flood Zone. Additionally, the Florida Building Code Wind Speed Maps have categorized the coastal areas of Florida, including the Florida Keys, as high wind velocity impact areas. Consequently, Station 22 is within a high-impact coastal CFHP Project Description Page 1 of 6 Packet Pg. 2730 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project area identified as highly susceptible to risk to sea level rise, wind damage, wind-driven rain damage, storm surge inundation, erosion and scour, flooding, flood borne debris and high wind speeds and velocities. 0 Because of these special environmental considerations, in 1980, through legislative act, the State of Florida designated the Keys portion of unincorporated Monroe County and the incorporated municipalities as "Areas of Critical State Concern." The purpose of the program is to protect the unique environment, vegetation, and natural resources of the designated area by regulating land development and other activities regarded as detrimental to the environment. The County has also been designated a "Rural County". U During Hurricane Irma, this 4300 square foot building sustained wind-related roof damage. This damage occurred despite the fact that Fire Station 22 is located over 70 miles away from Hurricane Irma's landfall in the middle keys revealing the structural vulnerability of this critical facility. The Keys provide unique challenges for the provision of life saving response services. N The island chain is connected by a series of bridges and a single connecting roadway (US 1) that extends through all of the islands from Key Largo to Key West. Traffic flow is c frequently impacted by bridge closures due to traffic incidents, construction projects, and damage to infrastructure. Each fire station covers a unique geographic service area with 2 ir limited ability to rely upon immediate back-up or mutual aid due to the geographic challenges and roadway limitations. With these response challenges, it is vital that each critical facility establishes the highest level of redundancy and resilience. > Workplan and Staffing: The project will be implemented by a project management team consisting of the following individuals- Monroe County Project Organization Chart • Administrative Program i �e�) ��) hF10�6 1'hll��.,"S f� t��y'ry L' Executive, Cary Knight - - • Project Manager, Raj > c Ramsingh ` • Contract Manager, Sam Thompson W • Construction Quality Control � and Safety Manager, Stevens �k Sanders • Facilities Maintenance Director, � �� William DeSantis • Construction Inspectors Permitting Inspectors from , Building Department oemweme • Supported by the Finance and - «ed,e dosery e, ca Budgeting Department, the CFHP Project Description Page 2 of 6 Packet Pg. 2731 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Clerk of the Court, as well as the County Attorney Office In addition to internal staff, Monroe County will solicit vendor services for Project Design c Services, Project Construction Services, and Historical and Environmental Review Services. 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. Work Plan: Monroe County will the project over a period of two years and four months (September 2020 through January 2023). Once the sub-recipient agreement is executed, and the vendors procured, we estimate that the design phase may begin with 5-6 months. Once the permitting process and the environmental review, we estimate that construction phase will be conducted between September 2021 and January 2023. Funding and Costing Methodology: The Monroe County Project Management Department working in close partnership with MCFR as comprehensively evaluated Fire Station #22 for internal and external opportunities to harden the structure, build N redundancy and resilience. The following proposed mitigation initiatives will create a structure that is not only able to withstand higher windloads and avoid flooding, but will also ensure increased energy efficiency to reduce electrical load. 2 1. Generator: Recommend a permanently anchored generator with an automatic transfer switch for continuous power to the Station 22 building that is anchored for wind resistance and elevated above the Design Flood Elevation as a flood proofing measure. Station 22's current generator is on a movable trailer with a plug mounted connection that is 4 inches above the ground. See photos in file. Estimated cost is $90,000. 2. Underground Fuel Tank: Bury the fuel tank below ground. Estimated cost is $47,000. 3. Rooftop Heating Unit: Mount the heating unit on the roof. Estimated cost is $9,000. 4. Underground Service: Upgrade the underground electrical services. Estimated Cost is $30,000. 5. Doors and Windows: Replacing four (4) impact entry doors and replacing 10 -- windows with hurricane impact resistant components. Retrofitting the entryway with impact resistant doors and windows will protect the Fire Station from wind- borne debris and will provide windloading mitigation on the exterior hull of the structure and its most vulnerable areas. Estimated cost of$50,000. 6. Flood Panels: Installing flood panels at lower elevation part of building over doorways and filling the CBS Blocks. The flood panels are a dry flood-proofing measure making the entryway watertight mitigating the potential for flood damage by reducing the probability that the building interior will be inundated. Filling the CBS Blocks Estimated cost is $45,000. CFHP Project Description Page 3 of 6 Packet Pg. 2732 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project 7. Bay Doors: Installing new garage doors that are hurricane rated and open at a speed of 6 to 7 seconds. Replacing the 8 rolling garage bay doors for fire apparatus access will provide protection for the largest opening(s) in this critical facility ensuring rescue equipment is functional following a natural or man-made disaster. To properly mitigate the facility and its equipment from corrosion and wind damage, the large rolling doors should comply with the high-impact wind load testing and design factors provided as provided in the Building Code ASTM E330 or ANSI/DASMA 108, and shall meet the acceptance criteria of ANSI/DASMA 108, and additionally DASMA Technical Data . Sheet 115, includingdoor t size type, o assembly, latching, frame fasteners, etc. � (Note: 115 is a cyclical pressure test and an impact test, whereas 108 and E330 are as static pressure tests_) Estimated cost is 1 [`� , $250,000 for 8 doors. 8. HVAC Unit: Replace one exterior- i� t mounted HVAC unit. Station 22 has three ` ' 0 (3) central air conditioning units on the y building one is from 2013 and is due to be replaced. The are two other existing v) HVAC units which are roof top mounted. Exterior equipment such as this is typically damaged by high winds and flooding. Estimated cost for replacing one unit is $35,000. F 9. Light Fixtures: Replace interior and exterior light fixtures of the Station 22 building to LED lighting. Replacing the lighting of this critical facility will provide for a higher level of energy efficiency and the safety of the emergency medical technicians, fire fighters and other staff in the event of a natural or man-made disaster event. Estimated cost of 80 light fixtures is $90,000. 10.Insulation Foam: Install thermal insulation spray foam system applied on the ceiling of the apparatus bay. Providing a dedicated self-contained foam insulation 2 inside the apparatus bay will protect the valuable fire equipment from severe weather such as wind-driven rains and high heat. Estimated cost is $35,000. 11.Planning and Design Engineer: Hire an design engineer for the design .� component to complete the scope of the grant work. Estimated cost is $75,000. _ 12.Administration: Compensate Project Manager and Project Team for project administration and implementation. Estimated cost is $37,800. Total estimated cost for critical facility and infrastructure hardening improvements to Station 22: $ 818,800. Outcomes: This important mitigation project provide flood and wind protection to a critical facility hardening project will ensure that on-duty first responders are protected when sheltered at thein a hardened fire station facility during tropical events, fire rescue U equipment is protected and fully functional post disaster impact, and allow public safety service before, during and after a disaster. This project primarily serves low income CFHP Project Description Page 4 of 6 Packet Pg. 2733 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project populations. Tavernier Fire Station 22 serves 5 LMI Census Tract areas including (970600 (Block 3), 970700 (Block 1, 2, 3); 970800 (Block 2)) which has a cumulative LMI of 76.86%. 0 Maintenance: Facilities Maintenance and Public Works is responsible for the day-to-day maintenance and operations of more than 100 County-owned parks or buildings. When a facility needs significant repair or improvement, the department collaborates with the Project Management department. The Tavernier Fire station (Station #22) will be maintained by Monroe County Facilities Maintenance and Public Works, within their routine maintenance schedule. When the Critical Facility Hardening project is complete, the structure must complete a building commissioning process, which will be conducted by the Commissioning Team consisting of members of the project management team, the Facilities Management Department, and Fire Rescue. This is a comprehensive systematic quality assurance process to ensure that building systems are designed, installed, tested, and capable of being operated and maintained to perform interactively according to the design intent and Monroe County Fire Rescue's operational needs. During the Commissioning process, the Facilities Maintenance Department will update the structural information of the building within the electronic facilities maintenance management system (Dude Solutions Asset Essentials). This system contains all vital building information including design information, warranty requirements for scheduled maintenance, and schedules for all key systems. The system automatically generates > routine preventative maintenance and annual inspection work orders for the Facilities Management team. This system also allows transparency into the long-term cost of c building maintenance. Monroe County Facilities Maintenance Department maintains a facilities work order data management system for preventative maintenance of all County facilities. The system also generates forecasting for future work, which annually is incorporated into the Monroe County Board of County Commissioner budgeting process. > Based upon publically available funds, the Board of County Commissioners will direct the percentage of the budget, which is, dedicated to facilities maintenance operations. U) A, U 15 s Iii4s`4ySiI1 i _ r 1 it \ S :}S1i, CFHP Project Description Page 5 of 6 Packet Pg. 2734 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Monroe County Fire Rescue - Tavernier Fire Station #22 Critical Facility Hardening Project Community Value c Function- As one of the oldest departments in Monroe County other than Key West, the Tavernier Fire Station #22 has served Monroe County for over 50 years and remains of vital importance to public safety in the community. Following is a list of primary functions performed by the personnel at this critical facility. • Fire Suppression- This station has a total of six (6) bays and operates at least 6 fire rescue apparatus including a ladder truck, rescue vehicle, engine, hose tender, and utility/cascade vehicle and two (2) ambulances for emergency medical services. There are a total of four (4) on-duty personnel, supplemented by active support volunteers, operating on three (3) separate daily shifts of 24 hours a day for 365 days a year. In an average year, the station responds to between 530 and 680 service calls. All Monroe County personnel are dual Florida state-certified N Firefighter and Emergency Medical Technicians (EMT's). • Emergency Medical Services (EMS): Fire c Station 22 provides emergency medical and trauma rescue services to the community. All personnel are dual Florida U_ state-certified Firefighter and EMT's and f there is always at least one dual Florida N state-certified Firefighter/ Paramedic on shift. Having highly trained and qualified � c staff is essential due to high volume of EMS incidences and the length of transport time to a critical care facility. Medical calls comprise approximately 90% of the incidents at this Station. • Hazardous Materials Response: There are 589 registered fuel storage tank sites' throughout the Florida Keys that have the potential for hazardous materials release. Fire Rescue personnel conduct annual Life and Fire Safety inspections W of these sites to ensure compliance with the National Fire Protection Association standards. Fire rescue personnel are also trained to identify and isolate hazardous materials releases resulting from transportation accidents, or inadvertent releases at facility sites where fuels or gaseous materials are stored. On average, Fire Rescue personnel respond to approximately five (5) to ten (10) hazardous materials incidences per year. • Technical Rescue: Station 22 Fire Rescue personnel have the capability to conduct specialized rescue operations including vehicle and machinery extrication, 1 According to the Florida Department of Environmental Protection. CFHP Community Value Page 1 of 10 Packet Pg. 2735 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project confined-space rescue, trench and excavation rescue, structural collapse rescue, water rescue, and wilderness search and rescue. • Trauma Star Air Ambulance: Annually Trauma Star provides approximately 1000 emergency helicopter transportation trips for individuals who are critically injured. They fly from the incident site to a medical facility or conduct inter-facility transport to the mainland when services are insufficient to meet the medical need of the victims. For an island chain that is isolated from the mainland by distance and a busy single highway, Trauma Star saves critical minutes for patients to receive life-saving interventions. 76 Low To Moderate Income Populations- Virtually the entire service area of Tavernier Fire Station #22 serves low to moderate income population. A total of 4 LMI Census Tracts are affected as follows- • Tract 970600, Low 610, Low to Moderate 720, Low to Moderate Percent 67.61% • Tract 970700, Low 180, Low to Moderate 570, Low to Moderate Percent 54.29% • Tract 970700, Low 330, Low to Moderate 395, Low to Moderate Percent 63.2% • Tract 970800, Low 280, Low to Moderate 510, Low to Moderate Percent 52.31% 2 Map- Low to Moderate Income Census Tracts served by Station 22 j� st tp ! 0 U) 1 )4 LL r ' Y , Community Lifelines- With the completion of the Tavernier Fire Station #22 Critical E CFHP Community Value Page 2 of 10 Packet Pg. 2736 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Facility Hardening Project, we would be strengthening numerous Monroe County lifelines including the following: Safety and Security: MCFR Fire Station 22 is the sole Fire Service responder c with dual Florida state certified Firefighter/EMS staff in the upper Keys. They are responsible for Fire Suppression, Search and Rescue operations and Community Safety. Health and Medical: MCFR Fire Station 22 is also responsible for the provision emergency medical services care, and patient transportation by both land and air. Communications: MCFR Fire Station 22 is also responsible for supporting emergency alerts and warning, 911 and Dispatch, and responder communications. MCFR provides mutual aid responses to other jurisdictions as emergency situations require additional support. Hazardous Materials: MCFR Fire Station 22 is also responsible for inspection of hazardous materials facilities and responding to hazardous materials incidents, and monitoring potential community contaminants. Transportation: MCFR Fire Station 22 also serves an important role in 2 maintaining accessibility to roadways by responding to traffic incidents on roadways and clearing impediments. They may also support the response to air incidents at the Marathon Airport in the event that additional resources are needed. 0 Community Value During Disasters: In the aftermath of a natural or manmade disaster, MCFR personnel lead lifesaving operations supporting numerous essential services related to public health, safety and economic security. Within the Florida Keys, all areas are highly vulnerable to hurricane storm surge and flooding caused by tropical weather events. Therefore, all residents, visitors, and workers must evacuate Monroe County depending on the severity of the expected eventi First responders, however, can not evacuate. During Hurricane Irma (2017) many residents did not heed the evacuation order. Fire Rescue personnel cleared the roadways to create travel and hydrant areas to -- allow rescue teams to move through affected areas to assess impacts, search for survivors who are injured or trapped, or for other reasons unable to reach safety. Having resilient fire stations with redundant communications, reserve fuel supplies, safe shelter for the fire rescue personnel, and back up emergency power is vital to ensure that Fire Rescue can provide continuity of services to the community while guaranteeing their own safety and the protection of equipment. First responders working in the community cannot rely upon automatic external mutual aid support to provide immediate lifesaving assistance in the aftermath of a large scale disaster due to limited access and travel time into the Florida Keys. Additionally, travel is CFHP Community Value Page 3 of 10 Packet Pg. 2737 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project limited to a single lane of traffic in many segments, which slows rescue efforts. Bridges that connect the Islands are a further point of vulnerability. Community Resilience: Being an island community, we must contend with the reality c that virtually all critical facilities are vulnerable to storm surge and flooding. Fire Station #22 is located within AE 9 FEMA Flood Zone. All levels of government maintaining infrastructure in the Keys have invested heavily in building resilience- however, it takes only a single bridge outage to stop all traffic flow for extended periods of time. Community resilience and self-sufficiency is vital in the provision of all life safety services. Community Value- In addition to the MCFR day to day fire and rescue responsibilities, Fire Rescue personnel provide a wide range of public services such as elderly - welfare/wellness checks, blood pressure, �� glucose and heartrate monitoring and assistance with private home safety and � smoke detectors. The MCFR and its staff are , N firmly committed to being a community partner. Fire Station 22 hosts and/or ` participates in a variety of community z outreach and engagement activities Wta�t, throughout the year including the following: • Pre-Fire Planning for Commercial Figure:FS22 Nuclear Power Plant Exercise Properties: MCFR staff perform annual inspections of businesses to assist a business owner to plan and prepare c handle an incident before it occurs. Data about the building is documented identifying important elements and their location for planning purposes. • Safe Haven for Newborns- Each of the fire stations is a "Safe Haven for Newborns" which allows the parents to leave newborns at Station 22. There will be no questions asked, the service is totally anonymous, and the birth parent is free from fear of prosecution. The fire station will contact a participating private adoption agency who will then arrange placement of the newborn with a waiting W family. _ • Beat the Heat: Each summer during June, July and August, Station 22 firefighters provide a Beat the Heat event in Tavernier. Firemen sprinkle misting water for children of all ages to run through and enjoy in a safe and fun environment. • National Night Out- During the first week of August, each area of the Florida Keys hosts an event. The Upper Keys gather at the Key Largo Community Park, with _ other agencies such as the Fish and Wildlife Conservation Commission, Florida , Highway Patrol, Border Patrol, Coast Guard, U.S. Navy and others to discuss ways to make the community safer. CFHP Community Value Page 4 of 10 Packet Pg. 2738 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project • Fire Prevention Week: During National Fire Prevention Week firefighters teach students at local elementary schools and daycares ,� how to prepare, prevent, and escape � s fires. `` • Flight to the North Pole: The Flight to the North Pole takes place in early December and firefighters volunteer `s at this event to bring community holiday cheer. • Holiday Parades: Annually, firefighters drive decorated and well-lit fire engines with Mr. and Mrs. Santa Claus through community neighborhoods entertaining families and passing out candy to children. N N c Attached 10 photos of the Tavernier Fire Station 22 Critical Facility Hardening project, critical mechanical and electrical components. 2 0 CFHP Community Value Page 5 of 10 Packet Pg. 2739 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Attachments- Pictures of Fire Rescue Station #22 C. Y (U S�'£ WE, �.ttl tittt,�((�Ptr A�: C9 4r tti ( ii, isr3 CO u t t t itt I , s t (r s , s ,tt t C44 t I11 ,i)i J}tit lJf+ Env, a� !r7 c( - tr- 1j1 i 5 0 E 0 1 `; AitttinV�C't{}{r t Y 1. ttSS f}�1y4 t £ - r CD CL CO I� t� r s U CFHP Community Value Page 6 of 10 Packet Pg. 2740 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project A},tR+i��4!}{tTSll 1{llkjy��J+ E 11 r � 17Sy14, �r= nl�� --� t�)?`� , CL � � Ir`ll SS`t}iii{i13\7{rr7'jSr , 1 �� 3 = ili`5ll��il - ��f CD ' 4 st �� 7 I � + 2, U- �+ r - t tl CJ CFHP Community Value Page 7 of 10 Packet Pg. 2741 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project vtt �r �{ E IN 2 It{" t7 ter cV _ N St It}4v� rlrvff 9\ � 4r}vs vy -- � Vbi4\ Jr1 v h �1,t �� y y Ily£tj r' `- t CD i 0 CL � � 1 i F l t�. p: `�y �k ii�}Sf {��}1FF1+{rt J4: •� 4 � � tJ U CFHP Community Value Page 8 of 10 Packet Pg. 2742 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project -_ E 3 � CL 2 0 �ww LL > 0 yy t 2 CL s i i W CFHP Community Value Page 9 of 10 Packet Pg. 2743 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project ;. l � { t C' y a� IL s; > p Vo 0 u_ tJ U CFHP Community Value Page 10 of 10 Packet Pg. 2744 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Monroe County Fire Rescue - Tavernier Fire Station #22 Critical Facility Hardening Project Capacity Plan c CL Goal: Monroe County proposes to comprehensively harden the Monroe County Fire Rescue Station 22 in Tavernier against both flood and wind hazards. Major Tasks: Major tasks to be completed include vendor acquisition for engineering design and construction services, permitting approvals, construction, and maintenance. This will be completed with $ 818,800 of CDBG-MIT funds. Tasks To Be Accomplished: 1. Execute Sub-recipient agreement (Administrative Program Executive and Board of County Commissioners) — 10/15/2020 2. Solicit competitive quotes/bids utilizing Federal Procurement Requirements (Project Manager and Contractor Selection Committee) — 10/30/2020 3. Select a contractors for design, construction, equipment and materials (Project Manager and Contractor Selection Committee) — 12/30/2021 c 4. Execute contract for the design and construction. (Administrative Program Executive and the Monroe County Board of County Commissioners) - 1/15/2021 2 5. Issue Notice To Proceed (Project Manager) — 1/30/2021 6. Conduct Environmental Review in compliance with federal requirements (Project Manager and Contractor) — 6/30/2021 7. Process necessary permits (Contractor) - 08/01/2021 8. Monitor Constructions Phase (Project Manager) — 01/30/2023 c a. 25% completion-1/30/2022 b. 50% completion: 5/30/2022 c. 75 % completion: 9/30/2022 d. 100 % completion: 1/30/2023 > 9. Close-out Project (Project Manager) — 4/30/2023 10.Structure Commissioning (Project Manager and Facilities Management Director)— 4/1/2023 Deliverables: The following deliverables will be developed for verification of project success. • BOCC Agenda Item for Sub-recipient Agreement — First Quarter • BOCC Agenda Item for Vendor Request for Proposals- First Quarter • BOCC Agenda Item for Contractor Selection — First Quarter _ • BOCC Agenda Item for Vendor Contracts — First Quarter , • Vendor Contracts (Engineering Design, Construction) — Second Quarter • 50% and 100% Construction Design Plan — Second Quarter ca • Approved Permits and Inspection Approvals — Second Quarter • Environmental Review Approval- Second Quarter CFHP Capacity Plan Page 1 of 6 Packet Pg. 2745 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project • Project construction completion target Audits — Third Quarter through sixth Quarter • Progress Reports, Financial Reports, Invoice Documentation - Quarterly • Project Close-out Report — Final Quarter Monroe County proposes to comprehensively mitigate the Tavernier Fire Station # 22 against both flood and wind hazards. Major tasks to be completed include vendor acquisition for engineering design and construction services, permitting approvals, construction, and maintenance. This will be completed with $793,000 CDBG-MIT funds. Stakeholders and Staffing Resources Administrative Program Executive, Cary Knight: He will serve as the Administrative Program Executive. In this role he will be in charge of communicating with the administrative and politically elected leadership team on the status of the Project. ; ^� He will approve budgetary issues financial expenditures, revenues and ensure sufficient resources are available. The t 0 Executive will also resolve conflicts among staff, vendors, contractors, permitting agencies, the public and others. 2 Experience: Project Manager, Raj Ramsingh: The Project Manager oversees all aspects of the building process, working closely with �'`'� r,�� engineers and architects to develop plans, establish timetables, 0 and determine labor and material costs. They are responsible for ensuring the project is completed on budget and within scope. , tk, � The Project Manager ensures ongoing coordination with all members of the Project Team including contracted engineering i,� and construction vendors, a liaison from the Sheriff's Office Monroe County Planning and Building Department as well as the � �� y � � Facilities Maintenance Department. He develops the Work Plane f ��: � �t issues the Notice To Proceed, monitors engineering design and project construction, verifies permit and inspections are conducted in accordance with local, state, and federal = requirements governing construction and requirements detailed in the sub-receipient agreement with DEO. Contractors, consultants and inspectors must coordinate with the Project Manager to ensure efficient and compliant design, construction, and completion of this mitigation project. Experience- Raj Ramsingh has been a State of Florida certified contractor since 1999. He currently works for Monroe County Project Management. He owns a construction company aS well as a Private Provider inspection company. Besides his contractor's license, he also holds a Chief Building Official certification, Commercial building inspectors license, Residential (building, plumbing, electrical CFHP Capacity Plan Page 2 of 6 Packet Pg. 2746 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project & mechanical) inspector's licenses. Before working with the Monroe County he held the Chief Building Official position within the City of Key West. 0 Contracts Administrator, Stan Thompson — The Contract Manager will work with the CL Project Manager to oversee that the project is performed within the contractual requirements of the CDBG-DR Subapplicant agreement and vendor contracts. This manager is responsible for coordinating every aspect of the project from reviewing and approving contract terms to coordinating deadlines, approving budgets and ensuring procurement follows Federal Register and grantor requirements, ensures schedules and budget requirements are maintained, assists with procurement and closeout of all contracts and grants. The U Contract Manager will process all invoices from vendors and grant reimbursement requests. ' Experience- Stan Thompson earned a BBA degree in Finance from the University U of West Georgia. Upon graduating, Stan gained over 15 years of in-depth experience managing the development and implementation of complex business systems, software, and improved operational processes and policies focusing on c HR/Payroll. He provided end-to-end project leadership during all phases of development initiatives, including leading enterprise Software Development Lifecycles (SDLC). Stan has several years of experience in contract administration, contract management, and budget management. Also he is a Florida Certified Contract Manager (FCCM), and he held a purchasing administration position responsible for purchase requisitions and purchase orders Construction Quality Control and Safety Manager, Steven Sanders — The Construction Quality Control and Safety Manager is responsible for managing and performing the daily quality control responsibilities to ensure the project is constructed in accordance with the design and building standards. This position has direct oversight and review of the entire documentation and '�� physical inspection phase of the work flow process and working closely with the Project Manager and external vendors to produce and document a quality construction project. Mr. Thompson will also identify safety related issues and risks on the project site. Once risks are identified, they work with the project leadership to design solutions to mitigate the exposure to those risks. Experience: Steve has worked in Construction for the last 30+ years as a Supervisor or a site Foreman for larger projects being developed in Florida, _ running crews of up to 15 or more, clearing and hauling, burning or grinding of , debris, setting up elevations for both buildings or house pads and roads, level and compaction for all buildings pads and roads built on these projects for both Commercial and Residential properties. Since he completed OSHA training in 2018, Steve conducts daily inspections for all County Capital projects, and OSHA E CFHP Capacity Plan Page 3 of 6 Packet Pg. 2747 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project safety checks as well as Quality Control on Contractors for work completed. • 2016 hired on with the County as Project Manager • 2018 completed OSHA certification to train workers for their OSHA 10 and 30 Construction cards 0. • 2019 Trained (21) Public Work Employees to receive their OSHA 10 cards Facilities Maintenance, William DeSantis. Mr. Desantis and his , team are responsible for the day-to-day maintenance operations and repair of the Facilities Maintenance Department, which is responsible for more than 100 buildings with over one million square feet, as well as a few leased buildings throughout the Keys. '`��`� ' The mission of the Facilities Maintenance Department is to maintain all county buildings, grounds, constitutional offices '' parks, and beaches at the highest level of quality and in the most efficient manner to provide employees, citizens, and visitors with clean, safe, and comfortable facilities. This includes the maintainance of more than 100 acres of Monroe County Parks and Beaches and eight Monroe County Boat Ramps from Stock Island to Key Largo ) 2 The department also monitors contracts for building maintenance, such as- • Air quality testing • Alarm system certification and maintenance • Elevator inspection and maintenance • Sewage treatment plant operations and maintenance For the Tavernier Fire Station, which is a county owned building, Mr Desantis will be responsible for Commissioning the building once it has been renovated to ensure that all improvements meet the operational needs of the staff, equipment is maintained including associated warranties, and routine inspections are conducted. Experience: 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. CFHP Capacity Plan Page 4 of 6 Packet Pg. 2748 0.8.c Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project The Construction Inspectors lead by the Monroe County Building Official Rick Griffin and are all licensed as a building code ' administrator by the state. All inspectors and plan examiners I meet the qualifications for licensing in the appropriate trade as established by the ' <` 0 state. The inspectors and plan examiners will coordinate with the c. - Project Manager and the construction vendors to ensure all construction meets local building code requirements and adhere to engineering, budget, safety and outcomes. Team Experience: The Project � `-' 1 Management Department has a team of experienced certified Project Managers including. This team has successfully completed numerous construction elf} ��t�' �� t� � # M projects of which XXXX where grant , funded projects from Federal, State and local sources including Disaster t, N Recovery CDBG and FEMA. Current �r staff will manage the implementation of c the project tasks and compliance with CDBG-MIT requirements. Upon grant award and execution by the Project �- Manager will work with the finance and procurement department to engage a contractor to undertake the construction of the project. At this time, the Project Team is already formed. Contractors will be secured through a competitive bid procurement process using a Request for Proposals (RFP) in accordance with 84 FR 45838. This process will include all required federal and state requirements for construction contracts that include but are not limited to Davis Bacon and Section 3. Contracted Vendors: In addition to the internal staff listed above, Monroe County will solicit vendor services for Project Design Services, Project Construction Services, and Historical and Environmental Review Services. All procurement process will comply with W the procurement standards in 2 C.F.R. §200.318 -§200.326 when procuring property and services under this Agreement. CFHP Capacity Plan Page 5 of 6 Packet Pg. 2749 Monroe County Fire Rescue, Tavernier Fire Station#22 Critical Facility Hardening Project Monroe County Project Organization Monroe County Board of County Commissioners ; Roman Gastesi 04 04 LL Monroe County Government County Administrator Kevin Wilson, Assistant County Administrator Stan Thompson Cary Knight Steve Sanders Administrative Program qualityControland Contract Manager Executive Safety Manager Construction Inspectors William DeSantis Raj Ramsingh Monroe County Facilities Maintenance Project Manager Building Department Construction Design Engineeri nginneringFi Firm Competitive Bid to be conducted) Enviro�ental a Historical Revie F-lContracted Vendor Services 0 Contractor LL CFH Competitive Bid to be conducted in ' Capacity Plan Page 6 of Packet ' • 2750 -JBaO 4l!M ZZ uol;e;S OJIJ JBIUJBnel;o 6uluapaeH anoaddy Hd) !Its Sj J8IUJ8nel lIW-JBa0:;uawyoe;;y n � N a a� Y V p a a N � 0 a V ^V W ,O 0 a 0 p ° V Y a L � o •� � � Y N p a = a L c� a LL M E O C1 o a c i _ c p C p V L O 2 Y N m N# ♦+ c c°� s = a o a i cn a O N Q in p V L � a s a 0 N p V p ^C O V � (a vV •a3i a` u a p �L as a Y £ t� _O ~ C ao � s ai a ci uw � � a E +_a c e�c p zp z , ; ° i i a: W NO Ln a `m O p �¢ = N Qo O � LIJ!M ZZ U014L34Sa! a l a n 10 BUIUBPJBH GAojddV ) 11 a l a n 1 - :4 8ua 3 44 Ln a ;m U a N 0 C CD O N CDU Q v U �$ �..... 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