Item O07 07
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
January 31, 2024
Agenda Item Number: 07
2023-1931
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval to enter into Amendment 2 to
planning grant 22PLN65-Al from the Florida Department of Environmental Protection FDEP under the
Resilient Florida Grant Program to complete a Vulnerability Assessment for the City of Marathon to
provide a 6 month no cost time extension; also, authorization for the County Administrator to execute
any necessary documents.
ITEM BACKGROUND:
This item authorizes an amendment for a 6 month no cost time extension to the planning grant from
Marathon to the County under the Resilient Florida Grant Program for Fiscal Year 2023-24 to
complete a comprehensive Vulnerability Assessment for Marathon,pursuant to Section 380.093,
Florida Statutes (F.S.).
PREVIOUS RELEVANT BOCC ACTION:
June 21, 2023: Approval to enter into planning grant 22PLN97 for $137,875 from the Florida
Department of Environmental Protection under the Resilient Florida Grant Program to complete a
Vulnerability Assessment for Key Colony Beach and Layton,pursuant to Section 380.093, Florida
Statutes, with $0 match.
October 18, 2023: Approval to enter into planning grant 22PLN65 and approval of Consent to
Assignment 22PLN65-Al for $240,000 from the Florida Department of Environmental Protection
under the Resilient Florida Grant Program to complete a Vulnerability Assessment for the City of
Marathon,pursuant to Section 380.093, Florida Statutes, with $0 match; authorization for County
Administrator to execute any necessary documents.
November 8, 2023: Approval to enter into Amendment 1 to planning grant 22PLN65-Al from the
Florida Department of Environmental Protection (FDEP)under the Resilient Florida Grant Program to
complete a Vulnerability Assessment for the City of Marathon to modify the name of the grant recipient
3647
from City of Marathon to Monroe County following assignment of the grant, and also to amend various
attachments to the grant agreement requested by FDEP; also, authorization for the County Administrator
to execute any necessary documents.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
6 month time extension
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
22PLN65 A2- City of Marathon Vulnerability Assessment Adaptation Plan - For Execution(002).pdf
FINANCIAL IMPACT:
Effective Date: Upon execution Expiration Date: September 30, 2024
Dollar Value of Amendment#2: $0
Total Dollar Value of Grant: $240,000
Total Cost to County: None
Current Year Portion: N/A Budgeted: N/A
Source of Funds: Resilient Florida grant program
CPI: N/A
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts: TBD
Revenue Producing: N/A If yes, amount: $0
Grant: Yes County Match: None
Insurance Required: No
Additional Details:
3648
AMENDMENT NO.2
TO AGREEMENT NO.22PLN35
BETWEEN
FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION
AND
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Amendment to Agreement No.22PLN35(Agreement)is made by and between the Department of Environmental
Protection (Department), an agency of the State of Florida, and Monroe County Board of County Commissioners
(Grantee),on the date last signed below.
WHEREAS, the Department entered into the Agreement with the Grantee for Monroe County Vulnerability
Assessment and Adaptation Action Plan(Project),effective April 14,2023; and,
WHEREAS,the Grantee has requested an extension of the Agreement due to the delay in processing the Consent to
Assignment of the Grant Agreement from the City of Marathon (Assigner) to Monroe County Board of County
Commissioners(Assignee); and,
WHEREAS,other changes to the Agreement are necessary.
NOW THEREFORE,the Department and Grantee hereby agree as follows:
1. Section 3. of the Standard Grant Agreement is hereby revised to change the Date of Expiration to
December 30, 2024. The Department and the Grantee shall continue to perform their respective duties during
this extension period pursuant to the same terms and conditions provided in the Agreement.
2. Attachment 3-A,Revised Grant Work Plan, is hereby deleted in its entirety and replaced with Attachment
3-13, Second Revised Grant Work Plan, as attached to this Amendment and hereby incorporated into the
Agreement. All references in the Agreement to Attachment 3-A shall hereinafter refer to Attachment 3-13,
Second Revised Grant Work Plan.
3. All other terms and conditions of the Agreement remain in effect. If and to the extent that any inconsistency
may appear between the Agreement and this Amendment,the provisions of this Amendment shall control.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP Agreement No. 22PLN35,Amendment No. 2,Page 1 of 2
3649
The parties agree to the terms and conditions of this Amendment and have duly authorized their respective
representatives to sign it on the dates indicated below.
MONROE COUNTY BOARD OF COUNTY FLORIDA DEPARTMENT OF
COMMISSIONERS ENVIRONMENTAL PROTECTION
By: By:
Authorized Representative or Designee Secretary or Designee
Roman Gastesi,County Administrator Alex Reed,Director
Print Name and Title Print Name and Title
Date: Date:
List of attachments/exhibits included as part of this Amendment:
Specify Type Letter/Number Description
Attachment 3-13 Second Revised Grant Work Plan(4 pages)
Approved as to form and legal sufficiency:
Monroe County Attorney's Office 12-11-2023
DEP Agreement No. 22PLN35, Amendment No. 2,Page 2 of 2
3650
STATE OF FLORIDA
DEPARTMENT OF ENVIRONMENTAL PROTECTION
SECOND REVISED GRANT WORK PLAN
AGREEMENT NO.22PLN65
ATTACHMENT 3-13
PROJECT TITLE: Monroe County Vulnerability Assessment and Adaptation Action Plan
PROJECT LOCATION: The Project is located in the City of Marathon within Monroe County, Florida.
PROJECT DESCRIPTION:
Monroe County Board of County Commissioners(Grantee)will complete the Monroe County Vulnerability
Assessment and Adaptation Action Plan Project(Project)to update the existing Vulnerability Assessment
(VA) pursuant to Section 380.093(3)(d), Florida Statutes (F.S.) and develop an Adaptation Plan (AP) for
the City of Marathon.
TASKS AND DELIVERABLES:
Task 1: Kick Off Meeting
Description: The Grantee will develop an overall project management plan and address initial actions and
then conduct a kick-off meeting for the project. Meeting attendees will discuss the project scope, project
goals, schedule, key milestones, and deliverables in order to develop a consistent project approach. The
kick-off meeting will be hosted by the Grantee and should identify potential representatives to serve on the
project steering committee. Prior to the meeting, the Grantee will prepare the sign-in sheet, draft project
schedule, and other meeting materials as necessary. The Grantee will prepare a draft list of representatives
to serve on the project steering committee. It is recommended that the committee be limited to no more
than 10 representatives to better manage meeting outcomes.
Deliverables: The Grantee will provide the following:
• 1.1: a draft list of steering committee members;
• 1.2: kick-off meeting minutes, which documents all decisions and agreed upon outcomes of the
meeting; and
• 1.3: a draft email to potential steering committee members to request their participation on the
committee. The email shall include the project purpose,goals, schedule,project meeting dates and
locations, and overall desired outcomes.
Task 2: Final Vulnerability Assessment Report,Asset Inventory,Exposure and Sensitivity Analysis,
and Adaptation Plan
Description: The Grantee will research and compile the data needed to perform the VA, based on the
requirements as defined in Section 380.093, F.S. Three main categories of data are required to perform a
VA: 1)critical and regionally significant asset inventory,2)topographic data,and 3)flood scenario-related
data. GIS metadata should incorporate a layer for each of the four asset classes as defined in paragraphs
380.093(2)(a) 1-4,F.S. Sea level rise projection data shall include the 2017 NOAA intermediate-high and
intermediate-low projections for 2040 and 2070, at a minimum. Other projections can be used at the
Grantees discretion. Storm surge data used must be equal to or exceed the 100-year return period (1%
annual chance) flood event. In the process of researching background data,the Grantee shall identify data
gaps, where missing data or low-quality information may limit the VA's extent or reduce the accuracy of
DEP Agreement No.: 22PLN65
Page 1 of 4
Rev. 6.26.23
3651
the results. The Grantee shall rectify any gaps of necessary data to the extent practicable. The Grantee will
perform an exposure analysis to identify the depth of water caused by each sea level rise, storm surge,
and/or flood scenario. The water surface depths (i.e. flood scenarios)used to evaluate assets shall include
the following data: tidal flooding, current and future storm surge flooding, rainfall-induced flooding, and
compound flooding,all as applicable,as well as the scenarios and standards used for the exposure analysis
shall be pursuantto s. 380.093,F.S.The Grantee will perform the sensitivity analysis to measure the impact
of flooding on assets and to apply the data from the exposure analysis to the inventory of critical assets
created through the exposure analysis. The sensitivity analysis should include an evaluation of the impact
of flood severity on each asset type and at each flood scenario. The Grantee will finalize the VA report
pursuant to the requirements in s. 380.093, F.S. and based upon internal comments and outreach efforts.
The final VA must include all results from the exposure and sensitivity analyses, as well as a summary of
identified risks. It should contain a list of critical and regionally significant assets that are impacted by
flooding and sea-level rise, specifying for each asset the flood scenario(s)impacting the asset. All GIS files
and associated metadata must adhere to the Resilient Florida Program's GIS Data Standards (Exhibit 1),
and raw data sources shall be defined within the associated metadata. The Grantee will also develop an AP
that will be incorporated into the VA. The AP will be consistent with the Florida Adaptation Planning
Guidebook and includes the following:assessment of adaptive capacities,prioritization of adaptation needs,
and identification of adaptation strategies. The Grantee may also include optional subtasks such as
identifying adaptation action areas, stakeholder engagement,and integrating the proposed AP into existing
APs. The AP will also include a list of prioritized projects for each asset class as defined in subsection
380.093(2),F.S.,for consideration and implementation.
Deliverables: The Grantee will provide the following:
2.1: GIS files with appropriate metadata of the data compiled,to include locations of critical assets
owned or maintained by the Grantee as well as regionally significant assets that are classified and
as defined in paragraphs 380.093(2)(a) 1-4,F.S.;
• 2.2: GIS files with results of the exposure and sensitivity analysis for each flood scenario as well
as the appropriate metadata that identifies the methods used to create the flood layers;
• 2.3: a final list of critical and regionally significant assets that are impacted by flooding, which
must be prioritized by area or immediate need and must identify which flood scenario(s) impacts
each asset
• 2.4: Final VA Report that provides details on the results and conclusions, including illustrations
via maps and tables, based on the statutorily-required scenarios and standards in s. 380.093, F.S.
The Final VA Report should also include the following: outline the data compiled and the findings
of the gap analysis with recommendations to address the identified data gaps and any actions taken
to rectify them,if applicable;provide details on the modeling process,type of models utilized,and
resulting tables and maps illustrating flood depths for each flood scenario; and the final AP; and
• 2.5: a signed VA Compliance Checklist Certification
Task 3: Proiect Administration
Description: The Grantee will perform project administration, to include project scope of work
determination,planning and development of proposed project(s),design consultant direction and oversight,
meetings with design professionals and construction contractor(s) and overall project coordination and
supervision.
Deliverables: The Grantee will submit project administration and management reports signed by the
Grantee's Grant Manager, to include a summary of project administration activities, proposed project
scopes of work, and meeting minutes.
DEP Agreement No.: 22PLN65
Page 2 of 4
Rev. 6.26.23
3652
PERFORMANCE MEASURES: The Grantee will submit all deliverables for each task to the
Department's Grant Manager on or before the Task Due Date listed in the Project Timeline. The
Department's Grant Manager will review the deliverable(s)to verify that they meet the specifications in
the Grant Work Plan and the task description,to include any work being performed by any subcontractor(s),
and will provide written acceptance or denial of the deliverable(s)to the Grantee within thirty(30)calendar
days.Tasks may include multiple deliverables to be completed. The Department will accept partial and full
deliverables. Incomplete deliverables will not be accepted. A "partial deliverable" is defined as a
deliverable consisting of one (1) or more (but not all) subcomponents listed in the deliverable list for a
single task, where such subcomponent(s) are delivered to the Department at one hundred percent(100%)
completion. A "full deliverable" is defined as a deliverable comprising all subcomponents listed in the
deliverable list for a single task,all delivered to the Department at one hundred percent(100%)completion.
An"incomplete deliverable"is defined as a deliverable for which one hundred percent(100%)completion
has not been achieved for any of the subcomponents listed in the deliverable list for a single task. A task is
considered one hundred percent (100%) complete upon the Department's receipt and approval of all
deliverable(s)listed within the task and the Department's approval provided by the Deliverable Acceptance
Letter.
CONSEQUENCES FOR NON-PERFORMANCE: For each task deliverable not received by the
Department at one hundred percent (100%) completion and by the specified due date listed in the
Agreement's most recent Project Timeline, the Department will reduce the relevant Task Funding
Amount(s)paid to Grantee in proportion to the percentage of the deliverable(s)not fully completed and/or
submitted to the Department in a timely manner.
PAYMENT REQUEST SCHEDULE: Following the Grantee's full or partial completion of a task's
deliverable(s) and acceptance by the Department's Grant Manager, the Grantee may submit a payment
request for cost reimbursement using the Exhibit C, Payment Request Summary Form. All payment
requests must be accompanied by the Deliverable Acceptance Letter;the Exhibit A,Progress Report Form,
detailing all progress made in the invoice period; and supporting fiscal documentation including match, if
applicable. Interim payments will not be accepted. Upon the Department's receipt of the aforementioned
documents and supporting fiscal documentation, the Department's Grant Manager will have ten (10)
working days to review and approve or deny the payment request.
PROJECT TIMELINE AND BUDGET DETAIL: The tasks must be completed by,and all deliverables
received by, the corresponding task due date listed in the table below. Cost-reimbursable grant funding
must not exceed the budget amounts indicated below. Requests for any change(s) must be submitted prior
to the current task due date listed in the Project Timeline. Requests are to be sent via email to the
Department's Grant Manager,with the details of the request and the reason for the request made clear.
DEP Agreement No.: 22PLN65
Page 3 of 4
Rev. 6.26.23
3653
Task Budget DEP Match Total Task Start Task Due
No. Task Title Category Amount Amount Amount Date Date
1 Kick Off Meeting Contractual $22 100 $0 $22,100 7/1/2021 9/30/2024
Services
Final Vulnerability
Assessment Report,Asset Contractual
2 Inventory, Exposure and Services $209,900 $0 $209,900 7/1/2021 9/30/2024
Sensitivity Analysis, and
Adaptation Plan
3 Project Administration Contractual Services $g 000 $0 $8,000 7/1/2021 9/30/2024
Total: $240,000 $0 $240,000
DEP Agreement No.: 22PLN65
Page 4 of 4
Rev. 6.26.23
3654