Item N04 N4
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5
Michelle Lincoln,District 2
James K.Scholl,District 3
David Rice,District 4
Board of County Commissioners Meeting
July 19, 2023
Agenda Item Number: N4
2023-1197
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval of Modification# 2 to Federal
Emergency Management Agency(FEMA) Hazard Mitigation Grant Program(HMGP) subgrant
agreement H0856 with Florida Division of Emergency Management to develop Watershed Management
Plans for Layton, Key Colony Beach and Marathon to provide a one-year extension to September 30,
2024.
ITEM BACKGROUND:
This item is to authorize a one-year no cost time extension under modification# 2 to subgrant
agreement H0856 from Federal Emergency Management Agency (FEMA)under the Hazard Mitigation
Grant Program(HMGP)passed through the Florida Division of Emergency Management (FDEM), to
develop Watershed Management Plans for Layton, Key Colony Beach and Marathon.
The FDEM Watershed Planning Initiative is funded through a grant under the Hazard Mitigation Grant
Program (HMGP), as approved by FDEM and FEMA, with the purpose of creating standardized, cost-
effective, and easily replicable Watershed Master Plans (WMP) throughout the State of Florida. The
Watershed Planning Initiative was created to ensure Florida communities progress to better Community
Rating System(CRS) Class rankings, which in turn would reduce flood insurance costs for Florida
residents and enhance mitigation practices in communities vulnerable to flood risk exposure.
PREVIOUS RELEVANT BOCC ACTION:
10/19/22: Approval of a Federal Emergency Management Agency(FEMA) Hazard Mitigation Grant
Program (HMGP) grant award of $120,843.75 passed through as a sub-recipient agreement with the
Florida Division of Emergency Management to update the County Watershed Management Plan,plus a
$40,281.25 match provided by Resilient Florida Vulnerability Assessment grant 22PLN66, for a total
project value of$161,125.
05/17/23: Approval of Modification# 1 to Federal Emergency Management Agency(FEMA) Hazard
Mitigation Grant Program(HMGP) subgrant agreement H0856 with Florida Division of Emergency
Management to develop Watershed Management Plans for Layton, Key Colony Beach and Marathon,
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increasing federal funding by $399,506.25 and bringing the total grant amount to $693,800. The 25%
match will be provided by Resilient Florida Vulnerability Assessment grants 22PLN65 (Marathon) and
23PLN97 (Layton/Key Colony Beach). No County funds are expended for this work.
CONTRACT/AGREEMENT CHANGES:
I year time extension to September 30, 2024.
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
4337-004-Pb Mod#2-Subrecipient Signature 6-26-2023.pdf
FINANCIAL IMPACT:
Effective Date: Upon execution Expiration Date: September 30, 2024
$ Value of Amendment#2: $0
$ Value of Amendment#1: $532,675
$ Value of original GRANT: $161,125
TOTAL $ Value of Revised Grant: $693,800
Total Cost to County: $0 Current Year Portion: N/A
Budgeted: N/A
Source of Funds: N/A for this no cost time extension amendment
CPI: No
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts: None
Revenue Producing: No If yes, amount:
Grant: Yes Match: N/A for this amendment
Insurance Required: No
Additional Details:
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SUB-RECIPIENT AGREEMENT CHECKLIST
DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU
REQUEST FOR REVIEW AND APPROVA
L
SUB-RECIPIENT: Monroe County
PROJECT#: 4337-004-Pb
PROJECT TITLE: Monroe County Watershed Management Plan Update
CONTRACT#: H0856
MODIFICATION#: 2
SUB-RECIPIENT REPRESENTATIVE POINT OF CONTACT
Rhonda Haag
Chief Resilience Officer
1100 Simonton Street
Key West, Florida 33040
Enclosed is your copy of the proposed contract/modification between Monroe County and the
Florida Division of Emergency Management (FDEM).
COMPLETE
❑ This form is required to be included with all Reviews, Approvals, and Submittal
❑ Signed electronic copy
❑ Reviewed and Approved
❑ Signed and Dated by Official Representative
❑ Copy of the organization's resolution or charter that specifically identifies the
person or position that is authorized to sign, if not Chairman, Mayor, or Chief
❑ Attachment I - Federal Funding Accountability and Transparency Act (FFATA) -
completed, signed, and dated
® N/A for Modifications or State Funded Agreements
❑ Attachment K—Certification Regarding Lobbying - completed, signed, and dated
® N/A for Modifications or State Funded Agreements
❑ Electronic Submittal to the Grant Specialist Samantha Chaganis on
If you have any questions regarding this contract, or who is authorized to sign it, please contact
your Project Manager at (850) 328-5736 or email me at Caitlyn.Stroik@em.myflorida.com.
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Contract Number: H0856
Project Number: 4337-004-Pb
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY
This Modification Number Two is made and entered into by and between the State of Florida,
Division of Emergency Management ("the Division"), and Monroe County("Sub-Recipient")to modify
Contract Number H0856, dated December 8, 2022, ("the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement, pursuant to
which the Division has provided a subgrant to Sub-Recipient under the Hazard Mitigation Grant Program
of$520,350.00 in Federal funds; and
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Agreement shall expire on September 30, 2023.
WHEREAS, the Division and the Sub-Recipient desire to extend the terms of the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
1. Paragraph 8 of the Agreement is hereby amended to read as follows:
(8) PERIOD OF AGREEMENT
This Agreement shall begin December 8, 2022 and shall end September 30, 2024; unless
terminated earlier in accordance with the provisions of paragraph (17)of this Agreement
2. The Scope of Work, to the Agreement, are hereby modified as set forth in 1st Revision
Attachment A to this Modification, a copy of which is attached hereto and incorporated herein by
reference.
3. All provisions of the Agreement being modified and any attachments in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective on the
date of execution of this Modification by both parties.
4. All provisions not in conflict with this Modification remain in full force and effect, and are to be
performed at the level specified in the Agreement.
5. Quarterly Reports are due to the Division no later than 15 days after the end of each quarter of
the program year and shall be sent each quarter until submission of the administrative close-out
report. The ending dates for each quarter of the program year are March 31, June 30,
September 30 and December 31.
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IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set
out below.
SUB-RECIPIENT: MONROE COUNTY
By:
Name and Title:
Date:
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title: Kevin Guthrie, Director
Date:
Approved as to form and legal sufficiency:
Monroe County Attorney's Office 6-28-2023
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Attachment A
Watershed Master Planning Initiative
Monroe County Watershed Management Plan Update
Scope of Work and Budget
Statement of Purpose
The Florida Division of Emergency Management's (the Division) Bureau of Mitigation prioritizes flood risk
management as an integral part of its mission. The goals of this project are to assist local communities in
developing a Watershed Master Plan for the purposes of moving up in the Community Rating System
(CRS)of the National Flood Insurance Program (NFIP) and to increase resiliency in Florida communities.
This project is funded through the Hazard Mitigation Grant Program (HMGP) DR-4337-004-P, as
approved by the Division and the Federal Emergency Management Agency(FEMA)to create and update
Watershed Master Plans (WMPs)throughout the state of Florida.
The Project Manager for the Division will be:
Laura Dhuwe, Project Manager
Hazard Mitigation Grant Program
Florida Division of Emergency Management
850-879-0872
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Scope of Work
The Division will coordinate with eligible Florida entities to produce a Watershed Master Plan (WMP)for
credit under CRS. This project is preceded by the WMP Pilot Program, which consisted of research and
the creation of guidance materials to ensure a consistent statewide approach to WMP development.
Guidance materials produced in the WMP Pilot Program can be found at:
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............................................................................................ ........ .r . �............... ..................... ................................................................................................ .�.............................. .......................................................
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materials provided by ISO and located at Pubtt� -/Je g,,guv. The Sub-Recipient shall follow the Credit
Criteria for Element WMP under CRS Activity 452.b(please refer to the 2017 CRS Coordinator's Manual'
and the 2021 Addendum to the Coordinator's Manua 12). The Sub-Recipient will finalize the process by
submitting their WMP to ISO/CRS for review and providing the Division with a signed letter from their
applicable county's Local Mitigation Strategy(LMS)Chairperson attesting that the WMP will be adopted
in the Sub-Recipient's next LMS update.
Monroe County will be responsible for all tasks and deliverables for Monroe County, City of Key Colony
Beach, City of Marathon and City of Layton.
Tasks necessary to the completion of a WMP include:
Task 1 —Create Preliminary Project Plan based on Initial Flood Modeling, and Submit Draft WMP
The Sub-Recipient shall create a preliminary Project Plan, which is a narrative detailing how the initial
flood modeling has sufficient detail on the data that went into the model, model specifications, and
possible solutions for addressing flood risks that the model identified. There must be enough detail in the
preliminary Project Plan to verify the required analysis has been completed. Specifically, the required
analysis for the preliminary Project Plan shall include all the Minimum Criteria required for a creditable
WMP3 under the two categories of Data Inventory and Collection and Initial Flood Modeling as follows:
1 https://www.fema.gov/sites/default/files/documents/fema_community-rating-system_coordinators-
manual_2017.pdf
2 https://www.fema.gov/sites/default/files/documents/fema_community-rating-system_coordinator-
manual_addendum-2021.pdf
3 See 2017 CRS Coordinator's Manual at
htt�s:l/uvuvuU.Ferrg ov/s�tesldeF�wu t/fnles/documents/fema corrnrrnunut r�1tun .s sterrn coordun��tors
............................................................................................g.........................................................................................................................................................................................................................................................................................................Y.................................g............. .......................................................................................................................
rrnanu a 01 P t.qf; the 2021 Addendum to the Coordinator's Manual at
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Data Inventory and Collection:
1. Data inventory(used for initial flood modeling):
a. Inventory of ground characteristics (e.g., soil type, impervious surfaces, wetlands)
b. Inventory of existing drainage system
c. Inventory of data availability
2. Locations of:
a. critical facilities, cultural/historical, and other places/areas of interest
b. vulnerable areas and their descriptions
c. natural and constructed drainage systems and channels
3. Existing regulations and plans in place for reducing flood risks
Initial Flood Modeling
4. For current/existing conditions land use, future land use, and the fully developed watershed
scenarios:
a. Evaluations of the existing drainage system's runoff response from design storms using a
hydrologic and hydraulic study with a hydrograph approach undercurrent and predicted
future land use conditions with assessments of the impacts of climate change and sea
level rise for 10-, 25- & 100-year storm events
b. For currently fully developed watersheds: studies of existing development and the
potential impact of any redevelopment
c. Evaluations of different management scenarios for at least the 100-year rainfall event for
a fully developed watershed at a scale sufficient to determine local problems.
d. Determinations of the change in runoff from current to future, fully developed conditions
e. Recommendations for managing at least the 10-year and the 25-year rainfall events
5. For communities impacted by sea level rise: evaluations of the impacts of the NOAA Intermediate
2100 sea level rise scenario on the 100-year rainfall event
a. It is highly recommended to include 2 other scenarios up to 2100, which could be based
on sea level for 2 time frames into the future or a number of feet of sea level rise within
this timeframe.
6. The plan must include a strategy and action plan to address the results of the studies for:
a. controlling the timing of peak flows to prevent or minimize problems for the entire
watershed due to new development, redevelopment, and fully developed conditions
b. the impact of climate change and sea level rise on fully developed conditions
c. at least the 25-year rainfall event in fully developed conditions, with a list of possible
solutions for addressing at least the 25-year rainfall event
d. at least one event larger than the 25-year rainfall event, with a list of possible solutions
for addressing this event
e. ensuring that flood hazards from the 10-year and the 25-year events are not increased by
future development (the 2-year storm is also recommended).
7. The community must adopt the final plan.
8. If applicable, WMP plans more than 5 years old must be evaluated to ensure that they remain
applicable to current conditions. For instance, are previous assumptions on hydrology, sea level
rise and future land use still applicable.
Deliverable 1: An (1) electronic copy of the preliminary Project Plan; (2)a separate electronic document
listing how and where in the preliminary Project Plan the Minimum Criteria listed above are met; and (3) a
separate electronic document clarifying the Sub-Recipient's existing data inventory at the time of contract
execution, how the data are used, and which tasks and efforts have already been completed prior to
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contract execution. These three electronic documents must be submitted to the Division for review no
later than 20 months after the beginning of the Period of Performance. The Sub-Recipient will provide
Deliverable 1 to the Division via email to ateir lhedji„Id inin„iin„g..( .n�yFlcirir� cn�.
Payment for Task 1 will occur once the Sub-Recipient has received feedback from the Division confirming
that their preliminary Project Plan has been approved. To be approved, the preliminary Project Plan must
show how all the listed Minimum Criteria required for a creditable WMP are intended to be met.
The Period of Performance begins with the date of execution of the subgrant agreement by both parties,
and the Sub-Recipient shall provide the Division with the following no later than 20 months from the
beginning of the Period of Performance before payment will be processed.
Jurisdiction Specific Comments for Task 1:
Task 1.1: Data collection for structures— Monroe County, City of Key Colony Beach, City of Marathon
and City of Layton shall provide a list of critical assets, including regionally significant, to be evaluated for
potential impacts by flooding and sea level rise including (but not limited to)transportation assets and
evacuation routes; critical infrastructure; critical community and emergency facilities; and natural, cultural,
and historical resources.
Additionally, Monroe County, City of Key Colony Beach, City of Marathon and City of Layton shall include
an individualized assessment with updated structures from the 2019 Watershed Management Plan, and
any additional field work and analysis stemming from the Countywide Roads and Stormwater Assessment
(2022). Monroe County shall also provide an inventory and description of their drainage system.
Tasks 1.2 and 1.3: Preliminary Flood Modeling and Project Plan— In addition to the above Minimum
Criteria, Monroe County, City of Key Colony Beach, City of Marathon and City Layton shall align the
Project Plan modeling effort with Section 380.093, F.S., and the approach for this assessment will
include:
1) mapping potential high tide flooding, future regular tidal inundation from sea level rise and
2) mapping potential storm surge events to project multiple sea-level-adjusted designed storm events (at
a minimum, the 100-year event).
Additionally, Monroe County, City of Key Colony Beach, City of Marathon and City of Layton will clarify in
writing which tasks and efforts have already been completed prior to contract execution. With the
mapping efforts, Monroe County, City of Key Colony Beach, City of Marathon and City of Layton shall
provide the source and dates of data acquisition, Iocational accuracy, and map projection and coordinate
system information of geospatial data.
Task 2— Revise Draft WMP and Submit Completed WMP
After receiving feedback from the Division on the preliminary Project Plan from Task 1 (Deliverable 1), the
Sub-Recipient shall finalize the flood modeling process and submit their completed WMP. At a minimum,
the modeling and WMP must meet the Minimum Criteria required for a creditable WMP shown above.
The Sub-Recipient shall update their WMP, if revisions are necessary based on the Division's feedback,
and submit the completed WMP to the Division for review.
Throughout the activities for Task 2, the Sub-Recipient shall coordinate with the applicable LMS working
group to ensure that the working group will adopt the WMP as an annex in the next LMS update, and use
the data to inform the risk assessment and mitigation strategy.
Deliverable 2: An electronic copy of the completed WMP will be submitted to the Division no later than 24
months after the beginning of the Period of Performance. If applicable, the Sub-Recipient will revise the
submitted WMP to comply with required revisions and feedback from the Division, and then resubmit the
WMP to the Division no later than 24 months after the beginning of the Period of Performance.
The Period of Performance begins with the date of execution of the subgrant agreement by both parties,
and the Sub-Recipient shall provide the Division with the following no later than 24 months from the
beginning of the Period of Performance before payment will be processed:
1. the completed WMP4 (after incorporating comments from the Division, if applicable); and
4 See the Minimum Criteria required for a creditable WMP listed above.
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2. a signed letter from the applicable county's Local Mitigation Strategy (LMS) Chairperson attesting
that the completed WMP will be adopted and used to update the risk assessment and mitigation
strategy during the next LMS plan update.
The Sub-Recipient will provide Deliverable 2 to the Division via email to
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Method of Compensation:
All deliverables submitted to the Project Manager or to the Division shall be completed by the Sub-
Recipient and approved for completeness and accuracy by the Project Manager or the Division to qualify
as reaching the minimum required criteria for each invoice period.
All tasks shall be performed under the direct supervision of the Division.
The project shall be reimbursed upon receipt of invoices submitted at the completion and acceptance of
each deliverable defined above unless this agreement is terminated early. This is a cost reimbursement
agreement, which will be reimbursed on a fixed-fee, fixed-price agreement as follows:
Deliverables
Task 1: Task 2:
Create Preliminary Project Revise Draft
Plan based on Initial Flood WMP and
Modeling and Submit Draft Submit
WMP Completed
Due: WMP
20 months after POP date Due:
24 months after Total
POP date Deliverable
Deliverables Value
Monroe County $46,750.00 $114,375.00 $161,125.00
City of Key Colony Beach $47,500.00 $94,125.00 $141,625.00
City of Marathon $137,800.00 $111,625.00 $249,425.00
City of Layton $47,500.00 $94,125.00 $141,625.00
Totals: $279,550.00 $414,250.00 $693,800.00
Financial Consequences for Non-Performance:
The failure to provide the Division with the required deliverables within the stated timelines shall result in
a penalty of 5 %of the determined deliverable amount for each late deliverable. Penalty may be waived
based upon reasonable explanation with documentation by Sub-Recipient.
Should the Sub-Recipient determine that there are significant barriers to conduct any of the minimum
deliverables due to extenuating circumstances, the Division may re-evaluate performance expectations
upon a formal request from the Sub-Recipient.
If the Sub-Recipient fails to comply with any terms of the agreement, the Division shall take one or more
of the following actions:
1. Temporarily withhold cash payments pending correction of the deficiency by the Sub-Recipient;
2. Disallow all or part of the cost of the activity or action not in compliance;
3. Wholly or partially suspend or terminate the current agreement for the Sub-Recipient's project;
4. Withhold further agreements for the project; or
5. Take other actions that are legally allowed.
Schedule of Work
Task(s) Number of Months
to Complete
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Field work and data collection for structures (Task 1) 6
Initial Flood Modeling Task 1 10
Preliminary Project Plan Task 1 4
Revise Draft WMP and Submit Completed WMP &CRS Plan (Task 2) 4
Total Period of Performance: 24
Total Period of Performance
The Period of Performance for this project begins on the date of execution of the subgrant
agreement by both parties and ends no later than September 30, 2024.
Budget:
Cost Item Project Cost Federal Share Non-Federal Share
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Contractual $693,800.00 $520,350.00 $173,450.00
Other
Project Total: $693,800.00 $520,350.00 $173,450.00
Fundinq Summary Totals
Federal Share Non-Federal Total Project
Cost Item 75% Share 25% Cost
Monroe County $120,843.75 $40,281.25 $161,125.00
City of Key Colony Beach $106,218.75 $35,406.25 $141,625.00
City of Marathon $187,068.75 $62,356.25 $249,425.00
City of Layton $106,218.75 $35,406.25 $141,625.00
Totals: $520,350.00 $173,450.00
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