Project Closed Out 01/31/2024 F9
COUNTCOUNTY of MONROE BOARD OF COUNTY COMMISSIONERS
Y I 1Vl lr �DUIU 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: F9
2023-1897
BULK ITEM: Yes DEPARTMENT: County Land Acquisition And Land
Management
TIME APPROXIMATE: STAFF CONTACT: Mike Lalbachan
9:00am
AGENDA ITEM WORDING: Discussion and Direction of Monroe County/Federal Emergency
Management Agency FEMA/Florida Department of Emergency Management FDEM Flood Mitigation
Assistance FMA Program elevation of homes and Authorize Termination of the Florida Division of
Emergency Management FDEM Hazard Mitigation Grant Program HMGP Grant Agreement H0938 for
the elevation of 4 residential structures project 4337-513-R, due to withdrawal of applicants and
discussion and direction on future program activities.
ITEM BACKGROUND:
After Hurricane Irma, Monroe County applied for the Hazard Mitigation Grant Program(HMGP)
funding, on behalf of interested private citizens, for mitigation activities in support of creating a more
resilient community. Under the HMGP and other similar FEMA programs such as the Flood Mitigation
Assistance(FMA)program, there are three (3) options that are available to residents: Residential
Elevation, Mitigation Reconstruction of Residential Structures and Acquisition of Residential
Structures.
• Residential Elevation: elevation activities generally involve physically raising an existing
structure. Structure elevation may be achieved through various methods, including elevating on
continuous foundation walls; elevating on open foundations, such as piles,piers,posts, or
columns; elevating on fill; and converting the second story.
• Mitigation Reconstruction of Residential Structures: mitigation reconstruction is the construction
of an improved, elevated structure on the same site where an existing structure and/or foundation
has been partially demolished or destroyed. These projects include either total or partial
demolition of the structure and result in the construction of code-compliant and hazard-resistant
structures on elevated foundation systems.
1
• Acquisition of Residential Structures: FEMA-assisted property acquisition projects consist of
purchasing at-risk structures from voluntary sellers and either demolishing the structures or
relocating the structures to a new site outside of the hazard-prone area. The purchased property is
then maintained, in perpetuity, for open-space purposes and to restore or conserve natural
functions.
One of the applications that Monroe County submitted after IRMA was for the residential elevation of
twenty-three (23)properties. After the FDEM and FEMA review process, FEMA approved four (4)
properties. On December 16, 2022, FEMA approved the grant for $720,140.00 with a federal share of
$540,105.00 and a homeowner share(non-federal cost) of$180,035.00. FEMA also allocated an
additional $18,000.00 for management costs for the implementation of the project within the first year.
An additional $18,000.00 is available for allocation if needed by the county as management costs for the
implementation process beyond the first year.
Then, the Florida Division of Emergency Management(FDEM) developed a grant agreement(H0938)
to implement the elevation of these homes. On April 19, 2023, the Monroe County Board of County
Commissioners accepted the grant agreement, and on May 2, 2023, the FDEM executed the agreement.
Subsequently, County staff worked with each resident and unfortunately, each resident that was part of
the elevation project(4337-513-R)withdrew their applications and grant award for various reasons:
• Unable to elevate an older mobile home, due to structural issues.
• Unable to fund match money for the grant.
• Unable to find an elevation contractor(several contractors have left the Keys) - Monroe staff
have done individual outreach to many contractors to assist; however, to date, we have not been
able to get any contractors to agree to participate. This effort is on-going.
• Unable to find a general contractor willing to abide by the conditions in the contract developed by
Monroe County to meet the grant requirements as well as the conditional risk associated language
related to insurance requirements and bonding.
• Upon working with Flood Insurance agents, it was discovered under Risk Rating 2.0, there would
no longer be substantial insurance savings upon elevation of the home.
On October 24,2023, staff informed the FDEM of the resident's withdrawals; as a result, the FDEM in
coordination with FEMA closed out the grant project. Finally, on November 13, 2023, FEMA informed
the staff via the FDEM that the project was closed out.
Staff have submitted additional residential elevation and mitigation reconstruction applications to
FEMA during the annual application cycles for FY 2021, FY 2022 and FY 2023 and are awaiting the
completion of FEMA's reviews and approvals. Below are applications pending review completion and
approval from FEMA:
2
FY Year Subgrant Project Type # of Total Project Federal Share FEMA's
Identification# Properties Cost Status
Identified
For Further
EMA-2021- Mitigation Review-
2021 FM-037-0014 Reconstruction 4 $785,160.00 $588,870.00 Round2
EMA-2022- Identified
FM-009-0025 Mitigation For Further
2022 Reconstruction 5 $1,726,887.00 $940,973.75 Review
EMA-2022- Identified
FM-009-0022 Mitigation For Further
2022 Reconstruction 8 $3,828,261.00 $1,569,747.75 Review
EMA-2022- Identified
FM-009-0026 Residential For Further
2022 Elevation 10 $2,675,627.75 $2,006,720.81 Review
EMA-2022- Identified
FM-009-0024 Residential For Further
2022 Elevation 15 $3,419,522.50 $2,956,890.35 Review
EMA-2022- Identified
FM-009-0023 Residential For Further
2022 Elevation 19 $4,975,683.48 $3,731,762.61 Review
Mitigation $
2023 TBD Reconstruction 1 518,175.00 $279,675.00 FDEM
Review
FDEM
2023 TBD Mitigation 4 $1,260,000.00 $1,015,000.00 Review
Reconstruction
Mitigation
TBD Reconstruction 7 $3,455,031.30 $1,990,186.98 FDEM
2023 Review
3
Mitigation FDEM
2023 TBD Reconstruction 2 $1,839,909.75 $711,901.06
Review
Residential
2023 TBD Elevation 1 $350,280.00 $350,280.00 FDEM
Review
Residential
2023 FDEM
TBD Elevation 5 $1,618,095.11 $1,213,571.33
Review
In summary, FEMA defined; "Identified For Further Review" means the sub-application is selected and
there is available funding under the applicable subtotals. Additional information may be requested from
the applicant at this stage that may impact eligibility. Identified for Further Review status does not
automatically imply an award will be made".
In addition, for FY 2021, FY 2022 and FY 2023, the County has submitted thirty-one (31) mitigation
reconstruction properties with a total project cost of$13,413,424.05 and a federal share of
$7,096,353.56. Simultaneously, the County has submitted fifty (50)properties for residential elevation
with a total project cost of$13,039,208.84 and a federal share of$10,259,225.00. Moreover, residents
applying for these grants are responsible for the local share and to find the contractors they want to
assist in the project.
PREVIOUS RELEVANT BOCC ACTION:
On 7/18/2018, following Hurricane Irma, the BOCC granted approval to submit an HMGP application
for the elevation of residential properties.
On 4/19/2023, the BOCC accepted the HMGP application (H0938) between Monroe County and the
FDEM for the elevation of four(4)residential properties with a project cost of$720,140.00.
On 10/18/2023, the BOCC granted approval for the modification of agreement H0938 to extend the
period of performance(POP) expiration date from February 28,2024 to February 28, 2025.
4
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Adopt the closeout of the of the HMGP project (4337-513-R) and
the termination of the FDEM agreement: H0938.
DOCUMENTATION:
4337-513-R Withdrawal Letter to FDEM.pdf
4337-513-R FEMA Closeout Letter(I 1-13-23)-From FEMA.pdf
FDEM Email-4337-513-R Project Closeout.pdf
543 109th Street Ocean-Withdrawal.pdf
1655 Sunrise Drive-Withdrawal.pdf
30035 Angelfish Road-Withdrawal.pdf
65821 Overseas Highway 275-Withdrawal.pdf
4337-513-R-Monroe County- Executed Contract 5-2-2023.pdf
FINANCIAL IMPACT:
N/A
5
County of Monroea mom.
�' �� BOARD OF COUNTY COMMISSIONERS
The Florida Keys Mayor Craig Cates,District 1
Mike Lalbachan f Mayor Pro Tem Holly Merrill Raschein,District 5
Mitigation Administrator Michelle Lincoln,District 2
Monroe County �`~ James K. Scholl,District 3
102050 Overseas Highway David Rice,District 4
Key Largo,FL 33037
305-453-8796
October 24, 2023
Lourdes Vargas
Project Manager
Bureau of Mitigation
Florida Division of Emergency Management
2555 Shumard Oak Blvd
Tallahassee, FL 32399
Ref: 4337-513-R(Agreement#: H0938)
Dear Ms. Lourdes
Please be informed that Monroe County wish to withdraw the project:4337-513-R (as defined in
executed agreement number:H0938).
The homeowners of the HMGP project(4337-513-R) have notified Monroe County that they are
withdrawing from the residential elevation project. Each one of the homeowners have provided an
explanation via email their reasons for withdrawing from the award. We are attaching these emails to
this letter.
The four(4) single family properties that are withdrawing from the award are:
• 1655 Sunrise Drive, Big Pine Key, Florida 33043
• 543 109'h Street Ocean, Marathon, Florida 33050
• 65821 Overseas Highway 275, Long Key, Florida 33001
• 30035 Angelfish Road, Big Pine Key, Florida 33043
Please provide a confirmation when this project is closed out.
................................................................
Mike Lalbachan
Mitigation Administrator-Floodplain
Monroe County
305-453-8796
Lalbachan-mike@monroecounty-fl.gov
U.S.Department of Homeland Security
Region 4
3005 Chamblee Tucker Road
r p„ Atlanta,GA 30341
'
� rFEM.A
`9y,�N IS Sy
November 13, 2023
Mr. Kevin Guthrie, Director
Florida Division of Emergency Management
2555 Shumard Oak Blvd.
Tallahassee, Florida 32399-2100
Attention: Ms. Laura Dhuwe, State Hazard Mitigation Officer
Reference: Hazard Mitigation Grant Program (HMGP) Project 44337-0513-R, Amendment 1
Monroe County BOCC, Elevation of Residential Structures
Project Closeout
Dear Mr. Guthrie:
We have received the State's letter requesting closeout for the above referenced project. As
identified, there are no federal project cost over/under runs associated with this project.
Therefore, the date of this letter will serve as the Final Claim Date. Below is a summary of
project amounts:
A) APPROVED FEDERAL SHARE PROJECT COST $ 540,105.00
B) STATE IDENTIFIED FEDERAL SHARE CLOSURE AMOUNT $ 0.00
C) APPROVED NON-FEDERAL SHARE PROJECT COST $ 180,035.00
D) STATE IDENTIFIED NON-FEDERAL SHARE PROJECT COST $ 0.00
E) STATE IDENTIFIED FEDERAL UNDERRUN AMOUNT $ (540,105,00)
F) REVISED PROJECT CLOSURE AMOUNT (B AND D) $ 0.00
G) SUBRECIPIENT MANAGEMENT COST UNDERRRUN AMOUNT $ (18,000,00)
If you have any questions, please contact Ancuta Lungu at(202) 706-4948.
Sincerely,
DigitaSHEMEEKA H HHJOHINSON ed by SHEMEEKA
o50o°z3.,,.,5,°:55:4°
JOHNSON
Shemeeka H. Johnson Chief
Disaster Implementation Branch
Mitigation Division
Enclosure
Obligation Report Supplemental 41140
NEMIS Project Closeout Report