HomeMy WebLinkAbout04/07/2025 Agreement TASK ORDER
FOR GRANT ADMINISTRATION SERVICES BETWEEN MONROE COUNTY AND
HALE INNOVATION, LLC FOR CITY OF LAYTON FIRE STATION
In accordance with the Agreement for Grant Writing and Administration Services, made and
entered into on February 15, 2023, as amended on February 19, 2025, (Agreement), between
MONROE COUNTY, ("County") and HALE INNOVATION, LLC ("Consultant"), where
grant writing and administration services are allowed.
All terms and conditions of the Agreement apply to this Task Order, unless this Task Order
amends, adds, or modifies a provision or an Article of the Agreement, which will be specifically
referenced in this Task Order and the amendment, addition, or modification shall be precisely
described. These additions apply only to the project referenced in this Task Order.
This Task Order is effective on the 4th day of April, 2025.
WHEREAS,the County has staffed and maintained the fire station in the City of Layton for several
years and the building is need of replacement; and
WHEREAS, the County desires to pursue grant funding for the replacement of the fire station
through the Florida Department of Commerce Small Cities Community Development Block Grant
(CDBG)program for the FY 2024-2025 application cycle; and
WHEREAS, the application cycle will close on May 2, 2025, and the County desires to have the
Consultant assist with the application process to ensure that all requirements and the deadline are
met.
NOW, THEREFORE, in consideration of the mutual promises and covenants set forth below, the
parties agree as follows:
1. In accordance with Article II, SCOPE OF BASIC SERVICES of the Agreement, the
Consultant will provide Grant Application Assistance for the Replacement of the City of
Layton Fire Station (Project) through the Florida Department of Commerce Small Cities
Community Development Block Grant(CDBG)program for the FY 2024-2025 application
cycle.
Services provided shall include:
a. Task 1: Pursuit Strategy & Guidance — The Consultant shall initiate the CDBG
application process by conducting a meeting with the County to review the Project.
This meeting will serve to gather critical project details, such as the scope, goals,
timelines,budget estimates, and any other relevant data that will help shape the overall
proposal.
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The Consultant shall develop a tailored strategy for pursuing the grant. This will
involve a comprehensive analysis of the Project and its various components for
alignment with the goals of the CDBG program. A core component of this phase is to
identify potential gaps or areas where the Project's eligibility for funding could be
maximized. This could include suggesting modifications to the scope of work,
identifying additional project components that could be included to enhance grant
competitiveness, or recommending specific technical adjustments that align more
closely with the funding priorities of the Florida Department of Commerce. Once the
review is complete, the Consultant shall provide the County with a strategic plan that
outlines the most effective approach for securing the grant funding.
The Consultant shall provide consultation services for the execution of a scoring
optimization plan. The Consultant shall supply input relative to the public meetings
that are required in support of the grant application,which will be attended and handled
by the County. Supporting tasks may include guidance on meeting advertisement
requirements, review of public presentations and preparation of meeting materials in
accordance with the Florida Department of Commerce criteria, creation of graphics to
support modifications to an existing project plan, or other relevant tasks. The
Consultant shall identify any supporting materials or documentation that will be needed
for the application and to maximize the scoring potential of the Project.
b. Task 2: Initial Application Preparation—The Consultant shall prepare the initial draft
of the CDBG application submittal package. This will include completion of the
application forms, exhibit creation, compilation of the required documentation, and
organizing the submission in a clear, concise, and professional manner to facilitate the
review process conducted by the Florida Department of Commerce. This task will be
completed with data and input supplied by the County, including a cost estimate for the
Proj ect.
The CDBG application requires an extensive list of appendices (supporting
documentation) to be included with the submittal package. The Consultant shall
provide guidance on which documentation is necessary based on project categorization,
request a complete list of documents that must be supplied by the County to ensure all
requirements are met, prepare supporting exhibits/documents that are not County-
dependent (e.g., maps, worksheets, etc.), and curate a comprehensive supporting
documentation package for submittal.
The County will have the opportunity to review the draft application and supporting
materials and request any modifications or additions prior to commencement of Task
3.
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c. Task 3: Preliminary Design Criteria Package Development Assistance — To properly
apply for this grant, the County will need to develop a preliminary design criteria
package. This will not be a formalized, signed and sealed design criteria package, as
the County will have to produce a full design criteria package for a progressive design-
build (PDB) through formal channels. However, similar to a capital improvements
project budgeting exercise, the County will prepare a preliminary outline so that costs
may be determined, and the project shall be scoped in accordance with details required
for the CDBG Small Cities Application submittal. The Consultant shall assist in this
task.
d. Task 4: Application Finalization & Submittal — The Consultant shall utilize the
feedback provided by the County's review of the initial draft to refine and enhance the
application package to prepare a final product. The Consultant shall work both
internally and with the County to perform thorough quality control to ensure accuracy
and completeness of the application.
e. Task S: RFI Responses — The Consultant shall assist the County in responding to any
Requests for Information (RFI) communicated subsequent to application submittal.
Individual tasks will be dependent upon Florida Department of Commerce requests.
The Consultant shall prepare all required materials with input provided by the County
and will submit the RFI responses as per program requirements.
2. In accordance with Article VII, Paragraph 7.1 of the Agreement, the County shall pay the
Consultant a not-to-exceed total of Twelve Thousand, One-Hundred, Thirty-Five and
00/100 Dollars ($12,135.00)paid on a percent complete basis for the following tasks:
a. Task 1: Pursuit Strategy & Guidance - $1,240.00 lump sum upon receipt of
documentation and approval by the Director of Project Management.
b. Task 2: Initial Application Preparation - $6,740.00 lump sum upon receipt of
documentation and approval by the Director of Project Management.
c. Task 3: Preliminary DCP Assistance - $1,480.00 lump sum upon receipt of
documentation and approval by the Director of Project Management.
d. Task 4: Application Finalization & Submittal- $935.00 lump sum upon receipt of
documentation and approval by the Director of Project Management.
e. Task S: RFI Responses - $1,740.00 not-to-exceed upon receipt of documentation
and approval by the Director of Project Management.
All other Terms and Conditions of the Agreement as amended remain unchanged and in full force
and effect.
[signature page to follow]
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IN WITNESS WHEREOF,each parry caused this Task Order to be executed by its duly authorized
representative.
CONSULTANT:
Digitally signed by Lawrence Hale
Lawrence H a l e Date:2025.04.04 08:40:11 -04'00'
4/4/2025
Hale Innovation, LLC Date
MONROE COUNTY:
Digitally signed by Christine
Christine Hurley Hurley
Date:2025.04.07 18:55:03-04'00'
Christine Hurley—County Administrator Date
MONROE COUNTY AT-TOMNEYS OFFICE
APPROVED AS TO FOR
� ry
DATE: 4-04-2025
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