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Item Q3 � Q.3 � � �, BOARD OF COUNTY COMMISSIONERS County of Monroe � ��r�i �r � s�� Mayor Heather Carruthers,District 3 The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2 Craig Cates,District 1 David Rice,District 4 Sylvia J.Murphy,District 5 County Commission Meeting August 19, 2020 Agenda Item Number: Q.3 Agenda Item Summary #7149 BULK ITEM: No DEPARTMENT: Local Disaster Recovery TIME APPROXIMATE: STAFF CONTACT: Judith Clarke (305) 295-4329 1:30 P.M. PUBLIC HEARING AGENDA ITEM WORDING: A Public Hearing/Meeting for citizens and municipalities to provide input on an application for grant funds for the Sands Subdivision Road Elevation and Storm Water Drainage Improvement Project, which will elevate and improve drainage on Father Tony Way in Big Pine Key, in the amount of $8.5 Million utilizing Community Development Block Grant - Mitigation, General Infrastructure Program funding from the Florida Department of Economic Opportunity (DEO) funded through the Federal Housing and Urban Development Agency (HUD), after a duly noticed 10 day public comment period; after a 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 $475 Million for the General Infrastructure Program. In Round 1 Funding, $150 Million will be available (Round 2 - $175 Million in 2021, Round 3 - $150 Million in 2022). 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 elevate and improve stormwater drainage to Father Tony Way on Big Pine Key in the amount of$8.5 Million in CDBG-MIT funds. DEO Program Parameters follow: Packet Pg. 2982 Q.3 2.3 Rebuild Florida General Infrastructure Program (GIFT) Overview The GIP program is des,igned to provide funding to units, of general local l v ru meat U f_ ,, state agencies, non-profits and non-- o r mentta] organizations to implement innovative, c lIab r tiv , multl-turi di tin l and/or r large-scale niutigaflon act(Vities that reduce previously-id rutifi d hazard rusks for local conimunities to better Withstand ni r nc -related challenges. These regional investments include, but are not limited to, upgrading of water„ sewer, solid waste, curruu unications, energy, transportation, health and medical nd other public infrastrUCtUre projects, DEO has, allocated 75,01 0 , in D MIT funding for the GIP pr rarn_ CFO, will use a subrecipient model to deliver funding for approved project, Pundvig will be awarded to selected subrecipients through a request for applications (f ) process in accordance Wthu established applic ti n guidelines and evaluation criteria, This is not a direct rant p rog rare. ,n overview of the GIP program is illustrated in Table 2_, Packet Pg. 2983 Q.3 Table ' General Infrastructure Progir rn Suirnmiary Rebuild General Infrastructure Pro fa Funding Dofders7 000)70o Fuii dirig Percentage, J 75% ppfic tlon Type Slubrecipient Applicaiiil Eli iibihiil U LG, statee a encaes grid other applicants indiu6 n , but not lirririted to, no,n-profits i,ndl non- overnniiental agencies that apply En partnership wi1h their local UGLG or slate enc ies. Geograph,c BogtbAhty HUD and State-Devgnata MID areas National Objecfives Fulfilled L l and Ur ev lie d Hazzird Risks Addrepzel FWding,, Severe Storms, 7ropical Cycloies, Coastal Erosion, ildTrr s Lifelines Protected Safety and F-,,eciurilt . Food, Water and She@tar, Health and M dical E r y, CcHnmtgnicabon, Transporlation, aind H z rdou materiels Maxinmurn aniount per applicant; S4,75,00,01,000 Minimum amGunt perapplicat" $5,00,0100 The GIP program °rll 1,,°,t ' wniplement d in three rolu,nd - I ouind l will proviidle an initial allocation of r our to unds of laical govemment ( GLG) and entities that apple i partnership with their UGLG. $150 milllron *11 be ava,itabile in Pound I. Ttie state arTficipaites that r cn l c akti n yid lom l gaveniments or local pubfic entittes will act as pan,,Plers in the imiplienientat'Jon of tlVi proggrzvn. Found Ili will comnience in 2021 . $175, i illi n and any remaining unobligated fundin from Round 1 will be made available, inRound! Ili, Round ill will cnornrnencein 2 2 IIII remaining Mndirrr , including uno,bhg. at ,d funds, will] be made avaiiable to fund projects submitted for Me S1 nilillton also aWn for Round III. This meeting serves as a public meeting to hear public comment. The County has met the CDBG- MTT and DEO requirements for notice and documentation. As per the grant requirements, public notice of this virtual public meeting, and public notice of the 10-day public comment period was published in the Citizen, as the newspaper of general circulation in Monroe County and also posted to the County's website. Packet Pg. 2984 Q.3 No match funding is required. Administrative funding to manage the grant is: $405,724. Contact Person: Judith Clarke may be reached via email at Clarke-Judith@monroecounty-fl.gov. Monroe County's application for CDBG-DR Mitigation funds can be found at monroecounty- fl.gov/irmarecovery website. PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT/AGREEMENT CHANGES: NA STAFF RECOMMENDATION: APPROVE DOCUMENTATION: gip-guidelines_6-12-20 Draft CDBG-MIT GIP Sands Road Application All 07-20-2020 FINANCIAL IMPACT: Effective Date: PENDING Expiration Date: Total Dollar Value of Contract: NA Total Cost to County: Monroe County BOCC has previously dedicated $365,500 to design the road elevation and drainage improvement project for Big Pine Key. The design is currently at 90% completion and ready for construction. Current Year Portion: NA Budgeted: No Source of Funds: NA CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: NA If yes, amount: Grant: $ 8.5 Million which includes a 5% administrative cost County Match: $ 0 Insurance Required: 0 Additional Details: Packet Pg. 2985 Q.3 REVIEWED BY: Helene Wetherington Completed 07/27/2020 8:58 AM Assistant County Administrator Christine Hurley Completed 07/28/2020 4:57 PM Judith Clarke Completed 07/29/2020 2:27 PM Rhonda Haag Completed 07/29/2020 3:59 PM Christine Limbert Completed 07/29/2020 5:06 PM Purchasing Completed 07/29/2020 5:57 PM Budget and Finance Completed 07/30/2020 1:27 PM Maria Slavik Completed 07/30/2020 1:40 PM Kathy Peters Completed 07/31/2020 9:00 AM Board of County Commissioners Pending 08/19/2020 9:00 AM Packet Pg. 2986 Q.3.a N � I N REBUILD FLORIDA GENERAL INFRASTRUCTURE PROGRAM This document provides the guidelines ft implementation of the Rebuild Florida Genera Pe , Infrastructure Program (GIP) administered by th State of Florida Department of Econo& Opportunity (DEO). This Program is funded by th . Flon U.S. Department of Housing and Urba Development (HUD) Community Developmer Block Grant- Mitigation (CDBG-MIT) allocation a described in Public Law 115-123. c N N i C� Packet Pg. 2987 Q.3.a N Table of Contents Listof Figures and Tables...................................................................................................3 Part 1 - Definitions and Acronyms......................................................................................4 Part 2 - Program Overview.................................................................................................6 2.1 Program Purpose ..........................................................................................6 2.2 Program Process...........................................................................................7 2.3 Rebuild Florida General Infrastructure Program (GIP) Overview................8 2.4 Eligible Activities..........................................................................................10 2.5 Program Requirements...............................................................................10 2.6 Application for Program Services and Benefits..........................................11 .2 2.7 Eligible Areas...............................................................................................12 :> 2.8 Allocation .....................................................................................................12 2.9 Application Assistance Timeline .................................................................12 2.10 National Objectives .....................................................................................13 2.11 Program Management ................................................................................14 2.12 Equal Opportunity........................................................................................14 2.13 Conflict of Interest .......................................................................................15 2.14 Anti- Fraud and Compliance Policies..........................................................16 2.15 Files, Records and Reports ........................................................................17 2.16 Public Records ............................................................................................17 2.17 Section 3......................................................................................................18 2.18 Environmental Review ................................................................................18 2.19 Program Income..........................................................................................18 Part 3 - Subrecipient Information ......................................................................................19 3.1 Eligibility.......................................................................................................19 3.2 Public Notice Requirement..........................................................................19 3.3 Request for Applications .............................................................................20 3.4 Application Process.....................................................................................20 3.5 Application Requirements ...........................................................................20 3.6 Applicant Review Process Responsiveness ..............................................21 W N N Part4 - Scoring..................................................................................................................22 4.1 Award Determination...................................................................................22 y� 4.2 Technical Assistance...................................................................................25 4.3 Subrecipient Responsibilities ......................................................................25 4.4 Compliance and Monitoring of Subrecipients.............................................26 4.5 Appeals........................................................................................................27 Part5 - Financial ...............................................................................................................29 5.1 Eligible & Ineligible Costs............................................................................29 5.2 Funding Method...........................................................................................29 5.3 Supplanting Funds ......................................................................................29 Packet Pg. 2988 Q.3.a 5.4 Duplication of Benefits (DOB) Overview.....................................................30 5.5 Subrogation .................................................................................................30 N 5.6 Budget..........................................................................................................31 5.7 Procurement Requirements........................................................................31 Appendices ........................................................................................................................33 Appendix A—Application Form.........................................................................................33 Appendix B —Application Instructions & Checklist...........................................................40 Appendix C — Completed Sample Application..................................................................50 Appendix D — Implementation Plan Template ..................................................................67 N Appendix E — Budget Worksheet......................................................................................71 2 0. 0 c 2 N N i U Packet Pg. 2989 List of Figures and Tables List of Figures Figure1: Community Lifelines..............................................................................................................6 59 Figure 2: Preliminary Process—Application, Evaluation and Award .........................................7 0 CO 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: GIP................................................................................................................................................9 Table 3: HUD MID Area Counties and Zip Codes...........................................................................12 T) Table 4: State MID Area Counties.......................................................................................................12 U) Table 5: Mandatory Threshold Compliance Criteria......................................................................22 Table 6: Program Scoring Evaluation Rubric..................................................................................23 U) 2 0. E 0 cv C44 E 3 Packet Pg. 2990 Q.3.a N Part I — Definitions and Acronyms 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 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. .2 T 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. Copeland Act.Anti-Kickback Act. CWHSSA: Contract Work Hours and Safety Standards Act. _ 0 DBA: Davis-Bacon Act (DBA). c DEO-DepartmentofEconomic 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 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. GIP: General Infrastructure Program. E HUD: U.S. Department of Housing and Urban Development. 4 Packet Pg. 2991 Q.3.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. N 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. • 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 .2 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 0. include those counties that received both Individual Assistance (IA)and Public Assistance (PA) through the Federal Emergency Management Agency (FEMA). c 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 GIP benefits. UGLG: Units of general local government including cities, towns, villages, counties and other municipalities of a state Packet Pg. 2992 Q.3.a N Part 2 — Program Overview 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 Economic Opportunity (DEO) is the lead agency and responsible entity for administering the CDBG- MIT funds allocated to the state. The state of Florida's Action Plan, which was approved by HUD on April 2, 2020, details how this funding, along with subsequent allocations, will .T be apportioned to address unmet mitigation needs in Florida that represent targeted strategic investments for grantees based on current or foreseeable risks. 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 0. planning protocols and procedures. Florida's focus is to support data-informed investments through high-impact projects that will reduce risks attributable to natural disasters, with particular attention to repetitive losses of property and critical infrastructure. DEO's strategy is built on a comprehensive Risk Based Mitigation Needs Assessment, presented in its Action Plan, that identified flooding, severe storms, tropical cyclones, coastal erosion and wildfires as the most significant risks to Floridians. The state supports the adoption of policies that reflect local and regional priorities that will have long-lasting effects on community risk reduction, to include the reduction of risk to community lifelines. Community lifelines enable the continuous operation of government functions and critical businesses that are essential to human health and safety or economic security. N N The goal is to help protect critical community lifelines which are illustrated in Figure 1: l Figure 1: Community Lifelines 15@Tt&(DT and rSY Hazardous er Fuel] tnmunicatiws Transportation Materials Table 1 illustrates Florida's plan for allocation of CDBG-MIT funds. 6 Packet Pg. 2993 Q.3.a Table 1: Allocation of CDBG-MIT Funds N Allocation of CDBG-MIT Funds Program Allocation Percent of Funding Infrastructure $550,000,000 87% • Rebuild Florida General $475,000,000 75% Infrastructure Program • Rebuild Florida Critical Facility $ 75,000,000 12% Hardening Program Planning and Administrative Costs $83,485,000 13% N • Rebuild Florida General Planning $20,000,000 3% Support Program • DEO Administration $31,674,250 5% • DEO Planning $31,810,750 5% ) > 2 Total Allocation $633,485,000 100% 0. 0 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 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. 0 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 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 EME Figure 3 illustrates the implementation process. 7 Packet Pg. 2994 Q.3.a Figure 3: Implementation Process—Service, Delivery and�Compliance 2.3 Rebuild Florida General Infrastructure Program (GIP) Overview U The GIP program is designed to provide funding to units of general local government (UGLG), state agencies, non-profits and non-governmental organizations to implement innovative, collaborative, multi-jurisdictional and/or large-scale mitigation activities that reduce previously-identified hazard risks for local communities to better withstand emergency-related challenges. These regional investments include, but are not limited to, upgrading of water, sewer, solid waste, communications, energy, transportation, T health and medical and other public infrastructure projects. DEO has allocated $475,000,000 in CDBG-MIT funding for the GIP 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. 0. An overview of the GIP program is illustrated in Table 2. - 0 2 N N i Packet Pg. 2995 Q.3.a Table 2: General Infrastructure Program Summary N Rebuild Florida General Infrastructure Program Funding Dollars $475,000,000 Funding Percentage 75% Application Type Subrecipient Applicant Eligibility UGLG, state agencies and other applicants including, but not limited to, non-profits and non-governmental agencies that apply in partnership with their local UGLG or state agencies. `5 Geographic Eligibility HUD and State-Designated MID areas y National Objectives Fulfilled LMI and Urgent Need Hazard Risks Addressed Flooding, Severe Storms, Tropical 0. Cyclones, Coastal Erosion, Wildfires _ c Lifelines Protected Safety and Security, Food, Water and Shelter, Health and Medical, Energy, Communication, Transportation, and Hazardous Materials • Maximum amount per applicant: $475,000,000 • Minimum amount per applicant: $500,000 The GIP program will be implemented in three rounds: Round I will provide an initial allocation of resources to units of local government (UGLG) and entities that apply in partnership with their UGLG. $150 million will be available in Round 1. The state anticipates that regional coalitions and local governments or local public entities will act as partners in the implementation of this program. Round 11 will commence in 2021. $175 million and any remaining unobligated funding from Round I will be made available in Round 11. Round III will commence in 2022. All remaining funding, including unobligated funds, will be made available to fund projects submitted for the $150 million allocation for Round 111. Packet Pg. 2996 Q.3.a Round Approx. Launch Date Funding Amount 1 2020 $150,000,000 11 2021 $175,000,000 111 2022 $150,000,000 2.4 Eligible Activities Eligible activities include projects that demonstrably increase community resilience. For purposes of GIP the following types of infrastructure projects are encouraged: • Restoration of critical infrastructure (such as water and sewer facilities, streets, removal of debris, drainage, bridges, etc.). • Renourishment of protective coastal dune systems and state beaches. • Building or fortifying buildings that are essential to the health, safety and welfare y of a community (this can include police stations, fire stations, parks and recreational centers, community and senior centers, hospitals, clinics, schools and educational facilities, other public properties). • Rehabilitation or construction of stormwater management systems. • Improvements to drainage facilities. - 0 • Reconstruction of lift stations and sewage treatment plants. • Road repair and improvement and bridge strengthening. Note that the above are examples and not an exhaustive list of the possible projects that may be undertaken with GIP funding. 2.5 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 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. 4. Entities applying for funding through the GIP 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. 1 Packet Pg. 2997 Q.3.a 2.6 Application for Program Services and Benefits N The application submission cycle for the GIP program will open on June 15, 2020 and will close on September 14, 2020, 5pm EST. The application for the GIP program will be available on the DEO Mitigation website: http://floridaiobs.org/rebuildflorida/mitigation. Applicants may choose whether to submit the applications online or as a fillable PDF. Only completed GIP 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 .N available to the public. Applicants must also describe under what circumstances the plan > should be updated and how that update will be funded. Applications will be prepared at the applicant's expense and costs are not reimbursable y using CDBG-MIT grant funds. Competitive grant applications received by DEO will be evaluated and scored on a 150- point scale. Applications are ranked based upon the assigned score. The highest-ranking 0. 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 electronic application, instructions and submission checklist, a GIP Application Registration is available. To register, applicants should open this link- florid am obs.o rq/reb u i ldflo rid a/m itigatio n/ge nera I-i nfrastructu re-P rog ram 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 June 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-mit eo.myflori a.com or mailed to: Attention: Office of Disaster Recovery Florida Department of Economic Opportunity Mitigation Team 107 East Madison Street Caldwell Building, MSC 160 Tallahassee, FL 32399-2100 If a paper application is submitted in lieu of an electronic application, three identical hard _ copies must be submitted including any attachments or supporting documents. Paper applications must be postmarked by September 14, 2020. Late applications will not be accepted, under any circumstance, including delivery problems. DEO will email application receipt confirmations as they arrive and/or by close of business on Thursday, September 17, 2020. Packet Pg. 2998 Q.3.a DEO is committed to ensuring a straightforward and uncomplicated application cycle. To facilitate that goal, applicants will be provided with several resources during the N 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 - mit eo.myflori a.com, calling the toll-free mitigation line at (833)347-7863 or checking online at: floridaiobs.org/rebuildflorida/mitigation/general-infrastructure-program. 2.7 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. N Table 3: HUD MID Area Counties and Zip Codes Brevard, Broward, Clay, Collier, Duval, HUD MID Counties Hillsborough, Lee, Miami Dade, Monroe, Orange, Osceola, Palm Beach, Polk, St. Johns, St. Lucie, and Volusia 32084, 32091, 32136, 32145, 32771, 33440, H U D M I D Zip Codes 33523, 33825, 33870, 32068, 33935, 34266 0. 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 P 2.8 Allocation A total of $475,000,000 has been allocated for the GIP program. This allocation may be W increased or decreased based on the demand for the program by amendment to the Action Plan, subject to approval by HUD. i 2.9 Application Assistance Timeline The application submission cycle for the GIP Program will open on June 15, 2020 and close on September 14, 2020. DEO will host a webinar on June 22, 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 and answer period. These questions and answers will be published on DEO's website no later June 29, 2020. Beginning on June 24, 2020 DEO will also provide an opportunity Packet Pg. 2999 Q.3.a 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 N specific to their project and the application process. 2.10 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 3. Preventing or eliminating slum and blighting conditions. DEO's GIP allocation is focused on addressing LMI and Urgent Needs. (Per 84 FR 458387 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. GIP 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. 0. 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. N N i 1 Federal Register—6109-N-02,V.A.13J. 1 Packet Pg. 3000 Q.3.a Figure 4 is a map of HUD and State-designated MID areas. N Figure 4: Mitigation HUD and State MID Areas HUD-Designated MID " State-Designated MID 2.11 Program Management 0. 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 (833) 347-7863 y� c bg-mit eo.myflori a.com 2.12 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 E 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. 3001 Q.3.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. N 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. c Any person who believes he or she, or any specific class of individuals, has been N subjected to unlawful discrimination may file a complaint regarding the alleged discrimination with: Office for Civil Rights Florida Department of Economic Opportunity 107 East Madison Street Caldwell Building, MSC 150 0. Tallahassee, FL 32399-4129 - (850) 921-3205 Civil.Rightseo.myfloria.com Atlanta Regional Office of FHEO U.S. Department of Housing and Urban Development Five Points Plaza 40 Marietta Street, 16t" Floor Atlanta, GA 30303-2806 (404) 331-5140 omplaintsOffice04hu .goy Further information about eligibility for filing an equal opportunity complaint, time limits, instructions, and procedures may be found at: '✓ N http://www.floriaiobs.org/office-directory/office-for-civil-rights/about-our- services/discrimination-complaints. 2.13 Conflict of Interest State officials and employees, DEO employees, subrecipients, contractors and consultants who exercise functions with respect to CDBG-MIT activities or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, are prohibited from receiving any benefit from the activity either for themselves or for those with whom they have family or business ties, during their tenure. 1 Packet Pg. 3002 Q.3.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) N 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. .N Per 24 CFR 570.489(h)(4) - An exception to the conflict of interest provision may be .2: 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. c 2.14 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 Constituent Management Services staff, submitting information via the Report Fraud, Waste or Abuse online form (http-Hfloridajobs.org/rebuildflorida/report; or by sending an e-mail to: c bg- rantifrau wasteabuse 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 Ieo.myfloria.com. If DEO's OIG determines that it is appropriate, it will coordinate its investigation with agencies such as the Florida Office of the Inspector 1 Packet Pg. 3003 Q.3.a General, the Florida Office of the Attorney General, or the Florida Department of Business and Professional Regulation. N All substantiated cases of fraud, waste, or abuse of government funds will be forwarded to the United States Department of Housing and Urban Development (HUD), Office of _ Inspector General (OIG) Fraud Hotline (phone: 1-800-347-3735 or email: hotlinehuoig.gov) and DEO's HUD Community Planning and Development (CPD) Representative. 2.15 Files, Records and Reports DEO and subrecipients will maintain accurate files and records on its projects and DEO will retain all pertinent documentation for the grant between HUD and DEO. Compliance will be maintained in accordance with the reporting requirements as outlined in the DEO Policies and Procedures Manual (at www.floridaiobs.ora/rebuildflorida/� mitigation}. N .2: All official records on project activities are maintained for a five-year period beyond the date of grant closeout. 2.16 Public Records W 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 0. 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 GIP are also subject to Florida's public records laws. All public records requests made to DEO will be processed in accordance with DEO Administrative Policy 1.06, Processing Public Records Requests. Public records held by subrecipients may be requested by contacting the relevant subrecipient. Detailed guidance on public records requests can be found in the following resources: N Florida Government in the Sunshine Manual: http://myflori alegal.com/webfiles.nsf F/ S- 53/$file/ 015SunshineLaw anual.gf Florida Public Records Law, Chapter 119, Florida Statutes- http://www.leg.state fl.us/statutes/in ex.cfm? pp mode= isplay Statute L=0100- 01 /011 /011 .htm I 17 Packet Pg. 3004 Q.3.a 2.17 Section 3 N 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 complete a Section 3 covered project/activity must be Section 3 residents. The minimum goals for contracting are: N • 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. 0. 2.18 Environmental Review 0 c All CDBG-MIT and related activities are subject to the provisions of the National Environmental Policy Act of 1969 (NEPA), as well as the HUD environmental regulations provided in 24 CFR part 58. The primary purpose of these regulations is to protect and enhance the quality of the natural environment. In accordance with 24 CFR 58.34(a), the activities associated with GIP 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. '✓ N 2.19 Program Income i This program will not create program income. Packet Pg. 3005 Q.3.a i iInformation N DEO will use a subrecipient model to deliver the GIP. 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; • Non-profits that apply in partnership with their local UGLG or state agencies; and N • Non-governmental agencies that apply in partnership with their local UGLG or state agencies. To be eligible for funding, a grant application must- 1. Be in conformance with the State Mitigation Plan and Local or Tribal Mitigation Plan approved under 44 CFR part 201.4; or for Indian Tribal governments acting as grantees, be in conformance with the Tribal Mitigation Plan approved under 44 0. CFR 201.7; 2. Have a beneficial impact upon the designated MID area, even if located outside the designated area; 3. Be cost-effective and result in an actionable plan that will provide strategies for high-impact mitigation activities; and 4. Include evidence of meeting the public notice requirement, as outlined below and in the Application Instructions & Checklist, Appendix B. 3.2 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. N 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. 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 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 projects 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 19 Packet Pg. 3006 Q.3.a proposed application.Applicants must provide for a 10-day comment period, which must be published prior to the submission of the application. N Evidence of the public notice must meet the following requirements: Documentation of newspaper advertisement; • Print-out of UGLG webpage showing public notice; and 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, county and tribal governments must meet the following requirements: N • Notice of the public meeting must be provided at least five days prior to the meeting; and • Documentation of a meeting must include sign-in sheets and minutes. 3.3 Request for Applications The application submission cycle for GIP funding will open on June 15, 2020 and will end on September 14, 2020. To register, applicants should open this link: floriaiobs.org/rebuilfloria/mitigation and click "Application Packet". A contact name and email address will be requested. Once registered, the applicant will be emailed an individualized application weblink. The application packet will be available from the CDBG-MIT website beginning on June 15, 2020. 3.4 Application Process Eligible applicants will be invited to submit applications proposing GIP 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: • Appendix A—Application Form; • Appendix B —Application Instructions and Checklist; and • Appendix C — Completed Sample Application. 3.5 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 0 Packet Pg. 3007 Q.3.a anticipated costs by category, including support services and program management and administration. Evidence of meeting the public notice requirement, as outlined in Section N 3.2 and the Application Instructions & Checklist, Appendix B, must be included. *Application requirement specifics are delineated in Part 4 of these Guidelines and in _ Appendices A— C. Responses may include proposed subrecipient partnerships with public, private or non- profit entities to deliver GIP 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 GIP funds and may not be selected as a subrecipient, partner, subcontractor or vendor. c Applications will be evaluated to determine the mitigation value and cost effectiveness of N the proposed project. An applicant's planning strategy and management capacity must be evident. 3.6 Applicant Review Process Responsiveness During the application review process, applicants are required to respond in a timely manner to DEO requests for information/materials to complete the evaluation process. Any request for additional information will include a definitive due date for return of _ requested information. If the applicant needs an extension, a clarification or assistance, 0 the applicant may make its request within the allotted response timeframe. If an applicant fails to provide the requested information/materials or fails to ask for an extension or assistance, the applicant's response will be closed and disqualified. N N i Packet Pg. 3008 Q.3.a N Part 4 - 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 N 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. y Each element of the Scoring Criteria Evaluation Rubric has a value associated with it. A potential maximum of 150 points may be awarded. If eligible responses exceed available funding, applicants will be funded in rank order based on evaluation scores. DEO 0. 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. Public Notice documents were submitted on time. Applicant is an eligible UGLG, educational institution, state agency, or non- profit or non-governmental entity that applied in partnership with a UGLG or state agency. yi Applicant's project benefits HUD and/or state-identified MID areas. , Packet Pg. 3009 Q.3.a Table 6: Program Scoring Evaluation Rubric N 20 pts Project Write an overview/summary, not to exceed 2,500 words, of t Description project being proposed. 1) State the project purpose and includ( description of the proposed activity. 2) Specify the risk(s) that be mitigated by completion of this project. 3) Explain the use natural infrastructure in the project, if applicable. 4) Describe N the work will be done and the team that will do it. 5) Explain t method used to determine project funding requirements. Describe anticipated outcomes. 7) Describe how the project will maintained after it is completed. N 20 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 disasters. Specify the seven community lifelines will be served y completion of this project. Indicate how this project will enhan regional and/or multijurisdictional community resilience. 15 pts Capacity Plan Provide a strategic plan overview of 1,500 words or less tf• addresses goals, stakeholders, the work plan, (major tasks a deliverables), resources (staffing and budget) a monitoring/quality controls. Describe any community partnershi and roles. Identify the staff members who will be responsif and/or positions that will be filled for the GIP project manageM( . and maintenance. Provide a short profile on each person on yc current staff who perform project-related tasks and a positi description for any new hires who will be assigned to project wo 12 10 pts Implementation Use the Implementation Plan Template provided in Appendix D > Plan prepare a chronological timeline for the entire life of the project tf organizes work into logical, manageable tasks and deliverabl( Allow time for environmental considerations, permitting, etc. 10 pts Budget Include your project budget using the Budget Worksheet provid as Appendix E and also on Page 31 of the GIP Application Appendix A. The project budget must be cost-reasonab appropriate and accurate. Budgeted items must be consistent w the project description and tasks. The funding requested meet t . GIP's minimum ($500,000). Ensure there is no duplication benefits. 2` Packet Pg. 3010 Q.3.a 10 pts Leveraged If your project involves the qualified use of matching or leverag Dollars funds or services, (see Part 5 in these GIP Guidelines), descri N the specifics of leveraged fund/service usage. Ensure there is duplication of benefits. 10 pts MID Areas HUD MID areas are determined through federal designation. DE does not have input on the designation of HUD MID areas. Sta- identified MID areas were identified by the state of Florida as are of need that were not specified by HUD. State MID areas inclu '® counties that were eligible for FEMA Individual and Put Assistance Categories A-G in presidentially declared counties . 09 each of the included storms. Projects in HUD MID areas receive 10 points. Projects in State MID areas will receive fi points. N 30 pts Overall LMI Provide the specific block groups for the project area of bene Benefit Projects that benefit areas comprised of higher percentages of L y individuals will be awarded a higher score than projects with lo\A percentages. For example, if the service area LMI is 65%, DEO multiply this percentage by 30 (the maximum amount of poir available) to receive a final LMI score of 19.5 points. The L 0. percentage will be calculated by DEO using the formula outlin .9 on the CDBG LMI Data website: 0 https://www.huexchange.info/programs/cdbg/cdbg-low- moerateincome-data/ 10 pts Social The Hazard and Vulnerability Research Institute's Soc Vulnerability Vulnerability Index (SoVIO) measures the social vulnerability U.S. counties to environmental hazards. This index synthesizes 0 socioeconomic variables that impact a community's ability prepare for, and respond to, disasters. The index of variabl includes, but is not limited to, age, sex, race, income a unemployment rate. A map and full list of variables is located Appendix F. If your project area of benefit crosses cour " boundaries we will award points based on the higher scori county. Points Available Based on SoVIO Score y� 2 pts = Low (Bottom 20%) 4 pts = Medium Low 6 pts = Medium 8 pts = Medium High 10 pts = High (Top 20%) =4 Packet Pg. 3011 Q.3.a 15 pts Special If your project will benefit one of the following special designatior Designations identify the designation: An Area of Critical State ConcE N according to Florida Statutes 380.05; a Rural County as defined the Office of Management and Budget; or a Fiscally-Constrain County according to Florida Statutes 218.67. Five points will awarded for each special designation in your service area. 150 pts Total Maximum score 4.2 Technical Assistance DEO is hosting a webinar and 20-minute 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 0) Subrecipients have the following responsibilities and must: 0. • Submit an accurate account of how the absence of a plan has affected the _ community; r_ • Submit a detailed scope of work; • Enter into a subrecipient agreement with DEO specific to the GIP; • Comply with all terms and conditions of the subrecipient agreement, GIP 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 570.486-7 `� N • Develop policies and procedures for complaints and grievances and for appeals. These policies and procedures must be made available to participants and participant applicants; • Update application or program policies and procedures upon DEO request; • Document all complaints, grievances and appeals received. To comply with HUD requirements, a response to each complaint, grievance or appeal must be made within 15 working days of receipt; • Maintain organized files and make them accessible to DEO or its representatives upon request; Packet Pg. 3012 Q.3.a • Maintain books, records and documents relating to the GIP in accordance with generally-accepted accounting procedures and practices which sufficiently and N 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 GIP 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 GIP 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; • Comply with the requirement that subrecipients will not carry out any of the activities under their agreement with DEO in a manner that results in a prohibited duplication of benefits as defined by Section 312 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1974; • Provide a detailed timeline for implementation consistent with the milestones outlined in these Program Guidelines and report actual progress against the projected progress on a monthly basis; • Provide a quarterly report to DEO that outlines the activities completed in the previous quarter. o The report must include financial metrics that demonstrate the implementation costs to date with projected spending. o Reporting must include documentation of the number of complaints received, the nature of the complaint, and that complaint was responded to within 15 days of receipt. o Additional quarterly reporting requirements may be required, depending on the specific program design implemented by a subrecipient. • Provide a monthly report to DEO that details the grant funding approved versus funding disbursed; and N • 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 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: Packet Pg. 3013 Q.3.a • Evaluation of the subrecipient's organization, procurements, policies and procedures; N • 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 GIP 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 N 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 y be maintained and made available by subrecipients. All monitoring results will be recorded in detail for program compliance and use of funds. 0) Any issues of non-compliance may be categorized as either findings or observations. Subrecipients found to be non-compliant, or who received funds in error, may be required 0. 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 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: 1. All appeal letters must be submitted in writing within 30 days of the date of the -- denial letter via: N 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: cbg- rappealseo.myfloria.com '27 Packet Pg. 3014 Q.3.a 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 appeal; and o Signature and date. An appeal initiated by an applicant with DEO must follow written appeal procedures, which may include, but not be limited to, informal hearings, third-party review or administrative review. A determination letter will be sent, post-appeal, to the entity that initiated the appeal. Applicants may contact DEO for more information on the appeal ) procedure. Formal Appeals /Notice of Administrative Rights ) Any person whose substantial interests are affected by DEO's determination has the 0. opportunity for an administrative hearing pursuant to section 120.569, Florida Statutes. _ For the required contents of a petition challenging agency action, refer to rules 28- 106.104(2)7 28-106.20(2), and 28-106.301, Florida Administrative Code. 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 2 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 y� this determination. A petition is filed when it is received by: Agency Clerk Department of Economic Opportunity Office of the General Counsel 107 East Madison Street, MSC 110 Tallahassee, Florida 32399-4128 Fax: (850) 921-3230 Email: gency. Jerk eo.myflori a.com Packet Pg. 3015 Q.3.a Financial N 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 GIP include, but are not limited to: • Training; = • Materials and supplies related to GIP activities; • Construction costs • Rehabilitation or construction of stormwater management systems • Improvements to drainage facilities N • Support services; • Participant outreach; and • Program management and administration. Ineligible costs for the GIP include, but are not limited to- 0 • Material or supply costs unrelated to GIP activities; • Costs not associated with the development of plans or planning activities; r_ • 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 .� federal agency. N 5.2 Funding Method Funding will be provided monthly on a cost reimbursement basis upon completion of 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 GIP funds to supplement rather than supplant funds otherwise available. Subrecipients must document that GIP funds awarded are above and Packet Pg. 3016 Q.3.a beyond any annual appropriations that are provided for the same purpose. GIP funds may be utilized after all other funds available to provide benefits to the participant for the same N purpose have been expended. Any supplanting of funds will be treated as a duplication of benefits or fraud, waste and abuse, and is subject to recapture under the terms of the subrecipient agreement. 5.4 Duplication of Benefits (DOB) Overview Eligible applicants may have previously received assistance from other sources for the same purpose as the GIP. 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 .N 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 y 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 0. 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 GIP are considered a DOB and under federal law must be deducted from the assistance provided by the GIP. Any additional funds paid to participants for the same purpose as the GIP after the GIP services are �- completed must be returned to DEO. Participants in the GIP must agree to repay any CN duplicative assistance considered a DOB. i 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 GIP 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 GIP benefits. All duplicative funding received must be remitted to or accounted for by the program, regardless of when it is received by the entity. If an entity receives additional funding for 30 Packet Pg. 3017 Q.3.a the same purpose as the GIP award, including after the GIP award is executed or GIP services are completed, the entity is required to report the additional funding to the N program. By accepting the award, subrecipients agree that they will report any duplicative funds to _ the program whenever received. Upon receipt of a report that additional benefits have been received, the program will recalculate the entity's award and provide instructions as to whether the award will be reduced by such amount, or whether the entity must remit such amounts to the program as reimbursement (when additional assistance is 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 N received and to assist DEO in collecting any amounts owed to it from these sources. All .2: parties shall comply with standard anti-fraud measures. DEO will exercise all normal due diligence in collection of amounts owed through contact with awardees and will pursue investigation and collection efforts which may include demand letters, small claims court, filing of judgments, and/or other collection activity. Collection activity following demand letters will be determined in consultation with DEO and/or the Florida Attorney General's Office. 5.6 Budget c 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 GIP 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. i Although there is not a requirement for local match, Infrastructure 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 to develop a successful project. 5.7 Procurement Requirements Federal, state and local procurement rules apply when purchasing services, supplies, materials or equipment. DEO and all subrecipients must abide by the procurement process mandated by federal and state government codes as they are applicable to the 1 Packet Pg. 3018 Q.3.a GIP. The procurement process includes the decision to purchase as well as the process to complete the purchase. N 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 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 N 0. 0 c N N i 2' Packet Pg. 3019 Q.3.a N Appendix A— Application Form c Appendices 2 0. 0 c c cv cv CD u 33 Packet Pg. 3020 Q.3.a Date Re DEJ Florida) gran rnr .nrr _ eaMceric cwwrmruH..irr ...W N Rebuild orl aCDBG - Mitigation General Infrastructure Program Application Official Project Title Cal CJ Applicant Information Official Applicant Entity Narne PEIN A. Primary Project Contact DUNS±t: Name Title E maul Mailing Address Phone Number: City. State Zip Code: to Please list co applicant entities it any: Contact Person E-maul Address: 2 0. 0 U Project Description Write an overview/summary, not to exceed 2,500 words, of the project being proposed. 1) State the project purpose and include a description and location(s) of the proposed activity. ) Specify the risk(s)that will be mitigated by completion of this project. 3) Explain > the use of natural infrastructure in the project. 4) Describe how the work will be completed and the team that will be responsible. 5) Explain the method used to determine project funding requirements. 6) Describe anticipated outcomes. 7) Describe haw the project will be maintained after it is completed. CL _ Insert Attachment: Please title doc: EntityNamePD_ IP cv Community Value �I Describe, in 1,500 words or less, the project's value to the community in normal E circumstances and in times of natural disasters. Which of the seven community lifelines will be served by completion of this project? How does this project enhance regional E and/or multijurisdictional community resilience? Does the project area have any cultural or _ historical significance?Attach a maximum of ten photographs that provide both interior and exterior views if applicable. Insert Attachment: Please title zip folder: EntityNameCV-GIP 4 Packet Pg. 3021 Q.3.a Capacity Plan Provide a strategic plan overview of 1,000 words or less that addresses gels, stakeholders, the work plan, (major tasks and deliverables), resources (staffing and N budget) and monitoring/quality controls. Describe any community partnerships and roles. Identify the staff members who will be responsible and/or positions that will be filled for GIP 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 responsibilities. Have any project contractors been identified? If so, brief) describe your selection rocess. Insert Attachment: Please title doc: EntityNameGP_GIP Implementation Plan Prepare a chronological timeline for the entire life of the project that organizes work .2 into logical, manageable tasks and deliverables. Please allow time for any unacquired permits, waivers, and/or approvals if applicable. The Implementation Plan Template has been provided in Appendix D of the GIP Guidelines. Inserk Attachment: Please rename template: EntityNamelP_GIP Blueprints/Architectural Designs If blueprints or architectural designs are relevant to your proposed activity, please upload a 0. zip file. Insert Attachment: Please title zip folder: EntityNameBlueprints_GIP c Budget Include your project budget using the Budget Template found in Appendix E in the GIP Guidelines. Ensure your budget is reasonable, appropriate and accurate. Are the budgeted items consistent with the project description and tasks? Does the amount requested fall within the GIP applicant's allowable minimum ( 500,000) and maximum 100,000,000 ? Ensure there is no duplication of benefits. Insert Attachment: Please rename template: EntityNameBudget_GIP 2 Is there any duplication of benefits? Yes:❑ o: All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. i Do you anticipate receiving any funds for this project that will Yes fro: not be supplied by the CDBG-MIT program? If yes, detail the anticipated or committed funds in the Leveraged Dollars section. 35 Packet Pg. 3022 Q.3.a Public Notice Requirement Evidence of the public notice must meet the following requirements: • N Documentation of newspaper advertisement. • Print-out of UCLC webpage showing public notice. F® • Documentation that the need's 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 Haitian Creole. Evidence of a public meeting with city and tribal governments must meet the following requirements: • 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. Prior to submitting an application for CDBG-MIT funding, applicants are required to select their public notice format (choice#1 and/or#2 above)and upload the required documents. In addition to following these instructions ,please include relevant notice dates on your Implementation Plan template. Applications will not be complete until Public Notice requirements are fulfilled. All Public Notice evidence must be submitted to DEO, by attaching documents to this application, before the application close date of September 14th. Attach files here: EntityNamePN_CIP 0 0. 0 CL p 0 cv cv CD 36 Packet Pg. 3023 Q.3.a Leveraged Dollars If your project involves the qualified use of matching or leveraged funds or services in any capacity, (see Part 5 in the GIP Guidelines)then describe the specifics of leveraged fund/service usage. Answer_ 1)Are there local or other funds available to address the proposed project in whole or in part? If yes, report all sources of funding and the amount available. 2) Disclose sources and uses of non CDBG-EMIT funds. 3)What other federal, I® state and/ or local entities have you contacted concerning funding for the proposed project and what were the results? Put "NIA" if this section is not applicable to your project. c N 2 0. 0 County Selection c Select each county that your project benefits. DEQ will use this information to assess MID, social vulnerability, � rural and fiscally-constrained areas. Only counties eligible for CDBC-MIT funds are listed below,/. 0. 0. Alachua =Flagler =Levy =Polk Baker =Gilchrist =Manatee =Putnam Bradford =Glades =Marion =Sarasota Brevard =Hardee =Martin =Seminole Broward =Hendry =Miami-Dade =St. Johns Charlotte =Hernando =Monroe =St. Lucie Citrus =Highlands =Nassau =Sumter Clay =Hillsborough =Okeechobee =Suwannee Collier =Indian River =Grange =Taylor Columbia =Lafayette =Osceola =Union Desoto =Lake =Palm Beach =Volusia Dixie =Lee =Pasco =Wakulla Duval =Leon =Pinellas 37 Packet Pg. 3024 Q.3.a Overall LMI Benefit Provide the area that will benefit from the project. Upload the csv file obtained from the HUD F'Y 2020 ACS 5-"Year 2011-2015 Low-and Moderate-income Summary Data Map Application. The N process for obtaining this file can be found in the Rebuild Florida GIP Checklist and Instructions. Insert Attaclnnent: Please title doc: EntityName LMIGIP e® Special Designations Does your project benefit an Area of Critical State Concern Yes: ❑ No: according to Florida Statutes 380.05? What is the area of critical state concern? 'Select Option a Compliance v, According to 84 FR 45838 August 30, 2019 Section V.A.(18), "The State shall make reviews and audits, including on-site reviews of any subrecipients, designated public agencies, and local governments, as may be necessary or appropriate to meet the requirements of section 104(e)(2) of the HCDA, as amended, as modified by this notice. In the case of noncompliance with these requirements, the State shall take such actions as may be appropriate to prevent a continuance of the deficiency, mitigate any adverse 0) effects or consequences, and prevent a recurrence. The State shall establish remedies for noncompliance by any designated subrecipients, public agencies, or local governments." 0. Can you certify to comply with state and federal register Yes:❑ No: ❑ - 0 regulations as outlined in 84 FR 4838? 0 Maintenance Agreement According to 84 FR 45838 August 30, 2019 Section V.A.2.a(10), "Each grantee must plan for the long-term operation and maintenance of infrastructure and public facility projects funded with CDBG-MIT funds. The grantee must describe in its action plan how it will fund long-term operation and maintenance for CDBG-MIT projects. Additionally, the 2 grantee must describe any State or local resources that have been identified for the operation and maintenance costs of projects assisted with CDBG-MIT funds." As such, 2 Federal Register expectations on maintenance for CDBG-MIT projects are expected to be maintained by each entity who proposes a GIP project. Can you certify that your entity will comply with state and Yes: No: W subrecipient monitoring and maintenance requirements as outlined by 84 FR 4838? N i 3 Packet Pg. 3025 Q.3.a Sign and Date As the primary entity contact for this project, I certify that staff, contractors, venders and N community partners of our mitigation initiative- A. Will comply with all HUD and Florida requirements in the administration of the proposed CDBC-NIT funded activities; B. Will work in a cooperative manner to execute the Subrecipient Agreement that ' provides the pathway for successful CDBG-MIT program(s) and/or project(s) and, C. Certify that all information submitted in this Application is true and accurate Signature: Gate: 0 N .2: Print button will only print application and not attached documents. Submit button will deliver application to email to the cdbg-mit@cleo.myflodda.com. Please attach all relevant documents to this email. Flint A plicatioli aib it p tic tiot� 2 0. 0 0 0 cv cv 39 Packet Pg. 3026 Q.3.a N c Appendix B — Application Instructions & Checklist 2 0. 0 c c cv cv CD U 40 Packet Pg. 3027 Q.3.a Rebuild Florida GIP Checklist 7%rida 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. F Ili - 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- N governmental entity that applied in partnership with a UGLG or state agency Project title, primary contact name, address and contact methods are provided Application project is clearly described with the site address listed Application project addresses what risks will be mitigated Application project addresses the community lifelines being served - 0 Application project demonstrates how it will enhance community resilience Application project's goals,stakeholders,work plan,resources,and 2 monitoring/quality controls are identified Staff members and their responsibilities are identified Contractors or third-party entities are identified 0 The Implementation Plan Template is completed and attached to the application Public Notice (PN) Documents have been submitted (this includes PN translations) The Budget Template is completed and attached to the application W cv This project has no duplication of benefits i Leveraged funds/service usage is outlined in the application Each county that benefits from this project is selected Application identifies the LMI Census Tract and block groups numbers the project _ area will benefit Special designations, if applicable, are identified within the application Compliance and Maintenance Agreement sections are completed 41 Packet Pg. 3028 Q.3.a Filling h it Florida IP Application N Applicant Information: 1. First write in the GIP project title under "Official Project Title". 2. Under Local Government 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 GIP 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. Project Description: 1. Attach a word document titled: EntityNamePD_GIP of the project overview that is not to exceed 2,500 words. An example of the document title being submitted by 0) the Leon County City Fire Department would look like: LeonCountyFirePD_GIP 0. Community Value: - 0 1. In a zip folder, attach a Word document titled: EntityNameCV_GIP of the overall community value of the proposed project without exceeding 1,500 words. You will also need to submit photographs of both the interior and exterior views of the project are or site. Attach these photos through a zip folderwith your word document included. The zip folder will be titled with your EntityNameCV_GIP. 2. A maximum of ten (10) photographs of the project area or site may be submitted per application. Photos must be clear and in focus, in color, taken at a high resolution and saved as Jpeg files. For printed applications, photos must be at least 4"x6" in size. 3. Please see this link to create zip files: htts://suort.microsoft.com/en® us/hel /14200/windows®compress®uncompress®zip-files '✓ N Capacity Plan: i 1. Provide a plan overview, not to exceed 1,500 words, that outlines your proposed GIP project. You will label the document titled: EntityNameCP_GIP. Implementation Plan: 1. Use the provided Implementation Plan template found in Appendix D of the GIP Guidelines to fill out the information. Rename the template: EntityNamelP_GIP. 4= Packet Pg. 3029 Q.3.a 2. You will fill out the timeline to outline the proposed project's life, accounting for manageable tasks and deliverables with approximate dates included. N 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 "GIP 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. 0. 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 02/03 03/^la3 29 TJEU ; 10r n0 S- rGCT TS- T AnFpp:mpni W 03/03 04/O3 3 Sample Action and ,ADA Design 2 03/33 34/03 W Equipment Evlauation 04/04 35/04 25 Environmental Revie,Mv 35/06 07/0 60 Sample construction Phase CL 07/05 03/aa 31 Sample construction Phase 2 W N 05106 07/°`u6 60 Second Sample Construction Phase 1 r 071W 101d 31 Second Sample Construction Phase 2 W/23 /01 12 Project Closeout (I 9/01 12''25 115 Maintenance and Monitoring ] /]3 9 Sample Text ]3/13 ]3/27 17 Sample Text b. For this example, the highlighted "Sample Text" task needs to be moved under the "Equipment Evaluation". Once you select the row, right click, select "Cut", a dotted line around your selected row should appear. Next select the "Environmental Review" row. Right click and select "Insert Cut 4 Packet Pg. 3030 Q.3.a Cells". Now "Sample Text" will appear under "Equipment Evaluation". The visual timeline above the "Tasks" will also reflect these changes. N Tasks 02/03 03/03 219 ,� I PP'�Y7'iFY1f ®y 03/013 04/03 W Sample action and ADD Design W G3/03 34/33 3' Equipment Evlcuaticn 1 i/Ct T 101TO � (; 9 �� S"ampile Text „ W N CD 04/04 0 5/0 4 25 Environmental Review M 9 015/06 07106 60 Sample Construction Phase 1 07/0-B -3/08 31 Sample Construction Phase 2 0�5106 37/06 &3 Second Sample Construction Phase 1 .N T) 07/0-3 33/8 31 Second Sample Construction Phase 2 C15/213 34/31 12 Project Closeout r9/nu1 12/251 115 Maintenance and Monitoring 1 ID/13 1 /27 17 Sample Text W 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, 0. 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. 3. 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 "Closeout" above the diamond icon. All other text boxes for milestones should be 2 outlined by boxes. ... .... ......... b ntr�atis �Crraplee a�se€ rt ...... .......... ........ ......... Completion � J Next, select the box that does not have a label. Now enter in the label for this milestone. 44 Packet Pg. 3031 Q.3.a 0 '= S►arnple Te Project = oeout 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 GIP Guidelines to fill out the information. Rename the template with your EntityNameBudget_GIP. 2. Select either Yes/No on whether your project includes a duplication of benefits. y Any project that includes a duplication of benefits will not be eligible for this application. 0) 3. Select either Yes/No on whether you anticipate on receiving any funds other than CDBG-MIT funds. If the answer is yes, then in the "Leveraged Dollars" section 0. you will need to detail any application for funds and when those funds will be committed for your project. Include the agency/ entity who the funds are coming from 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 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. 1. On the left-hand side of the template there is a list of major project items. 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 Drawings/ Blueprints, you may delete that row. 2. List anticipated and committed sources of other project funding sources in the E "Sources of Other Funds" category. These funds are non-CDBG-MIT funds. 4 Packet Pg. 3032 Q.3.a 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 N 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. 59 Leveraged Dollars: 1. If you suspect your project includes the use of matching or leveraged funds or services, read the GIP Guidelines, Part 5 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 N 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. County Selection: 1. This section pertains to the areas that benefit from your project. Select all counties your project benefits so that DEO may determine to what extent your project benefits MID, social vulnerability, rural, and fiscally constrained areas. 2. All Eligible Florida Counties: Alachua, Baker, Bradford, Brevard, Broward, Charlotte, Citrus, Clay, Collier, Columbia, DeSoto, Dixie, Duval, Flagler, Gilchrist, Glades, Hardee, Hendry, Hernando, Highlands, Hillsborough, Indian River, Lafayette, Lake, Lee, Leon, Levy, Manatee, Marion, Martin, Miami-Dade, Monroe, Nassau, Okeechobee, Orange, Osceola, Palm Beach, Pasco, Pinellas, Polk, Putnam, Sarasota, Seminole, St. Johns, St. Lucie, Sumter, Suwannee, Taylor, Union, Volusia, Wakulla '✓ 3. HUD MID areas: Brevard, Broward, Clay, Collier, Duval, Hillsborough, Lee, Miami Dade, Monroe, Orange, Osceola, Palm Beach, Polk, St. Johns, St. Lucie, and Volusia 4. State MID areas: Alachua, Baker, Bradford, Charlotte, Citrus, 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 5. Rural counties: Baker, Bradford, Columbia, DeSoto, Dixie, Gilchrist, Glades, E Hardee, Hendry, Highlands, Lafayette, Levy, Monroe, Okeechobee,Suwannee, Taylor, Union, Wakulla 4 Packet Pg. 3033 Q.3.a 6. Fiscally Constrained Counties: Baker, Bradford, Columbia, DeSoto, Dixie, Gilchrist, Glades, Hardee, Hendry, Highlands, Lafayette, Levy, Okeechobee, N Putnam, Suwannee, Taylor, Union, Wakulla Overall LMI Benefit: 1. Please use the latest updated version of your preferred search engine (Chrome, Explorer, Firefox). 2. Go to the HUD ACS 5-Year 2011-2015 Low- and Moderate-Income Summary Data website: htt s://www.hudexchn e.info/ ro rims/ cs®low®mod-summr - dt / 3. It would be a good idea to watch the 24-minute webinar, as this video explains the tools and resources available on this webpage. Listed below are directions from the Webinar on how to identify block groups and Census Tract numbers. N 4. On the right sidebar, click on "Map Application" 5. A new tab will open to the HUD Web Mapping Application. In the top right corner, click on "View Application". A map of the United States will appear. 6. In the top right corner, enter a county or city located within the Area of Benefit and press enter to search. The map will zoom to the searched area. 7. In the top left corner, click on the Layer button (looks like a stack of papers). Uncheck the LMISD by Place, LMISD by County Subdivision,and 0. LMISD by County boxes. Only one box should remain checked — LMISD by Block Group. Click the X to close the layer box. 8. In the top left corner, click on the Service Area button (includes a pointer arrow in icon). In the "Select" box, click on the downward arrow to select shape style. Be sure to leave this box open while you highlight the block groups within the Area of Benefit. 9. Highlight all block groups within the Area of Benefit. Be sure to leave the Service Area box open while you highlight the block groups within the Area of Benefit. Otherwise you may only be able to select one block group at a time, instead of selecting the complete Area of Benefit. 10. In the Service Area box, click on the "..." to the right of"LMISD by Block Group". 11. Click "Export to CSV File". A CSV file will download to your computer. 12. Upload this CSV file to the application section titled Overall LMI Benefit. N N i 47 Packet Pg. 3034 Q.3.a Special Designations: N 1. If your project benefits an Area of Critical State Concern, outlined in Florida Statutes 380.05, select "Yes" and proceed to select the specific area under the drop-down menu. 2. Designated Areas of Critical State Concern according to Florida Statutes 380.05. a. Big Cypress Area (portions of Collier, Miami-Dade, and Monroe Counties) i. Big Cypress Area of Critical State Concern Map _ b. Green Swamp Area (portions of Polk and Lake Counties) i. Green Swamp area of Critical State Concern Map c. City of Key West and the Florida Keys Areas (Monroe County) i. Florida Keys Area of Critical State Concern Map ii. Key West Area of Critical State Concern Map N Florida Keys Hurricane Evacuation Florida Keys Hurricane Evacuation Presentations Florida Keys Hurricane Clearance Time Memorandum of Understanding ) d. Apalachicola Bay Area (Franklin County) 0. i. Apalachicola Area of Critical State Concern Map _ 0 Compliance: 1. 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 FIR 45838. Maintenance Agreement: 1. By selecting "Yes" in this section, you certify that your entity and co-applicants will comply with all DEO and state subrecipient monitoring and maintenance requirements as outlined in 84 FIR 45838. Sign and Date: As the primary entity contact for this project, I certify that staff, contractors, vendors and community partners of our mitigation initiative: A. Will comply with all HUD and Florida requirements in the administration of the proposed CDBG-MIT funded activities; 4 Packet Pg. 3035 Q.3.a B. Will work in a cooperative manner to execute the Subrecipient Agreement that provides the pathway for successful CDBG-MIT program(s) and/or project(s) and; C. Certify that all information submitted in this Application is true and accurate , 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 Florida Department of Economic N T Opportunity 107 East Madison Street Caldwell Building, y MSC 400 W Tallahassee, FL 2 0. 32399 Select "Submit Application" to have your application emailed directly to the Rebuild Florida Mitigation team at: CD G-MITdarrflorid .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: CD Q G® MIT deo.myflorid .com N N i 49 Packet Pg. 3036 Q.3.a Appendix C — Completed Sample Application c N 2 0. 0 c c cv cv CD u 50 Packet Pg. 3037 Q.3.a sDEj ©ate 06I112020 Re N Florida 16A 6 PAR t1£NTv _..'.f E*CbMtfMIC GF*I't]YIPLIH'.ITY Rebuild on a CDBG - Mitigation General Infrastructure Program Application ' Official Project Title Do,wntowim infrastiticttue Project U Applicant Information Official Applicant Entity Name Mitigation City FEIN 12-3456789 Primary Protect Contact Jenny South DUNS w 12-345-6789 ut Marne Tine City Planner E-mail jsntith %lnitcity.gov Phone Mailing Address 123 Main Street STE 360 123-456-7890i NLirnber- City Mitigation City state FL zip Code 1234 t) Please list co-applicant entities if any: Contact Person: E-mail Address: Sample County Sall-y Hayes shayes@�sanipleconrlty.gov 1. Local Water Maua ement District Lola Jones 1j ones(C-4lxvmd.org Project [Description 9 Write an overview/summary, not to exceed 2,500 words, of the project being proposed. 0. 1) State the project purpose and include a description and location(s) of the proposed activity. ) Specify the risk(s)that will be mitigated by completion of this project. 3) Explain the use of natural infrastructure in the project. 4) Describe how the work will be completed and the team that will be responsible. 5) Explain the method used to determine project funding requirements. 6 Describe anticipated outcomes. 7) Describe how the project will be P maintained after it is completed. Insert Attachment- Please title doe: EntityNamePD_ IP Community Value Describe, in 1,500 wards or less, the project's value to the community in normal circumstances and in times of natural disasters. Which of the seven community lifelines will be served by completion of this project? How does this project enhance regional and/or multijurisdictional community resilience? Does the project area have any cultural or historical significance?Attach a maximum of ten photographs that provide both interior and exterior views if applicable. Insert Attachment- Please title zip folder: Entityldame V-GIP 51 Packet Pg. 3038 Q.3.a Capacity Plan Provide a strategic plan overview of 1,500 words or lens that addresses goals, stakeholders, the work plan, (major tans and deliverables), resources (staffing and budget) and monitoring/quality controls. describe any community partnerships and ales. Identify the staff members who will be responsible and/or positions that will be filled for GIP 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 responsibilities. Have any project contractors been identified? If so, brieU describe your selection process. Insert Attachment: Please title doc: EntityNameCP_GIP Implementation Plan N Prepare a chronological timeline for the entire life of the project that organizes work into logical, manageable tasks and deliverables. Please allow time for any unacquired permits, waivers, and/or approvals if applicable. The Implementation Plan Template y has been provided in Appendix d of the GIP Guidelines. Insert Attachment: Please rename.template: EntityNamelP_GIP Blueprints/Architectural Designs E 0. If blueprints or architectural designs are relevant to your proposed activity, please upload a zip file. Insert Attachment'. Please title zip folder: EntityNameBlueprints_GIP c Budget Include your project budget using the Budget Template found in Appendix E in the GIP Guidelines. Ensure your budget is reasonable, appropriate and accurate. Are the budgeted items consistent with the project description and tasks? does the amount requested fall within the GIP applicant's allowable minimum ($500,000) and maximum $150,000,000 ? Ensure there is no duplication of benefits. Insert Attachment: Please rename template: EntityNameBudget_GIP Is there any duplication of benefits? Tres:❑ No: - N N All funds identified for use on your project must be fully disclosed and detailed to ensure y� budget accuracy and no duplication of benefits. Do you anticipate receiving any funds for this project that will Yes: No: E not be supplied by the CdBG-MIT program? If yes, detail the anticipated or committed funds in the Leveraged dollars - section. c 52 Packet Pg. 3039 Q.3.a Public Notice Requirement N Evidence of the public notice must meet the following requirements: • Documentation of newspaper advertisement. • Print-cut 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 Haitian Creole. Evidence of a public meeting with city and tribal governments must meet the following requirements: • 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. Prior to submitting an application for CDBG-MIT funding, applicants are required to select their public notice format(choice#1 and/or#2 above)and upload the required documents. In addition to fallowing these instructions please include relevant notice dates can your ) Implementation Plan template. Applications will not be complete until Public Notice requirements are fulfilled. All Public Notice evidence must be submitted to DEG, by attaching documents to this application, before the application close date of September 14th. ) 2 Attach files here: EntityNamePN_GIP 0. 0 CL c cv cv 53 Packet Pg. 3040 Q.3.a Leveraged Dollars If your project involves the qualified use of matching or leveraged funds or services in any v, capacity, (see Part 5 in the GIP Guidelines)then describe the specifics of leveraged fund/service usage. Answer: 1)Are there local or other funds available to address the proposed project in whale or in part? If yes, report all sources of funding and the amount available. 2) Disclose sources and uses of non GDBG-MIT funds. 3)What other federal, state and/or local entities have you contacted concerning funding for the proposed project and what were the results? Pint"N/A" if this section is not applicable to your project. CJ Mitigation;City has conanutted$50.000 towards this project lion orrr Conlintinity Redevelopment Agency and also will Ltd this project rising the$800,000 giant'frorn the FEMA Pre-Disaster — Mitigation(FIND prragrarn. � N 2 0. 0 County Selection Select each county that your project benefits. DEQ will use this information to assess MID,social vulnerability, � rural and fiscally-constrained'areas. Only counties eligible for ODBG-MIT funds are listed below. — Alachua =1=lagler =Levy =Polk Baker =Gilchrist =Manatee =Putnam Bradford =Glades =Marion =Sarasota Brevard =Hardee =Martin =Seminole Broward =Hendry =Miami-Dade =St. Johns Charlotte =Hernando =Monroe =St. Lucie Citrus =Highlands =Nassau =Sumter Clay =Hillsborough =Okeechobee =Suwannee N Collier =Indian River DOrange =Taylor Columbia =Lafayette =Osceola =Union �I Desoto =Lake =Palm Beach =Voluusia Dixie =Lee =Pasco.... =1Nakulla Duval =Lean =Pinellas 54 Packet Pg. 3041 Q.3.a Overall LMI Benefit Provide the area that will benefit from the project. Upload the csv file obtained from the HUD FY �+ 2020 ACS 5-Year 2011-2015 Low-and Moderate-income Summary Data Map Application. The process for obtaining this file can be found in the Rebuild Florida GIP Checklist and Instructions. Insert Attacl neat: Please title doc: EntityName LMIGIP Special Designations Does your project benefit an Area of Critical State Concern Yes: ❑ No: according to Florida Statutes 380.0 a? What is the area of critical state concern? Not Applicable 0 N Compliance .�— According to 84 FR 45838 August 30, 2010 Section V'.A.(18), "The State shall make reviews and audits, including on-site reviews of any subrecipients, designated public ) agencies, and local governments, as may be necessary or appropriate to meet the requirements of section 104(e)(2) of the HCDA, as amended, as modified by this notice. In the case of noncompliance with these requirements, the State shall take such actions as may be appropriate to prevent a continuance of the deficiency, mitigate any adverse 0. 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 in 84 FR 45838? Maintenance Agreement According to 84 FR 45838 August 30, 2010 Section V.A.2.a(10), "Each grantee must plan for the long-term operation and maintenance of infrastructure and public facility projects funded with CDBG-MIT funds. The grantee must describe in its action plan how it will fund long-term operation and maintenance for CDBG-MIT projects. Additionally, the > grantee must describe any State or local resources that have been identified for the operation and maintenance costs of projects assisted with CDBG-MIT funds." As such, Federal Register expectations on maintenance for CDBG-MIT projects are expected to be maintained by each entity who proposes a GIP project. Can you certify that your entity will comply with state and Yes: No: subrecipient monitoring and maintenance requirements as outlined by 84 FR 45838? i 55 Packet Pg. 3042 Q.3.a Sign and Date N As the primary entity contact for this project, I certify that staff, contractors, vendors and community partners of our mitigation initiative- A. Will comply with all HIED and Florida requirements in the administration of the proposed CDBG-NIT funded activities, B. Will work in a cooperative manner to execute the Subrecipient Agreement that provides the pathway for successful CDBG-MIT program(s) andlor project(s) and; C. Certify that all information submitted in this Application is true and accurate Signature: Jenny Smith Gate: gl1220 0 N Print button will only print application and not attached documents. Submit button will deliver application to email to the cdbg-mit@cleo.myflodd,a.com. Please attach all relevant documents to this email. Pljnt A phcation Sao arnit Ap is tis i 2 0. 0 0 2 cv cv i 56 Packet Pg. 3043 Q.3.a GIP Sample Proiect Description N Mitigation City, in coordination with Sample County and the Local Water Management District (WMD), is seeking funding to complete infrastructure improvements in the downtown commercial area that will include the construction of sidewalks, pedestrian malls and street facilities along two °= streets.The project will include curbs,gutters and stormwater facilities and provides benefit to the Mitigation City metropolitan area, as well as the surrounding suburbs. Part of the downtown area is in a flood zone, so these activities will mitigate against repetitive inundation.The need for this project was established by the Local Mitigation Strategy and evidenced by the repeated flooding issues after major storm events. The Downtown Infrastructure Project will provide better stormwater drainage and increased access to the downtown area. Mitigation City 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 `2 in flooding in residential and commercial areas.The purpose of this project is to mitigate the flooding through improved drainage infrastructure to increase community resilience.This project will benefit the 7,000 residents of Mitigation City, including 5,400 residents who are considered y low-and-moderate income (LMI). The project will include improvements to sidewalks and streetscapes such as upgraded sidewalks, crosswalks, new street lights, new landscaping, the inclusion of bike lanes and irrigation. Historic 0. downtown's pathways are old and inaccessible for those with limited ability, so we would like to — 0 meet ADA standards through street and sidewalk improvements.The streets are Resilience Road and Preparation Way. Approximately 1,250 linear feet (LF) of sidewalk and pedestrian mall o improvements will be constructed along both sides of Resilience Road between Preparation Way on the east and Palm Avenue on the west. Approximately 1,200 LF of sidewalk and pedestrian mall improvements will be constructed along both sides of Preparation Way between Resilience Road on the north and Hazard Highway on the south. Approximately 800 LF of street improvements will be built along both sides of Resilience Road between Storm Street and Palm Avenue.This will include roadway expansion through relocating existing curb and gutter to create additional parking along both sides of the street. Approximately 450LF of street improvements will be constructed on Preparation Way between Response Lane and Hazard Highway.The existing rural street design will be converted to an urban street design with curb, gutter and underground stormwater drainage. In addition to stormwater drainage improvements to deal with inundation, permeable pavement will be used to further mitigate i against flood risk. Project funding determinations were by the Grant Manager who referred to previous project budgets with similar expenditures. This project will be administered by the City Planner and procurement for engineering services will need to be undertaken. Construction will be conducted through a local contractor. Mitigation City has set aside $50,000 to place towards the overall budget. Mitigation City has allocated these funds to assist with this project as E leverage. The requested funding amount is based on a two-year timeline to include a procurement 57 Packet Pg. 3044 Q.3.a process, engineering costs and administrative and construction costs.The Mitigation City will maintain the upkeep of the project. 0 2 0. 0 0 0 cv cv i 58 Packet Pg. 3045 Q.3.a GIP Sample Community Value N The Downtown Infrastructure Project will provide value to the community in normal circumstances by continuing to function as a public community space for festivals,farmers markets and outdoor activities. Historic downtown, located in a flood zone, is also home to several women and minority-owned businesses that provide economic benefit to the area. In times of natural disaster, the infrastructure improvements will mitigate flooding downtown and in surrounding neighborhoods. Resiliency of Mitigation City is imperative to ensure the historic preservation and economic vitality of the area.The goal of this project is to mitigate the hazards presented by flooding and provide easier access to the historic downtown area. Upon completion of this project, Mitigation City will have improved traffic flow and stormwater drainage to prevent inundation from floods. The Downtown Infrastructure Project will fortify the following community lifelines: safety and security; 1 Y g Y Y food,water, and shelter; energy; communications; and transportation. The project will ameliorate the negative impacts of flood events in Mitigation City 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. This will allow low-and-moderate income (LMI)families to safely shelter in place during major storms.The reduction in flooding will also allow critical services such as medical, energy and transportation to travel through downtown to reach endangered community members quickly. Mitigation City has already committed $50,000 in funds to complete this needed mitigation infrastructure for the community. We also have $800,000 awarded towards this project through FEMA's 0. Pre-Disaster Mitigation program.The expansion of the roads and improvements to the sidewalks and pedestrian malls and stormwater drainage will ensure that historic downtown and its surrounding neighborhoods will endure for years to come. 2 cv cv i 59 Packet Pg. 3046 Q.3.a GIP Sample Capacity Plan N This goal of the Downtown Infrastructure Improvement Project is to reduce the hazards presented by flooding and improve roadways through additional stormwater drainage. Mitigation City will coordinate with stakeholders including Sample County and Local Water Management District. Major work tasks to be completed include engineering design, road construction, sidewalk and pedestrian mall construction, landscaping, all while ensuring ADA accessibility.This will be completed with $700,000 of CDBG-MIT funds, $801,718 in FEMA PDM funds, and a $50,000 allocation by the City for this project's engineering costs.The grant would be monitored by the city's grant management team.The total project cost is $1,551,718. The Project Manager will be responsible for implementing the project with the assistance of Sample County planner liaisons and Local Water Management District representatives. 0 The Project Manager oversees the implementation of the project and coordinates with all involved .2: parties for project completion and maintenance.The Infrastructure team works with the Project Manager and is comprised of Sample County public works personnel and Local Water Management District specialists. Due to the nature of this project and the regional impact Downtown Infrastructure Project has on the community, the Infrastructure team will consist of members from all entity partners. Local contractors, consultants and inspectors will work with the Infrastructure team to ensure proper construction and maintenance of the roads, sidewalks, pedestrian mall and stormwater drainage. Grant managers will be brought in to work on the Infrastructure team to ensure procurement follows Federal . Register and grantor requirements, ensures schedules and budget requirements are maintained, and assists with procurement and closeout of all contracts and grants. • Project Manager: responsible for master planning and prioritizing of projects. Signs contracts and manages Infrastructure team. Infrastructure team: 2 • Sample County Public Works Personnel: supports the project manager and fulfills project requirements • Director of Engineering: manages capital improvement projects, department staff, projects and CL vendors W cv cv • Staff Engineer: evaluates existing condition of current area to determine best construction solution i • Engineering Consultant(s): provides engineering services for each project(s) • General Contractor(s): installs and provides construction services • Construction Inspector: ensures construction adheres to engineering, budget, safety and outcomes 60 Packet Pg. 3047 Q.3.a • Grant Manager: ensures procurement is in compliance with Federal Register and grantor requirements, ensures schedules and budget requirements are maintained, assists with procurement and closeout of all contracts and grants. The Infrastructure team will undertake the following tasks.The responsible party for implementation is identified in parenthesis. Primary City(Mitigation City) hosts the location of Downtown Infrastructure Project and therefore executes grant award. Primary City works in conjunction with the two other entities (Sample County and Local Water Management District). (1) Execute grant award (Mitigation City) (2) Solicit competitive quotes/bids (Project Manager and Infrastructure team) (3) Select a contractor(Project Manager and Infrastructure team) N (4)Award the contract for the construction. (Project Manager) (5) Monitor compliance with CDBG-MIT(Infrastructure team) The Infrastructure team currently has five employees with more than 60 years of infrastructure and project management experience.The Infrastructure team has successfully completed multiple grants from Federal, State and local sources including Disaster Recovery CDBG and FEMA. Current staff will manage the implementation of the project tasks and compliance with CDBG-MIT requirements. Upon grant award and execution by the Project Manager,the Infrastructure team will work with the 0 procurement department to engage a contractor to undertake the construction of the project. At this time, the Infrastructure team will already be formed. Contractors will be secured for the road, sidewalk and pedestrian mall construction work through a competitive bid procurement process using a Request for Proposals (RFP) in accordance with 84 FR45838.This process will include all required federal and state requirements for construction contracts that include, but are not limited to, Davis Bacon and Section 3. 2 cv cv 61 Packet Pg. 3048 UOISIAlpqnS spa ueS GAoidwi o4 uoge3ilddV 4uej!D GAOjddV Hd) OZ-ZL-9—s9uij9p!n6-di6 :4u9wq3e44V Ci Cl) a. tC tc tw su 0 ------ 0 CL 0 tt m E w 0 E: u C: 0 Cf 0 w c 0 E E E t m Ln A3 a 0 r tw o 06 CL CL3 E 0 m olo 2 u bO 2 4J 06 0 CL c r- 0 mo 4-Jrf r n ap E E M-5 UJ c ui 0 uj a \ UOISIAlpqnS spueS GAoidwimugmmMd W add } oezb9 m@mn -| :WamQ,q! \ \ \ \ a.2 \ � \ ? � ■ ■ U 0 § z % .7 � \ E ¥ 2 » a ■ / � E / <dk � C � R R R k In (n / C) o 0 � p \ � : 2 0 0 ■ � % w ± c ¥ § ._ 0 / C § n La C) R \ p L m ± & & & � � ® ■ L CU ® § � 0 0 Z c .. 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