Backup Documents 10/25/2011 Item #16A 5 ORIGINAL DOCUMENTS CHECKLIST & ROUTING S4II n 5
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO H
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper.Attach to original document.Original documents should be hand delivered to the Board Office.The completed routing slip and original
documents are to be forwarded to the Board Office only after the Board has taken action on the item.)
ROUTING SLIP
Complete routing lines#1 through#4 as appropriate for additional signatures,dates,and/or information needed.If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#4,complete the checklist,and forward to Ian Mitchell (line#5).
Route to Addressee(s) Office Initials Date
(List in routing order)
1.
2.
3.
4. u ` tstir �-�C.a h wvt r s f JJ26�/1
5. Ian Mitchell, BCC Supervisor Board of Coultly Commissioners to
6. Minutes and Records Clerk of Court's Office
PRIMARY CONTACT INFORMATION
(The primary contxt is the holder of the original document pending BCC approval.Normally the primary contact is the person who created'prepared the executive
summary.Primary contact information is needed in the event one of the addressees above,including Ian Mitchell,need to contact staff for additional or missing
information.All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.)
Name of Primary Staff 4c / Phone Number X 7
Contact f ��
Agenda Date Item was Agenda Item Number s
Approved by the BCC 0C. -t- s a a 01 16
Type of Document Number of Original L r
Attached Documents Attached �T
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney. This includes signature pages from ordinances,
resolutions,etc. signed by the County Attorney's Office and signature pages from
contracts,agreements,etc.that have been fully executed by all parties except the BCC
Chairman and Clerk to the Board and possibly State Officials.)
2. All handwritten strike-through and revisions have been initialed by the County Attorney's
��Office and all other parties except the BCC Chairman and the Clerk to the Board
3. The Chairman's signature line date has been entered as the date of BCC approval of the
document or the fmal negotiated contract date whichever is applicable.
4. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required.
5. In most cases(some contracts are an exception),the original document and this routing slip
should be provided to Ian Mitchell in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified.Be aware of your deadlines!
6. The document was approved by the BCC on/D-aS-I I (enter date)and all changes
made during the meeting have been incorporated in the attached document.The '/t�/,t
County Attorney's Office has reviewed the changes,if applicable.
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05,Revised 7.31.09
16 A5
MEMORANDUM
Date: October 31, 2011
To: Margaret A. Bishop, Sr. Project Manager
Stormwater Management
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Extending completion time for the Haldeman Creek and Lock
Louise Weir Reconstruction LASIP Projects from August 13, 2011
to February 9, 2012 for Federally Funded Sub -Grant Agreement
HMGP #1785 -027 -R with FL Division of Emergency Management
Attached for further processing are four original copies of the modification agreement
referenced above, (Item #16A5) approved by the Board of County Commissioners on
October 25, 2011.
After forwarding to the Florida Division of Emergency Management for required
signature(s), please return one of the fully executed original copies to the Minutes
and Records Department for the Board's Official Record.
If you have any questions, please call me at 252 -8406.
Thank you.
Attachment (4)
ON
16 A5
'!
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
RICK SCOTT
Governor
September 30, 2011
Ms. Margaret Bishop, P.E.
Senior Project Manager
Collier County Capital Construction and Maintenance
Growth Management Division
2885 South Horseshoe Drive
Naples, Florida 34104
BRYAN W.KOON
Director
Re: HMGP DR- 1785 -27 -R (State Project Number 1785 -028), Collier
County, Haldeman Creek, Stormwater Improvement and Lock Louise
Weir Reconstruction, Phase I, Period of Performance Extension —
Contract Modification Number One
Dear Ms. Bishop:
Please print four copies of the attached, proposed modification agreement
between Collier County and the Division of Emergency Management (DEM). The
official representative, as listed below, will need to sign the signature page of each
modification. All four (4) copies of the modification should then be sent to the
Tallahassee address listed below for full execution no later than forty-five (45) days after
receipt of this letter but no later than Monday, November 15 2011. One fully
executed modification will be returned to the County for its files.
Additional assistance is available regarding your Project on the Florida Division
of Emergency Management Website:
http://www.floridadisaster.org/Mitigation/Hazard/index.hti-n.
Please reference the heading: 'Grant Management Tools Listed Below', which contains
sample documents that will provide guidance for completing requests for
reimbursement, reporting requirements and supporting documents containing important
points, and subgrantee close -out checklists.
Official Representatives:
County: Chairman of the Board of Commissioners
City: Mayor
Indian Tribe: Chief or President
Water Management District: Chairman
Non- Profit: Chairman of the Board
FLORIDA RECOVERY OFFICE - DIVISION HEADQUARTERS - STATE LOGISTICS RESPONSE CENTER
5900 Lake Ellenor Drive 2555 Shumard Oak Boulevard 2702 Direclnrs Row
Orlando. FL 32809 Tallahassee, FL 32399 -2100 Orlando. FL 32809 -5631
Tel 850 -413 -9969 - Fax 850 - 488.1016
1 tt,I;tDi -; t,_r ,uy
16 A5
Ms. Margaret Bishop, P.E.
September 30, 2011
Page Two
If there is an official that is not listed above who is authorized to sign the
modification for your organization, please provide a copy of the organization's resolution
or charter that specifically identifies the person or position that is authorized to sign.
If you have questions regarding this contract or who is authorized to sign it,
please call Holly Swift at 407 - 888 -3781.
Respectfully,
Miles E. Anderson
Bureau Chief, Mitigation
State Hazard Mitigation Officer
MEA /cam
Enclosure(s): Contract Modification Number One
cc: Jason McCright, Planning Manager
STATE OF FLORIDA
DIVISION OF EMERGENCY
RICK SCOTT
Governor
Ms. Margaret Bishop, P.E.
Senior Project Manager
Collier County
2885 South Horseshoe Drive
Naples, Florida 34104
16A5
MANAGEMENT
December 2, 2011
Re: FEMA Project Number 1785 -27 -R, Collier County
Drainage Project
Dear Ms. Bishop:
BRYAN W.KOON
Director
Enclosed is the executed Hazard Mitigation Grant Program contract modification number (1)
(DEM No. 11 HM- 3E- 09 -21 -01 -004) between Collier County and the Division of Emergency
Management. Additional assistance is available regarding your Project on the Florida Division
of Emergency Management Website:
http: / /www.floridadisaster.org /mitigation /hazard /index.htm. Please reference the heading:
"Grant Management Tools Listed Below" which contains sample documents that will provide
guidance for completing requests for reimbursement, reporting requirements and supporting
documents containing important points, and subgrantee close -out checklists.
Please forward all Requests for Reimbursement (Attachment D) to the Division of
Emergency Management at the following address:
Holly Swift, Project Manager
Florida Division of Emergency Management
State Logistics Response Center
2702 Directors Row
Orlando, Florida 32809
If you have any specific questions regarding the contract or the Request for
Reimbursement form, please contact Holly Swift at (407) 888 -3781.
Respectfully,
tz 'g
Miles E. Anderson
Bureau Chief, Mitigation
State Hazard Mitigation Officer
M EA: km /a
Enclosures
FLORIDA RECOVERY OFFICE • DIVISION HEADQUARTERS • STATE LOGISTICS RESPONSE CENTER
5900 Lake Ellenor Drive 2555 Shumard Oak Boulevard 2702 Directors Row
Orlando, FL 32809 Tallahassee, FL 32399 -2100 Orlando, FL 32809 -5631
Tel: 850- 413 -9969 • Fax: 850- 488 -1016
www.FloridaDisaster.org
16A5
Contract Number: 11 HM- 3E- 09 -21 -01 -004
Project Number: 1785 -27 -R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
COLLIER COUNTY
This Modification Number One is made and entered into by and between the
State of Florida, Division of Emergency Management ( "the Division "), and Collier
County ( "the Recipient ") to modify DEM Contract Number: 11 HM-3E-09-21-01-004,
dated January 12, 2011 ( "the Agreement ").
WHEREAS, the Division and the Recipient have entered into the Agreement,
pursuant to which the Division has provided a subgrant to the Recipient under the
Hazard Mitigation Grants Program of $49,200.00; and
WHEREAS, the Agreement expired on August 13, 2011; and
WHEREAS, the Division and the Recipient desire to reinstate the Agreement and
extend the terms of the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties
contained herein, the parties agree as follows:
1. The Agreement is hereby reinstated as though it had never expired.
2. Paragraph 3 of the Agreement is hereby amended to read as follows:
This Agreement shall begin August 13, 2010, and shall end February 9,
2012, unless terminated earlier in accordance with the provisions of
paragraph (12) of this agreement.
3. The budget and Scope of Work, Attachment A to the Agreement, are hereby
modified as set forth in the Revised Attachment A to this modification, a copy
of which is attached hereto and incorporated herein by reference.
4. All provisions of the Agreement being modified and any attachments in
conflict with this Modification shall be and are hereby changed to conform
with this Modification, effective on the date of execution of this Modification by
both parties.
5. All provisions not in conflict with this modification remain in full force and
effect, and are to be performed at the level specified in the Agreement.
6. Quarterly reports are due to the Division no later than 14 days after the end of
each quarter of the program year and shall be sent each quarter until
16A5
submission of the administrative close -out report. The ending dates for each
quarter of the program year are March 31, June 30, September 30, and
December 31.
IN WITNESS WHEREOF, the parties hereto have executed this Modification as
of the dates set out below.
RECIPIENT: COLLIER COUNTY
:
B Y
Name and Title: ��'e(�1 W . CLe C1�a►rman
Date: 5
DIVISION OF EMERGENCY MANAGEMENT
IN
Name and Title: Brvan W. Koon. Director
Date: z4Ai -0
ATTEST''"" n '
DW11"T 1E BIR .. LERlC
w
BY
Approved s to form do suAkllmy
.c.w L
Deputy county Attorney
Attachment A (Revised)
Budget and Scope of Work
Scone of Work
16A5
As a Hazard Mitigation Grant Program project, the Recipient, Collier County, proposes to improve the
drainage to the Loch Louise Weir and Haldeman Creek Stormwater, Naples, Florida. Phase I study will
be conducted to determine modifications needed to improve and upgrade the existing drainage system.
The completed construction project will minimize recurring flooding and reduce repetitive flood loss to
properties. The completed project will provide protection against a 10 -year storm event. Phase I will
provide funding for completion of design, permitting and geotechnical surveying process for this proposal.
The Phase I deliverables should:
• Have an engineer's plan that clearly shows the engineer's estimate of the pre and post- mitigation
effects of the proposed project and the relationship of the damages to be mitigated
(commensurate with the level of funding requested). This includes, but is not limited to, the
existing and proposed hydrology and hydraulics for the level of event being mitigated.
• Demonstrate mitigation effectiveness, in part, by showing the physical location(s) and elevation(s)
of the infrastructure /structures that is being damaged and the Federal Emergency Management
Agency (FEMA) Special Flood Hazard Areas on the same plan.
• Meet all required environmental laws and policies. All environmental permits and
approvals /concurrences must be obtained. A public notice must be published to notify interested
parties of the proposed activity. Notices must be published in a manner that anyone that may be
affected or interested in this project has access to the posting. The comment period expired and
all comments addressed prior to initiating any construction activities.
• Refine the cost estimate. A new Benefit Cost Analysis will be performed using the revised
information.
• Provide a set of Community Approved, State reviewed construction plans (sealed) for review and
comment including milestones and timelines for completion of the final phase of the project and
bid documents /award.
Phase I of this project is approved with the condition that the above list of deliverables will be submitted
for review and approval by the State and FEMA before Phase II is considered. No construction work may
begin until Phase II is approved.
This is FEMA Project 1785 - 027 -R, funded under 1785- DR -FL.
The Period of Performance for this project ends on February 9, 2012.
Schedule of Work
Engineering: 6 Months
Design: 6 Months
Permitting: 6 Months
Total Period of Performance: 18 Months
16
16A5
Budget
Line Item Budget*
Project Cost Federal Share Local Share
Phase I: Engineering, Design, Permitting: $ 65,600.00 $ 49,200.00 $ 16,400.00
Total $ 65,600.00 $ 49,200.00 $ 16,400.00
* Any line item amount in this Budget may be increased or decreased 10% or less without an amendment
to this Agreement being required, so long as the overall amount of the funds obligated under this
Agreement is not increased.
Funding Summary
Federal Share: $49,200.00 (75 %)
Local Share: $16,400.00 (25 %)
Total Project Cost: ** $65,600.00 (100 %)
**The project cost is inclusive of administrative cost.
17