2nd Modification 09/20/2023 GVS COURTq°
o: A Kevin Madok, CPA
-
�o ........ � Clerk of the Circuit Court& Comptroller Monroe County, Florida
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DATE: November 10, 2023
TO: Cary Knight, Director
Project Management
Breanne Erickson, Contract/Budget Administrator
Project Management
FROM: Liz Yongue, Deputy Clerk
SUBJECT: September 20, 2023 BOCC Meeting
The following item has been added to the record:
C39 2nd Modification to the Grant Agreement with the Florida Division of Emergency
Management for Local Emergency Management and Mitigation Initiatives 4337-515-R (State ID
4309) contract H0703 for Ten County Facilities, Wind Retrofit-Phase I. This Modification is to
reinstate and extend the terms of the Agreement, and the new end date will be December 31,
2023. Funding provided by FDEM-HMGP grant(75%) and Local Match (25%). County portion
will be paid by one cent infrastructure sales surtax.
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
Contract Number: H0703
Project Number: 4337-515-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Modification Number Two made and entered into by and between the State of Florida,
Division of Emergency Management ("the Division"), and Monroe County Board of County
Commissioners ("the Sub-Recipient")to modify Contract Number H0703, dated, January 18, 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 the Sub-Recipient under the Hazard Mitigation Grant
Program of$586,004.00, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient intend to modify the Agreement; and
WHEREAS, the Agreement expired on October 31, 2022; and
WHEREAS, the Division and the Sub-Recipient intend to reinstate and 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. The Agreement is hereby reinstated and extended as though it had never expired.
2. Paragraph 8 of the Agreement is hereby amended to read as follows:
(8) PERIOD OF AGREEMENT
This Agreement shall begin January 18, 2022 and shall end December 31, 2023, unless
terminated earlier in accordance with the provisions of Paragraph (17)of this Agreement.
3. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as set forth
in 2nd Revision Attachment A to this Modification, a copy of which is attached hereto and
incorporated herein by reference.
4. 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.
5. 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.
6. 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.
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set
out below.
SUB-RECIPIENT:,,d. , ROE COLI, Y BO•RD OF COUNTY COMMISSIONERS
.
By: MONROE COUNTY ATTORNEYS OFFICE
. - APPROVED AS TO FORM
. /Name and Title: Mayor Craig Cates Li's"1 jci(s.t.Qov •"(_(.,-,--( )
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/,0>-_ TANT COUNTY ATTORNEY
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Date: '7_6 SG-).- - A...:. 18 12-3-d ‘ DATE: 94154073
th .',:5-,)::..t.' I sA,
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• --...-- , ,_,.._, j i.test: Kevin Madok, Clerk
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STATE OF FLORIDA
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DIVISION OF EMERGENCY MANAGEMENT ',- .. T.. ' By: /\Ol4'YV')Oy
By: -4t6a.Wic_i?),-&,22. AaA,2,1-e-4,e..a. 5C As tioeputy Clerk
for:Name and Title: Kevin Guthrie, Director
Date: 30 October 2023
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Attachment A
(2"d Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to protect ten (10)public facilities in Monroe County, Florida,funded
through the Hazard Mitigation Grant Program (HMGP) DR-4337-515-R, as approved by the Florida
Division of Emergency Management (Division) and the Federal Emergency Management Agency
(FEMA).
The Sub-Recipient, Monroe County Board of County Commissioners, agrees to administer and complete
the project per scope of work as submitted by the Sub-Recipient and subsequently approved by the
Division and FEMA. The Sub-Recipient shall complete the work in accordance with all applicable
Federal, State and Local Laws, Regulations and Codes.
PROJECT OVERVIEW:
As a Hazard Mitigation Grant Program project,the Sub-Recipient proposes to wind retrofit ten (10) public
facilities located within Monroe County, Florida 33040, 33050, and 33070.
The scope is for Phase I only,which includes but is not limited to surveying, engineering, design, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval. No construction
activities for this project have been approved.
When completed, the Sub-Recipient shall provide deliverables for Phase 11 review of the following
proposed activities.
The Phase 11 proposed scope of work shall consist of protecting all exterior openings with impact
resistant windows and doors, and retrofitting the existing roof in seven (7) of these facilities. The
project intends to protect the integrity of the building envelope and reduce potential damage from future
wind events.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust fans. All
installations shall be in strict compliance with the Florida Building Code or Miami Dade Specifications
and all materials shall be certified to meet wind and impact standards. The local municipal or county
building department shall inspect and certify installation according to the manufacture specification.
The project shall provide protection against 201, 200, and 196 MPH winds or the wind speed protection
and impact requirements indicated by the effective Florida Building Code at the time permits are issued.
Project Locations:
......... ............. ............. ............. ............. ............. ............. ............. ............. ............. ............. ... .......... ............. ............. ....................
ID# Name/Station Location Mitigation Coordinates
Activities
......... ............. ............. ............. ............. ............. ............. ............. ............. ............. ............. ... .......... ............. ............. ....................
1) MCSO 5501 College Road, Opening (24.576542, -81.751446)
Detention Key West, Florida 33040 Protection
Center
......... ............. ............. ............. ............. ............. ............. ............. ............. ............. ............. ... .......... ............. ............. ....................
2) Fire Station #9 28 Emerald Drive, Opening (24.597852, -81.655771)
Big Coppitt Key, Florida 33040 Protection and
Roof
......... ............. .......... Hardening
.......... ... .......... ... .......... ............. ............. ....................
3) Tax Collector/ 3117 Overseas Highway, Opening (24.710504, -81.096237)
MCSO Marathon, Florida 33050 Protection and
Marathon Roof
Office/Clerk Hardening
Complex
4) Fire Station 10 South Conch Avenue Opening (24 789467 80 889831)
......... ............. ............. ............. ............. ............. ............. ............. ............. ............. ............. ... .......... ............. ............. ....................
#17 Conch Key, Florida 33050 Protection and
Roof
......... ............. .......... Hardening
.......... ... .......... ... .......... ............. ............. ....................
5) Historic Key 500 Whitehead Street, Opening (24.554466, -81.804013)
West Key West, Florida 33040 Protection and
Courthouse Roof
......... ............. .......... Hardening
.......... ... .......... ... .......... ............. ............. ....................
6) Lester Building 530 Whitehead Street, Opening (24.554186,-81.803766)
Key West, Florida 33040 Protection and
Roof
......... ............. .......... Hardening
.......... ... .......... ... .......... ............. ............. ....................
7) Ellis Building 88800 Overseas Highway, Opening (24.979909,-80.551075)
Tavernier, Florida 33070 Protection
......... ............. ............. ............. ............. ............. ............. ............. ............. ............. ............. ... .......... ............. ............. ....................
8) Marathon 2798 Overseas Highway, Opening (24.711205,-81.097199)
Government Marathon, Florida 33050 Protection
Center
......... ............. ............. ............. ............. ............. ............. ............. ............. ............. ............. ... .......... ............. ............. ....................
9) Harvey 1200 Truman Avenue, Opening (24.556053,-81.790550)
Government Key West, Florida 33040 Protection and
Center Roof
......... ............. .......... Hardening
.......... ... .......... ... .......... ............. ............. ....................
10) Plantation Key 88820 Overseas Highway, Opening (24.980055,-80.549962)
Courthouse Tavernier, Florida 33070 Protection and
Roof
.................................... ............. ............. ............. ............. ............Harde..... ........ ............. ............. ............. .....................
TASKS&DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor and
execute a contract with the selected bidder to complete the scope of work as approved by the Division
and FEMA. The Sub-Recipient shall select the qualified, licensed Florida contractor in accordance
with the Sub-Recipient's procurement policy as well as all Federal and State Laws and Regulations.
All procurement activities shall contain sufficient source documentation and be in accordance with
all applicable regulations.
All procurement activities shall contain sufficient source documentation and be in accordance with
all applicable regulations.
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure worksite
for the duration of the work.
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or suspended
from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax receipt
issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the procurement
process. This shall include a rationale for the method of procurement and selection of contract type,
contractor selection and/or rejection and bid tabulation and listing, and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary
Exclusion Form"for each contractor and/or subcontractor performing services under this agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division by the
Sub-Recipient.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to perform
services. The Sub-Recipient shall provide a copy of a current and valid occupational license or
business tax receipt issued for the type of services to be performed by the selected contractor.
2) The Sub-Recipient shall monitor and manage the Phase I portion of this project in accordance with
the Hazard Mitigation Grant Program application and supporting documentation as submitted to the
Division and subsequently approved by the Division and FEMA. The Division and FEMA shall render
a Phase 11 determination upon completion of the review of Phase I deliverables. No construction
activities are approved at this time. The Sub-Recipient shall ensure that all applicable state, local
and federal laws and regulations are followed and documented, as appropriate.
Phase I consists of fees; for conducting survey, drainage study, engineering, design, public notices,
and/or permitting associated with the modification(s) needed to upgrade the drainage. Verification
of upstream and downstream impacts shall be necessary for determining project eligibility.
All Phase I work shall be completed in accordance with all applicable state, local and federal laws
and regulations and documented, as appropriate.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with sufficient
supporting documentation, and provide a summary of all contract scope of work and scope of work
changes, if any. Additional documentation shall include:
a) Two sets of engineering Signed/Sealed final design and analysis, surveying, and a copy of the
structural assessment identifying vulnerabilities.
b) A copy of structural and wind designs,specifications and/or drawings elaborated to complete the
scope.
c) Construction Plans and bid documents.
d) Revised cost estimate for Phase 11 — construction (include Phase I costs), to implement the
design project.
e) Design documents shall provide a detailed description which includes specifics on project scope
of work, depth and extent of ground disturbance at all construction locations of the project.
f) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products to be utilized.
g) Color maps including topographical, aerial, and ground disturbance.
h) Color photographs of the project area and areas of ground disturbance.
i) Copy of all environmental permits or applications; any obtained from the Required Agencies.
Any conditions for compliance shall be included in the final design plans, narrative and project
implementation actions.
j) Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction of
new or retrofitted window or door coverings must conform to design drawings that are signed,
sealed, and inspected by a structural engineer who is registered in this state. The Sub-
Recipient shall provide an inspection report and attestation or a copy of the signed and sealed
plans to the Division before payment will be made.
k) Proof of compliance with Project Conditions and Requirements contained herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for reimbursement.
Adequate and complete source documentation shall be submitted to support all costs (federal share
and local share) related to the project. In some cases, all project activities may not be fully complete
prior to requesting reimbursement of costs incurred in completion of this scope of work; however, a
partial reimbursement may be requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel with
each reimbursement request attesting to the completion of the work,that disbursements or payments
were made in accordance with all agreement and regulatory conditions, and that reimbursement is
due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure invoices
are accurate and any contracted services were rendered within the terms and timelines of this
agreement. All supporting documentation shall agree with the requested billing period. All costs
submitted for reimbursement shall contain adequate source documentation which may include but
not be limited to: cancelled checks, bank statements, Electronic Funds Transfer, paid bills and
invoices, payrolls, time and attendance records, contract and subcontract award documents.
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted
by the contractors and subcontractors and pay the contractors and subcontractors for approved bills,
invoices, and/or charges. Sub-Recipient shall ensure that all contractor/subcontractor bills, invoices,
and/or charges are legitimate and clearly identify the activities being performed and associated costs.
Sub-Recipient Management Costs (SRMC) expenditure must adhere to FEMA Policy #104-11-1
HMGP Management Costs (Interim)signed November 14, 2018. FEMA defines management costs
as any: Indirect costs, Direct administrative costs, and other administrative expenses associated with
a specific project. Administrative costs are expenses incurred by a Sub-Recipient in managing and
administering the federal award to ensure that federal, state requirements are met including:
solicitation, development, review, and processing of sub-applications; delivery of technical
assistance; quarterly progress and fiscal reporting; project monitoring; technical monitoring;
compliance activities associated with federal procurement requirements; documentation of quality of
work verification for quarterly reports and closeout; payment of claims; closeout review and
liquidation; and records retention.
Any activities that are directly related to a project are not eligible under management costs. For
example, architectural, engineering, and design services are project costs and cannot be included
under management costs. Similarly, construction management activities that manage, coordinate,
and supervise the construction process from project scoping to project completion are project costs.
These activities cannot be included under management costs.
Due to Strategic Funds Management(SFM), SRMC Interim Policy requires management costs to be
obligated in increments sufficient to cover Sub-Recipient needs, for no more than one year, unless
contractual agreements require additional funding. FEMA has established a threshold where annual
increments will be applied to larger awards allowing smaller awards to be fully obligated. Obligations
will be handled by the size of the total subaward.
The Sub-Recipient shall pre-audit all SRMC source documentation — personnel, fringe benefits,
travel, equipment, supplies, contractual, and indirect costs. A brief narrative is required to identify
what the funds will be used for. Documentation shall be detailed and clearly describe each approved
task performed, hours devoted to each task, and the hourly rate charged including enough
information to calculate the hourly rates based on payroll records. Employee benefits and tasks shall
be clearly shown on the Personnel Activity Form, and all Personnel or Contractual SRMC shall be
invoiced separate from all other project costs.
Project Management Expenses (only applies to disasters prior to August 1, 2017, all others adhere
to FEMA Policy #104-11-1 for SRMC): The Sub-Recipient shall pre-audit source documentation
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be detailed
information describing tasks performed, hours devoted to each task, and the hourly rate charged for
each hour including enough information to calculate the hourly rates based on payroll records.
Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of information.
Further, the Division shall ensure that no unauthorized work was completed prior to the approved
project start date by verifying vendor and contractor invoices. The Division shall verify that reported
costs were incurred in the performance of eligible work, that the approved work was completed, and
that the mitigation measures are in compliance with the approved scope of work prior to processing
any requests for reimbursement.
Review and approval of any third party in-kind services, if applicable, shall be conducted by the
Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted by the Sub-
Recipient and received by the Division at the times provided in this agreement prior to the processing
of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual construction and
managerial costs related to the project as identified in the project application, and plans. The
requests for reimbursement shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of services performed, cost of services
performed, name of service provider and any other pertinent information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor for
invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as costs being
applied against the local match amount.
The Sub-Recipient's final request for reimbursement shall include the final construction project cost.
Supporting documentation shall show that all contractors and subcontractors have been paid.
B) Deliverables:
Mitigation Activities consist of Phase I activities, which include engineering, designing, plans
preparation, permitting and bidding for the proposed project, for Phase 11 approval, and to implement
measures to provide protection to ten (10) public facilities within Monroe County, Florida 33040,
33050, and 33070.
The design shall provide protection on all exterior openings, such as doors, windows, skylights,
vents, louvers and exhaust fans on the structures.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust fans.
All installations shall be in strict compliance with the Florida Building Code or Miami Dade
Specifications and all materials shall be certified to meet wind and impact standards. The local
municipal or county building department shall inspect and certify installation according to the
manufacture specification.
The project shall provide protection against 201, 200, and 196 MPH winds or the wind speed
protection and impact requirements indicated by the effective Florida Building Code at the time
permits are issued.
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction of new or
retrofitted window or door coverings must conform to design drawings that are signed, sealed,
and inspected by a structural engineer who is registered in this state. The Sub-Recipient shall
provide an inspection report and attestation or a copy of the signed and sealed plans to the
Division before payment will be made.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of overall
project completion.
PROJECT CONDITIONS AND REQUIREMENTS:
C) Engineering:
1) The Sub-Recipient shall submit signed and sealed Engineering plans that clearly show the engineer's
estimate of the pre and post-mitigation effects of the proposed project and the relationship of the
damages to be mitigated (commensurate with the level of funding requested). The H&H study shall
contain at least 3 scenarios, where one represents the level of protection; under each scenario, the
Sub-Recipient must identify the losses before and after mitigation (structural, content, displacement,
road closure duration, or any other needed to show the improvements after the mitigation project is
implemented).This includes, but is not limited to,the existing and proposed hydrology and hydraulics
for the level of event being mitigated.
2) Demonstrate mitigation effectiveness, in part, by showing the physical location(s)and elevation(s)of
the infrastructure/structures that are being damaged and FEMA Special Flood Hazard Areas on the
same plan.
3) Submit a refined cost estimate, to include final Phase I Fees and Phase 11 Construction Materials
and Labor.
4) All proposed materials shall be in strict compliance with the Florida Building Code or Miami Dade
Specifications. All materials shall be certified to meet or exceed the wind and impact standards of
the current local codes.
5) Product Specifications documentation satisfying protection requirements for all products utilized shall
be provided to the Division for deliverables review.
6) The Sub-Recipient shall follow all applicable State, Local and Federal Laws, Regulations and
requirements, Proposed design for retrofitting shall comply with - Glazing shall be impact resistant
or protected with an impact resistant covering meeting the requirements of SSTD 12, ASTM E 1886
and ASTM E 1996, ANSI/DASMA 115 (for garage doors and rolling doors)or Miami-Dade TAS 201,
202 and 203 or AAMA 506 referenced therein as follows:
a) Glazed openings located within 30 feet (9.1 m)of grade shall meet the requirements of the
Large Missile Test.
b) Glazed openings located more than 30 feet (9.1 m) above grade shall meet the provisions
of the Small Missile Test.
c) Louvers protecting intake and exhaust ventilation ducts not assumed to be open that are
located within 30 feet(9144 mm)of grade shall meet requirements of the Large Missile Test.
The proposed design shall have Impact-resistant coverings that shall be tested at 1.5 times the
design pressure (Positive or Negative) expressed in pounds per square feet as determined by the
Florida Building Code, Building Section 1609, for which the specimen is to be tested.
D) Environmental:
1) Any change to the approved scope of work shall require re-evaluation for compliance with NEPA and
other Laws and Executive Orders.
2) Acceptance of federal funding requires the Sub-Recipient to comply with all federal, state, and local
laws. Failure to obtain all appropriate federal, state, and local environmental permits and clearances
may jeopardize federal funding.
3) Meet all required Environmental laws and policies, and all necessary Environmental compliance
documents shall be obtained as applicable.
4) National Historical Preservation Act compliance documents shall be obtained. Review
documentation required:
a) Color maps including topographical and aerial with the project location clearly marked.
b) Color photographs of any area with ground disturbance (electronic).
c) Indicate if project site is located within a designated historic district or historic neighborhood.
5) Tribal Consultation shall be required for proposed ground disturbing activities. The following
documents shall be required and submitted as part of deliverables:
a) Color ground disturbance maps showing the full extent of the project footprint and depth of
ground disturbance. Geographic latitude/longitude (decimal degree format) of the proposed
construction areas and staging areas.
b) Previous and current use of proposed project area.
c) Any known site work or historic uses for the proposed location.
d) Any available studies that may have taken place on the property.
6) Phase I of this project is approved with the condition that the above list of deliverables shall be
submitted for review and approval by the Division and FEMA before Phase II is considered.
7) No construction work may begin until Phase II is approved by the Division and FEMA.
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become known,
such as delays or adverse conditions that might raise costs or delay completion, or favorable
conditions allowing lower costs or earlier completion.
2) The Division and FEMA shall approve a change in the scope of work in advance, regardless of the
impact to the budget.
3) The Sub-Recipient must "obtain prior written approval for any budget revision which would result in
a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
4) A Public Notice shall be published to notify interested parties of the proposed activity. Notices shall
be published in a manner that anyone that may be affected or interested in this project has access
to the posting, using the Division template, as applicable.
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the
expiration date. Therefore, any request for a Period of Performance Extension shall be in writing
and submitted, along with substantiation of new expiration date and a new schedule of work, to the
Division a minimum of seventy(70)days prior to the expiration date,for Division processing to FEMA.
6) A copy of the executed subcontract agreement must be forwarded to the Division within 10 days of
execution.
7) Phase I — Design of this project is approved with the condition that the enclosed list of deliverables
shall be submitted, 30 days prior to the Period of Performance date, for review and approval by the
Division, for submittal to FEMA before Phase 11 —Construction is considered.
8) When Phase I is completed, the Sub-Recipient must provide 100% completed designs, calculations,
a full set of signed and sealed plans, and permits for a Phase II review. A final BCA using developed
technical data and study results will take place. The data inputs to the final BCA for Phase II approval
shall be based on the inputs and outputs of a hazard related study. No construction activities for this
project have been approved.
9) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other form of
assistance, as required by Section 312 of the Stafford Act, and further clarification in 44 CFR
206.191.
10) Compliance with Florida Statutes 553.896 Mitigation grant program guideline:
(1)The Legislature finds that facilities owned by the government and those designated to protect the
public should be the first to adopt the best practices, active risk management, and improved security
planning. These facilities should be protected to a higher level.
(2) Beginning with grant funds approved after July 1, 2005, the construction of new or retrofitted
window or door coverings that is funded by a hazard-mitigation grant program or shelter-retrofit
program must conform to design drawings that are signed, sealed, and inspected by a structural
engineer who is registered in this state. Before the Division of Emergency Management forwards
payment to a recipient of the grant, an inspection report and attestation or a copy of the signed and
sealed plans shall be provided to the department.
(3) If the construction is funded by a hazard mitigation grant or shelter retrofit program, the Division
of Emergency Management shall advise the county, municipality, or other entity applying for the
grant that the cost or price of the project is not the sole criterion for selecting a vendor.
(4) A project funded under mitigation or retrofit grants is subject to inspection by the local building
officials in the county in which the project is performed.
11) Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and Recovery
Act of 2018 (DRAA), amended Section 324 of the Stafford Act, and the Hazard Mitigation Grant
Program Management Costs (Interim) FEMA Policy 104-11-1, provides 100%federal funding under
HMGP to Sub-Recipient's to efficiently manage the grant and complete activities in a timely manner.
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations, and Hazard
Mitigation Assistance (HMA) Guidance (2015), ensuring costs are reasonable, allowable,
allocable and necessary to the overall project.
b) Funding is for approved indirect costs, direct administrative costs, and administrative expenses
associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded.
d) SRMC is 100% federally funded and will be reimbursed based on actual costs incurred for each
individual Request for Reimbursement (RFR)submitted with the required documentation.
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
f) If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
This is FEMA project number 4337-515-R. It is funded under HMGP, FEMA-4337-DR-FL and must
adhere to all program guidelines established for the HMGP in accordance with the PAS Operational
Agreement for Disaster 4337.
FEMA awarded this project on July 13, 2021; with a Pre-Award date of January 23, 2018; this Agreement
was executed on January 18, 2022; and the Period of Performance for this project shall end on December
31, 2023.
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or more of the
following actions, as appropriate in the circumstances:
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 partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
5) Take other remedies that may be legally available.
Schedule of Work
Phase I —
State Contracting: 3 Months
Bidding /Local Procurement: 6 Months
Design Specifications: 12 Months
Permitting /Survey: 6 Months
Deliverables Submitted to FDEM: 2 Months
Total Period of Performance: 29 Months
BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $722,505.00 $541,878.75 $180,626.25
"Pre-Award: $10,000.00 $7,500.00 $2,500.00
Initial Agreement Amount: $732,505.00 $549,378.75 $183,126.25
***Contingency Funds: $0.00 $0.00 $0.00
Project Total: $732,505.00 $549,378.75 $183,126.25
****SRMC
SRMC: $36,625.25 $36,625.25
SRMC Total: $36,625.25 $36,625.25
*Any line item amount in this Budget may be increased or decreased 10% or less, with the Division's
approval, without an amendment to this Agreement being required, so long as the overall amount of the
funds obligated under this Agreement is not increased.
**This project has a Pre-Award, approved by FEMA in the amount of$10,000.00 project costs with a start
date of January 23, 2018.
***This project has an estimated$0.00 in contingency funds. Per FEMA Hazard Mitigation Assistance
Guidance Part VI, D.3.4—Contingency funds are not automatically available for use. Prior to their release,
contingency funds must be re-budgeted to another direct cost category and identified. Post-award changes
to the budget require prior written approval from the Division (FDEM). The written request should
demonstrate what unforeseen condition related to the project arose that required the use of contingency
funds.
Project Management costs are included for this project in the amount of$0.00.
**** Sub-Recipient Management Costs (SRMC) are included for this project in the amount of
$36,625.25 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA Policy 104-11-
1, SRMC provides HMGP funding to Sub-Recipients to efficiently manage the grant and complete activities
in a timely manner. SRMC must conform to 2 CFR Part 200, Subpart E, ensuring costs are reasonable,
allowable, allocable and necessary to the overall project.
SRMC cannot exceed 5% of the approved total project costs awarded and shall be reimbursed at 5% for
each Request for Reimbursement(RFR) submitted with the required documentation.
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
Funding Summary Totals
Federal Share: $549,378.75 (75.00%)
Non-Federal Share: $183,126.25 (25.00%)
Total Project Cost: $732,505.00 (100.00%)
SRMC (100% Federal) $36,625.25
�Txe s�
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STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis Kevin Guthrie
Governor Director
October 30, 2023
Mr. Cary Knight
Director-Project Manager
1100 Simonton Street
Key West, FL 33040
Re: Project #4337-515-R, Monroe County Board of County Commissioners
Dear Mr. Knight:
Enclosed is the executed Hazard Mitigation Grant Program (HMGP) contract modification
number two (#2) (Contract #H0703) between Monroe County Board of County
Commissioners and the Division of Emergency Management.
Please email all Requests for Reimbursement (Attachment D) to the project manager at
Cairrnri ,Ac
,,,,,,,,,,,,,,,,,,oa, �.,, �, ` i,ri a., r, . The Project Manager
er for this contract is:
Carmen Acosta, Project Manager
Florida Division of Emergency Management
2555 Shumard Oak Blvd,
Tallahassee, Florida 32399
If you have any specific questions regarding the contract or the Request for
Reimbursement form, please contact Carmen Acosta at (850) 332-1268.
Respectfully,
for: Laura Dhuwe
Bureau Chief, Mitigation
State Hazard Mitigation Officer
Enclosure
D IV IS 10 N H EA DO U A RTE R S Telephone: 850-815-4000 STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard www.f loiridaDisasteiroirg 2702 Directors Row
Tallahassee, FL 32399-2100 Orlando, FL 32809-5631