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Item Q6 Q.6 � � �, 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.6 Agenda Item Summary #7153 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 Big Coppitt Key Road Elevation and Stormwater Drainage Improvement Project, which will elevate and improve drainage within Big Coppitt 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 US Department of Housing and Urban Development(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, staff request approval to submit a CDBG- MIT grant application to elevate portions of the roadway and improve stormwater drainage within Big Coppitt Key in the amount of$8.5 Million in CDBG-MIT funds. DEO Program Parameters follow: Packet Pg. 3263 Q.6 2.3 Rebuild Florida General Infrastructure Program (GIP) 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. 3264 Q.6 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. 3265 Q.6 No match funding is required. Administrative funding to manage the grant is: $405,467. 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 Big Coppitt Application 07-20-2020 FINANCIAL IMPACT: Effective Date: PENDING Expiration Date: Total Dollar Value of Contract: NA Total Cost to County: 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: REVIEWED BY: Packet Pg. 3266 Q.6 Helene Wetherington Completed 07/27/2020 8:50 AM Assistant County Administrator Christine Hurley Completed 07/28/2020 4:57 PM Judith Clarke Completed 07/29/2020 4:16 PM Rhonda Haag Completed 07/30/2020 8:43 AM Christine Limbert Completed 07/31/2020 4:33 PM Purchasing Completed 07/31/2020 4:35 PM Budget and Finance Completed 08/03/2020 8:24 AM Maria Slavik Completed 08/03/2020 8:26 AM Kathy Peters Completed 08/03/2020 9:18 AM Board of County Commissioners Pending 08/19/2020 9:00 AM Packet Pg. 3267 Q.6.a N REBUILD FLORIDA GENERAL INFRASTRUCTURE PROGRAM This document provides the guidelines fc implementation of the Rebuild Florida Genera .� Pe , Infrastructure Program (GIP) administered by th State of Florida Department of Economl 'odOpportunity (DEO). This Program is funded by th 0 Flon 1 � U.S. Department of Housing and Urba Development (HUD) Community Developmei o Block Grant- Mitigation (CDBG-MIT) allocation a described in Public Law 115-123. c N N i Packet Pg. 3268 Q.6.a N Table 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 2.7 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 - 0 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 Part4 - Scoring..................................................................................................................22 4.1 Award Determination...................................................................................22 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. 3269 Q.6.a 5.4 Duplication of Benefits (DOB) Overview.....................................................30 5.5 Subrogation .................................................................................................30 5.6 Budget..........................................................................................................31 5.7 Procurement Requirements........................................................................31 Appendices ........................................................................................................................33 Appendix A—Application Form.........................................................................................33 - Appendix B —Application Instructions & Checklist...........................................................40 Appendix C — Completed Sample Application..................................................................50 Appendix D — Implementation Plan Template ..................................................................67 Appendix E — Budget Worksheet......................................................................................71 2 2 0. 0 c 2 N N i U Packet Pg. 3270 List of Figures and Tables List of Figures Figure1: Community Lifelines..............................................................................................................6 CO Figure 2: Preliminary Process—Application, Evaluation and Award .........................................7 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 0 Table2: GIP................................................................................................................................................9 Table 3: HUD MID Area Counties and Zip Codes...........................................................................12 Table 4: State MID Area Counties.......................................................................................................12 Table 5: Mandatory Threshold Compliance Criteria......................................................................22 Table 6: Program Scoring Evaluation Rubric..................................................................................23 2 2 0. E 0 cv C44 E 3 Packet Pg. 3271 Q.6.a 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 U 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 U Department of Housing and Urban Development (HUD). Once household income is - determined, it is compared to HUD's income limit for that household size. CDBG:Communit Develo ment Block Grant funded b the U.S. De artment of Housin Y p , Y p g 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. DBA: Davis-Bacon Act (DBA). - 0 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. N 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. HUD: U.S. Department of Housing and Urban Development. E Packet Pg. 3272 Q.6.a LMH - Low to Moderate Income Household: A household having an income equal to or less than the Section 8 low income limit established by HUD. LMI-Low to Moderate Income National Objective: Activities that benefit households whose total annual gross income does not exceed 80% of AMI, adjusted for family size. Income eligibility will be determined and verified in accordance with HUD guidance. The most current income limits, published annually by HUD, will be used to verify the income eligibility of each household applying for assistance at the time assistance is provided. • Extremely low: Household's annual income is up to 30% of the area median family income, as determined by HUD, adjusted for family size. • Very Low: Household's annual income is between 31% and 50% of the area median family income, as determined by HUD, adjusted for family size. • Low: Household's annual income is between 51% and 80% of the area median family income, as determined by HUD, adjusted for family size. MIDs - Most Impacted and Distressed Areas: Areas of most impact as determined by HUD or the state using the best available data sources to calculate the amount of disaster damage. The HUD-designated MID areas include Brevard, Broward, Clay, Collier, Duval, Hillsborough, Lee, Miami-Dade, Monroe, Orange, Osceola, Palm Beach, Polk, St. Johns, St. Lucie and Volusia counties; and zip codes 32084, 32091, 32136, 32145, 32771, 33440, 33523, 33825, 33870, 33935, and 34266. The state-identified MID areas also include those counties that received both Individual Assistance (IA)and Public Assistance (PA) through the Federal Emergency Management Agency (FEMA). _ 0 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. 3273 Q.6.a 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 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 planning protocols and procedures. 2 Florida's focus is to support data-informed investments through high-impact projects that will reduce risks attributable to natural disasters, with particular attention to repetitive losses of property and critical infrastructure. DEO's strategy is built on a comprehensive Risk Based Mitigation Needs Assessment, presented in its Action Plan, that identified flooding, severe storms, tropical cyclones, coastal erosion and wildfires as the most significant risks to Floridians. The state supports the adoption of policies that reflect local and regional priorities that will have long-lasting effects on community risk reduction, to include the reduction of risk to community lifelines. Community lifelines enable the continuous operation of government > functions and critical businesses that are essential to human health and safety or economic security. The goal is to help protect critical community lifelines which are illustrated in Figure 1: N Figure 1: Community Lifelines l 15@Tt&(DT er�Y Hazardous r Fuel] vsrnunucatiws Iransportatiore Materials ' Table 1 illustrates Florida's plan for allocation of CDBG-MIT funds. Packet Pg. 3274 Q.6.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% • 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% 2 0. 2.2 Program Process E 0 CDBG-MIT programs will be delivered in a multi-step process to comply with all applicable regulations and requirements. The preliminary process includes a Request for Applications (RFA) and submission of applications by eligible entities, followed by application evaluation and scoring process that will result in an award of funding and the execution of a subrecipient agreement. The selected subrecipients will be responsible for delivery of services. During the implementation process, as subrecipients meet specified deliverables, program funding will be provided to subrecipient awardees. Subrecipients must develop and implement policies, procedures and processes to deliver projects/services. Projects/services may be provided by the subrecipient directly or in partnership with W 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. i Figure 2 illustrates the preliminary process. Figure 2: Preliminary Process—Application, Evaluation and Award EM Figure 3 illustrates the implementation process. 7 Packet Pg. 3275 Q.6.a Figure 3: Implementation Process—Service, Delivery and Compliance F r, 2.3 Rebuild Florida General Infrastructure Program (GIP) Overview 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, 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. 2 An overview of the GIP program is illustrated in Table 2. 0. 0 2 N i Packet Pg. 3276 Q.6.a Table 2: General Infrastructure Program Summary 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 ca agencies that apply in partnership with their local UGLG or state agencies. Geographic Eligibility HUD and State-Designated MID areas National Objectives Fulfilled LMI and Urgent Need Hazard Risks Addressed Flooding, Severe Storms, Tropical Cyclones, Coastal Erosion, Wildfires 0. Lifelines Protected Safety and Security, Food, Water and Shelter, Health and Medical, Energy, Communication, c 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. 3277 Q.6.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 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). 2 • 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. c 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. 10 Packet Pg. 3278 Q.6.a 2.6 Application for Program Services and Benefits The application submission cycle for the GIP program will open on June 15, 2020 and e 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 U activities for which they are requesting the funds. Applicants must explain how the plan will incorporate feedback from community members and how the final plan will be made available to the public. Applicants must also describe under what circumstances the plan should be updated and how that update will be funded. Applications will be prepared at the applicant's expense and costs are not reimbursable using CDBG-MIT grant funds. Competitive grant applications received by DEO will be evaluated and scored on a 150- point scale. Applications are ranked based upon the assigned score. The highest-ranking applications are recommended for funding. Applications are funded, in order of ranking, to the greatest extent allowed by available funding. 0. 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: floridaiobs.org/rebuildflorida/mitigation/general-infrastructure-program and click "Online Application". A contact name and email address will be requested. Once registered, the 2 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, E September 17, 2020. Packet Pg. 3279 Q.6.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 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. 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 HUD MID Zip Codes 32084, 32091, 32136, 32145, 32771, 33440, 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 2.8 Allocation A total of $475,000,000 has been allocated for the GIP program. This allocation may be increased or decreased based on the demand for the program by amendment to the Action Plan, subject to approval by HUD. N 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. 3280 Q.6.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 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. 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. 13 Packet Pg. 3281 Q.6.a Figure 4 is a map of HUD and State-designated MID areas. Figure 4: Mitigation HUD and State MID Areas HUD-Designated MID State-Designated MID 2.11 Program Management DEO is the agency responsible for the administration of mitigation funds allocated to 0. activities in Florida. The CDBG-MIT program is funded by HUD under Public Law 115- _ 123. 0 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 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 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. 3282 Q.6.a person with regard to, such a program or activity; or making employment decisions in the administration of, or in connection with, such a program or activity. DEO requires any entity receiving assistance through CDBG-MIT grant to comply with the Part 3 requirements herein. In addition, DEO and subrecipients must administer and fund programs that are in conformity with title VI of the Civil Rights Act of 1964 (42 USC 2000d), the Fair Housing Act (42 USC 3601-3619), and implementing regulations, and will affirmatively further fair housing. DEO requires subrecipients to certify that they have adopted and are enforcing policies that: 1) prohibit the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations and 2) prohibit physically barring entrance to or exit from a facility or location that is the subject U of such nonviolent civil rights demonstrations within its jurisdiction.Any person who believes he or she, or any specific class of individuals, has been subjected to unlawful discrimination may file a complaint regarding the alleged discrimination with: Office for Civil Rights Florida Department of Economic Opportunity 107 East Madison Street 2 Caldwell Building, MSC 150 Tallahassee, FL 32399-4129 0. (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 omplaintsOffice04 hu .goy Further information about eligibility for filing an equal opportunity complaint, time limits, instructions, and procedures may be found at- http://www.flori aiobs.org/office-directory/office-for-civil-rights/about-our- '✓ services/discrimination-com glaints. N 2.13 Conflict of Interest y� State officials and employees, DEO employees, subrecipients, contractors and consultants who exercise functions with respect to CDBG-MIT activities or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, are prohibited from receiving any benefit from the activity either for themselves or for those with whom they have family or business ties, during their tenure. 1 Packet Pg. 3283 Q.6.a For purposes of this section, "family" is defined to include parents (including mother-in- law and father-in-law), grandparents, siblings (including sister-in-law and brother-in-law) and children of an official covered under the conflict of interest regulations at 24 CFR 570.489(h). Per 24 CFR 570.489(h)(2) - Conflicts prohibited: Except for eligible administrative or personnel costs, the general rule is that no one who exercises or has exercised any functions or responsibilities with respect to CDBG-MIT activities assisted under this subpart or who are in a position to participate in a decision-making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from the activity, or have an interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during their _ tenure or for one year thereafter. Per 24 CFR 570.489(h)(4) - An exception to the conflict of interest provision may be granted after it is determined that such an exception will serve to further the purpose of the Act and the effective and efficient administration of the program or project of the state or unit of general local government as appropriate. An exception may also be granted should it be determined that all of the concerns generated by the potential conflict of interest have been adequately and publicly addressed and that an exception would serve to further the purposes of Title I of the Housing and Community Development Act of 1974 2 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. 0. 2.14 Anti- Fraud and Compliance Policies c 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 W 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. 3284 Q.6.a General, the Florida Office of the Attorney General, or the Florida Department of Business and Professional Regulation. All substantiated cases of fraud, waste, or abuse of government funds will be forwarded to the United States Department of Housing and Urban Development (HUD), Office of Inspector General (OIG) Fraud Hotline (phone: 1-800-347-3735 or email: 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.floriaiobs.org/rebuildflorida/mitigation}. All official records on project activities are maintained for a five-year period beyond the date of grant closeout. 2.16 Public Records The Office of Disaster Recovery's Constituent Services Manager will act as a Public Record Division Liaison and is the primary contact for all public record requests regarding the Office of Disaster Recovery/Rebuild Florida Program. The Office of Disaster Recovery's Public Record Division Liaison will coordinate with the respective managers _ of each program to determine (1) what is and what is not a responsive record; and (2) where to find all responsive records. Pursuant to Article 1 , Section 24, Florida Constitution, and Chapter 119, Florida Statutes, DEO is subject to Florida's public records laws. Accordingly, unless an exemption exists, all records produced or received pursuant to law or in connection with the official business of DEO can be requested and provided for inspection. Subrecipients participating in the 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: Florida Government in the Sunshine Manual: http://myflori alegal.com/webfiles.nsf F/ S- 53/$file/ 015SunshineLaw anual.gf y� 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. 3285 Q.6.a 2.17 Section 3 The Housing and Urban Development Act of 1968, Section 3, mandates that recipients e 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: • 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 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. 2.19 Program Income N This program will not create program income. Packet Pg. 3286 Q.6.a Subrecipient Information 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 • 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 CFR 201.7; 2 0. 2. Have a beneficial impact upon the designated MID area, even if located outside the designated area; c 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. 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. 3287 Q.6.a proposed application.Applicants must provide for a 10-day comment period, which must be published prior to the submission of the application. Evidence of the public notice must meet the following requirements: • Documentation of newspaper advertisement- 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. U Evidence of a public meeting with city, county and tribal governments must meet the following requirements: • 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 2 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: 0. floridaiobs.org/rebuilfloria/mitigation and click "Application Packet". A contact name and email address will be requested. Once registered, the applicant will be emailed an r_ 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. 3288 Q.6.a anticipated costs by category, including support services and program management and administration. Evidence of meeting the public notice requirement, as outlined in Section 3.2 and the Application Instructions & Checklist, Appendix B, must be included. 59 *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 U as a subrecipient, partner, subcontractor or vendor. - Applications will be evaluated to determine the mitigation value and cost effectiveness of the proposed project. An applicant's planning strategy and management capacity must be evident. 3.6 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. 3289 Q.6.a 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. U Only the application itself (including requested attachments) will be scored. Any documents submitted with the application that were not requested will not be scored. The evaluation team will consist of CDBG-MIT staff who will independently and objectively score applications consistent with the Scoring Criteria Evaluation Rubric. The reviewers' scores will be averaged to determine a final score for each application. Each element of the Scoring Criteria Evaluation Rubric has a value associated with it. A potential maximum of 150 points may be awarded. If eligible responses exceed available funding, applicants will be funded in rank order based on evaluation scores. DEO reserves the option to fund all, a portion of or none of each application submitted by an applicant. 0. Applicants will be notified that their application was submitted successfully via email and mail. c Table 5: Mandatory Threshold Compliance Criteria Application is signed and complete. Application was submitted on time. 2 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. Applicant's project benefits HUD and/or state-identified MID areas. Packet Pg. 3290 Q.6.a Table 6: Program Scoring Evaluation Rubric 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. 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 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 a- and roles. Identify the staff members who will be responsil and/or positions that will be filled for the GIP project managemE 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 10 pts Implementation Use the Implementation Plan Template provided in Appendix D 12 Plan prepare a chronological timeline for the entire life of the project tf organizes work into logical, manageable tasks and deliverabl( 01, Allow time for environmental considerations, permitting, etc. 0. 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 yI GIP's minimum ($500,000). Ensure there is no duplication benefits. 2` Packet Pg. 3291 Q.6.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 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 oe counties that were eligible for FEMA Individual and Put Assistance Categories A-G in presidentially declared counties each of the included storms. Projects in HUD MID areas receive 10 points. Projects in State MID areas will receive fi @ points. 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 individuals will be awarded a higher score than projects with lo\n 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 percentage will be calculated by DEO using the formula outlin 0. on the CDBG LMI Data website: 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 socioeconomic variables that impact a community's ability 20 prepare for, and respond to, disasters. The index of variabl 0) 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 2 pts = Low (Bottom 20%) y� 4 pts = Medium Low 6 pts = Medium 8 pts = Medium High 10 pts = High (Top 20%) =4 Packet Pg. 3292 Q.6.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 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. U 150 pts Total maximum score 4.2 Technical Assistance 0 L) 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 Subrecipients have the following responsibilities and must: 0) • Submit an accurate account of how the absence of a plan has affected the community; 0. • Submit a detailed scope of work; r_ • 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; 2 • Follow a detailed citizen participation plan that satisfies the requirements of 24 CFR 570.486-7 • 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; E Packet Pg. 3293 Q.6.a • Maintain books, records and documents relating to the GIP in accordance with generally-accepted accounting procedures and practices which sufficiently and properly reflect all expenditures of funds provided by DEO under this program. All records must be maintained for five years beyond the closeout of the grant; • Retain sufficient records to document program activities, participants and services and to demonstrate compliance with the 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 0.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. 2 • Provide a monthly report to DEO that details the grant funding approved versus funding disbursed; and • Monitor compliance with the terms and conditions of the subrecipient agreement. N 4.4 Compliance and Monitoring of Subrecipients i 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. E Monitoring will include: Packet Pg. 3294 Q.6.a • Evaluation of the subrecipient's organization, procurements, policies and procedures; • Compliance with the Stafford Act; • Allowable, necessary and reasonable cost standards; • Financial management, file management and documentation; • National objective compliance; and • Reporting and compliance with these Guidelines, the Subrecipient Agreement and any applicable laws and regulations. DEO will monitor the GIP directly and through designated partners. This includes U verification of official documents against state records, review of application materials and - expense documentation, and physical site visits to verify compliance and appropriate use of funds. Additional reviews may be conducted by HUD. Monitoring reviews may be announced or unannounced. Monitoring may take place on site or remotely. Reviewed documentation may be randomly selected. Project applications and documentation must be maintained and made available by subrecipients. All monitoring results will be recorded in detail for program compliance and use of funds. Any issues of non-compliance may be categorized as either findings or observations. Subrecipients found to be non-compliant, or who received funds in error, may be required to repay grant funds to the state of Florida, in accordance with the subrecipient 0. agreement. - 0 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: o U.S. mail to: N Office of Disaster Recovery, Appeals Team Florida Department of Economic Opportunity Chi 107 East Madison Street Caldwell Building, MSC 160 Tallahassee, FL 32399 o Email to: cbg- rappealseo.myfloria.com '27 Packet Pg. 3295 Q.6.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 U 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 0. - 106.104(2)7 28-106.20(2), and 28-106.301, Florida Administrative Code. 0 Depending on whether material facts are disputed in the petition, a hearing will be conducted pursuant to either sections 120.569 and 120.57(1), Florida Statutes, or sections 120.569 and 120.57(2), Florida Statutes. Pursuant to section 120.573, Florida Statutes, and Chapter 28-106, Part IV, Florida Administrative Code, mediation is available to settle administrative disputes. Any petition must be filed with the Agency Clerk within 30 calendar days of receipt of DEO's determination If an applicant files a request for reconsideration or informal appeal, the requirement to timely file a petition challenging agency action will be tolled until a decision under either method is rendered by the Department. At that time a new appeal window will begin. No applicant will lose their rights under Chapter 120, Florida Statutes, by filing a request for reconsideration or request for informal appeal. `" N Any petition must be filed with the Agency Clerk within 30 calendar days of receipt of this determination. A petition is filed when it is received by: Agency Clerk Department of Economic Opportunity Office of the General Counsel 107 East Madison Street, MSC 110 Tallahassee, Florida 32399-4128 Fax: (850) 921-3230 Email: Agency. Jerk deo.myflorida.com Packet Pg. 3296 Q.6.a Financial 5.1 Eligible & Ineligible Costs All costs must be CDBG-MIT eligible. All costs must comply with the requirements of 24 CFR 570 and 2 CFR 200. Eligible costs for the 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 • Support services; • Participant outreach; and • Program management and administration. Ineligible costs for the GIP include, but are not limited to- 2 • Material or supply costs unrelated to GIP activities; 0 • Costs not associated with the development of plans or planning activities; • Furnishings and personal property, including motor vehicles and fixtures; r_ • 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. 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. 3297 Q.6.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 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 create a DOB to the appropriate subrecipient. The subrecipient must perform due diligence verification of DOB information. The Supplemental Appropriations Act authorizing CDBG-MIT funding and the Stafford Act include restrictions on using CDBG-MIT program funds to provide assistance when insurance providers or other federal or state entities have already funded all or a portion of the activity. The Stafford Act also contains eligibility requirements for recipients who have received prior disaster funding based upon whether they are in compliance with requirements associated with receipt of those funds. When applicable, recipients must be 0. 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 2 • 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 W duplicative assistance considered a DOB. CN 5.5 Subrogation i 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. 3298 Q.6.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 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 received and to assist DEO in collecting any amounts owed to it from these sources. All parties shall comply with standard anti-fraud measures. DEO will exercise all normal due diligence in collection of amounts owed through contact with awardees and will pursue investigation and collection efforts which may include demand letters, small claims court, filing of judgments, and/or other collection activity. Collection activity following demand letters will be determined in consultation with DEO and/or the Florida Attorney General's Office. 5.6 Budget 0 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 2 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. N 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 y' 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. 3299 Q.6.a GIP. The procurement process includes the decision to purchase as well as the process to complete the purchase. The federal government has established a set of procurement rules in 2 CFR Part 200 that apply to CDBG-DR projects. 24 CFR 570.502 requires compliance with 2 CFR Part 200 for CDBG-DR projects, with certain limited exemptions (see also 24 CFR 85.36 and 24 CFR 84.40-48, as applicable). These rules are in place to ensure that federal dollars 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. 0 U 0. 0 c N N i 2 Packet Pg. 3300 Q.6.a N c c Appendix A— Application Form c Appendices c c cv cv CD u 3 Packet Pg. 3301 Q.6.a Re DEJDate N Florida) gran rnr .nrr .+.� eaMceric cwwrmruH..irr Rebuild on aCDBG - Mitigation , General Infrastructure Program Application Official Project Title CJ Applicant Information Official Applicant Entity Narne PEIN A. Primary Project Contact DUNS : Name Title E-mail Phone Mailing Address Nurnber: City. State Zip Code: Please list co applicant entities it any: Contact Person E-maul Address: 2 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 how the project will be maintained after it is completed. Insert Attachment: Please title doc: EntityNamePD_ IP CL cv Community Value Describe, in 1,500 words or less, the project's value to the community in normal yI 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: EntityNameCV-GIP 4 Packet Pg. 3302 Q.6.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 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 process. Insert Attachment: Please title doc: EntityNameGP_GIP 0 U Implementation Plan 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 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 zip file. > 2 Insert Attachment: F Please title zip folder: EntityNameBlueprints_GIP 0. 0 Budget 0 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 _ o Is there any duplication of benefits? es_ o All funds identified for use on your project must be fully disclosed and detailed to ensure -- budget accuracy and no duplication of benefits. N Do you anticipate receiving any funds for this project that will Yes: No- not not be supplied by the CDBG-MIT program? If yes, detail the anticipated or committed funds in the Leveraged Dollars section. c 3 Packet Pg. 3303 Q.6.a Public Notice Requirement N Evidence of the public notice must meet the following requirements: • Documentation of newspaper advertisement. • Print-out of UCLC webpage showing public notice. • Documentation that the need's of non-English speaking citizens have been met wherever a significant U 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. 0 • Documentation of a meeting must include sign-in sheets and minutes. U 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 2 0. 0 CL p 0 cv cv CD 36 Packet Pg. 3304 Q.6.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, 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. e, 0 c c 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 CDBC-MIT funds are listed below,/. Alachua =Flagler =Levy =Polk Baker =Gilchrist =Manatee =Putnam Bradford =Glades =Marion =Sarasota Brevard =Hardee =Martin =Seminole > 0 Broward =Hendry =Miami-Dade =St. Johns Charlotte =Hernando =Monroe =St. Lucie Citrus =Highlands =Nassau =Sumter Clay =Hillsborough =Okeechobee =Suwannee N Collier =Indian River =Grange =Taylor Columbia =Lafayette =Osceola =Union Desoto =Lake =Palm Beach =Volusia Dixie =Lee =Pasco =Wakulla Duval =Leon =Pinellas 37 Packet Pg. 3305 Q.6.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 process for obtaining this file can be found in the Rebuild Florida GIP Checklist and Instructions. Insert Attaclnnent: Please title doc: Entity ame LMIGIP 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 Compliance 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 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 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 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. ECan certify that your entity will comply with state and Yes: No:ient monitoring and maintenance requirements as by 84 FR 4838? N N i 3 Packet Pg. 3306 Q.6.a Sign and Date N As the primary entity contact for this project, I certify that staff, contractors, venders and 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 Print button will only print application and not attached documents. Submit button will deliver application to email to the cdbg-mitdeo.myl9oida.com. Please attach all relevant documents to this email. Punt Apfl Saibmit Aptictic�n -� 2 2 0. 0 0 0 cv cv i 3 Packet Pg. 3307 Q.6.a c c c Appendix B — Application Instructions & Checklist c c cv cv CD U 40 Packet Pg. 3308 Q.6.a N Rebuild Florida GIP Checklist 7%rida Project Name: This Checklist is designed to aid the applicant through the application process. As such, ca it does not need to be submitted with the completed application to DEO. n11111, ifflA R � Application is signed, dated and complete 0 FEIN and DUNS numbers are provided Application is from an eligible UGLG, state agency, or non-profit or non- 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 Application project demonstrates how it will enhance community resilience - 0 Application project's goals,stakeholders,work plan,resources,and monitoring/quality controls are identified Staff members and their responsibilities are identified Contractors or third-party entities are identified The Implementation Plan Template is completed and attached to the application 2 Public Notice (PN) Documents have been submitted (this includes PN translations) The Budget Template is completed and attached to the application This project has no duplication of benefits c� Leveraged funds/service usage is outlined in the application i 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. 3309 Q.6.a Filling h it Florida IP Application 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. U 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 the Leon County City Fire Department would look like: LeonCountyFirePD_GIP 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 Capacity Plan: W N N 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. N' 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. 3310 Q.6.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. 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. U 2. The "Tasks" box should list the major manageable tasks and deliverables of the proposed project and include the entire life of the project. Enter the approximate start and end dates of each task and/ or deliverable under the tabs "Start" and "End". "Duration" encompasses the number of days the task runs for. Excel should already calculate the duration based on the start and end dates you enter. If this is not the case, enter in the number of days as the duration of each task and/ or deliverable. Label each task and/ or deliverable appropriately under the "Label" section. a. Within the "Tasks" box, there are 15 available slots for project timeline 0. tasks. When adding/changing tasks within the box, select the row (select the values under "Start" to "Label"). c Tasks u2/ 3 3/^S3 �Eo ; lar a�]a S Pe T Tel T AnFpp:mpni t8 03/03 04/O3 Sample Action and ,ADA Design � 03/33 34/03 33 Equipment Evlauation 04/04 35/04 25 Environmental Revie,Mv 35/36 07/0 60 Sample Construction Phase 07/05 05/aa 31 Sample Construction Phase 2 0�5106 07/356 60 Second Sample Construction Phase 1 ` 071W 101d 31 Second Sample Construction Phase 2 W/200] 12 Project Closeout 9/01 12'2 115 Maintenance and Monitoring 3/]33 9 Sample Text ]3/]3 ]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 3 Packet Pg. 3311 Q.6.a Cells". Now "Sample Text" will appear under "Equipment Evaluation". The visual timeline above the "Tasks" will also reflect these changes. Tasks 02/03 03/03 219 ,� I PP'�Y7'iFY1f ' 03/03 04/03 W Sample action and ADA Design 03/03 34/33 3' Equipment Evicuaticn 131�3T 101TO � (�� 9 �� S"amplle Text 041 4 05/ 4 25 Environmental Review 015/06 07106 60 Sample Construction Phrase 1 07/0-B -3/08 31 Sample Construction Phase t 0�5106 N/06 &3 Second Sample constriction Phase 1 _ 07/0-3 33/8 31 Second Sample Construction Phose 2 C13/213 0191,31 12 Project Closeout r9/nu1 12/251 115 Maintenance and Monitoring 1 /1 ID 1 0/27 17 Sample Text Follow these guidelines for customizing your timeline. You may add lines within the "Tasks" section below existing tasks by highlighting the complete box rows, right click, select "Insert...", a dialogue box will appear, select "Shift cells down", select "Ok". This 0. will shift all boxes below the selected row down the excel sheet. - 0 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 outlined by boxes. 2 ..... .... ......... ... b Construction 50 . ....... .......... , Complete � 6�6 apse€ uti ................................ ........ Project ec �. N Completion ---------------------------------------------------------------------- Next, select the box that does not have a label. Now enter in the label for this milestone. 44 Packet Pg. 3312 Q.6.a N e'_ Sample 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. c 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. Any project that includes a duplication of benefits will not be eligible for this application. 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 > you will need to detail any application for funds and when those funds will be 0. committed for your project. Include the agency/ entity who the funds are coming from and the total amount. 0 c 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 0 left-hand segments and add notes when needed. 2 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. i 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 "Sources of Other Funds" category. These funds are non-CDBG-MIT funds. 4 Packet Pg. 3313 Q.6.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 to add rows in this section, follow the directions for adding rows outlined above. 59 3. You can use the right-side "Notes" column to elaborate on budgeted items as needed. Leveraged Dollars: 1. If you suspect your project includes the use of matching or leveraged funds or services, read the GIP Guidelines, Part 5 to ensure your project is eligible for this section. 0 2. Describe the specifics of leveraged funds or services that your project uses in the space provided. Identify and answer: - a. Are there local or other funds available to address the proposed project in whole or in part? i. If Yes, report all sources of funding and the amount available. b. Disclose sources and uses of non CDBG-MIT funds. c. What other federal, state, and/ or local entities have you contacted concerning funding for the proposed project, and what were the results? 3. If your project does not involve matching or leveraged funds, then write "N/A"in this section. 2 0. County Selection: 0 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, y� 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, Hardee, Hendry, Highlands, Lafayette, Levy, Monroe, Okeechobee,Suwannee, Taylor, Union, Wakulla 4 Packet Pg. 3314 Q.6.a 6. Fiscally Constrained Counties: Baker, Bradford, Columbia, DeSoto, Dixie, Gilchrist, Glades, Hardee, Hendry, Highlands, Lafayette, Levy, Okeechobee, 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. 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 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. 3315 Q.6.a Special Designations: 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) e 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 Florida Keys Hurricane Evacuation Florida Keys Hurricane Evacuation Presentations Florida Keys Hurricane Clearance Time Memorandum of Understanding d. Apalachicola Bay Area (Franklin County) i. Apalachicola Area of Critical State Concern Map 0. Compliance: - 0 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. 2 Sign and Date: As the primary entity contact for this project, I certify that staff, contractors, vendors and W community partners of our mitigation initiative: N A. Will comply with all HUD and Florida requirements in the administration of the proposed CDBG-MIT funded activities; y� 4 Packet Pg. 3316 Q.6.a N 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: c Attention: Rebuild Florida Mitigation Team Florida Department of Economic Opportunity 107 East Madison Street Caldwell Building, MSC 400 Tallahassee, FL W 32399 2 0. 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. 3317 Q.6.a c c c Appendix C — Completed Sample Application c c cv cv CD 50 Packet Pg. 3318 Q.6.a N s ©ate 0611512020 Re DEjFlorida 16A 6 PAR t1£NTv E*CbMtfMIC GF*I'dY1PLIH'.ITY Rebuild on a CDBG - Mitigation General Infrastructure Program Application Official Project Title Do,wnto,,im infrastiucttue Project Applicant Information 0 Official Applicant U Entity Narvo Mitigation City FEIN 12-3456789 _ Primary Protect Contact Jenny South DUNS» 12-345-6789 hlame ' Tine City Planner E-maul jsntith %lnitcity.gov Mailing Address 123 Main Street STE 360 i Phone 123-456-7890 � NUrtiher City Mitigation City slate FL ZiP Code 12345 Please list co-applicant enfities if any: Contact Person: E-maal Address: 2 Sample County Sall-y Hayes shayes@�sanipleconnty.gov � Local Water Management District I Lola Jones 1j ones(C-41xvind.org 0. 0 Project [Description Write an overview/summary, not to exceed 2,500 words, of the project being proposed. 1) State the project purpose and include a description and location(s) of the proposed activity. 2) 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 2 funding requirements. 6 Describe anticipated outcomes. 7) Describe how the project will be maintained after it is completed. > Insert Attachment- Community Please title doe: EntityNall GIP c 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 ': _GIP / 51 Packet Pg. 3319 Q.6.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 ca 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 0 Implementation Plan 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 has been provided in Appendix d of the GIP Guidelines. Insert Attachment: c Please rename.template: EntityNamelP_GIP Blue rints/Architectural Designs 2 If blueprints or architectural designs are relevant to your proposed activity, please upload a zip file. 0. Insert Attachment: Please title zip folder: EntityNameBlueprints_GIP E 0 c Budget c 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 All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Do you anticipate receiving any funds for this project that will Yes: ® No: 1-1 � not be supplied by the CdBG-MIT program? If yes, detail the anticipated or committed funds in the Leveraged dollars section. 52 c Packet Pg. 3320 Q.6.a Public Notice Requirement Evidence of the public notice must meet the following requirements: h® • 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: 0. 0. 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. c Attach files here: EntityNamePN_GIP c 0. 0 CL c cv cv CD 53 Packet Pg. 3321 Q.6.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 h® 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. Mitigation City has coninutted$50.000 towards this project fi-om otir Conlintinity Redevelopment >% Agency and also will Ltd this project tnsittg the$800,000 giant'frorn the FEMA Pre-Disaster Mitigation(FIND propyann. 0 CJ 2 2 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 Collier =Indian River DOrange =Taylor Columbia =Lafayette =Osceola =Union Desoto =Lake =Palm Beach =Voluusia yl Dixie =Lee =Pasco =Wakulla Duval =Lean =Pinellas 54 Packet Pg. 3322 Q.6.a N 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? 0 What is the area of critical state concern? Not;Applicable 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 2 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: ❑ _ regulations as outlined in 84 FR 45838? 0 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? N i 55 Packet Pg. 3323 Q.6.a N 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 HIED and Florida requirements in the administration of the proposed CDBG-MIT funded activities, B. Will work in a cooperative manner to execute the Subrecipient Agreement that provides the pathway for successful CDBG-MIT program(s) andlor project(s) and; C. Certify that all information submitted in this Application is true and accurate 0 -- - - U Signature: Jenny Smith Gate: gl122 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. P"i-int Application aalarnit Ap tic tis��i 2 2 0. 0 0 cv cv i 56 Packet Pg. 3324 Q.6.a GIP Sample Proiect Description 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. U 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 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 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 downtown's pathways are old and inaccessible for those with limited ability, so we would like to 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 against flood risk. i 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 leverage. The requested funding amount is based on a two-year timeline to include a procurement 57 Packet Pg. 3325 Q.6.a process, engineering costs and administrative and construction costs.The Mitigation City will maintain the upkeep of the project. 0 0 0 0 0 0 cv cv i 58 Packet Pg. 3326 Q.6.a GIP Sample Community Value 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 c, 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. 0 U The Downtown Infrastructure Project will fortify the following community lifelines: safety and security; _ 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 Pre-Disaster Mitigation program.The expansion of the roads and improvements to the sidewalks and 0. pedestrian malls and stormwater drainage will ensure that historic downtown and its surrounding _ neighborhoods will endure for years to come. 0 N i 59 Packet Pg. 3327 Q.6.a GIP Sample Capacity Plan 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, c, 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. The Project Manager oversees the implementation of the project and coordinates with all involved 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 > 0 managers will be brought in to work on the Infrastructure team to ensure procurement follows Federal 0. Register and grantor requirements, ensures schedules and budget requirements are maintained, and _ assists with procurement and closeout of all contracts and grants. o 0 • Project Manager: responsible for master planning and prioritizing of projects. Signs contracts and manages Infrastructure team. Infrastructure team: • Sample County Public Works Personnel: supports the project manager and fulfills project requirements • Director of Engineering: manages capital improvement projects, department staff, projects and vendors CL • Staff Engineer: evaluates existing condition of current area to determine best construction solution cv cv • Engineering Consultant(s): provides engineering services for each project(s) i • General Contractor(s): installs and provides construction services • Construction Inspector: ensures construction adheres to engineering, budget, safety and outcomes 60 Packet Pg. 3328 Q.6.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 c, 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) 0 (2) Solicit competitive quotes/bids (Project Manager and Infrastructure team) cJ (3) Select a contractor(Project Manager and Infrastructure team) (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 procurement department to engage a contractor to undertake the construction of the project. At this time, the Infrastructure team will already be formed. 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Name: 0 �E-Tltle: Clarke-Judith@monroecounty-flgov Phone Mailing Address: 1100 Simonton Street Number: 305-295-4329 City: Key West State: Fl Zip Code: 33040 Please list co-applicant entities if any: Contact Person: E-mail Address: cv 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. 2) 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 maintained after it is completed. Insert Attachment: Please title doc: EntityNamePD_GIP Community Value Describe, in 1,500 words 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: EntityNameCV GIP Packet Pg. 3345 Capacity Plan Provide a strategic plan overview of 1,500 words or less that addresses goals, U stakeholders, the work plan, (major tasks and deliverables), resources (staffing and - 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, briefly describe your selection process. Insert Attachment: Please title doc: EntityNameCP_GIP 2 0. Implementation Plan 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 has been provided in-Appendix D of the GIP Guidelines. Insert Attachment: Please rename template: EntityNamelP_GIP Blueprints/Architectural Designs If blueprints or architectural designs are relevant to your proposed activity, please upload a -zip file. Insert Attachment: Please title zip folder: EntityNameBlueprints_GIP -- N CD N Budget rl- 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 0 Yes: ❑ No: ❑ Is there any duplication of benefits? - All funds identified for use on your project must be fully disclosed and detailed to ensure budget accuracy and no duplication of benefits. Do you anticipate receiving any funds for this project that will Yes: No: not be supplied by the CDBG-MIT program? If yes, detail theEl Z anticipated or committed funds in the Leveraged Dollars section. Packet Pg. 3346 Public Notice Requirement Evidence of the public notice must meet the following requirements: • Documentation of newspaper advertisement. • Print-out of UGLG webpage showing public notice. • Documentation that the needs of non-English speaking citizens have been met wherever a significant number of non-English speaking citizens might be reasonably expected to participate. In this case, documentation will need to be translated into Spanish and 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_GIP cv cv cv c Packet Pg. 3347 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 U proposed project in whole or in part? If yes, report all sources of funding and the amount _ available. 2) Disclose sources and uses of non CDBG-MIT funds. 3) What other federal, state and/ or local entities have you contacted concerning funding for the proposed project and what were the results? Put "N/A" if this section is not applicable to your project. NA 0. 0 c N N County Selection Select each county that your project benefits. DEO will use this information to assess MID, social vulnerability, rural and fiscally-constrained areas. Only counties eligible for CDBG-MIT funds are listed below. Alachua =Flagler =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 =Orange =Taylor Columbia =Lafayette =Osceola =Union DeSoto =Lake =Palm Beach =Volusia E Dixie =Lee =Pasco =Wakulla Duval =Leon =Pinellas Packet Pg. 3348 Overall LMI Benefit 0 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 Attachment: Please title doc: EntityName_LMIGIP Special Designations Does your project benefit an Area of Critical State Concern Yes: No: IInn according to Florida Statutes 380.05? z What is the area of critical state concern? City of Key West and the Florida Keys Ar( 0. 0 c Compliance 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 effects or consequences, and prevent a recurrence. The State shall establish remedies for noncompliance by any designated subrecipients, public agencies, or local governments." W Yes: No: Can you certify to comply with state and federal register ❑ regulations as outlined in 84 FR 45838? N 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 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? Packet Pg. 3349 Sign and Date As the primary entity contact for this project, I certify that staff, contractors, vendors and U community partners of our mitigation initiative- A. Will comply with all HUD and Florida requirements in the administration of the proposed CDBG-MIT funded activities- B. Will work in a cooperative manner to execute the Subrecipient Agreement that provides the pathway for successful CDBG-MIT program(s) and/or project(s) and- C. Certify that all information submitted in this Application is true and accurate 2 W Signature: Date: 07/30/2020 0 Print button will only print application and not attached documents. Submit button will deliver application to email to the cdbg-mit@deo.myflorida.com. Please attach all relevant documents to this email. Print Application Submit Application 2 cv CD cv cv c Packet Pg. 3350 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project DRAFT DRAFT DRAFT c Community Development Block Grant— Mitigation Program General Infrastructure Program Avenue C on Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project Project Description 2 Purpose and Description: Monroe County is the Southernmost County in the > Continental United States. It is comprised of the Florida Keys, which are a string of over0. 800 low-lying islands stretching 130 miles in length and connected by only one road in ._ and out, the Overseas Highway (US1). c This grant application requests $8,514,819 in CDBG-MIT grant funding to improve Avenue C located on Big Coppitt Key by elevating the roadway and installing a "pump and treat" storm water drainage system. This project will protect access to XXX residential homes that are subject to frequent and persistent flooding due to storms, tides, and sea level rise. The Avenue C Big Coppitt drainage improvement project site is an approximately 18-acre area in a residential neighborhood that is located on the north side of Big Coppitt Key at mile marker 10 in the lower keys. The roads on the western side of the site are at low elevation and frequently flood during rain events. The tidally influenced groundwater is -- high and the area does not drain naturally and Public Works crews are often dispatched to � the area to pump �? stormwater out of t � this low area to (s prevent water from flooding on adja- is cent properties. The proposed project consists of engineering Y' design, permitting 5 and construction of an engineered r � rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr stormwater management GIP Project Description Page 1 of 7 Packet Pg. 3351 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project system to collect, treat and discharge stormwater from the roads. The result will be improved access to homes that are located along county maintained roads and reduction of potential damage to homes - F;^ I L.,i due to stormwater flooding. Mitigated Risks- Avenue C on Big Coppitt Key of Monroe County, faces issues with tidally-influenced 4 inundation of residential access roads at frequentt events, which is exacerbated by hurricanes, King Tides and prolonged rain. The proposed project , service area is located within the within the VE �_ n 2 Xxxx, VE xxxx and VE xxxx FIRM Flood Hazard � �� ;f E Areas. It is considered highly likely to be inundated - _ 0 by sea level rise. This area also contains numerous homes with repetitive loss. (NEED TO VERIFY WITH BRYAN) Improvements in drainage will _ �4 improve navigability of the roads and facilitate �� . ingress and egress (evacuations) from the area which was difficult immediately pre & post Irma. P n«ree€e�a a�csaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYc�;a ,yr�� k \ 0, ile ta:'jpit al `Ytor i`; ant."t heavy y niin events car? in nf,tat this etfu,et �� � zf � tti significantant anf,"Jper,sistent flooding, the slow an,,"J imperceptible fise in `,zt„`a level is p „'t,Jib.;to„` 'J to bting as much as one foot of ttiote of water within the n .\i i i`"'t e7 year,,,,"; r � N r making the fa,j+.:,,J l-fig../elyi impassible, ia�re€;€s�caaaaa��csaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcsaYcs� When this flooding occurs, residents are either trapped or prevented from reaching their homes. �k Frequent, sustained saltwater inundation cans, damage roads, infrastructure, and private homes This project seeks engineering solutions to keep the neighborhood viable for long-term residential �1 ` populations by providing access and protecting theY � �k neighborhood from continuous saltwater � W, i - inundation. Improvements in drainage will improve navigability of the roads and facilitate ingress and egress (evacuations) from the area which was difficult immediately pre & post Irma. Outside of t e� disaster operations these improvements also improve the chances that the remaining housing in � t � � � � � � � � � � � � � � � � � � � � � � this LMI neighborhood will continue to be viable, and it will improve the chances of some GIP Project Description Page 2 of 7 Packet Pg. 3352 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project replacement housing will be developed in the area. Without these improvements, the long-term viability of this neighborhood is questionable (especially when storms threaten). During times of inundation, emergency response times are increased, escalating the risk of the citizens of these subdivisions, as well as the County as a whole. While tropical storms create significant problems, the slow and imperceptible rise in sea level tides blocks streets and inundate ocean waters into homes on a monthly, or more frequent, basis. This project will mitigate the residential access roads and improve storm water drainage in a low-lying subdivision subject to frequent and persistent flooding due to a variety of causes. The project includes segments of road repair as well as drainage enhancements installed to assist in the removal of flood waters, keeping roads open and displace flood 0. water out of private and public property. The loss of any additional residential structures, in the aftermath of Hurricane Irma's devastating blow to the housing stock, must be prevented. Identifying viable storm water management solutions, in the wake of increasing tropical storm activity and rising sea levels is an absolute priority for Monroe County. t i 1 : N T,(' y` - t8 S LWL Natural Infrastructure: This project does not incorporate natural infrastructure. However, the project will have a significant influence on enhancing water quality in the vulnerable protected marine environment of the Florida Keys. Standing waters collect pollution from cars, chemicals, high concentrations of nutrients, and other pollutants. The pump and treat storm water drainage system will remove these contaminants ensuring that all GIP Project Description Page 3 of 7 Packet Pg. 3353 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project waters released into fragile marine environment meet EPA standards. It is the complexity of this stormwater drainage system that drives the high cost of the overall project. Staffing: The project will be implemented by a highly experienced and qualified project management team consisting of the following individuals- • Administrative Program Executive, Judith Clarke, P.E. Director of Engineering Services • Project Manager, Debra London, Engineering Services, Monroe County - Project Manager > • Contract Manager, Olympia Newton, Monroe County Senior Engineering 0. Technician - Invoicing and Reimbursement processing - 0 • Construction Inspector and Construction Engineering and Inspection Consultant, Vendor Consultant (TBD), • Road Maintenance, Monroe County Lower Keys Roads and Bridges Monroe County Project Organization Chart 2 --------------- CI. N N . t _— n ''z.- 0 / Monroe CounTy Government I1 ��corn,-attea veaoaeNiees W� U GIP Project Description Page 4 of 7 Packet Pg. 3354 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project Further information on each of the team members is detailed in the Capacity Plan Section of this application including a biographical summary of each team member. In addition to internal staff, Monroe County will solicit vendor services for Project Construction Services, Project Construction and Engineering Inspection Services to include Historical Review and Environmental Review Services. All procurement processes will comply with the procurement standards in 2 C.F.R. §200.318 - §200.326 when procuring property and services under this Agreement. • Design Services have already been solicited and are currently at 90% completion. 2 2 The costs for design services are not being requested in this grant funding request. The design associated costs, however, are listed in the budget for informational 0. purposes only. ' • Constructor Contractor will be solicited through a competitive bid process, meeting all requirement established by the Florida Department of Transportation and the US Department of Housing and Urban Development, contractor staff must have FDOT approved certification. • Construction Engineering and Inspection Consultant - Construction Engineering and Inspection Consultant - to be determined through competitive qualifications based solicitation for Professional Services utilizing FDOT approved process.To be considered, all respondents to the Construction Engineering Inspection services (CEI) solicitation must be pre-qualified by the Florida Department of Transportation (FDOT) in accordance with Chapter 337.14 F.S. and Florida -- Department of Transportation Rules Ch. 14-22. Respondents must be pre- approved by FDOT for Work Group 10, Construction Engineering Inspection Services (CEI). All CEI project staff shall have a working knowledge of the current FDOT CPAM (Construction Project Administration Manual ) and must possess all the necessary qualifications/certifications, outlined in Work Group 10. The CEI team shall consist, at a minimum of an inspector for daily site work, a project administrator and a Professional Engineer. Work Plan: The scope of the project will include repair, reconstruction and/or' potentially elevating sections of roadways, construction of a stormwater collection system, a pump station with pre-treatment, wet wells, pumps, piping, electrical controls and instrumentation and an emergency generator, as well as injection well(s)for final disposal of treated stormwater. ' The engineering design and permitting phase of the project will include survey, ca geotechnical and environmental investigations as needed to support development of construction plans and technical specifications. The stormwater system will be designed in accordance with South Florida Water Management District (SFWMD) and Florida Department of Environmental Protection (FDEP) requirements so that required permits may be obtained for the system and the injection wells. The analysis will consider future GIP Project Description Page 5 of 7 Packet Pg. 3355 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project impacts due to sea level rise to the area as well as any environmental impacts; the design scope will also include fulfilling any NEPA requirements for the project. The construction and construction engineering and inspection (CEI) phases will follow upon completion of the design and permit issuance. Monroe County will complete the project over a period of two years and four months (September 2020 through January 2023). Once the sub-recipient agreement is executed, and the vendors procured, we estimate that the design phase may begin within 5-6 months. The project design will require up to one year to complete. Once the permitting process and the environmental review processes are complete, we estimate that construction phase will be conducted between September 2021 and January 2023 assuming that contracts are executed within a timely manner. 0. Funding: The Monroe County Road and Engineering Department I see working in close partnership with the see residents of Avenue C on Big Coppitt _AI see Key, have comprehensively evaluated the roadway and potential mitigation options. This proposed = mitigation initiative will create an enhanced roadway and storm water drainage system that will avoid flooding and enhance the resilience of the community at a cost of $8,514,819. Additional budget details are provided in the table insert and in the Budget Document. -- Costing Methodology: A detailed cost estimate has been included in the Budget Document, which was developed by an experienced construction design firm and is based upon actual cost of materials, equipment and labor. Raising the roads and installation of pump stations are also compared to historical costs of roadway improvement projects maintained by the County and the Florida Department of Transportation (FDOT) regional historical costs. The Engineer of Record estimates the actual cost of Project Design and Construction at $8,109,351. Administration: The project has also incorporated compensation for Project Manager and Project Team for project administration and implementation of the project. Estimated ca cost is $405,467. - Outcomes: The Big coppitt Key neighborhood project provides access to need to verify with BRYAN IF ANY LMI ARE IMPACTED DATA TBD xxxx residential LMI units within the community. Additional there are xxxx LMI homes in the area which are within the greater Drainage Basin Area of this project. When the traffic access area and the drainage basin are combined, there are a total of xxxxx LMI units ultimately impacted by this this project. Elevating this road and constructed stormwater management system will ensure the long-term viability of this residential area GIP Project Description Page 6 of 7 Packet Pg. 3356 Monroe County Avenue C on Big Coppitt Key Road Elevation& Storm Water Drainage Improvement Project Maintenance: The Road Maintenance Division is responsible for the day-to-day maintenance and operations of County maintained roads. Staff will continue to maintain this roadway and drainage improvement structure within their routine maintenance schedule. Based upon publically available funds, the Board of County Commissioners will direct the percentage of the budget, which is, dedicated to road maintenance operations. 2 2 0. c 2 N N N c GIP Project Description Page 7 of 7 Packet Pg. 3357 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project Community Development Block Grant— Mitigation Program c General Infrastructure Program CO Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project a, Community Value The Big Coppitt road elevation and storm water drainage improvement project will provide value to the community in normal circumstances by continuing to provide access to the residential homes, which are currently subject to frequent and prolonged flooding prohibiting access to the community by homeowners, businesses services, public 0. services, and emergency services. The road may flood during heavy rainfall and King Tides even in normal times. c z b o o.. rye. f t7"t r e e t-V the j V t will r i..... i .. i,�'fit�t..f rt`ttia„F,z a..-� t�+-.fr,�,�,f+-.f7 j„��<;"z+-.iF,zr,t�,f�F,z. r,t�t�, �fa.;t�,t.,r, ,r'�77 �fa.:��°�t,�t�� a+...f7J�,�t�� ia.:� it�t�� community ri.,�f,�` V. C+ that q`� j -Vnt safely evacuate ±h M1 -V M1' .f V ""1J/ e V .' Ve -, "h .F u"r7��;t f1�7t: it +�i fti�,�l �ti"r7�,, €�,�ii7 ,�rlti�. � u" +��,:(��+����, �ria.�,fa homes, ��riia«.f� a ��t,� �,u"f�f�.u"�, �,,�r�7 fi" apt � F rr � j.,JiFz+.:astet victims, aa..j+.:a,,`Js can bed.,°i�t„`+. n,�`t„J of („,Je,. to;, p�,..��wet lines can ,,.,e ft„'F:zza..�f t„'t,.��. j:J+.6tti€:at..e �. 6FFCFFbent d.+`.an be f.,on,,.Jut,te„`,J, +.ant.,Y ft„,a.,o et,v can ot.,f.;ut th a:,ju h +.ft.,f.;t„ss to the � neit:.jhba.nl-it.:'a.:'t, n«re€;€faaaae�;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;c ;�r This effort was motivated by two significant events. The first was the release of the .� County's GreenKeys! Sustainability Action Plan ("GreenKeys! Plan") in 2016 which made recommendations concerning infrastructure planning. The second was the King Tide Tidal Flooding Events of 2015 and 2016, which due to a combination of tidal and storm conditions, caused long-term, disruptive flooding in these two areas. Even before the 2015 and 2016 flooding events, the residents in these communities indicated that they 2 had experienced various levels of increasingly problematic tidal flooding for years, which will only be exacerbated but future predicted flooding conditions. The GreenKeys! Plan indicated that approximately 144 miles of roadways may be exposed to tidal flooding by 2030, and that 188 miles of roadways may be exposed by 2030. 0 Community Lifelines: With the completion of the Road Elevation and Stormwater `0 Drainage Improvement Project, we would be strengthening the following Monroe County . lifelines: Safety and Security: Reestablishing community safety in the aftermath of a disaster is at the core of post disaster response operations. Maintaining *4„ accessibility to residential areas if vital to conduct law enforcement and securityLL activities, fire services, search and rescue and other vital governmental services. Functional roadways is vital reestablishing functional roadways. GIP Community Value Page 1 of 10 Packet Pg. 3358 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project Health and Medical: Disaster Victims may require medical care, patient 0 movement, public health support, and medical supplies in the aftermath of a _ large-scale disaster. Elevating roadways and ensuring that storm water can be D effectively treated and removed is vital to reestablishing the health and medical lifelines of the Big Pine Residents along Father Tony Way. Transportation: Functional roadways are a vital component of the transportation lifelines. Avenue is a primary residential access road serving the Tfanspormil4n. residential community. 0. Community Resilience: Being an island community, we must contend with the reality of a high vulnerability to hurricane events, King Tides, and other flooding events that bring community devastation and large quantities of flood waters to our neighborhoods, roads, critical facilities, and businesses. It is through a strong commitment to mitigation activities, that the Florida Keys have been able to build resilience. In the aftermath of Hurricane Irma (2017), the mitigating investments in the critical infrastructure, including the power grid, water supply systems, and waste water systems was clearly demonstrated. The Florida Keys did NOT experience prolonged service outages to these critical public services that have been hardened in recent decades. > Residential neighborhoods, however, sustained devastating blows loosing approximately 4,000 homes. Most of these homes were constructed prior to the current building code with insufficient elevation and wind-loading resilience. Many residential roads throughout �- the Keys remained flooded in the aftermath of Hurricane Irma but have experienced prolonged flooding during lesser events. These roads are suffering from the effects of sea level rise and insufficient storm water drainage systems. Through the Monroe County Comprehensive Plan, the leadership has demonstrated a strong commitment to enforcing Floodplain management strategies as well as embracing a better understanding and taking action to reduce the affects of climate change. • Chief Resilience Officer: Monroe County Board of County Commissioners has funded a full-time Director and staff to manage long-term resilience of the Florida Keys. • GreenKeys Action Plan: The County approved the GreenKeys! Sustainability Action Plan ("GreenKeys! Plan")which made recommendations to address climate and sustainability issues throughout the County and has guided ongoing efforts. ' Monroe County conducted a Pilot Project to assess the implications of tidal flooding on its roadway improvement program in two communities. This effort was motivated by two significant events. The first was the release of the County's GreenKeys! Sustainability Action Plan ("GreenKeys! Plan") in 2016, which made recommendations concerning infrastructure planning. The second was the King Tide Tidal Flooding Events of 2015 and 2016, which due to a combination of tidal E GIP Community Value Page 2 of 10 Packet Pg. 3359 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project and storm conditions caused long-term, disruptive flooding in these two areas. Even before the 2015 and 2016 flooding events, the residents in these communities indicated that they had experienced various levels of increasingly problematic tidal flooding for years, which will only be exacerbated but future predicted flooding conditions. The GreenKeys! Plan indicated that approximately 144 miles of roadways may be exposed to tidal flooding by 2030, and that 188 miles of roadways may be exposed by 2030. • Monroe County Pilot Roads Project the Sands and Twin Lakes Communities (Jan 2017): The County conducted this pilot study based on a data-driven method to identify the appropriate design response to potential flooding effects on roadways for > the two communities. The County developed an approach to define alternatives for 0. road improvements in the two pilot communities based on several elements. - o Assessed past tidal events in the Keys by analyzing a 20-year historic tidal record and determining the statistical probability of tidal flooding for certain events based on that assessment. o Identified potential rates of sea level rise increases expected over a 25 year road improvement project lifetime for the road improvements. These values were then added to those derived from past events to define flooding recurrence scenarios for the year 2040. o Developed four design response strategies, 6", 12", 18" and 28" , of road elevation to evaluate flooding impacts and the benefits gained from those responses. Designing the roads in the community to ensure that all roads are at least at elevation 6" results in a need to raise certain portions of the -- roads (0.28 miles in the Sands Community, and 0.3 miles in the Twin Lakes Community) o Compared design scenarios to tidal flooding recurrence in 2015 and in 2040 to define the performance of design options under various scenarios. o Developed design cost estimates for the various identified road elevation - scenarios to understand the relative differences in cost between various design options. o Provided recommendations on implementation strategies for future road elevation and drainage improvements. • NFIP FIRM Maps: The National Flood Insurance Program (NFIP) is currently U revising the Flood Insurance Rate Maps (FIRM) in Monroe County. These new - maps will provide important information, data, and maps to build long-term community resilience. • NFIP CRS Program: Monroe County continues to focus efforts to enhance their rating with the NFIP Community Rating System which the goal of obtaining a Level 4 rating with the next year. • Countywide Road Analysis: The County is also developing a countywide Roadways Study to identify the most vulnerable roadways and detail a long-term strategy to mitigate sea level rise impacts. E GIP Community Value Page 3 of 10 Packet Pg. 3360 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project • Adaptation Action Areas (AAA): The Monroe County Planning Department is U also currently in the process of developing amendments to the Comprehensive Plan that would allow for the designation of AAA and design a regulatory framework to govern development activities within these areas. • Stormwater Management Policies and Practices: The county is currently evaluating and developing a development toolkit for stormwater management activities within Monroe County. • Voluntary Home Buyout Program: Through funding from the CDBG-DR Program, the County is implementing a $15 Million program to purchase homes damaged by Hurricane Irma, demolish the structure, and dedicate the parcel for either green space or stormwater management. The County developed a risk vulnerability scoring system to prioritize homes that are at high risk for flooding and - sea level rise. Monroe County continues to seek external funds to buyout homes 0 and support residential flood mitigation activities. This project does not enhance multi-jurisdictional resilience. This project does not have any cultural or historical significance. 2 Attached are photos of the project site during periods of flood inundation as well an as overview map of the project site. - N N N 0 U GIP Community Value Page 4 of 10 Packet Pg. 3361 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project 0 4 sRyji _ 16 OA i 0 74 0 M Y !r J 3 3 ]v 12 1 1? $ I { I m I t � Cit CL �� YY N t AVENUE d3 � � � � ft }l���f N fkVEN Or 0 ���� as Y�`t ���s •"� t�_- �y� �� �8 i a`w v�,rrvr r 4,4wflrs Sfourco F,!YI Ma.al GOOF ye, Fanh,C C.=JF.3 it A F)S U5DA 4JS,3« Aev O+aRID �R,' nun d 11 w IS Us..'Pr Crtarier;. ily U GIP Community Value Page 5 of 10 Packet Pg. 3362 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project AVENUE C 13IGPiTT SiTE c t \\\\� 0 r f i % '0, 0 f�t '4 1 ?t ` �S1, r t8 g �2 �rbiV\is}j� CI. IV,WU �i 7 i 11 O „i't� i N t �0 ,A''lA eat.wc�l.�l�i La s s �,t&� �: i flt�;s to ter ,o- magwsl r^ maj4v�;x -:..M L 15,*,p�s S L,I,,,IDA,4,YSGS A*,*:,R G IGf,d,s^ail ti,,m CIS Uw C,.4 n,atLM-y GIP Community Value Page 6 of 10 Packet Pg. 3363 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project r i S;C, j f ' " { j z , 0 iV ! a Y A { CL Nil �f Fe- 1 � �S �r�:, �1{1 0 - { .. { } Ji .� � 4 ,�asrt zi 0 7 4{ sJ rA2z ��t5 t{ 1 l ;. �� =4 ,;(( \�� {1 r,1z• e3l¢ti}z}�s i{ y'21 {�a�y ��{h 3fi$A � I};,a- � - �1 ,FS \ i ��i 4 Y 46 w U GIP Community Value Page 7 of 10 Packet Pg. 3364 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project 2 2 �t 0 r ( Cb N N N h U 0 U tJ U GIP Community Value Page 8 of 10 Packet Pg. 3365 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project �t+l�'s�llk{t}�t=' 1{{S[titi+i,�7,.�{'gip��{,,,4�'d)�n�tlt�i+ti.{,Iir,{ rrFi �st�Ds�Ut}}'�i1���s '�r ' {rr. r\'r„ts`,i7', ',r lr,!il ' s 0 1 i S �s , N CD N 0 U GIP Community Value Page 9 of 10 Packet Pg. 3366 Monroe County Avenue C, Big Coppitt Road Elevation and Storm Water Drainage Improvement Project Y t E 1,«'' ,� �- � >s,°a IQ111, py"k�,��x nt .tt fid..;�, '�i;s ,,,ye u;`p-:. yhw' '' k ...✓ ,♦;5�� 0-Yn�d�'�rngt^ i�is"-,'.�„ z,.�� d..a.,A§�u�" N�n'. >�i'e'3't:. 's."�," �:. N N N 0 U GIP Community Value Page 10 of 10 Packet Pg. 3367 Monroe County Avenue C, Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project 0 Community Development Block Grant- Mitigation Program General Infrastructure Program Avenue C, Big Coppitt Key Road Elevation and Storm water Drainage Improvement Project Capacity Plan 2 Goal: This grant application requests $8,514,819 in CDBG-MIT grant funding to 0. improve Avenue C located on Big Coppitt Key by elevating the roadway and installing a "pump and treat" storm water drainage system Major Tasks: Major tasks to be completed include vendor acquisition for design and construction services, environmental and historical review, construction and engineering inspection services. Tasks To Be Accomplished- 1. Execute Sub-recipient agreement (Administrative Program Executive and Board of County Commissioners) - 10/15/2020 2. Solicit competitive qualifications based Project Design proposals utilizing Federal Procurement Requirements (Project Manager and Contractor Selection -- Committee) - 1/30/2021 3. Select a contractor for design services and execute a contract (Project Manager and Contractor Selection Committee) - 03/01/2021 4. Conduct Environmental Review in compliance with federal requirements (Project Manager and Contractor) - 9/30/2021 5. Complete Project Design Phase (Project Manager and Contractor) - 03/01/2023 6. Solicit competitive Project Construction bids and consultant CEI qualifications based proposals utilizing Federal Procurement Requirements (Project Manager and Contractor Selection Committee) - 7/1/2023 7. Select a construction contractor and execute a contract (Project Manager and U BOCC) - 08/15/2023 - 8. Execute contract for consultant CEI services. (Administrative Program Executive and the Monroe County Board of County Commissioners) - 7/15/2023 9. Implement Constructions Phase (Project Manager) - 09/15/2023 a. 25% completion-01/01/2024 b. 50% completion: 07/30/2024 U_ c. 75 % completion: 01/01/2025 d. 100 % completion: 03/30/2025 10.Close-out Project (Project Manager) - 08/01/2025 GIP Capacity Plan Page 1 of 6 Packet Pg. 3368 Monroe County Avenue C, Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project 0 U Deliverables: The following deliverables will be developed for verification of project _ success. • BOCC Approved Sub-recipient Agreement — 10/2020 • BOCC Approval to release RFP for Design Vendor — 10/2020 • Release of Request for Proposals for Design Services, Public Notice, Website Post, Demand Star Posting — 11/2020 • BOCC Approval of Design Contractor Selection and Contract— 2/2021 • Environmental Review Approval- 09/2021 • Complete Construction Design Plans — 3/2023 • Release solicitations for construction bids and consultant CEI services, Public Notice, Website Post, Demand Star Posting — 04/2023 • BOCC Approval of consultant CEI ranking and contract negotiation — 07/2023 • Complete Project Construction and Issue COO — 04/2025 • Progress Reports, Financial Reports, Invoice Documentation - Quarterly • Project Close-out Report — 08/01/2025 Stakeholders: This project serves the residents of the Big Coppitt Key and the surrounding commercial areas impacted by the strain of the repeated and prolonged > flooding. The Monroe County Board of County Commissioners as well as the staff from 2 the Resilience Department, Public Works, Roads and Engineering have come together cooperatively to seek solutions to this relentless encroachment of flood waters identifying not only engineering solutions but also solutions that work in harmony with '✓ the community needs. The greater Monroe County regions and all municipal jurisdictions within are closely observing these initial road elevation and drainage improvement projects to identify best practices and strategic approaches to build community-wide resilience Staffing Resources Project Administrator, Judith Clark, Director of Roads and Engineering: Judy will serve as the Administrative Program Executive. In this role she will be in charge of communicating with the administrative and politically elected leadership team on the status of the Project. She will approve budgetary issues, financial expenditures, _ revenues and ensure sufficient resources are available. The Executive will also resolve conflicts among staff, vendors, contractors, permitting agencies, the public and others. Experience: Judith Clarke obtained her Master's Degree in Environmental Engineering from the University of Wisconsin and became a registered Engineer in 2002. During her 23 year Engineering career she has worked in both the public and private sectors managing a range of projects including environmental contamination and compliance, environmental permit compliance, wastewater studies, roadway and parks construction, debris management, and transportation E GIP Capacity Plan Page 2 of 6 Packet Pg. 3369 Monroe County Avenue C, Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project 0 infrastructure. Since 2009 she has managed the Monroe County Roads and Engineering Department managing personnel, budgets, and capital improvements. Project Manager, Debra London: The Project Manager oversees all aspects of the building process, working closely with engineers and architects to develop plans, establish timetables, and determine labor and material costs. She is responsible for ensuring the project is completed on budget and within scope. The Project Manager ensures ongoing coordination with all members of the Project Team including contracted engineering and construction vendors, and Monroe County Planning and Building Department. This position develops the Work Plan, issues the Notice To 0. Proceed, monitors engineering design and project construction, verifies permit and inspections are conducted in accordance with local, state, and federal requirements governing construction and requirements detailed in the sub-recei lent agreement with g g q p� g DEO. Contractors, consultants and inspectors must coordinate with the Project 2 Manager to ensure efficient and compliant design, construction, and completion of this mitigation project. Experience: Debra London - Florida Certified Contract Manager -Project manager in the County roadway improvement program - responsible for 2 contracts, including consultant design solicitation and selection, construction bid documents, construction engineering and inspection services consultant solicitation and selection, construction project administration, cost estimate analysis, coordination with State and Federal agencies, Engineers and Contractors. Grants Application and Administration experience includes - CDBG, FEMA, FHWA, FDEP, FDOT. Contract Manager, Olympia Newton — The Contract Manager will work with the Project Manager to oversee that project performance is within the contractual requirements of the CDBG-DR Subapplicant agreement and vendor contracts. This contract manager is responsible for coordinating, reviewing and approving contract terms to enforce deadlines, approving budgets and ensuring procurement follows Federal Register and grantor requirements, ensures schedules and budget requirements are maintained, assists with procurement and closeout of all contracts and grants. The Contract Manager will process all invoices from vendors and grant reimbursement requests. Experience: Ms. Newton received her Bachelor's Degree in Business Administration and has sixteen (16) years of professional experience working in administrative, procurement, contracts compliance and cost control for public agencies. Since 2018, she has worked as a Senior Engineering Technician for Monroe County Roads and Engineering Division where she support Project Managers for engineering projects, studies and contract management. In this GIP Capacity Plan Page 3 of 6 Packet Pg. 3370 Monroe County Avenue C, Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project 0 position, she manages the vendor bidding process, financial budgets, and grant management contracts ensuring compliance. Previous to her current position, she was employed by the Florida Keys Aqueduct Authority for fourteen years where she served as an executive administrator and contracts supervisor where she managed contracts, procurement and bidding, permit compliance, financial management, and budgeting. Construction Engineering and Inspection Consultant - Construction Engineering and Inspection Consultant - to be determined through competitive qualifications based solicitation for Professional Services utilizing FDOT approved process. 2 0. Experience: To be considered, all respondents to the Construction Engineering Inspection services (CEI) solicitation must be pre-qualified by the Florida Department of Transportation (FDOT) in accordance with Chapter 337.14 F.S. and Florida Department of Transportation Rules Ch. 14-22. Respondents must be pre-approved by FDOT for Work Group 10, Construction Engineering Inspection Services (CEI). All CEI project staff shall have a working knowledge of the current FDOT CPAM (Construction Project Administration Manual ) and must possess all the necessary qualifications/certifications, outlined in Work Group 10. The CEI team shall consist, at a minimum of an inspector for daily site work, quality control and safety officer, a project administrator and a Professional Engineer. The Finance and Budgeting Department, the Clerk of the Court, as well as the County Attorney Office, will work with the Project Manager to ensure procurement N follows Federal Register and grantor requirements, ensures schedules and budget requirements are maintained, assists with procurement and closeout of all contracts and grants. The Construction Inspectors lead by the Monroe County Building Official Rick Griffin and are all licensed as a building code administrator by the state. All inspectors and plan examiners I meet the qualifications for licensing in the appropriate trade as established by the state. The inspectors and plan examiners will coordinate with the Project Manager and the construction vendors to ensure that construction of select _ components meet local building code requirements and adhere to engineering, budget, safety and outcomes. Team Experience: The County requires contractors to be FDOT pre-qualified but the competitive bid process that we utilize for both construction bids and procurement of professional services is Monroe County's procurement process, which is in conformance with FL statutes and the consultant competitive qualification/negotiation process. Monroe County has been Local Agency Program (LAP) certified by FDOT GIP Capacity Plan Page 4 of 6 Packet Pg. 3371 Monroe County Avenue C, Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project 0 U District 6 since 2010 and as such its policies and procedures comply with Federal Highway Administration requirements. Monroe County Project Organization Chart ((�.'111'r_, Rbl-v. ?t@( ,°ti kk, Aa•1((�`_�,,f it' t tf�`.i (N}k (�{�4`b tl i ai?? ai ok� =S5k4"b 1(�S r'r m, y>. - 0. k Iry mil h �p N R- CL Monroe County Government . Contracted Vendor Sennres . 0 Budget Resources: This CDBG-MIT GIP requests the funds to design and construct the project. The highest portion of the cost of construction is the storm water drainage improvement system which does not only remove flood waters but also MUST treat the water in order to contribute to potential non source pollution in the pristine marine environment of this Area of Critical State Concern. GIP Capacity Plan Page 5 of 6 Packet Pg. 3372 Monroe County Avenue C, Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project 0 In 2017 Hurricane Irma left not only a devastating blow to the community but also to the local government budget. As payments have been received from the Federal Emergency Management Agency and insurance proceeds, the county has been able to regain financial solvency. The Covid-19 epidemic, however, has again left a deep impact on revenue sources that derive from tourism and sales. These revenue losses will likely have long lasting impacts. The county is currently under a hiring freeze and purchasing freeze with many employees furloughed. It is Monroe County's goal to continue to move forward in these important mitigation projects. Approving CDBG-MIT Critical Facility Hardening Program funds to fund this project will ensure that Monroe County can build resilience within the Safety and Security Lifeline of our community. 0 CD N N 0 U GIP Capacity Plan Page 6 of 6 Packet Pg. 3373 ®4 uoge3ilddV 4u a n®add ) OZOZ-OZ-LO uoge3ilddV44!ddoo Big - :4uqua 3 44 S3 co m IL a+ U a E m E o _ - N t9 €N U N 4F ................................. Lu � N N N fl- O 0 � U OCD o 0 0 0 0 0 Q Q N U 7D 2 0 d9 N m ED C' p o o o 0 0 0 Q c � Q � � � U > U U U U C� Z — g. 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In this case, documentation will need to be translated into Spanish and Haitiran Creole, �. Evidence of ra public meeting with cater and tribal governments must meet the following requirement Notice of the public rneefing must be provided at least five days prior to the meeting. > 2 Documentation of a meeting must include k nain sheets and minutes. Prior to Subtriq ing an application for DBG—h1'IT funding„ applicants are required to select their public notice format(choice#1 and/or#2 above)and upload the required documents. CL CD In addition to following these instructions lease in Trade relevant notice dates CD Implementation Flan template Applications will not be complete until Public Nor ice requirements are fulfilled. All Public Notice evidence must be submitted to �I b� attaching documents to th�� appllcat�on, N before the application close date of September loth, r®® Attach files here Ent4NarnePN_GlP 0 Packet Pg. 3379 Monroe County Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project Community Development Block Grant— Mitigation Program General Infrastructure Program Big Coppitt Key Road Elevation and Storm Water Drainage Improvement Project Overall LMI Benefit Overall LMI Benefit Provide the area that will benefit ffrorn the project. Upload the osv fiIle obtauned from the HUD F 2020 ACS 5-Year 20 1 1-20 11 5 Lod`-and Moderale-Inconie SUfflinlaryData map pplwcatlon The ,rotes ffcr otbtaintn this fille can be found in the Rebudd Florida GIP Checklist and IInstructions > �}1 a tt �aa aat; f'1 tatic dot. nta F 0 CD > c N N r. 0 U Packet Pg. 3380