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Item P11 P.11 J �� BOARD OF COUNTY COMMISSIONERS County of Monroe ire �f �r�l � � Mayor Heather Carruthers,District 3 The Florida.Keys a Mayor Pro Tem Michelle Coldiron,District 2 V Craig Cates,District I David Rice,District 4 Sylvia J.Murphy,District 5 County Commission Meeting July 15, 2020 Agenda Item Number: P.11 Agenda Item Summary #6956 BULK ITEM: No DEPARTMENT: Local Disaster Recovery TIME APPROXIMATE: STAFF CONTACT: Helene Wetherington (305) 289- 2524 1:30 pm AGENDA ITEM WORDING: Public Meeting for citizens and municipalities to provide input on an application for grant funds to develop a Regional Resilience Plan in the amount of $2,652,825 (Key West: $841,735; Marathon: $471,132; Islamorada: $546,771; Unincorporated Monroe: $450,000; Key Colony Beach: $53,781; Layton: $16,080 and a 5% administrative fee) utilizing Community Development Block Grant - Mitigation, General Planning Support funding from the Florida Department of Economic Opportunity (DEO) funded through the Federal Housing and Urban Development Agency (HUD), after a duly noticed 14 day public comment period; after a 5 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 $633 Million for the State of Florida in the aftermath of Hurricane Irma for the Community Development Block Grant - Mitigation (CDBG-MIT) Program. The Florida Department of Economic Opportunity developed an Action Plan and allocated $20 Million for the General Planning Support Program. In order to build more resilient neighborhoods countywide which are in the highest risk for sea level rise, staff request approval to submit a CDBG-MIT grant application to draft a regional resilience plan in partnership with the municipalities of Monroe County. DEO Program Parameters follow: Packet Pg. 3852 P.11 2.3 Rebuild Florida General Planning SEpp r°t (GPSj} Program Civierview The GPS program is designed to provide funding opportunities to urnit of general local government (U L , educational institutions, state agencies, and non-profids the purposes of developing rnd updating state: regional and Ioc .l pl rns- DEO recu niz s that plan n in is an important rta.rnt:aspect of rrnitigation and thi t not allil I!l G LG s: have access to full-time planning staff. The P program provides rarely accessible funds to create regional plans that will enable the smote of Florida. to withist nd future disasters. HIUID has recognized thiat Me most effective mitigation strategies are regional in sculls,. For this r scn7, HILI'D waived the re uireme nits at 24 C FIR 5 0.483(b)5 wh is i IMlt the circurnstturnc:es under which planning ptanning activities may meet a low- to moderate-incomie national objective. Instead, Florida is required to damply with 24 CF'R70. 0 'd whien funding planning rents. HUD recommends that planning activities be coordinated With Ilocal govemments and regional plan nirn councils.- DE has allocated $20.1000,000 in BiG- IIT funding for the GPS program. CFO will use a sul r ci ie nit model to, deliver funding for approved projects. Funding will b awarded to s lloct d subr cipiornts through request for ap4plications F FA) process in accordance with established application guidellines and evaluation criteria.. This is not direct grant program. n overviewof the GPI p4rograrn is illllustr ted in Table . Packet Pg. 3853 P.11 Table : GPS Rebuild Florida General Planning Support Program Funding Dollars $20,000,000 Funding Percentage 3 Application Type Subrecipient Applicant Eligibility UGLG, state agencies, non-profits, and educational institutions Geographic Eligibility HUD and State-Designated MIID areas National Objectives Fulfilled LMI and Urgent Need Herd Frisks Addressed 'Flooding, Severe Storms, Tropical Cyclones,, Coastal Erosion,,% ildfires Lifelines Protected Safeby and Security, Food,Water and Smelter, Health and Medical, Energy, Communication, Transportation, and Hazardous Materials Ma irnumi annount per proj c:t: $10 million Minirnurn arnount per project: $20,000 The Project will be conducted in three phases. • Phase L• GIS Mobile LiDAR Data Collection—(Cities Only) The Phase I geospatial data collection utilizing mobile LiDAR technology for the cities only in Monroe County is estimated in the table below. Monroe County has previously completed this analysis at its own cost of$530,000 and therefore has not been included in the request for funding in Phase I. Mileage Budget Islamorada 69 $ 130,000 Key West 93 $ 280,000 Marathon 78 $ 147,000 Layton 2 $ 4,000 Key Colony Beach 7 $ 11,500 Unincorporated Monroe County (already completed) NA NA Total 249 Miles $572 500 Packet Pg. 3854 P.11 • Phase IL• Vulnerability Analysis and Planning: (Cities Only) The vulnerability analysis will identify where the water inundation will be on the within various points of time, how much the water will rise affecting critical services and lifelines (roads, critical facilities) and a plan for roads adaptation will be developed. Monroe County is in the process of completing this analysis at its own cost of $1.8 Million and therefore has not been included in the request for funding in Phase IL The total cost for this phase is estimated at$ 1,504,000. Phase II Funding Allocation Request by Jurisdiction Mileage Budget Islamorada 69 $416 771.08 Key West 93 $561734.94 Marathon 78 $471132.53 Layton 2 $12 080.32 Key Colony Beach 7 $42,281.13 Unincorporated Monroe County (already in progress) NA NA Total 249 Miles $ 1 504 000 • Phase III: Neighborhood based Resilience Planning: ( County Only) Select up to 6 highest risk and low-income neighborhoods to identify resilience related challenges, functionality, and quality of life issues specific to each of the pilot neighborhoods. The project is estimated at $ 450,000. This will occur while Phase I & II areoccurrmg. Phase III Funding Allocation Request by Jurisdiction 4 of Budget Neighborhoods Islamorada NA NA Key West NA NA Marathon NA NA Layton NA NA Key Colony Beach NA NA Unincorporated Monroe County 6 $450,000 Total $450 00 Total Budget Funding Request for the Project by Jurisdiction Total Funding Allocation Phase I Phase II Phase III Total Request by Jurisdiction Islamorada $130 000 $416 771.08 $ 0 $546 771 Key West $280 000 $561 734.94 $ 0 $841 735 Marathon $147 000 $471 132.53 $ 0 $618 133 Layton $ 4,000 $ 12 080.32 $ 0 $ 16,080 Key Colony Beach $ 11,500 $ 42,281.13 $ 0 $ 53,781 Unincorporated Monroe County 0 NA $450,000 $450,000 Project Administrative Cost $126 325 Total $572,500 $ 1,504,000 $450,000 $2 652 825 Packet Pg. 3855 P.11 Timeline: The project will be completed over a 36 months period (12 Quarters) following the general implementation schedule below: QTR 1 I QTR21 QTR 3 I QTR41 QTR 5 I QTR61 QTR 7 I QTR 8 I QTR91 QTR 10 I QTR 11 QTR 12 Phase I (cities only) Phase II (cities only) Phase III(county only) To be eligible to receive funds, Monroe County has partnered with the municipalities of the county to develop this regional, high impact planning support project. 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 14-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. No match funding is required. Administrative funding to manage the grant is: $126,325 Contact Person: Rhonda Haag at Haag-Rhonda@monroecounty-fl.gov. Monroe County's application for CDBG-DR Mitigation funds can be found at monroecounty-fl.gov/irmarecovery. PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT/AGREEMENT CHANGES: NA STAFF RECOMMENDATION: APPROVE DOCUMENTATION: general-planning-support-guidelines-with-appendices Monroe County Regional Resilience Project All 06-30-2020 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 Packet Pg. 3856 P.11 CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: NA If yes, amount: Grant: $ 2,652,825 which includes a 5% administrative cost County Match: $ 0 Insurance Required: 0 Additional Details: REVIEWED BY: Helene Wetherington Completed 06/24/2020 3:24 PM Rhonda Haag Completed 06/30/2020 8:34 AM Assistant County Administrator Christine Hurley Completed 06/30/2020 4:15 PM Steve Williams Completed 07/01/2020 7:42 AM Christine Limbert Skipped 06/30/2020 5:14 PM Purchasing Completed 07/01/2020 8:02 AM Budget and Finance Completed 07/01/2020 8:28 AM Maria Slavik Completed 07/01/2020 8:31 AM Kathy Peters Completed 07/01/2020 10:06 AM Board of County Commissioners Pending 07/15/2020 9:00 AM Packet Pg. 3857 P.11.a c PLANNING SUPPORT PROGRAM REBUILD FLORIDA GENERAL This document provides the guidelines fc .� implementation of the Rebuild Florida Gener, Planning Support (GPS) program administered b the State of Florida Department of Economi Opportunity(DEO). This Program is funded by th Flor,id U.S. Department of Housing and Urba Development (HUD) Community Developmer Block Grant - Mitigation (CDBG-MIT) allocation a t described in Public Law 115-123. c Packet Pg. 3858 P.11.a Table List of Figures and Tables............................................................................................... 3 Part1 - Definitions and Acronyms.................................................................................. 4 Part2 - Program Overview............................................................................................. 6 2.1 Program Purpose....................................................................................... 6 2.2 Program Process....................................................................................... 7 2.3 Rebuild Florida General Planning Support (GPS) Program Overview....... 8 3.1 Eligible Activities ........................................................................................ 9 2.4 Program Requirements............................................................................ 10 2.5 Application for Program Services and Benefits........................................ 11 2.6 Eligible Areas........................................................................................... 12 2.7 Allocation ................................................................................................. 12 2.8 Application Assistance Timeline .............................................................. 12 2.9 National Objectives.................................................................................. 13 2.10 Program Management............................................................................. 14 2.11 Equal Opportunity.................................................................................... 14 2.12 Conflict of Interest.................................................................................... 15 2.13 Anti- Fraud and Compliance Policies....................................................... 16 2.14 Files, Records and Reports ..................................................................... 17 2.15 Public Records......................................................................................... 17 2.16 Section 3.................................................................................................. 18 2.17 Environmental Review............................................................................. 18 .� 2.18 Program Income ...................................................................................... 18 Part 3 - Subrecipient Information................................................................................... 19 3.1 Eligibility................................................................................................... 19 3.2 Request for Applications.......................................................................... 19 3.3 Application Process ................................................................................. 19 , 3.4 Application Requirements........................................................................ 20 3.5 Public Notice Requirement ...................................................................... 20 3.6 Applicant Review Process Responsiveness ............................................ 21 Part4 - Scoring ............................................................................................................. 22 4.1 Award Determination ............................................................................... 22 4.2 Technical Assistance ............................................................................... 24 y 4.3 Subrecipient Responsibilities................................................................... 24 4.4 Compliance and Monitoring of Subrecipients........................................... 25 4.5 Appeals.................................................................................................... 26 Part5 - Financial ........................................................................................................... 29 5.1 Eligible & Ineligible Costs......................................................................... 29 5.2 Funding Method....................................................................................... 29 5.3 Supplanting Funds................................................................................... 29 E Packet Pg. 3859 P.11.a 5.4 Duplication of Benefits (DOB) Overview.................................................. 30 5.5 Subrogation ............................................................................................. 30 5.6 Budget ..................................................................................................... 31 5.7 Procurement Requirements..................................................................... 31 Appendices ................................................................................................................... 33 Appendix A—Application Form ..................................................................................... 33 Appendix B —Application Instructions & Checklist ........................................................ 36 c Appendix C — Completed Sample Application............................................................... 43 Appendix D — Implementation Plan Template ............................................................... 54 Appendix E — Budget Worksheet .................................................................................. 57 c 2 c Packet Pg. 3860 List of Figures and Tables List of Figures Figure1: Community Lifelines.....................................................................................7 Figure 2: Preliminary Process—Application, Evaluation and Award .......................8 Figure 3: Implementation Process — Service, Delivery and Compliance..................8 Figure 4: Mitigation HUD and State MID Areas......................................................... 14 List of Tables Table 1: Allocation of CDBG-MIT Funds .....................................................................7 Table2: GPS..................................................................................................................9 Table 3: HUD MID Area Counties and Zip Codes...................................................... 12 0 Table 4: State MID Area Counties .............................................................................. 12 Table 5: Mandatory Threshold Compliance Criteria.................................................22 Table 6: Program Scoring Evaluation Rubric ...........................................................23 2 E 3 Packet Pg. 3861 P.11.a Definitions, r Action Plan: The State of Florida Mitigation Action Plan details the plan 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 and local planning protocols and procedures. The Plan was submitted to HUD on February 3, 2020 and approved on April 2, 2020. Applicant: Any entity that submits a response to the request for applications (RFA) for W 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 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, funded by the U.S. Department of Housing and Urban Development. 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 Law 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 an entity 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 c sources of funds must be deducted from any potential award or expenditures for individual participants. FEMA: Federal Emergency Management Agency. 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. HUD: U.S. Department of Housing and Urban Development. Packet Pg. 3862 P.11.a 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. 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. Income eligibility will be determined and verified in accordance with HUD guidance. The most current income limits, published annually by HUD, will be used to verify the income eligibility of each household applying for assistance at the time assistance is provided. : • Extremely low: Household's annual income is up to 30% of the area median family income, as determined by HUD, adjusted for family size. CD • 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. Johns, 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). 2 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 y GPS benefits. UGLG: Units of general local government 5 Packet Pg. 3863 P.11.a COverview 2.1 Program Purpose In April 2018, the U.S. Department of Housing and Urban Development (HUD)announced that the state would receive $633,485,000 in funding to support long-term mitigation efforts (following Hurricanes Hermine, Matthew and Irma) through HUD's Community Development Block Grant Mitigation (CDBG-MIT) Program. The Federal Register Vol. 84, No. 45838, 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 EconomicCD 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 approved by HUD on April 2, 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. c The purpose of this allocation is to support high-quality mitigation planning that will build a foundation for continuous coordination and data-driven outcomes in the state of Florida. Planning projects should be oriented towards regional projects that mitigate high-impact hazards and integrate multiple programs and funding sources. The resulting plans should detail community hazards and present realistic solutions for treatment of these hazards. Communities are encouraged to work with neighbors to identify common hazards and create a regional plan that will benefit more than one community. The final plans must include a Mitigation Needs Assessment of disaster risks, including -- anticipated effects of future extreme weather events and other hazards, as described in 84 FR 45838. 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 y 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 y 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. Packet Pg. 3864 P.11.a The goal is to help protect critical community lifelines which are illustrated in Figure 1: Figure 1:Community Lifelines (W) '02- Safety and Food,hater, Health and Energy Hazardous � Securtly Shelter meal (PmaerVuet) cmMur�ications Transportation Materials Table 1 illustrates Florida's plan for allocation of CDBG-MIT funds. 76 Table 1: Allocation of CDBG-MIT Funds 0 Allocation of CDBG-MIT Funds Program Allocation Percent of Funding r_ Infrastructure $550,000,000 87% • Rebuild Florida General $475,000,000 75% Infrastructure Program • Rebuild Florida Critical Facility $75,000,000 12% Hardening Program 2 Planning and Administrative Costs $83,485,000 13% • Rebuild Florida General Planning $20,000,000 3% Support Program • DEO Administration $31,674,250 5% • DEO Planning $31,810,750 5% Total Allocation $633,485,000 100% 2.2 Program Process 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 y application evaluation and scoring process that will 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, as subrecipients meet specified deliverables, program funding will be provided to subrecipient awardees. Subrecipients must develop and implement policies, procedures and processes to deliver 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 Packet Pg. 3865 P.11.a 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. Figure 2: Preliminary Process—Application, Evaluation and Award EM 76 Figure 3 illustrates the implementation process. Figure 3: Implementation Process—Service, Delivery and Compliance � 2.3 Rebuild Florida General Planning Support (GPS) Program Overview The GPS program is designed to provide funding opportunities to units of general local government (UGLG), educational institutions, state agencies, and non-profits the purposes of developing and updating state, regional and local plans. DEO recognizes that planning is an important aspect of mitigation and that not all UGLGs have access to full-time planning staff. The GPS program provides rarely accessible funds to create regional plans that will enable the state of Florida to withstand future disasters. HUD has recognized that the most effective mitigation strategies are regional in scale. For this reason, HUD waived the requirements at 24 CFR 570.483(b)(5), which limit the circumstances under which planning activities may meet a low- to moderate-income national objective. Instead, Florida is required to comply with 24 CFR 570.208(d)(4)when funding planning grants. HUD recommends that planning activities be coordinated with local governments and regional planning councils. DEO has allocated $20,000,000 in CDBG-MIT funding for the GPS program. DEO will use a subrecipient model to deliver funding for approved projects. Funding will be awarded to selected subrecipients through a request for applications (RFA) process in accordance with established application guidelines and evaluation criteria. This is not a direct grant program. y An overview of the GPS program is illustrated in Table 2. Packet Pg. 3866 P.11.a Table 2: GPS Rebuild Florida General Planning Support Program Funding Dollars $20,000,000 Funding Percentage 3% Application Type Subrecipient Applicant Eligibility UGLG, state agencies, non-profits, and educational institutions Geographic Eligibility HUD and State-Designated MID areas National Objectives Fulfilled LMI and Urgent Need Hazard Risks Addressed Flooding, Severe Storms, Tropical c Cyclones, Coastal Erosion, Wildfires Lifelines Protected Safety and Security, Food, Water and Shelter, Health and Medical, Energy, Communication, Transportation, and Hazardous Materials • Maximum amount per project: $10 million • Minimum amount per project: $20,000 3.1 Eligible Activities Eligible activities are limited to projects that improve state and local mitigation planning y mechanisms, however, a wide variety of plans are eligible to apply for funding. Examples of eligible plans include, but are not limited to: • Regional mitigation plans; c • Modernization and resiliency planning; • Comprehensive, capital improvement, and community development plans; y • Floodplain and wetland management plans; • Land use and urban environment plans; • Historic preservation plans; • Small area, housing and neighborhood plans; • Integration of mitigation plans with other planning initiatives; and E Packet Pg. 3867 P.11.a • An inventory development of properties with known or suspected environmental contamination. In addition to mitigation plans, the GPS program allows for a range of mitigation activities, including: • Assessment of Fair Housing; • Upgrading mapping, data and other capabilities to better understand evolving : disaster risks; • Planning and public service activities necessary to reduce flood insurance premiums in the National Flood Insurance Program's voluntary Community Rating System incentive program; W • Education and outreach campaigns designed to alert communities and prospective beneficiaries to opportunities to further mitigate identified risks through insurance, best practices and other strategies; • Development and implementation of modern and resilient building codes to mitigate against current and future hazards; and • Enhancement and update of real property registration and land information systems. 2.4 Program Requirements 1. Funds must be used solely for necessary expenses related to mitigation activities in the MID areas for which the President declared a major disaster in 2015, 2016 W or 2017 pursuant to the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1974. 2. At least 50% of funds must be spent in HUD-identified MID areas. The remaining 50% may be spent on state-identified MID areas that were declared disaster areas eligible for FEMA individual and public assistance. 3. Funds may not be used to supplant existing funding sources or programming. y 4. Entities applying for funding through the GPS program must submit an application that meets the criteria outlined in Part 4. 5. All CDBG-MIT projects must comply with all applicable federal, state and local requirements. 6. Any plan that considers housing must conduct an Affirmatively Furthering Fair y Housing (AFFH) review of the plan to ensure equality. 7. Upon completion of the grant, subrecipients must submit proof of the completed work product that the application stated would be the end result of the grant funds. 0 Packet Pg. 3868 P.11.a 2.5 Application for Program Services and Benefits The application submission cycle for the GPS program will open on May 15, 2020 and will close on July 31, 2020, 5pm EST. The application for the GPS program will be available on the DEO Mitigation website: http://florida2obs.org/rebuildflorida/mitigation. Applicants may choose whether to submit the applications online or as a fillable PDF. Only completed GPS subrecipient applications, including all requested supporting documentation, will be considered. DEO developed an application reference guide to provide guidance to applicants (see Appendix B). Applications will only be accepted during the published application cycle. Applicants must demonstrate that they have the capacity and expertise to conduct the activities for which they are requesting the funds. Applicants must explain how the plan will incorporate feedback from community members and how the final plan will be made available to the public. Applicants must also describe under what circumstances the plan should be updated and how that update will be funded. r_ Applications will be prepared at the applicant's expense and costs are not reimbursable using CDBG-MIT grant funds. Competitive grant applications received by DEO will be evaluated and scored on a 100 point scale. Applications are ranked based upon the assigned score. The highest- ranking applications are recommended for funding. Applications are funded, in order of ranking, to the greatest extent allowed by available funding. To receive access to DEO's user-friendly electronic application, instructions and submission checklist, a GPS Application Registration is available. This registration will open on May 8, 2020 and will remain open throughout the submission cycle. To register, y applicants should open this link: florida2obs.org/rebuildflorida/mitigation/general-planning- 2 support-program and click "Online Application". 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 from the CDBG-MIT website beginning on May 15, 2020. = Applicants are encouraged to use the electronic application; however, applicants can instead use a fillable PDF application that is available. The PDF version can be downloaded, completed and submitted online to c bg-mitQ eo.myflori a.com or mailed to: Attention: Office of Disaster Recovery Florida Department of Economic Opportunity y 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 including any attachments or supporting documents. Paper applications must be postmarked by July 31, 2020. Late applications will not be accepted, Packet Pg. 3869 P.11.a under any circumstance, including delivery problems. DEO will email application receipt confirmations as they arrive and/or by close of business on Tuesday, August 4, 2020. DEO is committed to ensuring a straightforward and uncomplicated application cycle. To facilitate that goal, applicants will be provided with several resources during the application cycle, including an application reference guide, a webinar and one-on-one phone calls with DEO staff. The application reference guide is available in Appendix B. Applicants may check on the status of their submissions by sending an email to cb - mitp_ eo.moori a.com, calling the toll-free mitigation line at (833)347-7863 or checking online at: florida2obs.org/rebuildflorida/mitigation/general-planning-support-program. c 2.6 Eligible Areas At least 50% of funds must be spent in HUD-identified MID areas. The remaining 50% may be spent on state-identified MID areas. Tables 3 and 4 identify areas eligible for CDBG-MIT funding; the HUD and State identified MID areas. Table 3: HUD MID Area Counties and Zip Codes Brevard, Broward, Clay, Collier, Duval, Hillsborough, Lee, Miami Dade, Monroe, HUD MID Counties Orange, Osceola, Palm Beach, Polk, St. Johns, St. Lucie, and Volusia HUD MID Zip Codes 32084, 32091, 32136, 32145, 32771, 33440, 33523, 33825, 33870, 32068, 33935, 34266 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, Taylor, Union, Wakulla 2.7 Allocation A total of $20,000,000 has been allocated for the GPS program. This allocation may be increased or decreased based on the demand for the program by amendment to the y Action Plan, subject to approval by HUD. 2.8Application Assistance Timeline The application submission cycle for the GPS Program will open on May 15, 2020 and close on July 31, 2020. DEO will host a webinar on May 21, 2020 at 2:00 PM EST to provide an overview of the Guidelines, specific to the application process. The webinar will include a live question E 2 Packet Pg. 3870 P.11.a and answer period. Beginning on May 26, 202 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. 2.9 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. Addressing a severe and recently arising urgent community welfare or health need; or c 3. Preventing or eliminating slum and blighting conditions. DEO's GPS allocation is focused on addressing LMI and Urgent Needs. (Per 84 FR 45838, 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.)' HUD has recognized that the most effective mitigation strategies are regional in scale. For this reason, HUD waived the requirements at 24 CFR 570.483(b)(5), which limits the circumstances under which planning activities may meet a low- to moderate-income national objective. Instead, DEO is required to comply with 24 CFR 570.208(d)(4), which affirms that planning activities meet a National Objective. GPS applicants will be required to identify the entire area (non-LMI and LMI) that will benefit from the proposed project. DEO will then utilize HUD guidance to calculate the < LMI benefit percentage of each project. As required by the Federal Register, Vol. 84, No. 169, 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% may be spent on state- identified MID areas that were declared disaster areas eligible for both FEMA Individual and Public Assistance, categories A - G. c 1 Federal Register—6109-N-02,V.A.13J. m 3 Packet Pg. 3871 P.11.a Figure 4 is a map of HUD and State-designated MID areas. Figure 4: Mitigation HUD and State MID Areas HUD-Designated MID F '.. State-Designated MIDr�._..... r` 1 ti. 0 o 2.10 Program Management DEO is the agency responsible for the administration of mitigation funds allocated to activities in Florida. The CDBG-MIT program is funded by HUD under Public Law 115- 123. DEO will execute subrecipient agreements with selected applicants, who will complete projects and/or deliver services. Subrecipients must certify that they have, or will develop and maintain, the capacity to carry out mitigation activities in a timely manner and that they have reviewed the requirements of 84 FR 45838-45871. The program contact for subrecipients only is: Attention: Office of Disaster Recovery Florida Department of Economic Opportunity Mitigation Team 107 East Madison Street Caldwell Building, MSC 160 Tallahassee, FL 32399-2100 0 (833) 347-7863 c b -mit& eo.m0ori a.com 2.11 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 14 Packet Pg. 3872 P.11.a 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. In addition, DEO and subrecipients must administer and fund programs that are in conformity with title VI of the Civil Rights Act of 1964 (42 USC 2000d), the Fair Housing Act (42 USC 3601-3619), and implementing regulations, and will affirmatively further fair housing. _ DEO requires subrecipients to certify that they have adopted and are enforcing policies that: 1) prohibit the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations and 2) prohibit physically barring entrance to or exit from a facility or location that is the subject of such nonviolent civil rights demonstrations within its jurisdiction. 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: c 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. ights(a} eo.myfloria.com Atlanta Regional Office of FHEO y U.S. Department of Housing and Urban Development Five Points Plaza 40 Marietta Street, 16t" Floor Atlanta, GA 30303-2806 (404) 331-5140 = ComplaintsOffice04(a}.hu .goy y Further information about eligibility for filing an equal opportunity complaint, time limits, instructions, and procedures may be found at: http://www.fl o rid ajobs.org/office®directory/office®for®civil-rights/about®our® services/discrimination®complaints. 2.12 Conflict of Interest y 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. 5 Packet Pg. 3873 P.11.a 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) 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 party will enter into a conflict of interest until a request for an exception has been granted by DEO. 2.13 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. Instances of suspected fraud, waste and abuse should be reported by contacting y Constituent Management Services staff, submitting information via the Report Fraud, Waste or Abuse online form (http://floridajobs.org/rebuildflorida/report; or by sending an e-mail to: c bg- rantifrau wasteabusep_ eo.myflori a.com. All suspected cases of fraud will be taken seriously, and fraud complaints will be reported to ODR's Compliance and Reporting Manager and DEO's Office of the Inspector General at OIG@deo.myflorida.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 16 Packet Pg. 3874 P.11.a General, the Florida Office of the Attorney General, or the Florida Department of Business and Professional Regulation. 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: hotline@hudoig.gov) and DEO's HUD Community Planning and Development (CPD) Representative. _ 2.14 Files, Records and Reports c 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.florialobs.org/rebuilfloria/mitigation}. All official records on project activities are maintained for a five-year period beyond the date of grant closeout. 2.15 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 GPS 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 y 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://myflori aleigi.com/webfiles.nsfANF/RMAS- 9UPM53/$file/2015SunshineLaw anual.pf y Florida Public Records Law, Chapter 119, Florida Statutes: http://www.leg.state.fl.us/statutes/inex.cfm? pp mode= isplay StatuteU L=0100- 0199/0119/0119.html 17 Packet Pg. 3875 P.11.a 2.16 Section 3 The Housing and Urban Development Act of 1968, Section 3, mandates that recipients 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 business concerns that provide economic opportunities to LMI persons. 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 0CD ) complete a Section 3 covered project/activity must be Section 3 residents. The minimum 0. 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. 2.17 Environmental Review 2 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 y 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 58.34(a), the activities associated with GPS projects are exempt from environmental review. However, the subrecipient must document in writing its determination that each project is exempt and meets the conditions specified for such an exemption under 24 CFR 58.34(a). DEO currently has staff that will oversee environmental compliance. Additionally, the current staff may be augmented by external vendors procured through competitive solicitation. 2.18 Program Income This program will not create program income. y 18 Packet Pg. 3876 P.11.a Subrecipient Information DEO will use a subrecipient model to deliver the GPS. 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. 3.1 Eligibility Entities that are eligible to apply include: • Units of General Local Government (UGLG); • Educational Institutions; • State agencies; and • Non-profits. c To be eligible for funding, a grant application must: c 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 MID area, even if located outside the designated area; 0 3. Be cost-effective and result in an actionable plan that will provide strategies for high-impact mitigation activities. -- 4. Meet public notice requirement. (See Section 3.5, Public Notice Requirement.) 3.2 Request for Applications The application submission cycle for GPS funding will open on May 15, 2020 and will end on July 31, 2020. Application registration will open on May 8, 2020 and will remain open y throughout the submission cycle. To register, applicants should open this link- floridaiobs.org/rebuildflorida/miti ation 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 from the CDBG-MIT website beginning on May 15, 2020. 3.3 Application Process y Eligible applicants will be invited to submit applications proposing GPS 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 - C of these Guidelines. Responses that meet minimum threshold requirements will then be evaluated according to the scoring criteria listed in Part 4. The following appendices are included in these Guidelines: 19 Packet Pg. 3877 P.11.a • Appendix A —Application Form • Appendix B —Application Instructions and Checklist • Appendix C — Completed Sample Application 3.4 Application Requirements Applications must, at a high level*, describe the plan being proposed and address how and why it needs to be created, updated, or integrated 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 W administration. c *Application requirement specifics are delineated in Part 4 of these Guidelines and in Appendices A — C. 0 Responses may include proposed subrecipient partnerships with public, private or non- profit entities to deliver GPS 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 listed as excluded, debarred or suspended on the System for Award Management (https://sam.gov/SAM/), including affiliated businesses with the same Employer Identification Number (EIN), is not eligible to receive GPS funds and may not be selected as a subrecipient, partner, subcontractor or vendor. 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. 3.5 Public Notice Requirement Units of General Local Governments (UGLG) must receive public input on their application by abiding by one or both of these new notice formats: 1. Post information about the project online: Post the information about your project to your public website and allow for a 14-day public comment period. State the type/s of project/s to be undertaken, the source, the amount of funding available for the activities, the date by which comments must be made, and a contact person for a copy of the proposed application. c 2. Host a virtual public meeting: Applicants should supply the same documentation that would normally be required to demonstrate that a meeting was held, including minutes v and a public meeting notice. The notice should be posted in a newspaper of general circulation and to your UGLG website. State the type/s of project/s to be undertaken, the source, the amount of funding available for the activities, the date by which comments must be made, and a contact person for a copy of the proposed application. Applicants must provide for a 10-day comment period, which must be published prior to the submission of the application. Evidence of the public notice must meet the following requirements: • Documentation of newspaper advertisement. 20 Packet Pg. 3878 P.11.a • Print-out of UGLG webpage showing public notice. • Documentation that the needs of non-English speaking citizens have been met _ wherever a significant number of non-English speaking citizens might be reasonably expected to participate. In this case, documentation will need to be translated into Spanish and Creole. Evidence of a public meeting with city and tribal governments must meet the following requirements: v, • Notice of the public meeting must be provided at least five days prior to the meeting. • Documentation of a meeting must include sign-in sheets and minutes. Instructions for providing evidence of meeting this public notice requirement are included in Appendix B, Application Requirements & Checklist. 3.6 Applicant Review Process Responsiveness c 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. 2 c .E 2 Packet Pg. 3879 P.11.a Scoring 4.1 Award Determination 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. The evaluation team will consist of CDBG-MIT staff who will independently and objectively score applications consistent with the Scoring Criteria Evaluation Rubric. 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 100 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. Applicants will be notified that their application was submitted successfully via email and mail. Table 5: Mandatory Threshold Compliance Criteria Application is signed and complete. Application was submitted on time. , Applicant is an eligible UGLG, educational institution, state agency, or non- profit. Applicant's project benefits HUD and/or state-identified MID areas. 22 Packet Pg. 3880 P.11.a Table 6: Program Scoring Evaluation Rubric ca 25 pts Project Write an overview/summary, not to exceed 2,500 words, of t Description project being proposed. 1) State the project purpose, area benefit and a description of the proposed activity. 2) Specify t risk(s) that will be mitigated by completion of this project. Describe how the work will be done and the team that will do it. Explain the method used to determine project fundi requirements. 5) Describe anticipated outcomes. 6) Has comprehensive plan already been created? If yes, describe N the proposed plan or activity will integrate with the comprehensi 2 plan and attach the Executive Summary of the comprehensi plan. 25 pts Community Describe, in 1,500 words or less, the proposed activity's value Value the community in normal circumstances and in times of natu .09 disasters. Include: The community lifelines served this proje How the project enhances community resilience; Public notice the planned project; and Community involvement in the projE planning process. 20 pts Capacity Plan Provide a strategic plan overview of 1,500 words or less tt addresses goals, stakeholders, the work plan, (major tasks a deliverables), resources (staffing and budget) a monitoring/quality controls. Identify the staff members who will responsible and/or positions that will be filled for the GPS projE management and maintenance. Provide a short profile on ea person on your current staff who perform project-related tasks a a position description for any new hires who will be assigned project work. If your project will require specific tools or skill personnel, such as mapping do you have the capabilities and t staff to complete your plan? Attach a Word document with t planning team's CV/resumes into the zip folder. Describe t circumstances under which this plan will be updated and detail N subsequent updates will be funded. 15 pts Implementation Use the Implementation Plan Template provided in Appendix D y Plan prepare a chronological timeline for the entire life of the project tt organizes work into logical, manageable tasks and deliverables 10 pts Budget Include your project budget using the Budget Worksheet provid OL as Appendix E. Ensure your budget is reasonable, appropriate a 12 accurate. Are the budgeted items consistent with the prop description and tasks? Does the amount requested fall within t GPS's allowable minimum ($20,000) and maximL $10,000,000 ? Ensure there is no duplication of benefits. 23 Packet Pg. 3881 P.11.a 5 pts Leveraged If your project involves the qualified use of matching or leverag Dollars funds or services, describe the specifics of leveraged fund/servi usage. Are there local or other funds available to address t proposed project in whole or in part? If yes, report all sources funding and the amount available. Disclose sources and uses .' non CDBG-MIT funds. What other federal, state and/ or loi entities have you contacted concerning funding for the propos project and what were the results? 100 pts Total maximum score 4.2 Technical Assistance DEO is hosting a webinar, 20-minute and one-on-one phone calls to provide an overview of these Guidelines and 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. 4.3 Subrecipient Responsibilities Subrecipients have the following responsibilities and must: 2 0. • Submit an accurate account of how the absence of a plan has affected the community; • Submit a detailed scope of work; • Enter into a subrecipient agreement with DEO specific to the GPS; • Comply with all terms and conditions of the subrecipient agreement, GPS guidelines, Mitigation Action Plan and applicable federal, state and local laws; • 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; • Follow a detailed citizen participation plan that satisfies the requirements of 24 CFR 570.486; • Develop policies and procedures for complaints and grievances and for appeals. y 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; 2 Packet Pg. 3882 P.11.a • Maintain organized files and make them accessible to DEO or its representatives upon request; • Maintain books, records and documents relating to the GPS 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 GPS Program Guidelines, subrecipient 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 GPS funds are not listed as excluded, debarred, or suspended on the System for Award Management (https://sam.gov/SAM/), including affiliated businesses with the same EIN; r- • 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. y 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. y 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; and • Monitor compliance with the terms and conditions of the subrecipient agreement. 4.4 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 25 Packet Pg. 3883 P.11.a 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; • Compliance with the Stafford Act; • Allowable, necessary and reasonable cost standards; • Financial management, file management and documentation; • National objective compliance; and • Reporting and compliance with these Guidelines, the Subrecipient Agreement and any applicable laws and regulations. DEO will monitor the GPS 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. 0. Subrecipients found to be non-compliant, or who received funds in error, may be required to repay grant funds to the state of Florida, in accordance with the subrecipient agreement. 4.5 Appeals Informal Appeals Appeals may be filed only upon the deliverance of an adverse program decision regarding y eligibility, benefits, or closure of an application. Appeals must be filed within the parameters set by this 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: 0 0. 1. All appeal letters must be submitted in writing within 30 days of the date of the denial letter via: y 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 o Email to: 2 Packet Pg. 3884 P.11.a cd bg-d rappeals(@ eo.myflori a.com 2. All appeal letters must include: o The reason for the appeal; o A clear explanation that describes the evidence that the denial was contrary to applicable laws or regulations or in some other way inequitable; o The reason that the applicant is eligible for the service or benefit that was denied, delayed, reduced, modified or terminated; o The proposed remedy sought by the applicant; o Name, contact address and contact telephone number of entity filing W appeal; and 0. 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. 0. For the required contents of a petition challenging agency action, refer to rules 28- 106.104(2), 28-106.20(2), and 28-106.301, Florida Administrative Code. 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 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 2 Packet Pg. 3885 P.11.a Fax: (850) 921-3230 Email: Agency.Glerkp_ eo.myflori a.com c c c c c 2 Packet Pg. 3886 P.11.a CFinancial ca 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 GPS include, but are not limited to: • Resources related to GPS activities; • Participant outreach; and • Program management and administration. W Ineligible costs for the GPS include, but are not limited to: • Material or supply costs unrelated to GPS activities; c • Costs not associated with the development of plans or planning 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; • Construction, engineering, and other costs associated with a specific plan; 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 2 federal agency. 5.2 Funding Method Funding will be provided monthly on a cost reimbursement basis upon completion of y agreed upon deliverables. 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. 5.3 Supplanting Funds Subrecipients must agree to utilize GPS funds to supplement rather than supplant funds y otherwise available. Subrecipients must document that GPS funds awarded are above and beyond any annual appropriations that are provided for the same purpose. GPS funds may be utilized after all other funds available to provide benefits to the participant 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. 2 Packet Pg. 3887 P.11.a 5.4 Duplication of Benefits (DOB) Overview Eligible applicants may have previously received assistance from other sources for the same purpose as the GPS. 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 0CD ) 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, including: • 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 GPS are considered a DOB and under federal law must be deducted from the assistance provided by the GPS. Any additional funds paid to participants for the same purpose as the GPS after the GPS services are completed must be returned to DEO. Participants in the GPS 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 the context of mitigation grants, a GPS 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 GPS benefits. y 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 the same purpose as the GPS award, including after the GPS award is executed or GPS 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 30 Packet Pg. 3888 P.11.a 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. 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. c 5.6 Budget CDBG-MIT funds may 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 GPS mitigation activity. Funds may 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. Although there is not a requirement for local match, Planning Grants may or may not cover the full cost of all planning activities for future projects. Applicants should expect to contribute resources to the planning process in order to develop a successful project. 5.7 Procurement Requirements Federal, state and local procurement rules apply when purchasing services, supplies, y 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 GPS. 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 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 3 Packet Pg. 3889 P.11.a 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. c c c c 2 c 32 Packet Pg. 3890 Appendices AppendixApplication r 3 Packet Pg. 3891 Date: Pe�I DE�) Monde w-a_ORE� €3E PAR MIEN 44 F.CONCM IC OPPO RTUN'.IW Rebuild Florida CDBG - Mitigation ' General Planning Support Program Application Official Project Title Applicant Information Official Applican FEIN#: Entity Name: 0 Primary Project Contact DUNS#: Name: Title: E-mail: Phone > Mailing Address: Number: City: State: Zip Code: 0 Please list co-applicant entities if any: Contact Person: E-mail Address: > Project Description (2,500 word limit) Write an overview/summary of the project being proposed: 1) State the project purpose, area of benefit and a description of the proposed activity. 2) Specify the risk(s) that will be mitigated by completion of this project. 3) Describe how the work will be done and the team that will do it. 4) Explain the method used to determine project funding requirements. 5) Describe anticipated outcomes. 6) Has a comprehensive plan ' already been created? If yes, describe how the proposed plan or activity will integrate with the comprehensive plan and attach the Executive Summary of the comprehensive plan. Insert Attachment: Please title zip folder: EntityNamePD_GPS Community Value (1,500 word limit) Describe: The project's value to the community in normal circumstances and in times of natural disasters. Include: The community lifelines served this project; How the project y enhances community resilience; Public notice of the planned project; and Community ' involvement in the project planning process. Insert Attachment: Please title doc: EntityNameCV_GPS 3 Packet Pg. 3892 P.11.a Capacity Plan (1,500 word limit) Provide a strategic plan overview 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 the GPS project management and maintenance. Provide 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 work. If your project will require specific tools or skilled personnel, such as mapping do you have the capabilities and the staff to complete your plan? Attach a Word document with the planning team's CV/resumes into the zip folder. Describe the circumstances under which this plan will be updated and detail how subsequent updates will be funded. Insert Attachment: Please title zip folder: EntityNameCP_GPS Implementation Plan 0 Use the Implementation Plan Template provided in Appendix D to prepare a chronological timeline for the entire life of the project that organizes work into logical, manageable tasks and deliverables. Insert Attachment: Please rename template: EntityNamelP_GPS Budget Include your project budget using the Budget Worksheet provided as Appendix E (and in the GPS Application, Appendix A). Ensure your budget is reasonable, appropriate and accurate. Are the budgeted items consistent with the project description and tasks? Doesthe amount �- requested fall within the GPS's allowable minimum ($20,000) and maximum ($10,000,000)? Ensure there is no duplication of benefits. Insert Attachment: Please rename template:EntityNameBudget GPS Is there any duplication of benefits? Yes: El No: ❑ y All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Will funding — other than CDBG-MIT funding — be used to fund Yes: ❑ No: this project? If yes, detail the anticipated or committed funds in the Leveraged Dollars section. 35 Packet Pg. 3893 Leveraged Dollars P.11.a If your project involves the qualified use of matching or leveraged funds or services, describe the specifics of leveraged fund/service usage. 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. Disclose sources and uses of non CDBG-MIT funds. What other federal, state and/ or local entities have you contacted concerning funding for the proposed project and what were the results? Put "N/A" if this section is not applicable to your project. 76 Compliance 0 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 bythis notice.In thecaseof noncompliance with these requirements, the State shall take such actions as may be appropriate toprevent a continuance of the deficiency, mitigate any adverse effects or consequences, and prevent a recurrence. The State shall establish remedies 0 for noncompliance by any designated subrecipients, public agencies, or local governments." 0 Can you certify to comply with state and federal register Yes: ❑ No: Elregulations as outlined in 84 FIR 45838? Sign and Date As the primary entity contact for this project, I certify: A. All staff, contractors,vendors and community partners of our mitigation initiative: 1. Will comply with all HUD and Florida requirements in the administration of the proposed 0 CDBG-MIT funded activities; 2. 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; 0 B. All information submitted in this Application is true and accurate. Signature: Date: cn 0 0 Print button will only print application and not attached documents. Submit button will deliver application to email to the cdbg-mit@deo.myflorida.com. Please attach all relevant documents to this email. y Print Application Submit Application AppendixInstructions & Checklist Packet Pg. 3894 P.11.a Rebuild Florida GPS Checklist Pe,' 7%ri�da' Project Name: This Checklist is designed to aid the applicant through the application process. As such, it does not need to be submitted with the completed application to DEO. �I Application Information Required Application is signed, dated and complete. FEIN and DUNS numbers are provided. Application is from an eligible UGLG, state agency, or non-profit or non-governmental entity 2 that applied in partnership with a UGLG or state agency. > Project title, primary contact name, address and contact methods are provided. c 0 C c Project description clearly explains the plan or activity to be completed. Project description addresses which risks will be mitigated by the plan or activity. Community value clearly describes the community lifelines being served. Community value demonstrates how the plan or activity will enhance community resilience. Capacity plan identifies the goals, stakeholders, work plan, resources, and monitoring/quality controls for the plan or activity. Staff members and their responsibilities are identified. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Contractors or third-party entities are identified. The Implementation Plan Template is completed and attached to the application. The Budget Template is completed and attached to the application. This project has no duplication of benefits. Leveraged funds/service usage is outlined in the application. c 3 Packet Pg. 3895 Filling ida GPS ApplicationP.11.a Applicant Information: 1. First write in the GPS project title under "Official Project Title". 2. Under "Applicant Information", fill in the official applicant entity name, meaning the primary UGLG, agency or entity who is applying for this program. Use your official entity name, as this will be the name used for disbursing funds. 3. Next fill in the primary project contact name, title, e-mail, mailing address, and phone number. This person will be the first individual to be contacted by DEO regarding the proposed GPS project, should the need arise. 4. Be sure to fill in both the entity's FEIN and DUNS number. : 5. Lastly, if there are any other UGLG, agencies, or entities who are co-applicants for this proposed project, list their official entity name, person of contact name and email. c Project Description: 1. Attach a word document titled: EntityNamePD_GPS of the project overview that is not to exceed 2,500 words. An example of the document title being submitted by the Leon County City Fire Department would look like: LeonCountyFirePD_GPS 2. Please see this link to create zip files: https://support.microsoff.com/en- us/help/1 200/windows®compress-uncompress®zip®files Community Value: In a zip folder, attach a Word document titled: EntityNameCV GPS of the overall community value of the proposed project without exceeding 1,500 words. Capacity Plan: Provide a plan overview, not to exceed 1,500 words, that outlines your proposed GPS project. You will label the document titled: EntityNameCP_GPS. Implementation Plan: 1. Use the provided Implementation Plan template found in Appendix D of the GPS Guidelines to fill out the information. Rename the template: EntityNamelP_GPS. 2. You will fill out the timeline to outline the proposed project's life, accounting for manageable tasks and deliverables with approximate dates included. Implementation Plan Template Instructions: Enter project name, official applicant entity name and primary contact name and phone number in the header space at the top of the template. This template is customizable to fit your project. Feel free to edit the segments and add notes when needed. 1. The box titled "GPS Implementation Plan Timeline" will display a visual timeline of the ' data that you enter into the "Tasks" box. 2. The "Tasks" box should list the major manageable tasks and deliverables of the proposed project and include the entire life of the project. Enter the approximate start and end dates of each task and/ or deliverable under the tabs "Start" and "End". "Duration" encompasses the number of days the task runs for. Excel should already calculate the duration based on the start and end dates you enter. If this is not the case, enter in the number of days 3 Packet Pg. 3896 as the duration of each task and/ or deliverable. Label each task and/ or deliverable appropriately under the "Label" section. a. Within the "Tasks" box, there are 15 available slots for project timeline tasks. When adding/changing tasks within the box, select the row (select the values under "Start" to "Label"). Tasks A 02/03 03/03 29 DEG]Novard and Subrecipienf Agreement 03/03 04/03 30 Example Plan] Design 133/03 04/03 30 Example Plan2 Design 04/04 05/04 25 Mapping Upgrades 05/06 07/06 60 Community Outreach Phase 1 07108 08/08 31 Community Outreach Phase 2 135/06 07/06 60 Building Codes Evaluation C .2 07108 08/08 31 Administrative Changes 08/20 09/01 12 Plan Implementation 09/01 12/25 115 Plan Updates 0 10/01 10/10 9 Sarnple Text 10/10 10/27 17 Sample Text 11/11 11/30 19 Sample Text 0 12/01 12/31 30 L—S-�—Ilp—1e Text 12/31 01/13 13 Sample Text b. For this example, the highlighted "Sample Text" task needs to be moved under the "Mapping Upgrades" cell. Once you select the row, right click, select "Cut", and a dotted line around your selected row should appear. Next, select the "Community Outreach Phase 1" row. Right click and select "Insert Cut Cells". Now "Sample Text" will appear under "Mapping Upgrades". The visual timeline above the "Tasks" > 2 will also reflect these changes. Tasks 02103 03/03 29 DEO Aviard and Subreciplent Agreement 03/03 04/03 30 Example Plan] Design 03/03 04/03 30 Example Plan2 Design 04/04 05/04 25 Mapping Upgrades 10/01 10/10 9 Sample Text 05/06 07/06 60 Community Outreach Phase I 07108 08/018 31 Community Outreach Phase 2 05/06 07106 60 Building Codes Evaluation 07108 08/018 31 Administrative Changes 08120 09/01 12 Plan Implementation 09101 12/25 115 Plan Updates 0 10110 10/27 17 Sample Text 11111 11/30 19 Semple Text 12/0 1 12/31 30 Sample Text 12131 01/13 13 Semple Text C C Follow these guidelines for customizing your timeline. You may add lines within the"Tasks" section below existing tasks by highlighting the complete box rows, right click, select "Insert...", a dialogue box will appear, select "Shift cells down", select "Ok". This will shift all boxes below the selected row down the excel sheet. E �3 9 Packet Pg. 3897 3. The "Milestones" box may be used to list major project milestones such as the start or p 11.a completion of the project. Any changes to this box can be made by following the directions described previously. The label for your new milestone may needed to be added in manually. You can do this by clicking on one of the existing milestone texts in the visual timeline. For example, you may click "Closeout" above the diamond icon. All other text boxes for milestones should be outlined by boxes. ..... ........ ...._ , Construction On Complete �� :�� Closeout ........ .......... Project ..... F Completion .... 1I Next, select the box that does not have a label. Now enter in the label for this milestone. c �ti m c Sample Te)i k"; a my — Project —Completion You may move and change the size of each text box. 4. The "Notes" box allows you to list any additional notes about the project timeline that may be necessary for DEO to read. Budget: 1. Use the provided Budget Worksheet found in Appendix E of the GPS Guidelines to fill out the information. Rename the template with your EntityNameBudget_GPS. 2. Select either Yes/No to answer whether your project includes a duplication of benefits. Any project that includes a duplication of benefits will not be eligible for a CDBG-MIT program. 3. Select either Yes/No whether you anticipate receiving any funds other than CDBG-MIT funds. If the answer is yes, then in the "Leveraged Dollars" section you will need to detail any application for funds and when those funds will be committed for your project. Include the agency/ entity that is providing the funds and the total amount. Budget Template Instructions: Enter project name, primary contact name and phone number and the official applicant entity name. This template is customizable to fit the budget proposal for your project. Feel free to edit left-hand segments and add notes when needed. If a section does not have enough cells for the category that you are working on, you can add additional cells by highlighting a complete row and right clicking. A dialogue box will appear that 0 Packet Pg. 3898 permits you to add a row of cells. Click "Insert" and then select either "Insert Above" or "I p 11.a Below", depending on where you would like the new row to be placed. The new row will ap above or below the row you highlighted. 1. On the left-hand side of the template there is a list of major projects and related sub- ' groups. You may edit each of these areas to fit your proposed budget plan. For example, if you do not have Mitigation Activities, you may delete that row and the related subgroups. 2. List anticipated and committed sources of other project funding sources in the "Sources of Other Funds" category. These funds are non-CDBG-MIT funds. Include entities you have contacted, even if a funding commitment has not yet been made. Disclose the amount you requested or expect to receive. If you need to add rows in this section, follow the directions for adding rows outlined above. 3. You can use the right-side "Notes" column to elaborate on budgeted items as needed. Leveraged Dollars: 1. If you suspect your project includes the use of matching or leveraged funds or services, read the GPS Guidelines, Part 4.6 to ensure your project is eligible for this section. 2. Describe the specifics of leveraged funds or services that your project uses in the space provided. Identify and answer: a. Are there local or other funds available to address the proposed project in whole or in part? i. If Yes, report all sources of funding and the amount available. b. Disclose sources and uses of non CDBG-MIT funds. c. What other federal, state, and/ or local entities have you contacted concerning funding for the proposed project, and what were the results? 3. If your project does not involve matching or leveraged funds, then write "N/A" in this section. Compliance: By selecting "Yes" in this section, you certify that your entity and co-applicants will comply with all DEO and state requirements as outlined in 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: 1. Will comply with all HUD and Florida requirements in the administration of the proposed CDBG-MIT funded activities; 2. 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; y 3. Certify that all information submitted in this Application is true and accurate Print and Submit Buttons: Select "Print" to print out your completed application. Attached files will not print with the application when selecting the "Print" button. Print all attached documents separately and mail the complete application to: Attention: Rebuild Florida Mitigation Team 41 Packet Pg. 3899 Florida Department of Economic Opportunity p.11.a 107 East Madison Street Caldwell Building, MSC 400 Tallahassee, FL 32399 Select "Submit Application" to have your application emailed directly to the Rebuild Florida Mitigation team at: CDBG® I Qdeo.m0orida.com. A dialog box will appear that will allow you to email the application and attach all required files. If you have any questions or concerns, please email the Mitigation team at: CDBG® I Qdeo.moorida.com c c c c c 2 Packet Pg. 3900 P.11.a Appendix C ® Completed Sample Application c c c c c c 3 Packet Pg. 3901 Date:105/15/202:0:�� e Rornida 4 OREuA€3EPAR MEN 44 F.CONCM IC OPPO RTUN'.IW Rebuild Florida CDBG - Mitigation General Planning Support Program Application Official Project Title Pensacola Stormwater Drainage Plan Applicant Information City of Pensacola Official Applicant Entity Name: City of Pensacola FEIN#: 98-38475837 Primary Project Contact Peyton Wolf DUNS#: 11111111 Name: Title: City Planner E-mail: Peyton.Wolf@Pensacola.gov o Phone Mailing Address: 111 Main Street (800)555-5555 Number: o I City: Pensacola state: FL zip Code: 11111 Please list co-applicant entities if any: Contact Person: E-mail Address: Escambia County Maxwell Walsh Maxwell.Walsh@escambia.gov Northwest Florida Water Management District Melissa Arline Melissa.Arline@NorthwestFLWMD.com Project Description (2,500 word limit) Write an overview/summary of the project being proposed: 1) State the project purpose, area of benefit and a description of the proposed activity. 2) Specify the risk(s) that will be mitigated by completion of this project. 3) Describe how the work will be done and the team that will do it. 4) Explain the method used to determine project funding requirements. 5) Describe anticipated outcomes. 6) Has a comprehensive plan already been created? If yes, describe how the proposed plan or activity will integrate with y the comprehensive plan and attach the Executive Summary of the comprehensive plan. Insert Attachment: Please title zip folder: EntityNamePD_GPS / Community Value (1,500 word limit) 0 Describe: The project's value to the community in normal circumstances and in times of0. natural disasters. Include: The community lifelines served this project; How the project enhances community resilience; Public notice of the planned project; and Community involvement in the project planning process. Insert Attachment: Please title doc: EntityNameCV_GPS 44 Packet Pg. 3902 P.11.a Capacity Plan (1,500 word limit) Provide a strategic plan overview 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 the GPS project management and maintenance. Provide 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 work. If your project will require specific tools or skilled personnel, such as mapping do you have the capabilities and the staff to complete your plan? Attach a Word document with the planning team's CV/resumes into the zip folder. Describe the circumstances under which this plan will be updated and detail how subsequent updates will be funded. Insert Attachment: Please title zip folder: EntityNameCP_GPS Implementation Plan 0 Use the Implementation Plan Template provided in Appendix D to prepare a chronological timeline for the entire life of the project that organizes work into logical, manageable tasks and deliverables. Insert Attachment: Please rename template: EntityNamelP_GPS Budget Include your project budget using the Budget Worksheet provided as Appendix E (and in the GPS Application, Appendix A). Ensure your budget is reasonable, appropriate and accurate. Are the budgeted items consistent with the project description and tasks? Doesthe amount �- requested fall within the GPS's allowable minimum ($20,000) and maximum ($10,000,000)? Ensure there is no duplication of benefits. Insert Attachment: Please rename template:EntityNameBudget GPS Yes: No: Is there any duplication of benefits? L] 21 y All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Will funding — other than CDBG-MIT funding — be used to fund Yes: No: this project? If yes, detail the anticipated or committed funds in the Leveraged Dollars section. 5 Packet Pg. 3903 P.11.a Leveraged Dollars If your project involves the qualified use of matching or leveraged funds or services, describe the specifics of leveraged fund/service usage. 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. Disclose sources and uses of non CDBG-MIT funds. What other federal, state and/ or local entities have you contacted concerning funding for the proposed project and what were the results? Put "N/A" if this section is not applicable to your project. The City of Pensacola has allocated $10,000 to the Pensacola Stormwater Drainage Plan. 0 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 0 amended,as modified bythis notice.In thecaseof noncompliance with these requirements, the State shall take such actions as may be appropriate toprevent a continuance of the deficiency, mitigate any adverse effects or consequences, and prevent a recurrence. The State shall establish remedies for 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 On 84 ER 458387 > Sign and Date As the primary entity contact for this project, I certify: A. All staff, contractors,vendors and community partners of our mitigation initiative: 1. Will comply with all HUD and Florida requirements in the administration of the proposed CDBG-MIT funded activities; 2. 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; B. All information submitted in this Application is true and accurate. Signature: Peyton Wolf Date: 05/15/2020 00.0 Print button will only print application and not attached documents. Submit button will deliver application to email to the cdbg-mit@deo.myflodda.com. Please attach all relevant documents to this email. Print Application Submit Application m 46 0 0 Packet Pg. 3904 P.11.a Project Description CO The City of Pensacola, in coordination with Escambia County and the Northwest Florida Water Management District (WMD), is seeking funding to create a stormwater drainage system. The plan will provide benefit to the Pensacola metropolitan area, as well as the surrounding suburbs and wetland areas. The need for this plan has been established in the City's Comprehensive Plan and the final product will provide an implementation strategy for stormwater drainage mitigation actions. Pensacola has historically faced drainage issues during severe storm and tropical cyclone events. The inundation of rain in short periods of time overwhelms the existing system and results in flooding in residential and commercial areas. In addition,the intermittent flooding results in city waste being washed into the wetlands surrounding the city, causing pollution and harm to waters of the United States. The purpose of this plan is to identify the specific causes of the flooding and adapt the current system to mitigate the hazards of flooding caused by severe storms and 0 tropical cyclones. c The plan will include a risk assessment of the current stormwater drainage system based on 9 FEMA Hazard Mitigation guidance, including the identification of the location, extent, and previous occurrences of natural hazards, the probability of future hazard events, summaries of the most vulnerable areas, potential losses due to hazard events, and changes in development in hazard prone areas. A mitigation strategy will be developed based on the risk assessment findings. The resulting plan will provide a blueprint for concrete mitigation action items that the City will integrate into its future plans and for which it will apply for funding. Plan development will begin with committee meetings with City planners, County officials, WMD representatives, Emerald Coast Regional Planning Council representatives, the U.S. Army Corps of Engineers, and other stakeholders. The planning committee will seek input from the public via an online survey and provide an email address thorugh which the public may communicate concerns. In addition, a total of three public meetings will provide community members the opportunity to express hazard concerns and suggest mitigation strategies. The meetings will be held at the following intervals: prior to the first committee meeting; during the risk assessment phase; and after the risk assessment is complete. The plan will be written by City planners. The four-person City planning team is currently managed by Peyton Wolf. Peyton has been a City planner for 24 years and holds a Master's of Public Planning from FSU. Quinn James has been a City planner for twelve years and specializes n in neighborhood planning and community design. Avery White has been a City planner for seven years and specializes in environmental transportation planning. The final team member is Taylor Adams, who has been the Geographic Information Systems (GIS) specialist for the City for three yea rs. 47 Packet Pg. 3905 P.11.a The requested funding amount is based on six months of planning team and grant management salaries, the cost of the most updated GIS software, and estimated administration costs. CO The anticipated outcome is a stormwater drainage plan for the City of Pensacola that identifies current and future hazards, community assets, summarizes stormwater vulnerability, establishes and prioritizes mitigation goals, and presents an implementation strategy. The implementation strategy will include a discussion of possible funding opportunities. Pensacola currently has a Comprehensive Plan that discusses the need for stormwater drainage updates. See attached Executive Summary and the specific page that mentions stormwater drainage planning. c c c c c c 48 Packet Pg. 3906 P.11.a Community Value The Pensacola Stormwater Drainage Plan will provide value to the community in normal CO circumstances and in times of natural disaster by creating a blueprint for projects that will ca enhance the resiliency of the City of Pensacola, the surrounding neighborhoods, and the protected wetlands around the city. The goal of this project is to identify the hazards presented by flooding, summarize flooding vulnerability, and present an implementation plan of mitigation goals and activities. Upon completion of this goal, the City of Pensacola will be positioned to undertake mitigation activities that will provide value to the community by reducing the occurrence and frequency of flooding. The overall result will be a resilient City that is prepared for an increase in extreme weather events. 76 The Pensacola Stormwater Drainage Plan will serve the following community lifelines: safety and CD security; food, water, and shelter; health and medical; energy; communications; transportation; and hazardous materials. The plan will provide a blueprint to reduce flooding in Pensacola and the surrounding areas, which will result in fewer floods that endanger the safety and security of residents and force homeowners to leave their primary source of shelter. The reduction in flooding will also allow critical services such as medical, communications, energy, and transportation to remain functional during conditions that would currently result in flooding. Finally, the reduction in flooding will ensure that hazardous materials remain safely contained during adverse weather conditions. The planning committee will seek input from the public via an online survey and provide an email through which the public may communicate concerns. In addition,total of three public meetings will provide community members the opportunity to express hazard concerns and suggest mitigation strategies. The meetings will be held at the following intervals: prior to the first committee meeting; during the risk assessment phase; and after the risk assessment is complete. The final plan will be posted on the Pensacola City Planning website: www.Pensacola.gov/Planning. 0 49 Packet Pg. 3907 P.11.a Capacity Plan This goal of the Pensacola Stormwater Drainage Plan is to identify the hazards presented by CO flooding, summarize flooding vulnerability, and present an implementation plan of mitigation ca goals and activities. The City of Pensacola will coordinate with stakeholders including Escambia County, Northwest Florida Water Management District, Emerald Coast Regional Planning Council, the U.S. Army Corps of Engineers, and community leaders. Major work tasks include a hazard risk assessment, public meetings, purchase of GIS software update, and the final Pensacola Stormwater Drainage Plan. Current resources include a dedicated planning team staff, a GIS specialist, and a $10,000 allocation by the City for this project. The grant would be monitored by the city grant management team. c The Pensacola Stormwater Drainage plan will be implemented by the City Planning team and grant management will be provided by a City grant manager. The four-person City planning team is currently managed by Peyton Wolf; Peyton has been a City planner for 24 years and holds a Master's of Public Planning from FSU. Quinn James has been a City planner for 12 years and > specializes in neighborhood planning and community design. Avery White has been a City planner for seven years and specializes in environmental transportation planning. The final team member is Taylor Adams, who has been the Geographic Information Systems (GIS) specialist for the City for three years. Attached please find resumes for all four members of the Planning team. The City currently has a dedicated team of grant managers who are available to provide management of this planning grant. The Stormwater Drainage Plan should be updated no later than 20 years after it is finalized, or in the case of a significant change in climate that results in the plan becoming obsolete. The City will seek update funding from a mitigation planning grant, such as a new CDBG-MIT allocation or a FEMA Hazard Mitigation Grant. 0 50 Packet Pg. 3908 P.11.a Stakeholder Meeting#1 Stakeholder Meeting#2 Stakeholder Meeting#3 Public Meeting#1 Public Meeting#Z Public Meeting#3 Purchase Gl5 update Plan Complete Grant Closed ononononw�nro „„, ' � 1 r M A. Ni i 1 A 5 0 N C) J F M A M � ......................f 47 Haxaed Risk Assessment DevelDp Mitigation Plan Grant Closeout 0 General Planning Support Implementation Plan Timeline Pensacola Stormwater Drainage Plan City of Pensacola Peyton Wolf (800)555-5555 Wednesday, April 1, 2020 Tasks 0 M MIR 0 MM Mu a M M M M M-M M M E 04/01 07/01 91 Hazard Risk Assessment 07/01 10/01 92 Develop Mitigation Plan 10/01 04/01 182 Grant Closeout Milestones 4/1/ 0 0 Public Meeting#1 , /15/ 00 Purchase GIS Update /15/ 0 0 Stakeholder Meeting#1 5/15/ 0 0 Public Meeting# /1/ 0 0 Stakeholder Meeting# 7/1/ 0 0 Public Meeting#3 7/15/ 0 0 Stakeholder Meeting#3 10/1/2020 Plan Complete 4/4/2021 Grant Closed Insert new rows above this one 51 Packet Pg. 3909 P.11.a FL CDBG Mitigation General Planning Support Program Project Budget (Template) Project Primary Official Name: Contact Name Applicant and Phone Entity Number: Name: Project Budget Notes Description CDBG-MIT Other non Source of Total Amount CDBG-MIT Funds* Funds Funds (CDBG-MIT o and Other) 1. Mitigation Plans Regional Mitigation Plans 0 Modernization and $60,000 $10,000 City of $70,000 Pensacola Stormwater Resiliency Plans Pensacola Drainage Plan Comprehensive Plans 2 Capital Improvement Plans Land Use Plans Other Plans 2. Mitigation Activities Mapping/Data $5,000 - - $5,000 Update GIS software Upgrades y NFIP CRS Program 52 Packet Pg. 3910 P.11.a Education/Outreach Campaigns Modern/Resilient Building Codes Property Registration/Land Information System Administration $10,000 - - $10,000 c Planning c Totals: $75,000 $10,000 $85,000 0 c All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Show the sources and amounts of other funds needed to complete the project below, including local funds and grants from other agencies. Any anticipated or committed funds must also be included. Source of Other Funds Amount 1. City of Pensacola $10,000 2. 3. 4. y 5. 6. 7. c 8. 9. .E 53 Packet Pg. 3911 P.11.a AppendixImplementation Instructions for using Implementation Plan Template Enter project name, official applicant entity name and primary contact name and phone number in the header space at the top of the template. This template is customizable to fit your project. Feel free to edit the segments and add notes when needed. 1. The box titled "General Planning Support Program Implementation Plan Timeline" will display a visual timeline of the data that you enter into the "Tasks" box. 2. The "Tasks" box should list the major manageable tasks and deliverables of the proposed project and include the entire life of the project. Enter the approximate start and end dates of each task and/ or deliverable under the tabs "Start" and "End". "Duration" encompasses the number of days the task runs for. Excel should already calculate the duration based on the start and end dates you enter. If this is not the case, enter in the number of days as the duration of each task and/ or deliverable. Label each task and/ or deliverable appropriately under the "Label" section. a. Within the "Tasks" box, there are 15 available slots for project timeline tasks. When adding/changing tasks within the box, select the row (select the values under "Start" to "Label"). b. For this example, the "Sample Text" task needs to be moved under the "Mapping Upgrades" task. Once you select the row, right click, select "Cut", a dotted line around your selected row should appear. Next, select the "Community Outreach Phase 1" row. Right click and select "Insert Cut Cells". Now "Sample Text" will appear under "Mapping Upgrades". The visual timeline abouve the "Tasks" will also reflect these changes. Follow these guidelines for customizing your timeline. You may add lines within the "Tasks" section below existing tasks by highlighting the complete box rows, right click, select "Insert...", a dialogue box will appear, select "Shift cells down", select "Ok". This will shift all boxes below the selected row down the excel sheet. 1. The "Milestones" box may be used to list major project milestones such as the start or completion of the project. Any changes to this box can be made by following the directions described previously. The label for your new milestone may needed to be added in manually. You can do this by clicking on one of the existing milestone texts in the visual timeline. For example, you may click "Admin Changes" above the diamond icon. All other text boxes for milestones should be outlined by boxes. y Next, select the box that does not have a label. Now enter in the label for this milestone. You may move and change the size of each text box. 54 Packet Pg. 3912 P.11.a 2. The "Notes" box allows you to list any additional notes about the project timeline that may be necessary for DEO to read. General Planning Support Implementation Flan Timeline Plan Updates Community Feedback Plan Start Mapping Upgrades Admin Changes ncr..vmtim�..V-4 at--A DEO Award and Subs• pupient d-R—nspPla tl ne i n s J J A N 6 J F Example planZ D—icrn j4naatrrin LJg-��€ rLzs ,,,,,,,,>* 0 Community Outreach Ph-sp t Community Outreach Phase 2 0) Building Codes Evaluation Administrativethang-s fir"' >� Plan€mplemenratine+ 0 Plan UpdatesU,;;;,,,>,,,,,,,,,,��s,� 5arnnloTexe ,'A > SampleText ) r,.,,ti (V Sample Text z 2 Sample Text Ct Sample Text U Project Name Official Applicant Entity Name Primary Contact Name and > Number Date Tasks 02/03 03/03 29 DEO Award and Subrecipient Agreement 03/03 04/03 30 Example Planl Design 03/03 04/03 30 Example Plan2 Design 04/04 05/04 25 Mapping Upgrades 05/06 07/06 60 Community Outreach Phase 1 e 07/08 08/08 31 Community Outreach Phase 2 05/06 07/06 60 Building Codes Evaluation 07/08 08/08 31 Administrative Changes 08/20 09/01 12 Plan Implementation 09/01 12/25 115 Plan Updates a, 55 Packet Pg. 3913 P.11.a 10/01 10/10 9 Sample Text 10/10 10/27 17 Sample Text 1 1/1 1 1 1/30 19 Sample Text 12/01 12/31 30 Sample Text 12/31 01/13 13 Sample Text Milestones 2/3/2020 Plea Start 7/8/ 00 Mapping Upgrades 8/ 0/ 0 0 Community Feedback /1/ 0 0 Admin Charges 1 / 5/ 00 Plan Updates c Insert new rows above this one 0 56 Packet Pg. 3914 P.11.a Appendix E — Budget Worksheet 57 Packet Pg. 3915 P.11.a General Planning Support Program Project Budget Template Instructions This template is customizable to fit the budget proposal for your project. Feel free to edit left-hand segments and add notes when needed. ca If a section does not have enough cells for the category that you are working on, you can add cells by highlighting a complete row and right-clicking. A dialogue box will appear that permits you to add a row of cells. Click "Insert" and then select either "Insert Above" or "Insert Below", depending on where you would like the new row to be placed. The new row will appear above or below the row you highlighted. Enter project name, primary contact name and phone number and the official applicant entity name. 1. On the left-hand side of the template there is a list of major project items numbered 1 to 3. Beneath each major project are related sub-groups. You may edit each of these areas to fit your proposed budget plan. For example, if you do not have Mitigation Activities, you may delete that numbered row and the related subgroups. 2. List anticipated and committed sources of other project funding sources in the "Sources of Other Funds" category. These funds are non-CDBG-MIT funds. Include entities you have contacted, even if a funding commitment has not yet been made. Disclose the amount you requested or expect to receive. If you need to add rows in this section, follow the directions for adding rows outlined above. 3. You can use the right-side Notes column to elaborate on budgeted items as needed. 58 Packet Pg. 3916 P.11.a FL CDBG Mitigation General Planning Support Program Project Budget (Template) Project Primary Official Name: Contact Name Applicant and Phone Entity Number: Name: Project Budget Notes Description CDBG-MIT Other non Source of Total Amount CDBG-MIT Funds* Funds Funds (CDBG-MIT o and Other) 1. Mitigation Plans Regional Mitigation Plans 0 Modernization and Resiliency Plans Comprehensive Plans 2 Capital Improvement Plans Land Use Plans Other Plans 2. Mitigation Activities Mapping/Data Upgrades y NFIP CRS Program 59 Packet Pg. 3917 P.11.a Education/Outreach Campaigns Modern/Resilient Building Codes Property Registration/Land Information System Administration c Planning c Totals: 0 c 2 c .E 60 Packet Pg. 3918 P.11.a All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Show the sources and amounts of other funds needed to complete the project below, including local funds and grants from other agencies. Any anticipated or committed funds must also be included. Source of Other Funds Amount 2. 3. c 4. 5. c 6. c 7. 8. 9 10. 11. 12. c 61 Packet Pg. 3919 ,P1Nr l P.11.b (1 1t AUk l_. 41 � , f � srt1 y CV CD N M co 00 CL MONROE COUNTY , z� g BOARD OF COUNTY COMMISSIONERS 2798 OVERSEAS HIGHWAY MARATHON, FLORIDA 05 RHONDA HAAG � CHIEF RESILIENCE OFFICER Packet Pg. 3920 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning DRAFT DRAFT DRAFT COMMUNITY DEVELOPMENT BLOCK GRANT- II I FLORIDAIRESILIENCE PLAN AND NEIGHBORHOODI IIPLANNING c PROJECT DESCRIPTION c ' ea of Benefit 2 Project Purpose The Florida Keys is among the most vulnerable communities in the nation to rising sea levels, with a 120-mile archipelago of islands. Most neighborhoods, critical facilities, and infrastructure are at or near sea level. f The purpose of the Regional Resilience Plan is to involve all ff'� � •�.� six Keys local governments in a three-phased sea level rise resilience strategy based upon collection and integration of uniform mobile LiDAR Data, infrastructure vulnerability analysis and neighborhood livability outreach and planning. To date, Monroe County and the five municipal jurisdictions have = not coordinated to build a unified comprehensive regional strategy for resilience. Most of our municipalities lack the funding and staff resources to address these mounting threats. In addition, we believe a coordinated regional approach to these regional challenges would be most cost effective and would yield multiple community benefits. The Regional Resilience Plan provides the foundation to unify this vision of a rising tide for all of the Florida Keys. The United States Army Corps of Engineers (USACE) is currently conducting a simultaneous coastal storm risk management feasibility study to evaluate impacts of sea level rise on the cost of the Florida Keys. It is vital to note, however, that the USACE's study does not evaluate the impact of sea level rise on local roadways. Maintaining access to residential neighborhoods is at the core of this 0 Area Benefit C 0 Project Description 1 Packet Pg. 3921 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning This regional project will benefit all jurisdictions in Monroe County including all five municipal governments and unincorporated Monroe County. The jurisdictions which have endorsed this project include: • Key West • Marathon • Islamorada (TBD) • Layton • Key Colony Beach m �, • Unincorporated Monroe County Calculate LMI Area within Monroe County: TBD x Description f ActivityQ The Regional Resilience Plan will include three (3) phases: • Phase I: GIS LiDAR Data Collection — (Cities Only) Collect LiDAR elevation survey data for 249 miles of locally maintained roads in the five municipalities of Monroe County. • Phase II: Vulnerability Analysis and Planning: (Cities Only) CD N Identify water inundation levels over time, and it's effect on critical services and lifelines (roads, critical facilities). This analysis will include policy guidance for implementation of resilience strategies as well as prioritized recommendations for road elevation and closely associated critical infrastructure. • Phase III: Neighborhood based Resilience Planning: (County Only) Select up to 6 high risk and low-income neighborhoods across all jurisdictions as case studies to identify resilience related solutions, functionality, and quality of life issues specific to each. Mitigated2) Risk Too long. List others too: Current inundation. Future inundation. Costs associated with public elevation. Savings related to private elevation. Tax base affects. c Surrounded by the waters of the Atlantic Ocean and Gulf of Mexico most homes, businesses, infrastructure and facilities are at or near sea level in the Florida Keys. The County and cities maintain hundreds of miles of local roads, some of which routinely experience sea level rise, c during the fall "king tide" season. Neighborhoods and businesses throughout this island chain have experienced anywhere from a few inches to a foot or more of sea water on low coastal roads, lasting from a few days to weeks or even months. Project Description 2 Packet Pg. 3922 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning Monroe County has been analyzing their infrastructure needs for the past decade, leading to one of their first work products, the YEAR 5-year Sustainability and Resilience action plan (Greenkeys.info). Following this plan, the County has been actively identifying and filling data gaps to determine community inundation over time. Initial evaluations revealed a variety of overlapping conditions including: onshore winds, heavy rains, and astronomically significant tides, which acted together, to make some secondary roads impassable. Monroe County then prioritized two pilot projects for roads elevation and storm water drainage improvement. These two low-lying neighborhoods were inundated for months during the 2016 King Tides, one of them making national headlines for 90 days of inundation. One island neighborhood experienced varying levels of deep water on their roads for more than 90 days straight in 2019, daily impacting residents' access to and from their homes, especially the elderly and handicapped. This neighborhood and others in the Keys have garnered national and international media attention to their plight of the rising seas. These Road Elevation Pilot Projects will reveal the many tradeoffs involved with elevation and improving drainage in the Keys, especially regarding costs. The project merges climate change science / modeling, with transportation engineering / planning to develop a long-term roads and neighborhood adaptation plan based on transparent levels of design criteria, sea level rise projections, and adaptation methodology. It brings climate change science to the local level, building upon previous efforts, and also bringing together policy, science, engineering, finance and planning aspects. The results will help prepare valuable assets such as the County's roadway infrastructure for the current and future impacts of climate change. The outcomes of this project will include a detailed Implementation Work Plan for long-term road infrastructure adaptation projects to prepare for sea level rise. `V The residents and businesses of the five municipalities 4 located in the Florida Keys are just as vulnerable to the rising seas. However, because they are small and were heavily _ impacted by Hurricane Irma in 2017, these municipalities have been unable to afford the level of resilience planning CL work the County has implemented. Despite their willingness to partner with the county on such work, the financial burden has been too great. Therefore, this grant application includes two phases of work to support resilience planning _ for local neighborhoods in the five municipalities in the County (Phase 1 and Phase 2). By first receiving the road � .. based LIDAR elevation data (Phase 1) and then superimposing the predicted sea level rise levels in the � vulnerability study (Phase II) communities are able to develop capital improvements and road 0 planning policy based upon the vulnerability analysis. This may include modifications to zoning and land use maps to make land use and spending decisions. The project will provide a detailed regional resilience plan for neighborhoods and will cover every mile of local roadway from the northern tip of the Keys to the southernmost tip in Key West. In addition, up to six of the most vulnerable neighborhoods in the County will be selected for pilot E projects to provide a detailed analysis of specific sea level rise adaptations for their neighborhood Project Description 3 Packet Pg. 3923 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning in Phase 3. Frequent and in-depth community meetings will be held to not only communicate the potential alternatives of road elevations and storm water drainage improvements needed in their neighborhood, but to learn about and understand the needs and limitations of the residents affected by these infrastructure adaptations. Detailed analyses will be conducted of the conditions of the local roadways; availability of land for wider and elevated roads; potential size and : placement of drainage structures; potential consequences of higher roads such as difficulty of access for the handicapped and elderly and loss of yard space and loss of walkability to and from their homes; benefits of higher roads including longer term access to their homes and potential recreational possibilities from new green space, impact on historical and cultural resources. a, Finally the potential costs to the County and the residents to maintain newly elevated roads will be presented. The research on these pilot neighborhoods studies will provide needed and c important information for the County's and municipalities' future grant applications to help fund the anticipated billions of dollars in design and construction costs of the much-needed roadway improvements. k Plan an -a' Staffin Keys-wide Collaboration: The Regional Resilience Plan will be led by a Leadership Team, consisting of each of the jurisdictions representing a diverse range of expertise including the following: NEED A Resume FOR EACH REPRESENTATIVE. • Monroe County: Rhonda Haag, Chief Resilience Officer • Key West: Alison Higgins, Chief Resilience Officer W • Marathon: George Garrett, Assistant City Manager • Islamorada: Seth Lawless, City Manager • Key Colony Beach: Chris Moonis • Layton: Skip Haring = Due to the large number of stakeholders, this coordination effort will be extensive and vitally important. Monroe County will coordinate and manage E 1 the j roect and be the CDBG-MIT GPS sub a licant P PP and administer the grant funds in compliance with HUD ����,` ll�'�lPl'" ' and DEO requirements. The Leadership Team will report directly to the County. At a minimum, the Leadership Team will coordinate vendor acquisition and other contractual support, review work products, co-host public engagement activities within their jurisdiction, and prioritize neighborhood case studies.. Monroe County is especially suited to lead the Regional Resilience Plan project due to extensive climate change work over the last decade: • Data: Unincorporated Monroe County recently completed $531,000 of mobile LiDAR elevation data for its 311 miles of county-maintained roads. The County then contracted with an experienced team of science and engineering consultants to Project Description 4 Packet Pg. 3924 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning conduct a $1.9 Million Vulnerability Analysis that combines the LiDAR roads elevation data with projected sea level rise conditions. This grant applications hopes to receive funding to emulate this effort for the 5 municipalities. • Pilot Projects: When the 2016 King Tides proved unbearable for two low-lying neighborhoods, the County approved two pilot projects for neighborhood resilience, which included the elevation of the road and storm water drainage improvement. These projects are providing important information regarding design and construction of road elevations in the Keys and provide important information about potential costs. • Planning for the Future: Monroe County has developed data, projection models, plans, and pilot programs to build the resilient f{ssYl, , ,€ A ; 1 infrastructure of tomorrow and mitigate - inadequate, aging structures. In 2016, the County began its implementation of the GreenKeys Plan, which outlines specific actions for long-term community resilience. In addition, the County adopted goals, objectives and policies into its Comprehensive Plan to consider new vulnerabilities. Also, the Florida Keys limits development through local ordinances required by state law to ensure safe evacuation in advance of a hurricane. In 2023, the Keys are projected to be at maximum development capacity, which will present legal challenges for both the state and local governments when private landowners cannot develop their land. • Advanced Methodologies and Technologies: The 2015 Monroe Countywide Local Mitigation Strategy(LMS) recognizes future scenarios for increased flood risk due to sea n, level rise and will be updated in 2020 to incorporate mitigation measures gained over the past four years through resiliency planning efforts. Recently, Monroe County received a grant from the Florida Department of Environmental Protection to develop Adaptation Action Areas that target programs for infrastructure and nature-based resiliency, land acquisition and voluntary buyouts, business mitigation assistance prioritizing the a designated Opportunity Zone, hardening or the restoration of shorelines with natural vegetation, the elevation of homes and other critical public facilities, and potential resiliency regulations for private developments to accommodate current and future flood risk. 76 41 Project FundinLj • Phase I: GIS UDAR Data Collection — (Cities Only) Collect LiDAR elevation survey data for 249 miles of locally maintained roads in the five municipalities of Monroe County. The total cost for this phase is $572,500 0 Mileage Budget Islamorada 69 $ 130,000 Key West 93 280,000 Marathon 78 $ 147,000 Layton 2 4,000 Project Description 5 Packet Pg. 3925 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning Key Colony Beach 7 11,500 otal 249 Miles $bl2,bU • Phase II: Vulnerability Analysis and Planning: (Cities Only) The vulnerability analysis will identify where the water inundation will be within various points of time, and how much the water will rise affecting critical services and lifelines (roads, critical facilities). The total cost for this phase is estimated at $ 1,975,000 Phase II Funding Allocation Request bV Jurisdiction Mileage Budget Islamorada 69 $416,771.08 w Key West 93 $561734.94 Marathon 78 $471,132.53 c Layton 2 $12,080.32 Key Colony Beach 7 $42,281.13 c Unincorporated Monroe County NA NA Total 249 Miles $ 1,504,000 • Phase III: Neighborhood based Resilience Planning: ( County Only) Select up to 6 highest risk and low-income neighborhoods to identify resilience related challenges, functionality, and quality of life issues specific to each of the pilot neighborhoods. The project is estimated at $ 450,000. Phase III Funding Allocation Request bV Jurisdiction Mileage Budget Islamorada NA NA ' Key West NA NA Marathon NA NA _ Layton NA NA Key Colony Beach NA NA Unincorporated Monroe County 311 Miles $450,000 Total $450,000 CL Total Budget Funding Request for the Project by Jurisdiction Total Funding Allocation Phase I Phase II Phase III Total Request by Jurisdiction 2 Islamorada $130,000 $416,771.08 0 $546,771 Key West $280,000 $561,734.94 0 $841,735 Marathon $147,000 $471,132.53 0 $618,133 Layton $4 000 $12 080.32 $ 0 $16,080 Key Colony Beach $11,500 $42,281.13 $ 0 $53,781 Unincorporated Monroe 0 N $450,000 $450,000 Total 1 $ 572,500 $ 1,504,0001 $450,00 $ 2,526,500 Project Description 6 Packet Pg. 3926 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning Anticipated tC This Community Development Block Grant — Mitigation Program (CDBG-MIT) funding will allow Monroe County and all 5 municipal governments within to: • Obtain and utilize high accuracy data as the underpinning to all decision making. • Continue planning and policy development efforts to project sea level rise on island infrastructure and the environment, creating a Keys-wide plan for resilience. • Prioritize and develop decision making criteria to elevate and improve stormwater along roadways that connect to critical evacuation routes including retention, drainage, and treatment to enhance water quality. c • Integrate protection, retreat and accommodation strategies for neighborhoods throughout Monroe County. • Identify and prioritize critical infrastructure for relocating from low-lying areas; hardening it against future storms or flooding; or elevating it for future resilience. • Identify and prioritize natural shorelines to protect inland areas and/or harden shorelines for resilience. • Based upon the resulting data from the vulnerability analysis, policy priorities of the local leadership, and available financial support, identify neighborhoods to elevate or replace homes to mitigate the impacts of flooding and sea level rise. 2 • Identify homes for buyout within low-lying areas with repetitive loss properties or those that are not suitable for redevelopment. • Continue to collaborate together to increase our resilience as a whole. Integration6) Comprehensive Plan Attach: Executive Summary of the Comprehensive Plan TBD a CL 76 c 0 2 C 0 Project Description 7 Packet Pg. 3927 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning Program Florida Keys Regional Resilience Plan and Community Development Block Grant-Mitigation Neighborhood Livability Outreach and Planning Capacity Plan 2 c 1,500-word limit c Provide a strategic plan overview 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 the GPS project management and maintenance. Provide 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 work. If your project will require specific tools or skilled personnel, such as mapping do you have the capabilities and the staff to complete your plan? Attach a Word document with the planning team's CV/resumes into the zip folder. Describe the circumstances under which this plan will be updated and detail how subsequent updates will be funded. N CD Goals CC The goal of this project is creating a countywide uniform geospatial database and to complete a � sea level rise vulnerability study to support long- % term infrastructure resilience. The project will also evaluate up to 6 pilot neighborhood-based resilience plans. Stakeholders The key regional stakeholders for this project are the residents of Monroe County and the municipalities of Islamorada, Marathon, Layton, Key Colony Beach, and Key West. All residents, visitors, and businesses will ultimately be impacted by the economic, environmental, and/or social impacts of sea level rise in this vulnerable island community. For over a decade, the c governmental administration and leadership have aggressively explored viable community solutions, and this is the next important step to understanding not only which neighborhoods are at greatest risk, but also how to build more resilient neighborhoods by maintaining roadway Capacity Plan 1 Packet Pg. 3928 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning access. The roadway elevation and storm-water draining mapping (Phase 1) and vulnerability analysis (Phase 2) will benefit each of the five municipal jurisdictions who currently lack the detailed analysis to understand the vulnerability of the infrastructure and neighborhoods to sea level rise. The Phase 3 pilot neighborhood resilience plans will be developed in the identified high risk, low income neighborhoods vulnerable to sea level rise. The long-term benefit of this project, however, is that it will create a countywide unified important step toward building sea level rise resilience. Workplan The following tasks will be accomplished within three major phases: Phase c I: GIS Mobilei ll C iO (Cities Only) The unincorporated County recently completed $530,000 of mobile LiDAR elevation survey data collection of its 311 miles of County-maintained roads, storm-water drainage structures, and other vital infrastructure components. The mobile LiDAR was only performed for County-maintained roads, and not for roads maintained by the municipalities. There are another 249 miles of locally maintained roads in the five municipalities in the Keys. 2 During this project phase, a unified regional LiDAR database and maps will be created to lay a standardized foundation for the evaluation of infrastructure, facilities, and neighborhoods. This project shall provide mobile LiDAR elevation data for up to 249 miles of roads in the municipalities of Islamorada (60 miles), Layton (2 miles), Marathon (63 miles), Key Colony Beach (7 miles) and Key West (93 miles) and include storm water drainage structures. The collected data will become public record and available to any interested entity after completion of the grant. Once completed, all Monroe County entities will have the same type and level of LiDAR data, helping to bridge the gap between the County and the municipalities. Phase II: Vul nerability Analysis and Plani ng (Cities ly) In the second phase, a comprehensive vulnerability analysis is conducted of the roads, storm water drainage infrastructure and critical facilities for each municipal jurisdiction. The vulnerability analysis will identify where the water inundation will be within various points of time, and how much the water will rise affecting critical services and lifelines (roads, critical facilities). This $1.8 Million analysis is currently being conducted for County-maintained roads and has not been included in this grant application. The Analysis will only be conducted for the five municipalities. The following tasks shall be conducted for each municipality that participates in the regional resilience planning 2 activities: 0 In close coordination with the cities, the vulnerability analysis will include: • Geocoded maps: This project will fund the development of numerous geographic Capacity Plan 2 Packet Pg. 3929 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning _ information system (GIs) geocoded map layers depict all County and municipal roadway segments indicating, mean high water elevation clearance, roadway pavement conditions accompanied by the anticipated service life relative to the condition of the existing roadway surfaces, tidal data, historical flooding, future flood prone area, utilities, signs, signals, storm water structures, bridges, and : environmental information from a range of sources. • Engineering Analysis: Prioritize roadway segments based on vulnerability including population density, flood vulnerability, proximity to critical facilities, social services, and other important lifelines, evacuation route designation, and other constraints such as funding, service life and others. • Flood Mitigation Concept Development: For extremely vulnerable roadway ., segments develop adaptation improvement plans to include pavement design, utilities, maintenance of traffic, signing, landscape, storm water design, bridges, current condition, environmental impact assessment, evaluation of needed permits, right-of-way analysis, cost estimates and benefit cost analysis. • Policy, Regulatory, Legal and Funding Analysis: Conduct an in-depth policy and legal review and prepare a summary of the following: future growth, roads liability, level of service, regulatory issues, funding issues related to the resilience strategy. • Cost Benefit Analysis: The vulnerability analysis should also include a cost benefit analysis. This will be vital for the community's leadership to understand the future budgetary impacts of climate change. • Maintenance Costs: The designs should incorporate calculations of maintenance costs for prioritized projects. • Project List: A prioritized list of road elevation and infrastructure projects to build resilience within the next 10 years is the outcome of this process. • Policy Recommendations: The final deliverable will also include recommended policy revisions to the city's Comprehensive Plans. Phase H L Neighborhood based ResHienceU County OMy The leadership team will use the data, maps, and analysis to select pilot neighborhoods in high risk areas and low to moderate income census tracts. The neighborhood-based planning will refine the ability to implement specific sea level rise resilience initiatives = within the pilot neighborhoods. We will develop resilience strategies and identify related challenges to functionality and quality of life specific to each of the pilot neighborhoods. c The information for the plan will be developed through a series of neighborhood outreach meetings and personalized outreach to homeowners. Conduct public outreach meetings in the pilot communities to meet with the residents, identify their needs and concerns, communicate available options for neighborhood road resilience and obtain feedback. 2 Once the appropriate adaptations strategy is identified the projects must be ranked using criteria such as the following: • level of inundation and frequency to be contemplated • type and height of existing mean high water E • groundwater elevation Capacity Plan 3 Packet Pg. 3930 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning • type and height of adaptation measures generally proposed • storm water management • potential funding strategies • a policy analysis of the "levels of service" the County may or may not be able to provide to residents given the challenges of cost versus the level of sea level rise the County is facing. The Study and the Plan will provide identification of challenges and issues specific to each neighborhood, neighborhood outreach meetings and conceptual plans. c Identify handicapped or vulnerable residents within the communities who may have difficulty navigating access to a newly elevated road, driveway or mailbox. 0 Identify potential benefits and losses each neighborhood project may bring, i.e. access, walkability, recreational opportunities, private property encroachment, affordability, etc. Develop drawings and images illustrating the potential inundation of the roads from sea level rise, the available options for road adaptation and the look of each option if built. Conduct a cost benefit analysis of each pilot project, measuring the cost of implementation and maintenance versus the construction cost and the life cycle of the project. Develop final recommendation report for each neighborhood project, including recommended road elevations and drainage based on science, engineering, community input and needs, and other factors to be identified. �? Deliverables: Final recommendation reports for each pilot neighborhood project, including recommended road elevations and drainage based on science, engineering, community input and needs. The plans will focus not only on structural design but also explore the socio-economic 2 factors impacting the project, the community, and the lives of the residents. Following are two examples of issues to be explored in pilot community resilience plans: • Example 1: When elevating roadways, the road must be made wider to accommodate runoff needs. Additional private property right of way may be 0 2 C 0 Capacity Plan 4 Packet Pg. 3931 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning needed to accommodate wider roadways, -- � �, which may encroach upon private property. As a result, changes to the Comprehensive Plan and Land Development Code may be needed. • Example 2: Environmental regulations now mandate that storm water may not be routed q directly into the pristine ocean water of the Florida Keys without storm water treatment. Installation of the storm water treatment infrastructure may require vacant land. If vacant land is not available, it may be difficult to design an engineering solution. r r c Furthermore, the storm water treatment system is extremely costly driving up the cost of roadway elevation in the Florida Keys. 2 Resources (Staffing and Budget) Project Administrator- Rhonda Haag: The Project Manager oversees all aspects of the building process, working closely with engineers and architects to develop plans, establish timetables, and determine labor and material costs. They are responsible for ensuring the project is completed on budget and within scope. The Project Manager ensures ongoing coordination with all members of the Project Team and the Regional Leadership Team. She develops the Work Plan and verifies that work is conducted in accordance with local, state, and federal requirements detailed in the sub-recipient agreement. The Project Manager is also responsible for communicating with the regional leadership team, administrative and politically elected officials, and key stakeholder organization locally and regionally on the status of the Project. She will approve budgetary issues, financial expenditures, revenues and ensure sufficient resources are available. The Executive will also resolve conflicts among staff, vendors, contractors, permitting agencies, the public and others. 0 Regional Leadership Team In support of this project, we propose to develop a Regional Leadership Team that will cooperatively establish project goals, major objectives, monitor the implementation timeline and c ensure that contractual requirements are met. The leadership may also provide coordination with community stakeholders and regional organizations such as the Regional Planning Council Capacity Plan 5 Packet Pg. 3932 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning and the Southeast Florida Climate Change Compact. The Leadership Team will consist of a representative from each of the participating jurisdictions as follows: • Monroe County: Rhonda Haag, Chief Resilience Officer • Key West: Alison Higgins, Sustainability Coordinator • Marathon: George Garrett, Assistant City Manager • Islamorada: Seth Lawless, City Manager • Key Colony Beach: Chris Moonis • Layton: Skip Haring c Regional Leadership Team duties may include: • Participate in Regional Leadership Team coordination meetings/conference calls • Provide technical expertise and guidance to local community needs and priorities • Contributing to overall project objectives • Completing individual deliverables • Review and approve task orders for vendor services • Monitor work deliverables within jurisdictional boundaries • Provide lessons learned for regional coordination Judith Clarke: Senior Director Mrs. Clarks will support the project as a subject matter expert when local knowledge is necessary to support data collection, analysis, and policy recommendations. Mrs. Clarks will also invariably support long-term project planning for Capital Improvements related to road n' elevations, drainage improvement, and policy decision related to sea level rise. Budget • Phase I: GIS UDAR Data Collection — (Cities Only) Collect LiDAR elevation survey data for 249 miles of locally maintained roads in the five municipalities of Monroe County. The total cost for this phase is $572,500 Mileage Budget Islamorada 69 $ 130,000 Key West 93 280,000 Marathon 78 $ 147,000 Layton 2 4,000 Key Colony Beach7 5 ota i es 57 ,5 2 C 0 • Phase II: Vulnerability Analysis and Planning: (Cities Only) The vulnerability analysis will identify where the water inundation will be within various points of time, and how much the water will rise affecting critical services and lifelines (roads, critical facilities). The total cost for this phase is estimated at Capacity Plan 6 Packet Pg. 3933 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning $ 1,504,000 Phase II Funding Allocation Request by Jurisdiction Mileage Budget Islamorada 69 $416,771.08 Key West 93 $561734.94 Marathon 78 $471,132.53 a Layton 2 $12,080.32 Key Colony Beach 7 $42,281.13 Unincorporated Monroe County NA NA - Total 249 Miles $ 1,504,000 c • Phase III: Neighborhood based Resilience Planning: ( County Only) Select up to 6 highest risk and low-income neighborhoods to identify resilience r_ related challenges, functionality, and quality of life issues specific to each of the pilot neighborhoods. The project is estimated at $ 450,000. Phase III Funding Allocation Request bV Jurisdiction Mileage Budget Islamorada NA NA Key West NA NA Marathon NA NA Layton NA NA Key Colony Beach NA NA Unincorporated Monroe County 311 Miles $450,000 < Total $450,000 CD CD Total Budget Funding Request for the Project by Jurisdiction Total Funding Allocation Phase I Phase II Phase III Total Request by Jurisdiction Islamorada $130 000 $416 771.08 $ 0 $546 771 CL Key West $280,000 $561,734.94 0 $841,735 Marathon $147,000 $471,132.53 0 $618,133 m Layton $ 4,000 $ 12 080.32 $ 0 $ 16,080 v, Key Colony Beach $11,500 $ 42,281.13 $ 0 $ 53,781 Unincorporated Monroe 0 NA $450,000 $450,000 Total $ 572,500 $ 1,504,000 $450,000 $ 2,526,500 c Vendor In support of this project, Monroe County, in coordination with the Regional Leadership Team, will solicit the services of one contractor to complete Phase I and will use the existing consultant to complete phases II, and III of the project. The first vendor will be responsible for the collection of geospatial data through the use of ground level LiDAR technology for each of the jurisdictions. The unincorporated Monroe County has already completed Phase I and II and this project and, therefore, can draw upon the experience to ensure that data collection meets the overall project needs. Capacity Plan 7 Packet Pg. 3934 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Livability Outreach and Planning The second vendor will be solicited to provide the engineering and planning services for Phases II and III. This vendor must successfully complete the Phase II Vulnerability Analysis for the cities (note: Monroe County has previously completed this work) and conduct the Phase III neighborhood analysis. 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. Monitoring /Quality Control The Project Manager is responsible for ensuring that all contractual requirements of the CDBG- c MIT Sub applicant agreement and vendor contracts are met. This manager is responsible for coordinating every aspect of the project from reviewing and approving contract terms to c coordinating deadlines, approving budgets and ensuring procurement follows Federal Register and grantor requirements, ensures schedules and budget requirements are maintained, assists c with procurement and closeout of all contracts and grants. The Project Manager will process all invoices from vendors and grant reimbursement requests and coordinate reimbursement to the municipal jurisdictions. 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. cv cv Attach . To be AddedCL C 0 Capacity Plan 8 Packet Pg. 3935 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Streets Livability Outreach and Planning Community Development Block Grant-Mitigation Program r_ Countywide Neighborhood Flood Mitigation / Planning Project Community Value 76 Community Value c Frequent, but relatively "low impact" flooding events result in a variety of consequences to both the County and its residents. Prolonged saltwater inundation causes damage to personal and real property, the loss of access to residential homes, and the ability for first responders to access the flooded neighborhoods in times of emergency. This consequence is pronounced as the tidal schedule often acts to keep flooding in place for six hours or more. The flood waters are brackish resulting in more significant damage to automobiles and any other structure or material that come into contact with the flood waters. In developing the proposed mitigation solution, the County was forced to accept the reality that it possessed limited ability to actually "prevent" the flooding conditions caused by sea level rise. Monroe County is almost uniformly low-lying, set upon porous limestone that allows water to easily penetrate it from all directions. Building a "ring", with assorted positive pumping capacity, around the neighborhoods would not keep the floodwater out. In addition, as reflected in FEMA's Flood Insurance Study, significant flooding events, e.g., the "50-year" flood, would simply overtop any attempt to keep flood waters outside of a barrier. cv Of all the options investigated, elevating key sections of roadway in order to eliminate, to the �? greatest extent feasible, impassable flooding conditions, generally provides the most benefit for _ the effort. Elevating of roadways would also provide roadway stormwater control that doesn't exist now. CL Benefit low- and moderate-income persons TBD —Countywide impact requires LMI calculation for the entire county. c Community Value During Disasters The local county and city roads provide lifesaving access for search and rescue operations, emergency medical services, and entry of goods and supplies. Without functioning roadways, operational storm-water systems, and supporting infrastructure neighborhoods cannot remain viable in the long-term or recover in the immediate aftermath of a disaster. Community Value 1 Packet Pg. 3936 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Streets Livability Outreach and Planning Community Lifelines: With the development of the Countywide Neighborhood Flood Mitigation Planning Project, we would be strengthening numerous Monroe County lifelines including the following: Safety and Security: This project will evaluate the continued functionality and access to residential neighborhoods, supporting infrastructure, and facilities. The ongoing $sa,, viability of communities will rest upon the access to lifesaving services and critical facilities as well as maintain environmentally healthy system. Health and Medical: Emergency medical care and movement of patients relies upon continued access and functionality of neighborhood roadways. Flooded roadways, x�ar=aa failing storm-water system, and other factors will pose a direct threat to residents. > Transportation: Continued movement of vital goods and services by land, air, and sea will be affect by this analysis. Roadways form the foundation of land-based transportation. Community Resilience 2 Monroe County, Florida, encompasses the uniquely beautiful natural environment of the Florida Keys and is among the most vulnerable communities in the nation to rising sea levels, with a 120- mile archipelago of islands most of which are at or near sea level. The county and municipalities < recognize the need for immediate, coordinated, and visionary action to address the impacts of a changing climate and ensure the entire region provides for resilience for its more than 560 miles of locally-maintained roads and infrastructure. Monroe County's GreenKeys Resilience and Sustainability Plan includes cross-cutting strategies and various road and infrastructure adaptation goals. The recommendation for a Roads Adaptation Plan is Green Keys item 2-14, which specifies that the County shall conduct a County-wide roads analysis to identify near-term roads subject to inundation risk, including nuisance flooding, and that include related green infrastructure where appropriate. L Community Involvement in the Planning Process As the Florida Keys, the State of Florida, and the nation face the threat of sea level rise, we will all be in a position to make difficult decision. This project is an important linkage to advance not only the understanding of the data surrounding sea level rise, but also to educate the public, build awareness of future impacts, and collaborate on solutions to building community resilience. As the county and municipal jurisdictions begin to face the real and impending costs associated with rising seas, the strategic policy decisions will be highly challenging. This project will provide important empirical evidence to inform these challenging conversations. While Phase I and II are largely data driven activities, they lay the foundation for Phase III the neighborhood-based planning initiatives. We propose the following public engagement activities during Phase III: c Community Value 2 Packet Pg. 3937 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Streets Livability Outreach and Planning Neighborhood Based Public Meetings: Once the Project Manager, planning consultants, and key stakeholders have completed the initial neighborhood- based analysis, and drafted an initial plan, we will conduct one neighborhood- based public meeting for six neighborhoods that details conditions, triggers and allows public input on key decision points including the following: 1. Identify their community preferences, special needs and concerns of how sea level rise will impact their quality of life. The meeting must be used to communicate available options for neighborhood road, stormwater management, and infrastructure resilience. 2. Identify handicapped or vulnerable residents within the communities who may have difficulty navigating access to newly elevated road, driveways or mailboxes 2 3. Identify potential benefits and losses each neighborhood project may bring, i.e. c access, walkability, recreational opportunities, private property encroachment, affordability, etc. 4. Develop conceptual drawings and images illustrating the potential inundation of the roads from sea level rise, the available options for road adaptation and the look of each option if built. This visual reinforcement provides powerful incentive to seek unified solutions. 5. Conduct a cost benefit analysis of each pilot project, measuring the cost of implementation and maintenance versus the construction cost and the life cycle of the project. In the most vulnerable areas, the best solutions may not be road elevation but instead may involve retreat strategies triggering the need to support relocations. `V cv 6. Develop final recommendation report for each neighborhood project, including recommended road elevations and drainage based on science, engineering, community input and preferences, public safety, environmental quality and conservation, as well and long-term economic viability. CL Regional Input: The unique environmental and geography of the Florida Keys demand unique solutions to the challenges of sea level rise. Monroe County has been an active member of the South Florida Regional Climate Change Compact and recently hosted to the 2020 Climate Change Summit in Key West. While we understand the importance and value of regional engagement with our neighboring counties, the policy and structural solutions to rising sea in the Florida Keys are very different than those in Monroe County, Broward County, or Palm Beach County. We welcome the technical expertise and lessons learned from our regional partners but find local sea level rise implementation requires local adaptation. Once we draft our plan, we will post it online for review throughout the region with an opportunity for public comment. The plans will also be forwarded to important community partners in the region including the South Florida Regional Planning Council, the South Florida Regional Climate Change Compact, ....NEED TO HIGHLIGHT REGIONAL COMPONENTS HERE Community Value 3 Packet Pg. 3938 P.11.b Florida Keys Regional Resilience Plan and Neighborhood Streets Livability Outreach and Planning Leadership Approval: Engagement of the political and administrative leadership in unincorporated Monroe County and each of the municipal jurisdictions in sea level rise implications has been noticeably forward thinking. Monroe County is the most vulnerable Florida community, it is also one of the most progressive in acknowledging the upcoming challenges and tackling viable solutions. Monroe County is currently engaged in three simultaneous projects with vital sea level rise implications including the USACE coastal storm vulnerability study, the a Department of Environmental Protection (DEP) grant funded Adaptation Action Areas policy implementation project, and the Roads Adaptation and Stormwater Resilience Project. Each of these projects illustrates the counties commitment to building a stronger and more resilient Florida Keys. This project similarly advances the countywide understanding to maintain residential roadways and thereby sustaining housing. 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