HomeMy WebLinkAboutItem C22 C22
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor James K.Scholl,District 3
The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2
Craig Cates,District 1
David Rice,District 4
Holly Merrill Raschein,District 5
Board of County Commissioners Meeting
June 18, 2025
Agenda Item Number: C22
2023-4113
BULK ITEM: Yes DEPARTMENT: Project Management
TIME APPROXIMATE: STAFF CONTACT: Cary Vick
N/A
AGENDA ITEM WORDING: Approval of a resolution authorizing the County Administrator to
sign all amendments, modifications, and other necessary documentation, including reimbursement
requests for the Federally funded EOC Phase II #H0847 [Project#4337-066-A].
ITEM BACKGROUND:
In order streamline and expedite the process for approving and executing future amendments,
modifications and all other necessary documentation, including reimbursement requests in connection
with this Grant, we are requesting authorization for the County Administrator or her designee to execute
these items on behalf of the BOCC.
The Federal Emergency Management Agency (FEMA) approved an HMGP grant application from
Monroe County in April 2019 to design and construct an Emergency Operations Center (EOC)
constructed to FEMA P-361 standards (safe room). Florida Division of Emergency Management
(FDEM), as the responsible state agency for FEMA funding grants, developed the sub-grant agreement
with Monroe County. This agreement with FDEM is for Phase 2 construction of the project.
PREVIOUS RELEVANT BOCC ACTION:
• 4/17/24 - Empire Furniture approval to purchase.
• 11/8/23 - Approval of purchase of Watson 911 consoles.
• 9/20/23 -Approval of Third Amendment with ADG.
• 4/19/23 -Approval of Third Amendment to the Construction Manager at Risk(CMAR)
agreement.
• 2/15/23 -Approval of Task Order for Grant Administration Services with WSP USA, Inc.
• 1/18/23 -Approval of Second Amendment to the Construction Manager at Risk(CMAR)
agreement with Ajax Building Company to clarify language in the County's Partial Release of
Liens form which is required with each pay application. No changes to the funding are proposed.
• 1/18/23 -Approval of a Second Amendment to the current agreement with Architects Design
Group (ADG) at a cost of$30,770.00 to add Plan Revisions and Threshold Inspections.
• 11/15/22 - Ratification of a Task Order with Carr, Riggs & Ingram, LLC to perform pay
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application reviews for EOC.
• 11/15/22 - Resolution delegating Purchasing Authority above $50,000 to the County
Administrator for Owner Direct Purchases (ODP's).
• 9/21/22 -Approval of HMGP Grant Agreement Modification#3 with FDEM for the EOC (Phase
I).
• 9/21/22 - Task Order with Carr, Riggs & Ingram, LLC for the EOC project.
• 9/21/22 -Approval of a Task Order with Jacobs to Provide a Resident Project Representative
(RPR) for the EOC.
• 8/17/22 -Approval of the 1st Amendment to the CMAR agreement with Ajax Building Co. to
construct the EOC in order to adjust the guaranteed maximum price (GMP) to account for price
escalation of labor and materials.
• 7/20/22 -Approval of a new grant agreement in the amount of$9,665,951.73 between the County
and the Florida Division of Emergency Management(FDEM) to construct the new Emergency
Operations Center in Marathon.
• 1/21/22 -Approval of the Rescission/Replacement of Modification#2 to the HMGP grant
agreement which was revised to reinstate and extend the agreement. The original Modification#2
only extended the date.
• 12/8/21 -Approval of third amendment to the pre-construction services contract with Ajax
Building Company, LLC to add the costs of an extended pre-construction period.
• 12/8/21 -Approval of Modification#2 to the HMGP grant agreement extending the completion
date of the grant to May 31, 2022, and increasing the grant amount by $44,581.12, for HMGP
agreement#4337-66-R with the Florida Department of Emergency Management (FDEM).
• 11/3/21 -Approval of CMAR agreement with Ajax Building Company, LLC for the construction
of the Emergency Operations Center.
• 5/19/21 -Approval of a grant agreement amendment(Modification#1 to the direct appropriation
grant agreement)with the Florida Division of Emergency Management to receive state funded
appropriations for Local Emergency Management and Mitigation Initiatives (Assistance Number
31.064; Agreement Number 19-SP-10-11-54-01-237) in the amount of$5,900,000.00, and
approval of a resolution authorizing the County Administrator to sign all amendments,
modifications, and other necessary documents including reimbursement requests for this grant.
The original period of time was July 1, 2018-June 30, 2021. This amendment extends the end
date to June 30, 2023.
• 12/9/20 -Approval of Modification#1, extending the completion date of the grant under the
Hazard Mitigation Grant Program(HMGP) (Agreement#4337-66-R)with FDEM which
provides design funding, in the amount of$916,071.21 for the Emergency Operations Center
(EOC) at the Marathon airport.
• 10/21/20 -Approval of Second Amendment to the Agreement for Pre-Construction Services with
Ajax Building Company, LLC in the amount of$265,591.00 for the Emergency Operations
Center to add the scope and cost of the DAV building demolition.
• 10/21/20 -Approval of a First Amendment to the Agreement with Architects Design
Group/ADG, Inc. (ADG), in the amount of$2,818,325.00, for design through construction
administration of an Emergency Operations Center (EOC) in Marathon.
• 5/20/20 -Approval of a no cost Amendment to the Agreement for Pre-Construction Services with
Ajax Building Company, LLC for the Emergency Operations Center to remove certain contract
provisions that were not required at the pre-construction stage.
• 4/15/20 - BOCC approval of an Agreement with Ajax Building Company, LLC to provide
Construction Manager at Risk(CMAR) services for the Emergency Operations Center(EOC) at
the Marathon Airport in the amount of$110,000.00 through an FDOT grant. This Agreement is
for Pre-Construction Phase services.
• 4/15/20 -Approval of Amendment No. 1 to State of Florida Department of Transportation Public
878
• Transportation Grant Agreement G1009 providing $4,000,000.00 in additional funding for the
Non-Aeronautical Use Building Project(Emergency Operations Center- EOC) at the Florida
Keys Marathon International Airport.
• 12/9/19 - BOCC approval of an HMGP agreement with FDEM for Phase I of a FEMA grant in
the amount of$916,071.21 to be used for pre-construction activities for the EOC.
• 11/20/19 - BOCC approval of the recommended site location for the EOC building at the
southwest corner of the Marathon Airport.
• 9/18/19 -Approval of a contract with Architects Design Group, Inc. (ADG) for design and
construction administration services for an Emergency Operations Center(EOC) in Marathon;
Correcting contract sum scrivener's error in Section 7.1.1 of the contract.
• 8/21/19 - BOCC approval of a revised contract with ADG which changed the name of the EOC
building to "FL Keys Marathon Airport Non-Aeronautical Use Building" due to requirements of
Monroe County's acceptance of an FDOT grant agreement.
• 5/22/19 - BOCC approval of the award of a contract to ADG to provide design and construction
• administration services for the Monroe County EOC.
• 3/21/19 - BOCC approval of staff request to negotiate with ADG a professional services contract
to provide design and construction administration services for the Monroe County EOC.
• 12/19/18 - BOCC approval of an agreement with the Florida Department of Transportation
(Public Transportation Grant G1009) to accept a grant in the amount of$400,000 (to be matched
with$400,000 in County funds) for the planning,permitting, design and construction of a non-
aeronautical building (EOC) to be constructed on the SW comer of the Marathon airport property.
• 9/19/18 - BOCC approval of an agreement with the Florida State Department of Emergency
Management to accept a grant in the amount of$5,900,000 for the design and construction of a
Monroe County Emergency Operations and Public Safety Center.
• 6/20/18 -Approval to advertise a Request for Qualifications for professional architectural
services for a re-design through construction administration of a new Emergency Operations
Center in Marathon, in compliance with the Code of Federal Regulations (2 CFR) for potential
Hazard Mitigation Grant Program(HMGP) funding.
• 11/14/17 - BOCC ratification of a Second Amendment to the contract with ADG to develop an
updated construction estimate with modifications to the design for a new site and slightly revised
scope.
• 10/1/09 - BOCC approval of a First Amendment to the contract with ADG to include information
technology needs to the design.
• 2/18/09 - BOCC approval of a contract with Architects Design Group (ADG) for the design
through construction administration of a new EOC in Marathon.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
EOC Phase II Resolution- County Administrator FDEM Grant#H0847 [Project#4337-066-A].pdf
FINANCIAL IMPACT:
879
N/A
880
RESOLUTION NO. -
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, AUTHORIZING THE COUNTY
ADMINISTRATOR OR HER DESIGNEE TO SIGN ALL AMENDMENTS,
MODIFICATIONS, AND OTHER NECESSARY DOCUMENTATION IN
CONNECTION WITH STATE OF FLORIDA, DIVISION OF
EMERGENCY MANAGEMENT CONTRACT NUMBER H0847,
PROJECT NUMBER 4337-066-A
WHEREAS, on August 4, 2022, the Monroe County Board of County
Commissioners (BOCC) and the Florida Division of Emergency Management (FDEM)
entered into Federally Funded Grant Agreement Number H0847 (Grant); Project
Number 4337-066-A by which FDEM granted $9,225,391.26 in Fixed Capital Outlay
funds to Monroe County for construction of the FEMA 361 Emergency Operations
Center (EOC), Safe Room Project, Phase II; and
WHEREAS, Monroe County wishes to streamline and expedite the process for
approving and executing future amendments, modifications and all other necessary
documentation, including reimbursement requests in connection with this Grant; and
WHEREAS, there is a valid public purpose to this BOCC action, in that the
delegation of authority to the County Administrator or her designee to execute future
documentation will eliminate delays that would otherwise be caused by requiring such
items to be brought before the BOCC for approval and would therefore be consistent
with the goals of the BOCC to streamline the agenda process and to maximize the use
of available grant funding sources.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF
COUNTY COMMISSIONERS OF MONROE COUNTY, AS FOLLOWS:
1. The foregoing recitals are true and correct and are incorporated by reference
herein.
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2. The County Administrator or her designee is hereby authorized to execute, on
behalf of the BOCC, all amendments, modifications, and other necessary
documents in connection with the FDEM Grant #H0847 including, but not
limited to, reimbursement requests and close-out documents, after review and
approval by the Office of Monroe County Attorney.
3. If any section, sentence, clause, phrase or word of this Resolution is held invalid
or unconstitutional by a Court of competent jurisdiction, then said holding shall
in no way affect the validity of the remaining portions of this Resolution.
4. This Resolution shall become effective immediately upon adoption.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe
County, Florida, at a regular meeting of the BOCC held on June 18. 2025.
Mayor James K. Scholl, District 3
Mayor Pro Tern Michelle Lincoln, District 2
Commissioner Craig Cates, District 1
Commissioner David Rice, District 4
Commissioner Holly Merrill Raschein, District 5
(Attest)
BOARD OF COUNTY
COMMISSIONERS OF MONROE
KEVIN MADOK, CLERK OF COURT COUNTY, FLORIDA
By: By:
As Deputy Clerk Mayor
MONROE COUNTY IkTTC]1'MNEl(""S QFF'6CE
APPROVED A:S TO FORM
j�STI43 CcaUN�A'"O Na
DATE: 5-29-2025
2
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