Item C18Meeting Date: January 16, 2007
Bulk Item: Yes X No
Division: Emergency_ Services
Department: Emergency Management
Staff Contact Person: Jose Tezanos
AGENDA ITEM WORDING: Approval of Modification # 3 to Grant Agreement 06-DS-3W-11-54-01-309
to reinstate and extend thru February 28, 2008, and authorization for the Acting County Administrator to
execute any other required documentation in relation to the application process.
ITEM BACKGROUND: The Department of Community Affairs (DCA) and Monroe County Board
of County Commissioners entered into an agreement on July 1, 2005 to provide planning, training and
exercises under the State Homeland Security Grant Program --- Issue 08. This grant was to end August
30, 2006. To allow completion of ICS courses 300 - 400, we requested to extend deadline to December
31, 2007. The MCSB has requested our support to conduct a planning meeting to loop at a crisis plan
that incorporates the utilization on NIMS multi agency approach, and creation of teacher/staff response
flip charts to be posted in every classroom throughout the County.
PREVIOUS RELEVANT BOCC ACTION: At the BOCC meeting on October 19, 2005. The Board
granted approval and authorized execution of a Federally -Funded Subgrant Agreement concerning
Homeland Security Grant, 06-DS-3W-11-54-01-309, in the amount of$36,322,00. This document was
signed by Mayor Spehar. Subsequently, at the BOCC meeting on March 21, 2007 the Board granted
approval to extend deadline to December 31, 2007. The document was signed by Mayor DiGenaro.
CONTRACT/AGREEMENT CHANGES: Deadline extension to February 28, 2008,
STAFF RECOMMENDATIONS: It is appropriate to accept extension of this State of Florida
Division of Emergency Management federally funded sub grant agreement.
TOTAT. COST: $36,322.00 BUDGETED: Yes No X
COST TO f-UNTY: NONE SOURCE OF 1 DHS Grant
REVENUE PRODUCING: Yes No X AMOU
aD. I'.:O} PER
APPROVED BY: County Atty Yes OMB/Purchasing Yes Risk Management Yes
DOCUMENTATION: Included X Not Required
(DISPOSITION:
Revised 8/06
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Dept. Comm. Affairs
Contract Purpose/Description:
This is a Department of Homeland Sei
exercises. Our request for a60 days extei
DCA. Your review and approval of ant
four (4) original conies be sinned by our
Contract Manager:
for BOCC
Jose Tezanos
(Name)
on Jan. 16.2008
Contract #06 DS-3W-11-54-01-309
Effective Date: July 1, 2005
Expiration Date: December 31, 2007
r grant awarded for planning, training, and
rent modification #3 is requested. We will need
)r.
305 289-6325
(Ext.) (Department/Stop #)
Deadline: Jan. 2, 2008
CONTRACT COSTS
Total Dollar Value of Contract: $ 36,322.00 Current Year Portion: $ 25,053.40
Budgeted? Yes® No ❑ Account Codes: GE0620-13520- - -
Grant: $ 36,322.00 - - - -
County Match: $ N/A - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $None/yr For:
(Not included in dollar value above) (eg. maintenance
CONTRACT REVIEW
Changes
Date In Needed
Division Director / Yes❑ No®
Risk Mana menu Yes❑ No[E�
O.M.B./Purchasing �� -Yes
❑ No �
County Attorney 1a�J7 Yes❑ No®
I Comments:
UMB Norm Revised 2/27/01 MCP #2
0
Contract Number: 06-DS-3W-11-54-01-309
CFDA Number: 97-067
MODIFICATION #3 TO GRANT AGREEMENT
This Modification is made and entered into by and between the State of Florida, Department of
Community Affairs, ("the Department`), and Monroe County ("the Recipient") to reinstate and to modify
the Department's Contract Number 06-DS-3W-11-54-01-309, dated December 21, 2005, ("the
agreement")
WHEREAS, the Department and the Recipient have entered into the Agreement, pursuant to
which the Department has provided a sub grant of $36,322 to Recipient; and
WHEREAS, the Agreement expired on December 31, 2007; and
WHEREAS, the Department and the Recipient desire to reinstate the Agreement and
to modify the Agreement by extending it.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
The Agreement is hereby reinstated as though it had not expired.
2. Paragraph 3, Period of Agreement, is hereby amended to have an expiration date for the
Agreement of February 28, 2008. Final requests for reimbursement should be submitted
no later than thirty (30) days after the termination date of the contract. Any requests
received after March 31, 2008 may, in the discretion of the Department, not be
reimbursed from this Agreement.
3. 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.
4. All provisions of the Agreement being modified and any attachments thereto in conflict
with this Modification shall be and are hereby changed to conform with this Modification,
effective as of the date of the last execution of this Modification by both parties.
IN WITNESS WHEREOF, the parties hereto have executed this document as of the dates set out
herein.
RECIPIENT: MONROE COUNTY
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NAME & TITLE:
DATE:
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STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS
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BY:
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NAME & TITLE: W. Craig Fugate, Director of the Division of Emergency Management
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DATE:
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Monroe
County
Emergency
Management
December 6, 2007
Ms. Dianne Smith
Department of Community Affairs
Florida Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
490 1i 6d St. Ocean
Suite E
Marathon, FL 050
Subject: Modification ff 3 to Grant Agreement 06-DS-3W-11-54--01-309
Dear Ms. Smith:
The Monroe County School Board has encountered difficulties scheduling
their planning meeting due to the availability of the stake -holders and
the holidays. As you are aware, this planning effort will be made up of
Monroe County School District staff and administrators (members from
each job category from principal to custodian), Fire Rescue, Law
Enforcement, Emergency Management from both County and Municipalities,
and a parent.
Their purpose is to Look at a crisis plan that has been updated from
the current plan as well as received input from other Florida School
Districts. The crisis plan has incorporated the utilization of NIMS
multi agency approach. As a result of this planning meeting, the
teacher/staff response flipchart that will be provided for every
classroom in the County are scheduled to be completed by January 31,
2008.
We. are requesting that the expiration date of this grant be extended 60
days or to February 28, 2008 to allow the necessary time to conduct the
meeting, to process the vendor invoices, and to provide the State with
reimbursement request and close out reports by March 31, 2008.
The Monroe County School District Crisis Planning Meeting Timeline is
as follows:
1/7/2008 Planning Meeting
1/31/2008 Flipchart completion
1/31/2008 Completion of Comprehensive Crisis Plan
2/28/2008 Processing of payment to vendors
3/31/2008 Processing of reimbursement request and close out reports
W
Monroe County Emergency Management
Page No. 2
The Monroe County school District Planning Meeting estimated budget is
$19,798. The balance of this grant or $5,255.40 is left in the event
there are any additional expenses.
Should you have any questions, you may reach dose Tezanos at (305)289-
6325 or Le.Banos--Jose@monroecoutity-fl.cgov.
Thank you for your prompt attention to this matter,
Zi I i
Ikene Toner, FPEM, CPM
Director
Monroe County Emergency Management
Jose —
I would like to requesrthat in the interest of time we change our funding from a table top
exercise to a planning grant. This planning grant is needed because Monroe County
School District (MCSD) needs 1) to better ensure the accuracy of our crisis plans and its
alignment to NIMS 2) as well as the make certain that there has been multi -agency
collaboration in its creation and 3) that all MCSD staff/teachers and administrations are
aware of the plan and understand it.
The Issue
The Monroe County School Health Advisory Council, a state legislated committee which
includes stakeholders from schools, law enforcements, emergency services, school board,
parents, medical service providers and department of health, were given a survey in the
2006-07 school year. Their ratings on the survey indicated the perception of our Crisis
Plan is that it is severely outdated and they many of the school staff/faculty are not even
aware of its existence. There is not an overall plan that all stakeholders in the community
are part of and the School District is standing in its own isolation.
Our current Crisis Manual is need of revision in large part to changes brought about by
Homeland Security and added standards from the National Incident Management System
(NIMS). This coupled with the new lessons learned from the school shootings in 2005-
06 nationwide specify the need for strong input in the revisions of these plans from law
enforcement and other emergency management agencies. MCSD is not as prepared as
we should be in relation to responding to incidents of Domestic Terrorism and this
revision will address those needs.
Trained experts and evaluators, working alongside local emergency responders as well as
representatives of employees from all functions are needed to oversee the rewriting of the
plan. It is critical that the school children in the Monroe County School District are
protected from danger.
The Solution
Monroe County School District will hold a day long planning meeting on November 30,
2007 in Marathon. The stake -holders included in this planning effort will be Monroe
County School District staff and administrators (one from each job category such as
principal, teacher, student, bus driver, custodian, office manager and etc), Emergency
Management, Fire Rescue and Law Enforcement from both county and varies
municipalities and a parent. The purpose will be to look at a crisis plan that has been
both updated from the current plan as well as received input from other Florida School
Districts that have recently updated their utilizing a multi -agency approach such as
Manatee by the Safe School Coordinator. Using that as a prototype the committee will
collaborate to create two products:
A teacher/staff response flipchart that will be provided for every
classroom in the county. The charts will be hung near the door and will
W
S
give teachers and students pertinent information to respond to crisis
situation.
Comprehensive Crisis Plans for all -critical responders and school
administrators. This is very necessary as a recent review of each agencies
plans indicate that the response expected is not consistent in relation to
Domestic Terrorism for example active shooter.
All principals were will receive training and be certified in ICS 100 for
School Principals during school year 2007-08.
The Budget
Description
Rationale
Cost
Travel to Planning
Mileage will be reimbursed at school board rate
$728
Meeting
48.5 cents a mile
Estimate is 15 participants (1/2 of the participants
who will need to travel) X 100 miles roundtri
Substitutes/Stipends
Most participants will not require a substitute or a
$400
stipend as the cooperating agencies have indicated
their support for this effort so it will be minimal
Per Diem for Lunch
Funding for the participants for a working Iunch.
$450
If this is not possible than each participants to
receive $13.50 for lunch at 35 people.
Facilitator
School District Match — Expert Keys to Safer
n/a
School
Printing of Flip
The cost of the flip charts will be substantial due
$16,800
Charts
to the fact that we will print them in color to make
them easy to use and with durable to last several
years. The best price will be sought estimated cost
1400 X $10
Printing of Crisis
The cost of the flip charts will be substantial due
$,1600
Plans
to the fact that we will print them in color to make
them easy to use and with durable to last several
ears. 100 X $16
Materials for ICS
Principals — copying and folders 15 X $18
$270
course
$20,248
0