Item P15 P15
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
July 17, 2024
Agenda Item Number: P15
2023-2653
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval of Change Order#1 for a 90-day time
extension to the deliverable schedule to grant 22PLN67with the Florida Department of Environmental
Protection to develop a Natural Resources Adaptation Plan and update the County's Vulnerability
Assessment; also, authorization for Acting County Administrator to sign all necessary documents.
ITEM BACKGROUND:
This item authorizes change order#1 to the planning grant under the Office of Resilience and Coastal
Protection's Resilient Florida Program to develop a Natural Resources Adaptation Plan and update the
2015 Vulnerability Assessment to update various forms attached to the grant as requested by the State.
The amendment provides for a 90-day extension to the deliverable schedule.
PREVIOUS RELEVANT BOCC ACTION:
11/17/20: Approval of a grant application to DEP as part of their Resilience Planning Grant program to
develop a Natural Resources Adaptation Plan, requesting $75,000 in grant funds and offering $67,000
in budgeted match funds, totaling $142,000 in project costs, approval to be retroactive to the grant
submittal date of October 9, 2020.
02/15/23: Approval to accept planning grant 22PLN67 for $75,000 from the Florida Department of
Environmental Protection to develop a Natural Resources Adaptation Plan and update the County's
Vulnerability Assessment per Florida Statutes; a $75,000 match is included.
01/31/24: Approval of Amendment 1 to 22PLN67 with the Florida Department of Environmental
Protection to develop a Natural Resources Adaptation Plan and update the County's Vulnerability
Assessment to update various Grant Attachments per request from the State; also, authorization for
County Administrator to sign all necessary documents.
01/31/24: Approval of Amendment 2 to 22PLN67 for a 90-day no-cost time extension with the Florida
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Department of Environmental Protection to develop a Natural Resources Adaptation Plan and update
the County's Vulnerability Assessment; also, authorization for Acting County Administrator to sign all
necessary documents.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
90-day no-cost time extension to the deliverable schedule
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
22PLN67—COI---Monroe_County_Natural_Resources—Adaptation Plan---For—Execution-I.pdf
FINANCIAL IMPACT:
Effective Date: Upon execution Expiration Date: September 30, 2024
Dollar Value of change order 1: $0
Total Dollar Value of Grant: $150,000
Total Cost to County: N/A for Amendment I
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:
Grant: Yes
County Match: N/A
Insurance Required No.
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CHANGE ORDER No. 1
DEP AGREEMENT No.22PLN67
MONROE COUNTY NATURAL RESOURCES ADAPTATION PLAN
GRANTEE:
Monroe County Board of County Commissioners
1100 Simonton Street
Key West,Florida 33040
This agreement,between the Department of Environmental Protection(DEPARTMENT) and GRANTEE,
entered into on March 28,2023,and amended on April 4,2024,is hereby revised as follows:
WHEREAS,the GRANTEE has requested a change in task timelines within the Agreement period;
NOW THEREFORE,the DEPARTMENT and the GRANTEE hereby agree as follows:
1. Section 6 of the Agreement,as amended,is deleted and replaced as follows:
The Department's Grant Manager for this Agreement is identified below.
Maxwell Farfan
Department of Environmental Protection
3900 Commmonwealth Blvd,MS4230
Tallahassee,Florida 32399
Phone: 850-245-2009
Email: Maxwell.Farfan(a,FloridaDEP.gov
2. Attachment 3-B, Second Revised Grant Work Plan is hereby deleted in its entirety and replaced with
Attachment 3-C, Third Revised Grant Work Plan, attached hereto and made a part of the Agreement. All
references in the Agreement to Attachment 3-B shall hereinafter refer to Attachment 3-C, Third Revised
Grant Work Plan.
3. All other terms and conditions of the Agreement remain in effect.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
DEP Agreement No. 22PLN67, Change Order No. 1,Page 1 of 3
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IN WITNESS WHEREOF,the parties have caused these presents to be duly executed,the day and year,last
written below.
MONROE COUNTY BOARD OF COUNTY FLORIDA DEPARTMENT OF
COMMISSIONERS ENVIRONMENTAL PROTECTION
By: By:
Acting County Administrator Grants Administrator
Kevin Wilson Hanna Tillotson
Date: Date:
FEID No. 59-6000749
If someone other than the County Administrator signs this Agreement,a resolution,statement,or other documentation
authorizing that person to sign the Agreement on behalf of the County must accompany the Agreement.
List of Attachments/Exhibits included as part of this Agreement:
Specify ype Letter/Number Description(include number of pages)
Attachment 3-C Third Revised Grant Work Plan(3 pages)
Approved as to form and legal sufficiency:
Monroe County Attorney's Office 6-28-2024
arlll�t. W
DEP Agreement No. 22PLN67, Change Order No. 1,Page 2 of 3
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STATE OF FLORIDA
DEPARTMENT OF ENVIRONMENTAL PROTECTION
THIRD REVISED GRANT WORK PLAN
AGREEMENT NO.22PLN67
ATTACHMENT 3-C
PROJECT TITLE: Monroe County Natural Resources Adaptation Plan
PROJECT LOCATION: The Project is located in Monroe County,Florida.
PROJECT DESCRIPTION:
The Monroe County Board of County Commissioners (Grantee)will complete the Monroe County Natural
Resources Adaptation Plan(Project)to update the 2015 Vulnerability Assessment(VA)pursuant to Section
380.093, Florida Statutes (F.S.) and develop a Natural Resources Adaptation Plan (AP). The Grantee will
coordinate with local, state, and federal agencies on species management issues during development of the
AP.
TASKS AND DELIVERABLES:
Task 1: Review Best Practices and Determine Approach
Description: The Grantee will develop a report to identify natural resource adaptations and approaches by
conducting a review of the 2015 VA for cost-benefit analysis and to identify key local, state, and federal
agencies for coordination efforts.
Deliverables: The Grantee will provide the following:
• 1.1: A final report (in one PDF document) outlining the approach and results of the 2015 VA
research, including the cost-benefit analyses for nature-based solutions and best practices for
natural resource resilience; and
• 1.2: A copy of all correspondence with local, state, and federal agencies, compiled into one PDF
document.
Task 2: Aaencv Coordination
Description: The Grantee will organize meetings with all local, state, and federal agencies necessary to
complete the AP. Agencies responsible for the management of natural resources will be targeted; and
include, but are not limited to, the following: Florida Keys National Marine Sanctuary, U.S. Fish and
Wildlife Service, Florida Fish and Wildlife Conservation Commission, and Florida Department of
Environmental Protection. This Grantee will host a kick-off meeting followed by up to four(4) additional
meetings(held either in person or virtually).The Grantee will prepare all social media notifications,meeting
invitations,meeting materials,presentations, and graphics utilized during the meeting, as applicable.
Deliverables: The Grantee will provide the following:
• 2.1: List of agencies necessary to complete the AP, to include the name of the primary contact
within each agency;
• 2.2: Meeting agendas to include location, date, and time of meetings;
• 2.3: Meeting sign-in sheets or virtual attendance records with attendee names and affiliation (i.e.
local stakeholders,resident,meeting member, local government staff);
DEP Agreement No.:22PLN67
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• 2.4: A copy of the presentation(s) and any materials created in preparation of or for distribution at
the meetings (i.e. social media posts,public announcements, graphics), as applicable;
• 2.5: A copy of the file or weblink of the video or audio recording from the meetings,if applicable;
and
• 2.6: Summary reports including attendee input and outcomes for each meeting, including but not
limited to identified agency-based datasets of relevance and agency concerns.
Task 3: Public Outreach Meetines
Description: The Grantee will conduct public coordination meetings to present the results from the updated
AP. The purpose of the meetings are to allow the public and other agencies to provide community-specific
input on the results of the analyses and to reconsider methodologies and assumptions used in the analysis
for refinement. Additionally, during this meeting, the Grantee will conduct exercises to encourage the
public/stakeholders to prioritize focus areas of flooding, and the critical assets in preparation for the
development of adaptation strategies and project development. Criteria should be established to guide the
public's input for the selection of focus areas. The Grantee will prepare all social media notifications,
meeting invitations, meeting materials, presentations, and graphics utilized during the meeting, as
applicable.
Deliverables: The Grantee will provide the following:
• 3.1: Meeting agendas to include location, date, and time of meeting;
• 3.2: Meeting sign-in sheets with attendee names and affiliation (i.e. local stakeholders, residents,
local government staff,
• 3.3: A copy of the presentation(s) and any materials created in preparation of or for distribution at
the meeting (i.e. social media posts,public announcements, graphics), as applicable;
• 3.4: A copy of the file or weblink of the video or audio recording from the meeting, if applicable;
and
• 3.5: A summary report including attendee input and meeting outcomes, to include defining focus
areas recommended by the community.
Task 4: Adaptation Plan with Cost-Benefit Analysis
Description: The Grantee will complete an AP that is consistent with the Florida Adaptation Planning
Guidebook and includes the following: assessment of adaptive capacities,prioritization of adaptation needs,
identification of adaptation strategies, and a cost-benefit analysis. 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 final AP.
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%)
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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.Payment requests will not be accepted until all required
Exhibit A,Progress Report Forms,have been submitted to the Department's Grant Manager for all reporting
periods dating back to the Agreement Begin Date. 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.
Task Budget DEP Match Total Task Start Task Due
No. Task Title Category Amount Amount Amount Date Date
I Review Best Practices Contractual $15,000 $15,000 $30,000 7/l/2021 9/30/2024
and Determine Approach Services
2 Agency Coordination Contractual $22 000 $22,000 $44,000 7/l/2021 9/30/2024
Services
Public Outreach Contractual
3 $12 000 $12 000 $24 000 7/1/2021 9/30/2024
Meetings Services
4 Adaptation Plan with Contractual Cost-Benefit Analysis Services $26 000 $26 000 $52 000 7/1/2021 9/30/2024
Total: $75,000 $75,000 $150,000
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