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Resolution 2000-27416 F4 RESOLUTION NO. 00 - 274 RESOLUTION AUTHORIZING THE EXECUTION AND ACCEPTANCE OF AN AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS AND COLLIER COUNTY REGARDING EMERGENCY MANAGEMENT PROGRAM ENHANCEMENT WHEREAS, the State of Florida Department of Community Affairs has funds available for Collier County to spend for emergency management program enhancements and, subject to execution of a Grant Agreement between the State and the County, is authorized to disburse Grant funds to Collier County; and WHEREAS, the State, by means of proposed Grant Agreement #0 1 CP-04-09-21 - 0 1 -0 11 is agreeing to provide, by means of reimbursement for costs incurred by the County in the satisfactory performance of that Agreement, up to $105,806.00 for items of performance agreed to in said Agreement; and WHEREAS, the Board of County Commissioners of Collier County agree that performance of the subject Agreement is in the best interest of Collier County; NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA that the board approve the Agreement #O1CP- 04- 09 -21 -0I -011 between the State of Florida Department of Community Affairs and Collier County as presented to the Board for review, and hereby authorizes the Board's Chairman to execute the Agreement on behalf of Collier County. This Resolution adopted after motion, second and majority vote in favor of adoption this / Z day of QLLV , 2000. BOARD OF COUNTY COMMISSIONERS, COLLIER CO , FLORIDA By: •.� JitbX.J. Cons e, Ch ' an Dwight E. Brock, Clerk By: Deputy Clerk Attest as to Chairman's Signature only. Approved as to Form and Legal Sufficiency: 1 � ��i Thomas C. Palmer, Assistant County Attorney 16 F4 Contract Number: 01CP- 04- 09 =21 -01 -011 CSFA Number: 52008 STATE FUNDED SUBGRANT AGREEMENT THIS AGREEMENT is entered into by and between the State of Florida, Department of Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the 'Department "), and COLLIER COUNTY, (hereinafter referred to as the "County"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS: WHEREAS, the Department is authorized, pursuant to Section 252.373, Florida Statutes. and Rule Chapter 9G -19, Florida Administrative Code, to disburse funds for emergency management grants to counties; and WHEREAS, the County is eligible to receive said funds and agrees to comply with all the requirements of this Agreement and Rule Chapter 9G -19, Florida Administrative Code. NOW, THEREFORE, the Department and the County do mutually agree as follows: I. SCOPE OF WORK AND FUNDING The County shall fully perform the obligations in accordance with the Scope of Work, Attachments A and A -1 of this Agreement. Funding for performance of the Scope of Work shall be provided in accordance with Attachment F. II. INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES Both the County and the Department shall be governed by applicable State and Federal laws, rules and regulations, including, but not limited to, those identified in Attachment B. III. PERIOD OF AGREEMENT This Agreement shall begin October 1, 2000 and shall epd September 30, 2001, unless terminated earlier in accordance with the provisions of Paragraphs VII. or IX. of this Agreement. All requests for reimbursement must be submitted within 30 days after the termination date of the Agreement. No reimbursement requests received after November 1, 2001 may be reimbursed from this Agreement. Reimbursement requests shall not be submitted by facsimile transmission. IV. MODIFICATION OF CONTRACT Either party may request modification of the provisions of this Agreement. Changes which are mutually agreed upon shall be effective only when reduced to writing, duly signed by each of the parties hereto, and attached to the original of this Agreement. No change to the terms and conditions of this Agreement, including the Scope of Work, shall be effective until filed and approved in accordance with the provisions in Attachment A. However, changes to the amount of funding to be provided may be accomplished by notice from the Department to the County, in the form of certified mail, return receipt requested. The V. 16F4 Department may make an award of additional funds by subsequent Award Letter certified mail, return receipt requested, to the County's contact identified in Paragraph VIII, below. Should the County determine it does not wish to accept the award of additional funds, then the County shall provide notice to the Department contact within thirty (30) days of receipt of the Award Letter. Otherwise, the County shall provide to the Department its written notice of acceptance within forty-five (45) days of receipt of the Award Letter. The terms of this Agreement shall be considered to have been modified to include the additional funds upon receipt of the written notice of acceptance. The County shall constantly monitor its performance under this Agreement to ensure that time schedules are being met, the Scope of Work is being accomplished and other performance goals are being achieved. Such review shall be made for each function or activity set forth in Attachment A to this Agreement, and reported in accordance with Attachment D. Records of such activities shall be created and retained in accordance with Attachment C. VI. LIABILITY The County shall be solely responsible to parties with whom it shall deal in carrying out the terms of this Agreement. For purposes of this Agreement, the County agrees that it is not an employee or agent of the Department. VII. NONCOMPLIANCE. REMEDIES. AND TERMINATION A. If a County fails to comply with any term or condition applicable to an award under Rule Chapter 9G -19 or any term or condition including, but not limited to, federal and state laws, agreements, rules and regulations, applicable to any other funding for the County administered by the Division, then the Department shall take one or more of the following actions, as indicated by the attendant circumstances: temporarily withhold cash payments, pending correction of the deficiency, or more severe enforcement action; 2. disallow all or part of the cost of the activity or action not in compliance; suspend or terminate the award; 4. disallow future participation in the program or funding provided under this rule chapter; 5. recover all funds provided under the current award. B. Costs of the County resulting from obligations incurred by the County during suspension or after termination of an award are not allowable unless the Department expressly authorizes them in the notice of suspension or termination, or subsequently authorizes them in writing. Other County costs during suspension or after termination which are necessary and not reasonably avoidable may, in the sole discretion of the Department, be allowable ii `a 16 F4 the costs result from obligations which were properly incurred by the County before the effective date of the suspension or termination, are not in anticipation of the suspension or termination, and, in the case of termination, are not cancelable, and 2. the costs would be allowable if the award were not suspended or expired normally at the end of the period in which the termination occurs. C. Counties with terminated grants shall remain obligated to provide all required closeout information. D. in the event that any audit determines that costs reimbursed or otherwise funded under this agreement should be disallowed, then the County shall return those disallowed funds to the Department. In the alternative, the Department may, in its sole discretion, offset the disallowed amount against any current or future awards to the County from any other grant agreement or contract with the County administered by the Department. E. Actions taken for noncompliance constitute final Department action under Chapter 120, Florida Statutes, as amended. Notification of such actions shall include notice of administrative hearing rights and time frames. F. The County shall return funds to the Department if found in non - compliance with laws, rules, or regulations governing the use of the funds or this Agreement. G. This Agreement may be terminated by the written mutual consent of the parties. VIII. NOTICE AND CONTACT A. The Department designates Edgar W. Gonesh, Planning Manager, Division of Emergency Management, as the Department's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him at the following address: Department of Community Affairs Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399 -2100 E -Mail edgar.gonesh ,dcs.state.tl.us B. The signer of this Agreement or his /her designee shall be the County's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him/her at the following address: Kenneth F. Pineau, Director Collier County Emergency Management 3301 East Tamiami Trail Naples, FL 34112 Telephone: (941) 774 -8444 16F4 C. All payments relating to the Agreement shall be mailed to the following address: Collier County Board of Commissioners C/o Collier County Emergency Management 3301 East Tamiami Trail Naples, Florida 33112 D. In the event that different representatives are designated by either party after execution of this Agreement, notice of the name, title, address and telephone number of the new representative will be rendered as provided in Paragraph VIII. A and B above. IX. OTHER PROVISIONS A. The validity of this Agreement is subject to the truth and accuracy of all the information, representatives, and materials submitted or provided by the County, in this Agreement, in any subsequent submission or response to Department request, or in any submission or response to fulfill the requirements of this Agreement, and such information, representations, and materials are incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of the Department and with thirty (30) days written notice to the County, cause the termination of this Agreement and the release of the Department from all its obligations to the County. B. This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall lien in Leon County. If any provision hereof is in conflict with an applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed null and void to the extent of such conflict, but shall be deemed severable, and shall not invalidate any other provision of the Agreement. C. No waiver by the Department of any right or remedy granted hereunder or failure to insist on strict performance by the County shall affect or extend or act as a waiver of any other right or remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by the Department for any further or subsequent default by the County. Any power of approval or disapproval granted to the Department under the terms of this Agreement shall survive the terms and life of this Agreement as a whole. D. The Agreement may be executed in any number of counterparts, any one of which may be taken as an original. X. AUDIT REQUIREMENTS A. The Contractor agrees to maintain financial procedures and support documents, in accordance with generally accepted accounting principals, to account for the receipt and expenditure of funds under this Agreement. B. These records shall be available at all reasonable times for inspection, review, or audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be construed according to circumstances, but ordinarily shall mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. C. The Contractor shall also provide the Department with the records, reports or1 6 F 4 financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. D. If the contract amount is $300,000 or more, then the Contractor shall also provide the Department with an annual financial audit report which meets the requirements of the Single Audit Act of 1984, 31 U.S.C. ss: 7501 -7507, and OMB Circular A -133 for the purposes of auditing and monitoring the funds awarded under this Agreement. The funding for this Agreement was received by the Department as a Contractual Services appropriation. The annual financial audit report shall include all management letters and the Contractor's response to all findings, including corrective actions to be taken. 2. The annual financial audit report shall include a schedule of financial assistance specifically identifying all Agreement and other revenue by sponsoring agency and Agreement number. 3. The complete financial audit report, including all items specified in Paragraph X. D. 1 and 2 above, shall be sent directly to: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399 -2100 E. In the event the audit shows that the entire funds disbursed hereunder, or any portion thereof, were not spent in accordance with the conditions of this Agreement, the Contractor shall be held liable for reimbursement to the Department of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty (30) days after the Department has notified the Contractor of such non- compliance. F. The Contractor shall retain all financial records, supporting documents, statistical records, and any other documents pertinent to this contract for a period of three years after the date of submission of the final expenditures report. However, if litigation or an audit has been initiated prior to the expiration of the three -year period, the records shall be retained until the litigation or audit findings have been resolved. G. The Contractor shall have all audits completed by an independent certified public accountant (IPA) who shall either be a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat. The IPA shall state that the audit complied with the applicable provisions noted above. H. The audit is due seven (7) months after the end of the fiscal year of Contractor or by the date the audit report is issued by the state Auditor General, whichever is later. 16F4 XI. SUBCONTRACTS AND PROCUREMENT A. If the County subcontracts any or all of the work required under this Agreement, the County agrees to include in the subcontract language requiring the subcontractor to be bound by the terms and conditions of this Agreement with the Department. B. The County agrees to include in the subcontract a provision that the subcontractor shall hold the Department and County harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. See Attachment E for any additional terms and conditions pertaining to subcontracts. XII. TERMS AND CONDITIONS The Agreement contains all the terms and conditions agreed upon by the parties. XIII. ATTACHMENTS A. All attachments to this Agreement are incorporated as if set out fully herein. B. In the event of any inconsistencies or conflict between the language of this Agreement and the attachments hereto, the language of such attachments shall be controlling, but only to the extent of such conflict or inconsistency. XIV. STANDARD CONDITIONS The County agrees to be bound by the following standard conditions: A. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Florida Statutes. B. If otherwise allowed under this Agreement, extension of an Agreement for contractual services shall be in writing for a period not to exceed six (6) months and shall be subject to the same terms and conditions set forth in the initial Agreement. There shall be only one extension of the Agreement unless the failure to meet the criteria set forth in the Agreement for completion of the Agreement is due to events beyond the control of the County. C. All bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. D. If otherwise allowed under this Agreement, all bills for any travel expenses shall be submitted in accordance with s. 112.061, Florida Statutes. E. The Department reserves the right to unilaterally cancel this Agreement for refusal by the County to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or 0 16F4 received by the County in conjunction with the Agreement F. The State of Florida will not intentionally award publicly - funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ( "INA ")]. The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Department. G. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of Category Two for a period of 36 months from the date of being placed on the convicted vendor list. H. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. XV. STATE LOBBYING PROHIBITION No funds or other resources received from the Department in connection with this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state Department. XVI. LEGAL AUTHORIZATION The County certifies with respect to this Agreement that it possesses the legal authority to receive the funds to be provided under this Agreement and that, if applicable, its governing body has authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all covenants and assurances contained herein. The County also certifies that the undersigned possesses the authority to legally execute and bind County to the terms of this Agreement. XVII. EQUIPMENT AND PROPERTY MANAGEMENT The County acknowledges the completed installation of a Hughes Network Systems, Inc., Personal Earth Station® and related equipment (hereinafter "the Equipment'). The County acknowledges and agrees to comply with applicable terms and conditions of- 7 16F4 (1) the State of Florida Lease/Purchase Agreement, dated October 1994, executed between Hughes Network Systems, Inc. ( "HNS "), and the Department, (a copy of which is available from the Department) regarding the procurement and use of the Equipment; and (2) the Services Agreement Between Hughes Network Systems, Inc., and the State of Florida, dated January 1995, (a copy of which is available from the Department) (hereinafter, collectively, "the HNS Agreements ") regarding the operation of an interactive satellite communications service for the Department, the County and other sites. In particular, the County agrees: A. That any reports of problems with the Equipment or system, trouble reports, and any requests for repairs, service, maintenance or the like, shall be communicated directly and exclusively to the Department's State Warning Point (SWP) (850) 413 -9910. B. That the County will assist and comply with the instructions of the SWP and any technical service representative responding to the report or service request. County personnel shall cooperate with and assist service representatives, as required, for installation, troubleshooting and fault isolation, with adequate staff. C. That the County shall not change, modify, deinstall, relocate, remove or alter the Equipment, accessories, attachments and related items without the express written approval of the Department. D. That the County shall provide access, subject to reasonable security restrictions, to the Equipment and related areas and locations of the County's facilities and premises, and will arrange permitted access to areas of third -parry facilities and premises for the purpose of inspecting the Equipment and performing work related to the Equipment. Service representatives and others performing said work shall comply with the County's reasonable rules and regulations for access, provided the Department is promptly furnished with a copy after execution of this Agreement. The County shall provide safe access to the Equipment and will maintain the environment where the Equipment is located in a safe and secure condition. The County shall provide service representatives with access to electrical power, water and other utilities, as well as telephone access to the County facility as required for efficient service. E. That the County shall take reasonable steps to secure the Equipment and to protect the Equipment from damage, theft, loss and other hazards. This shall not obligate the County to procure insurance. The Department agrees to procure and maintain all risks insurance coverage on the Equipment. The County agrees to refrain from using or dealing with the Equipment in any manner which is inconsistent with the HNS Agreements, any policy of insurance referred to in the HNS Agreements, and any applicable laws, codes ordinances or regulations. The County shall not allow the Equipment to be misused, abused, wasted, or allowed to deteriorate, except normal wear and tear resulting from its intended use. The County shall immediately report any damage, loss, trouble, service interruption, accident or other problem related to the Equipment to the SWP, and shall comply with reasonable instructions issued thereafter. F. That any software supplied in connection with the use or installation of the equipment is subject to proprietary rights of Hughes Network Systems, Inc., and /or HNS's vendor(s) and/or the Department's vendor(s). The use of one copy of said 16F4 software is subject to a license granted from HNS to the Department, and a sublicense from the Department to the County, to use the software solely in the operation of the Equipment, to com- mence on delivery of the software to the County and to last for the term of the HNS Agreements. The County shall not: (i) copy or duplicate, or permit anyone else to copy or duplicate, any part of the software, or (ii) create or attempt to create, or permit others to create or attempt to create, by reverse engineering or otherwise, the source programs or any part thereof from the object programs or from other information provided in connection with the Equipment. The County shall not, directly or indirectly, sell, transfer, offer, disclose, lease, or license the software to any third party. G. To comply with these provisions until the termination of the HNS Agreements. H. The amounts retained for the satellite service cover the initial order for services provided to the Department pursuant to the services agreement between Hughes Network Systems and the State of Florida. The charge does not cover maintenance, repair, additional equipment and other services not part of the initial order for services. The service charge covers only the remote corrective maintenance specified in paragraph 4.3 of the Service Agreement with HNS and does not cover other maintenance, repair, additional equipment and other services not part of the initial order for services. In particular, the service charge does not cover: Maintenance, repair, or replacement of parts damaged or lost through catastrophe, accident, lightning, theft, misuse, fault or negligence of the County or causes external to the Equipment, such as, but not limited to, failure of, or faulty, electrical power or air conditioning, operator error, failure or malfunction of data communication Equipment not provided to the County by the Department under this Agreement, or from any cause other than intended and ordinary use. 2. Changes, modifications, or alterations in or to the Equipment other than approved upgrades and configuration changes. 3. Deinstallation, relocation, or removal of the Equipment or any accessories, attachments or other devices. The County shall be independently responsible for any and all charges not part of the initial service order. XVIII. COMMUNICATIONS COSTS By its execution of this Agreement, the County authorizes the Department to deduct the appropriate costs of the recurring charges for the satellite communications Service from the allocation provided to County under Rule 9G- 19.005(3), Florida Administrative Code. The deduction is $2,880 for twelve months. 16F4 In the event the County desires to continue use of the National Warning System ( NAWAS) line, then the County shall assume all operational and fiscal responsibility for the NAWAS line and equipment in the County. XIX. VEHICLES Written approval from the Director of the Division of Emergency Management must be obtained prior to the purchase of any motor vehicle with funds provided under this Agreement. In the absence of such approval, the Department will have no obligation to honor such reimbursement request. XX. CERTIFICATIONS By its execution of this Agreement, the County certifies that it is currently in full compliance with the Rule Chapters 9G -6, 9G -7, 9G -11, and 9G -19, Florida Administrative Code, Chapter 252, Florida Statutes and appropriate administrative rules and regulations that guide the emergency management program and associated activities. The County certifies that funds received from the Emergency Management, Preparedness and Assistance Trust Fund (EMPA funds) will not be used to supplant existing funds, nor will funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. The County further certifies that EMPA funds shall not be expended for 911 services, emergency medical services, law enforcement, criminal justice, fire service, public works or other services outside the emergency management responsibilities assigned to the County Emergency Management Agency, unless such expenditure enhances emergency management capabilities as expressly assigned in the local comprehensive emergency management plan. 10 16F f; By its signature below, the County reaffirms its certification to employ and maintain a full -time Director consistent with Rule 9G- 19.002(6), Florida Administrative Code. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their undersigned officials as duly authorized. COLLIER COUNTY Date: . / i - �9�eea5 -� Federal'Employer ID Number ATTEST: Dwight E. Brock, Clerk (Deputy Clerk) Attest as to Chairman's sigutwe only. Approved as to Form and Legal Sufficiency Thomas C. Palmer Assistant County Attorney 1 11 Joseph F. Myers, Director name/title / Date: �C � / " a es D. arter, Ph.D. Chairman Board of County Commissioners name /tiIc e Date: C) ATTEST: Dwight E. Brock, Clerk BY: r�.�/ ,:. .s (Deputy Clerk) Attest as to Chairman's Signature only. STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS: la,.1111� BY: - �9�eea5 -� Federal'Employer ID Number ATTEST: Dwight E. Brock, Clerk (Deputy Clerk) Attest as to Chairman's sigutwe only. Approved as to Form and Legal Sufficiency Thomas C. Palmer Assistant County Attorney 1 11 Joseph F. Myers, Director name/title / Date: �C � / " a es D. arter, Ph.D. Chairman Board of County Commissioners name /tiIc e Date: C) ATTEST: Dwight E. Brock, Clerk BY: r�.�/ ,:. .s (Deputy Clerk) Attest as to Chairman's Signature only. 16F4 Attachment A SCOPE OF WORK Base Grant funding from the Emergency Management, Preparedness and Assistance Trust Fund is intended to enhance county emergency management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program (reference Rule Chapters 9G -6 and 7, F.A.C., and Chapter 252, F_S.). This Scope of Work recognizes that each county is at a varying level of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards, and serves a unique population. In order to receive base grant funding, each county must certify that it will use the award to enhance its Emergency Management Program. As a condition of receiving funding pursuant to this Agreement, the County shall complete the work items that fall between October 1, 2000 and September 30, 2001, listed in the most recently revised Five -year Strategic Plan, as approved by the Department. The revised Five -year Strategic Plan is attached hereto as Attachment A -1. Subsequent revisions during the term of this Agreement shall be those submitted in writing by the County, approved by the Department, and on file in the Division. The document evidencing the approved scope of work shall be the most recent Strategic Plan for the County on file in the Division of Emergency Management, Bureau of Compliance Planning and Support, evidencing approval by Division staff housed in Tallahassee. As a further condition of receiving funding under this Agreement, the County shall, following full or partial County Emergency Operation Center activation at a level equivalent to a State Emergency Operation Center level two (2) or above during the period of this Agreement, then the . County shall, within forty -five (45) days following the conclusion of the activation, evaluate the performance of all elements of the local emergency management program during that activation, and provide a written after action report to the Department. Funds may not be used for items such as door prizes and gifts. Flyers and promotional items to promote the Emergency Management Program are allowable. Food and beverages may. be purchased for Emergency Management personnel and other personnel only if the County Emergency Operation Center or field command office is in an activated status and personnel receiving food/beverage are on duty at either of these locations. Purchases may be made only under 1) An Executive Order issued by the Governor or 2) a State of Emergency appropriately declared by local officials in response to an emergency event or threat. Within 60 days of execution of this Agreement, the County shall provide copies of any new or updated ordinances in effect which expressly address emergency management, disaster preparedness, civil defense, disasters, emergencies or otherwise govern the activation of the local emergency management program provided in s.252.38, F.S. 12 16 F4 Attachment B PROGRAM STATUTES AND REGULATIONS 1. Chapter 252, Florida Statutes 2. Rule Chapters 9G -6, 9G -7, 9G -11, 9G -19 and 9G -20 Florida Administrative Code 3. Chapter 287, Florida Statutes 4. Chapter 119, Florida Statutes 5. Chapter 112, Florida Statutes 6. OMB Circular A -87 7. OMB Circular A -133 13 16 F4 Attachment C RECORD KEEPING A. All original records pertinent to this Agreement shall be retained by the County for three years following the date of termination of this Agreement or of submission of the final close -out report, whichever is later, with the following exceptions: 1. If any litigation, claim or audit is started before the expiration of the three year period and extends beyond the three year period, the records will be maintained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non - expendable personal property valued at $1,000 or more at the time of acquisition shall be retained for three years after final disposition. 3. Records relating to real property acquisition shall be retained for three years after closing of title. B. All records, including supporting documentation of all program costs, shall be sufficient to determine compliance with the requirements and objectives of the Scope of Work, Attachments A and A -1, and all other applicable laws and regulations. C. The County, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Department, its employees, and agents. "Reasonable" shall be construed according to the circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Department. 14 16F4 Attachment D REPORTS A. The County shall provide the Department with quarterly financial reports, semi -annual summary progress reports prepared in conjunction with the Department's Area Coordinator, and a final close -out report, all in a format to be provided by the Department. B. Quarterly reports shall begin with the first quarter of the county fiscal year; are due to the Department no later than thirty (30) days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close -out report. The ending dates for each quarter of this program year are December 31, March 31, June 30 and September 30. C. The final close -out report is due forty-five (45) days after termination of this Agreement. D. In addition to the above, in order to ensure compliance with Rule 9G- 19.011, F.A.C.. historical budgetary information relating to the County Emergency Management Program is also required. This information shall be developed based on guidelines provided by the Department and shall be submitted to the Department not later than December 31, 1999. E. A proposed staffing summary and budget summary describing planned expenditure of funds provided under this Agreement toward the completion of items detailed in Attachments A and A -1 shall be submitted to the Department in a format provided by the Department not later than December 31, 2000. F. If all required reports, budget summary and budgetary information prescribed above are not provided to the Department or are not completed in a manner acceptable to the Department, the Department may withhold further payments until they are completed or may take such other action as set forth in Paragraphs VII. and IX., and Rule 9G- 19.014, F.A.C. "Acceptable to the Department" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. G. Upon reasonable notice, the County shall provide such additional program updates or information as may be required by the Department. H. All report formats provided by the Department shall be made available to the County on the Division's Internet site. 15 16F4 Attachment E PROCUREMENT, SUBCONTRACTS AND SUBGRANTS A. All subcontracts entered into by a County in connection with any portion of the Scope of Work shall contain all terms of the County's Agreement with the Department. B. The County shall send. a copy of any subcontracts entered into in connection with implementing the Scope of Work to the Department within 30 days after their effective dates. C. The County shall not award subgrants using funds awarded pursuant to this Agreement. D. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. Wherever required by law or otherwise permitted, the County shall utilize competitive procurement practices. E. Allowable costs shall be determined in accordance with Office of Management and Budget Circular A -87. iW 16F4 Attachment F FUNDING/MATCHING A. This is a cost - reimbursement Agreement. The County shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $102,926 subject to the availability of funds from the Department. The amount of funds available pursuant to this rule chapter may be adjusted proportionally when necessary to meet any matching requirements imposed as a condition of receiving federal disaster relief assistance or planning funds. Funds received from the Emergency Management, Preparedness and Assistance Trust Fund may not be used to supplant existing funds, nor shall funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. B. Any advance payment under this Agreement is subject to s. 216.181(14), Florida Statutes. Up to twenty -five (25) percent of an award may be advanced. If an advance payment is requested, the budget data on which the request is based and a justification letter shall be submitted. The letter will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds. Indicate below which method of payment is preferred: Y No advance payment is requested; payment will be made solely on a reimbursement basis. 2. An advance payment of $ is requested; balance of payments will be made on a reimbursement basis. (Justification letter must be provided; advanced funds may not exceed 25% of total eligible award) C. After the initial advance, if any, any further payments shall be made on a quarterly reimbursement basis. Additional reimbursement requests in excess of those made quarterly may be approved by the Department for exceptional circumstances. An explanation of the exceptional circumstances must accompany the request for reimbursement. The County agrees to expend funds in accordance with the Scope of Work, Attachments A and A -1 of this Agreement. D. All funds received hereunder shall be placed in an interest- bearing account with a separate account code identifier for tracking all deposits, expenditures and interest earned. Funds disbursed to the County by the Department that are not expended in implementing this program shall be returned to the Department, along with any interest earned on all funds received under this Agreement, within ninety (90) days of the expiration of the award Agreement. 17 16F4 E. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. F. Allowable costs shall be determined in accordance with applicable Office of Management and Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST PRINCIPLES AND PROCEDURES. G. At a minimum, the County shall continue to provide other funding for the County Emergency Management Agency at an amount equal to either: (1) the average of the previous three years' level of county general revenue funding of the County Emergency Management Agency; or (2) the level of funding for the County Emergency Management Agency for the last fiscal year, whichever figure is lower. County general revenue funding for 911 services, emergency medical services, law enforcement, criminal justice, public works or other services outside the local emergency management agency as defined by Section 252.38, Florida Statutes, shall not be included in determining the "level of county funding of the County Emergency Management Agency." The County shall certify compliance with this rule chapter and this rule by its execution of this Agreement, and as a condition precedent to receipt of funding. H. Should the County wish to carry forward, into the fiscal year beginning October 1, 2001, any unspent funds awarded under this Agreement, the County must request such carry forward of funds in writing to the Department by July 31, 2001. This request must include a detailed explanation and justification for the request and may not exceed an amount equal to 25% of the initial amount awarded ($105,806) under this Agreement. Failure to timely submit information, or failure to submit complete information, may result in the denial of a. request to carry funds forward. Any carry forward amounts approved will be added to the County's base Agreement for the following year. Funds may not be carried forward for the purpose of paying salaries and benefits of regular or Other Personal Services personnel. Such salaries and benefit funds may be carried forward to cover contractual or other temporary personnel costs for non - recurring projects only. 19 16F COLLIER COUNTY FIVE -YEAR STRATEGIC PLAN (2001 -2005) Vulnerabilities and Capabilities Collier County continues to be one of the fastest growing communities in the United States. Its permanent resident population has increased more than twelve -fold since the passage of Hurricane Donna in 1960. There are currently three municipalities within the County: The City of Naples, (21,604), The City of Marco Island (12,993) and Everglades City (594). Statistics provided by the Collier County Comprehensive Planning Section estimate that the county - -wide population is 229,821 in 2001 and should grow to 288,198 by 2005. Peak population (January - April) is 337,743 in 2000 and 395,381 in the year 2004. Fortunately, peak season does not coincide with our hurricane season. Collier County, at 2020 square miles, is one of the largest counties, in size, within the State of Florida. The topography is relatively flat ranging from sea -level along the coast to 38 -40 feet in Immokalee. Approximately 86% of the population live within the Tropical Storm- Category 3 vulnerability zones. Hurricanes remain the most serious threat. Since 1886, Collier County has had 56 named storms that came within 60 miles of its borders. The frequencies are broken down as follows: 32 Tropical Storms 8 Category 1 Hurricanes 5 Category 2 " 9 Category 3 " 2 Category 4 " 0 Category 5 It Storm surge and hurricane force winds, not withstanding, localized flooding from excessive rainfall over super - saturated soil and low category tornadoes are relatively common during the late spring and summer months. Most residences have been constructed since the County developed flood plain ordinances in the mid 70's thus residential flooding is not a significant problem although roads become flooded quite easily. Flooding resulting from Tropical Storm Jerry and Hurricane Opal caused damages to more than 350 homes and businesses in 1995. In addition, heavy rains (10 + ") from Tropical Storm Harvey also flooded 70 homes and businesses in late September, 1999. - • Thunderstorms and their associated lightning are common from May- September with 97 thunderstorm days along the coast and 105 in the Northeast sections of the County. Forest fires, particularly in the Golden Gate Estates area can become serious especially after freezes and periods of drought. Thirty- thousand acres were lost in 1985 1 16F 4 and 24,550 in 1988. Since 1988, local fire districts and the National Park Service have initiated a "controlled burn" program which mitigates the threat but more people are moving eastward to the urban/wildfire interface areas. Two significant fires occurred in Golden Gates Estates in March and April resulting in 4,000 acres and some homes destroyed. Despite the "Controlled Burn" program, more than 16,500 acres were burnt in the South Blocks and Miller Blvd. from April 9 -14, 2000. Twelve structures were destroyed or substantially damaged. Tornadoes during the late winter and spring months can do considerable damage to mobile homes and screened pool enclosures Hazardous materials are present in significant numbers throughout the County with the Immokalee area having a very large quantity of agricultural chemicals. Collier County has between 70 -80 facilities that store extremely hazardous substances on site. Other potential man -made threats could come from a mass casualty event involving an airplane or bus, terrorist activities, or civil disturbance. Collier County is considered an ingestion pathway county because of the close proximity of the Turkey Point Nuclear Power Plant in South Miami- Dade County. Medical facilities within the county are: General Hospitals 2 Substance Abuse Centers 3 Urgent Care Centers 6 Ambulatory Care Centers 8 Nursing Homes 12 Assisted Living Facilities 26 In addition, there are approximately 730 individuals that are registered with this department as special needs clients. There are, however, approximately 7000 individuals with special needs that are not registered with this agency. Many of them will require assistance during a disaster. The Emergency Management Department is staffed with 4 full -time employees: Director, 2 Coordinators and Emergency Management Tech. We also have a clerical assistant to help manage the special needs program from May to October and a part -time position that manages the volunteers and donations program. In addition to dealing with �- public awareness, alert and warning, special needs, sheltering, recovery and mitigation issues, communications exercise development and plan review for health -care agencies, we are increasingly being asked to sit on or chair task force committees for developments of regional impact, planned urban developments, disaster recovery task forces, grant management, local mitigation strategy and procurement, etc. Pj 16F 4 Current Assessment - Where are we Collier County has been recognized state -wide as having a pro- active and comprehensive emergency management program. Strengths that form the program's foundation include: * Expertise in preparedness, response and recovery planning efforts. * Comprehensive public awareness /preparedness program that uses the press, radio and television in addition to the Internet and disaster seminars to convey information. * Experienced, well trained staff of dedicated professionals. * A mitigation program that stresses the reduction of future damages from disasters. * Outstanding working relationships with the media, public and private agencies. * Comprehensive emergency management exercise program. * Outstanding communications and broadcast fax system. * Active participation in State and National emergency management associations. * A nationally recognized web site on the Internet with links to other state and national public safety agencies and universities. * Strong supporter and participant of intergovernmental emergency management partnerships i.e. FEPA, IAEM, ASPEP, APCO, and ASFPM. Highly trained cadre of amateur radio operators to assist in times of disaster. * Excellent relationships with local and national disaster relief organizations. * Both EM director and a Coordinator have received Certified Emergency Manager (CEM) accreditation through the International Association of Emergency Managers. The Director and both Coordinators are certified as Florida Emergency Management Professionals. * Excellent Support with the County's municipalities and independent fire Districts. * A good foundation to develop and manage Community Emergency Response Teams throughout the County. 3 16F y Where Are We Going? What needs to be done? Although our emergency management program has make great strides during the past five years, much needs to be done. This includes: * Reducing public shelter deficit spaces to meet an established level of service of 60,000 shelter spaces by 2002. * Increasing the number of special needs shelter spaces to met the expectations of an ever increasing elderly and informed population. * Developing supporting plans and procedures to implement the County's Comprehensive Emergency Management Plan. * Assisting in the development of a region -wide evacuation plan for disasters. * Developing a contingency plan for sheltering operations in the event that the American Red Cross elects not to participate. * Increased Disaster Awareness Education training opportunities for mobile home residents and boat owners. * Increased private sector involvement in sheltering, response, and recovery activities. * Increasing the number of trained volunteers to augment the program during emergencies. * Improving emergency responders' knowledge of Collier County's emergency response structure of 18 Emergency Support Functions under an incident command system. * Recommending and implementing mitigation measures by developing a local mitigation strategy; and * Expanding current service levels in the area of public awareness, staff development, resource management and equipment maintenance. * Assist in the Development of a State -wide Host / Risk Sheltering Plan. * Assist in the development of a short/long term recovery plan for Collier County. 4 16F 4 GOAL 1 Improve the County's ability to respond to post - disaster response operations. STRATEGY 1.1 Maintain a comprehensive inventory of post - disaster critical facilities within Collier County. Task 1.1.1 By April 2001, review and add or delete facilities to the master critical facility listing. Task 1.1.2 By June 2001, and every year thereafter, review and add or delete facilities to the master critical facility inventory and send updated diskettes to the Division of Emergency Management. Task 1. 1.3 By June 2001, complete determination of the type and size generator for all critical facilities that have been designated as absolutely essential. STRATEGY 1.2 Maintain mental health counselors within the county that could provide counseling to the general public after a disaster. Task 1.2.1 By March 2001, and every March thereafter, meet with the Medical Director of the Critical Incident Stress Debriefing team to determine the level of commitment, review capabilities and, if necessary, recruit new members. Task 1.2.2 Maintain a current listing of mental health counseling within the community that could provide counseling to the general public after a disaster. Task 1.2.3 By May 2001, and every May thereafter, determine the availability of American Red Cross accredited courses for the CISD team members. STRATEGY 1.3 Acquire a commitment from public and private resources for the use of facilities that could be used to further the recovery process. Task 1.3.1 By April 2001, and yearly thereafter, contact designated Disaster Recovery Center facility owners to determine their willingness to provide the use of their facilities. 5 16F 4 Task 1.3.2 By May 2001, and yearly thereafter, review the Disaster Assistance site worksheet and add or delete facilities to the inventory. Task 1.3.3 By May of 2001, inventory Disaster Assistance kits and develop new, additional kits for center expansion if necessary. STRATEGY 1.4 Maintain a high capability for the County and its municipalities to provide an assessment of damages to accommodate a rapid delivery of outside assistance. Task 1.4.1 By May 2001, and annually thereafter, determine the need for damage assessment training and arrange for training if conditions warrant. Task 1.4.2 By May 2001, and annually thereafter, review the RIAT Standard Operating Procedure for currency and update, if required. Task 1.4.3 By April 2001, and annually thereafter, check adequacy, currency and supply of Damage Assessment work sheets and amend and/or re- supply. STRATEGY 1.5 Develop procedures to assume sheltering responsibilities if the American Red Cross continues its moratorium on shelter management. Task 1.5.1 By April 2001, and every year thereafter, determine shelter manager availability and recruit and train additional managers from county resources. Task 1.5.2 By April 2001, develop a minimum of 2 additional shelter manager kits for deployment to shelters when necessary. STRATEGY 1.6 Provide for the effective use of volunteer workers in disaster response and recovery operations. Task 1.6.1 By March 2001, and annually thereafter, determine the availability of the Florida Sports Park as a Volunteer and Donations Coordination Center. Task 1.6.2 By April 2001, develop signage that would assist and direct volunteers to the designated Volunteer and Donations Coordination Center. G . - 16F 4 Task 1.6.3 Exercise the Volunteer and Donations Coordination Center as part of the 2001 State -wide Hurricane Exercise. Task 1.6.4 By April 2001, inventory Volunteer/Donations Administration Kits and replenish if necessary. STRATEGY 1.7 Enhance the County EOC's ability to remain operational after a disaster. Task 1.7.1 Submit a grant during the 2000 -01 Competitive Grant bid cycle for an external generator outlet at the County Admin- istrative Building. GOAL 2 Improve the Emergency Management Department's ability to receive and disseminate critical weather and other disaster related information. STRATEGY 2.1 Expand the Collier County Emergency Management web -site Task 2. 1.1 By March 2001, and every March thereafter, research and update disaster preparedness information on the web. Task 2.1.2 By April 2002, update the Pet Motel directory on the web -site to include hotels/motels in Florida, Alabama, Mississippi and Georgia. STRATEGY 2.2 Continue the use of AT &T Enhanced Fax or a suitable substitute to quickly disseminate emergency action state- ments to critical facilities with the county. Task 2.2.1 By October 2000, and at least quarterly thereafter, review existing call lists for additions and deletions. Task 2.2.2 By February 2001, as part of National Severe Weather Week, transmit a list message to all addressees to inform them of the event and to re- validate phone numbers. Task 2.23 By March 2001, Develop industry specific guidance to be used in the event of an emergency. 7 16F 4 Task 2.2.4 Continue to encourage residents to purchase NOAA Weather Radios with "SAME" capability during all Disaster Preparedness Seminars. GOAL 3 Maintain a program that identifies facilities for residents guests and household pets within the community. STRATEGY 3.1 Continue to work with the Collier County Public Schools, American Red Cross, the Southwest Florida Regional Planning Council and animal interest groups to obtain suitable shelters for the resident and pet population. Task 3. 1.1 By March 2002, and biennially thereafter, review and update the Pet Motel Directory. Task 3.1.2 Exercise the animal shelter portion of the CEMP as part of the 2001 State wide Hurricane Exercise. Task 3.1.3 Install window protection at the rear entrance door at Lely H.S. by December 2000. Task 3.1.4 Install role down shutters over air intake louver portholes at Corkscrew Middle School by November 2000. Task 3.1.5 Prewire external generator hookup at Pine Ridge Middle School by September 2001, dependent on funds. Task 3.1.6 Prewire external generator hookup at Village Oaks Elementary School by September 2001, dependent on funds. STRATEGY 3.2 Maintain procedures for Host Sheltering Response that will include at a minimum, traffic management, Host Shelter operations and public information for evacuees entering the area. Task 3.2.1 Develop procedures for Host Sheltering that will include all requirements in strategy 3.2 by May 31, 2001. Task 3.2.2 By May 31,2002, and every May thereafter, review and amend existing procedures for Host Sheltering. GOAL 4 Identify and commit resources to preserve the health and welfare of the County's Special Needs population during a disaster. 8 b 16F 4 STRATEGY 4.1 Identify sufficient sources of staffing for the special needs shelters. Task 4. 1.1 By May 2001, continue to solicit the assistance of the nursing community to insure adequate staffing in the special needs shelters. Task 4.1.2 By May 2001, assess the feasibility of an additional special needs facility in the East Naples /Golden Gate areas. Task 4.1.3 By May 2001, and annually thereafter, coordinate with local kidney dialysis centers for shelter staffing and adequate water supplies for their clients. STRATEGY 4.2 Maintain a comprehensive file on special needs clients within the community. Task 4.2.1 By April 2001, and annually thereafter, obtain a temporary, employee to assist Emergency Management Tech in special needs program management. Task 4.2.2 By March 2001, update, if necessary, the Special Needs Information Sheet and Registration Form. Task 4.2.3 By May 2001, and annually thereafter, maintain an outreach program through the media and home health agencies that publicizes the People with Special Needs (PSN) program. Task 4.2.4 By May 2001, review and update the Special Needs Plan as developed by the PSN task force. GOAL 5 Maintain a Comprehensive Training and Education Program for the Community. STRATEGY 5.1 Encourage the participation in emergency management related courses at the federal, state and local levels for county and municipal personnel. Task 5. 1.1 By September 2001, submit the FY O1 Emergency Management Institute Course Catalogue to all supporting public safety agencies. 7 16F 4 Task 5.1.2 By April 2001, survey the needs of public safety agencies and request training locally to satisfy these needs. Task 5.1.3 Disseminate disaster related courses to all public safety agencies by blast fax upon receipt. STRATEGY 5.2 Provide Community Emergency Response Team training to a broad spectrum of groups within the community. Task 5.2.1 By September 2001, develop and provide a minimum of 4 additional CERT courses to associations within Collier County. STRATEGY 5.3 Provide awareness training to senior appointed and elected officials within Collier County and its 3 municipalities. Task 5.3.1 By February 2001, schedule a Public Officials Conference and invite senior appointed and elected officials from Collier County, City of Naples, Everglades City and Marco Island. STRATEGY 5.4 Develop a Comprehensive Public Awareness Program. Task 5.4.1 By March 2001, update the Collier County All Hazards Handbook for printing. Task 5.4.2 By August 2001, coordinate with Collier County Public and private schools for the preparation and distribution of the Hurricane / Tornado coloring book for 1' and 2od grade students. - Task 5.4.3 By February 2001, coordinate the development of a Collier County Home Preparation Guide. Task 5.4.4 By September 2001, present a minimum of 80 disaster seminars to Collier County residents. Task 5.4.5 By April 2001, update guidance to assist County employees in developing family emergency preparedness plans. Task 5.4.6 Print and disseminate "What to do when a Hurricane Threatens your Community" English and Spanish by 2001. Task 5.4.7 Print and disseminate " Storm Damage Cleanup" English/Spanish by July 2001. 10 16F 4 Task 5.4.8 Print and disseminate "Segurida de laTempestad de Truenas" Spanish/Creole by July 2001. Task 5.4.9 Print and disseminate "Collier EM Alert" a flyer that encourages the use of the County Emergency Management web -site in English/Spanish by May 2001 Task 5.4.10 Print and disseminate "Brush Fires" a bi -fold guide to requisite action to prevent harm to persons and property. English/Spanish by February 2001 Task 5.4.11 Print and disseminate "NOAA Weather Radio in Collier County" in English by May 2001. Task 5.4.12 Develop, Print and disseminate "Emergency Preparedness on Line" a compendium of emergency management information on line, in English by May 2001. Task 5.4.13 Print and disseminate "Prepare to Survive — Caring for Your Animals in a Hurricane Emergency" In English/Spanish by May 2001. Task 5.4.14 Print and disseminate "Hurricane Action Guidelines for Collier County Property" English/Spanish by May 2001. Task 5.4.1.5 Develop, print and disseminate "Collier Emergency Response Volunteers (CERV), in English/Spanish by 2001. STRATEGY 5.5 Maintain a comprehensive emergency management training program for emergency management staff members. Task 5.5.1 By October 2000, ensure that all emergency management coordinators and director satisfactorily complete the following courses: • Principles of Emergency Management • Disaster Response & Recovery Operations (DRRO) • EOC Management & Operations • ICS/EOC Interface • Debris Management. Task 5.5.2 , By October 2000, and every October thereafter, develop a training schedule for all emergency new hires to satisfactorily complete the following training courses within 3 years (at a minimum) of being hired. 11 16F 4 • Principals of Emergency Management • Disaster Response & Recovery Operations (DRRO) • EOC Management & Operations • ICS/EOC Interface • Hurricane Planning • Damage Assessment • Debris Management • Emergency Planning • Exercise Design • Basic Public Information Officer • Radiological Emergency Preparedness (REP) Task 5.5.3 By October 2000, and every October thereafter, ensure that each Emergency Management new hire, including administrative staff, complete the following home study courses within one year of employment: • Emergency Program Manager (HS -1) • Emergency Management USA (HS -2) Task 5.5.4 Consider sending potential Emergency Management personnel to the Emergency Management Academy by March 2001. Task 5.5.5 Consider sending Emergency Management Tech to the Emergency Management Intergovernmental Cooperative (EMIC) by June 2001. STRATEGY 5.6 Continue to provide flood plain management support for Community Rating System projects. Task 5.6.1 By February 2001, review and update the Flood Warning Program and integrate it into the Comprehensive Emergency Management Plan. Task 5.6.2 By May 2001, provide a flood insurance display at a minimum of two branch libraries to publicize the National Flood Insurance Program. GOAL 6 Increase and validate county capabilities by testing and exercising. STRATEGY 6.1 Develop and participate in State and local exercises. 12 ? n'o 16F 4 Task 6. 1.1 By September 2001, participate in all local or state mandated Ingestion Pathway exercises involving the Turkey Point Nuclear Power Plant. Task 6.1.2 By March 2001, review and update the "Agriculture and Nuclear Power" pamphlet. Task 6.1.3 By January 2001, begin planning meetings that would involve all 18 Emergency Support Functions for the State -wide hurricane exercise scenario. Task 6.1.4 By June 2001, participate in the State -wide hurricane exercise. Task 6.1.5 By May 2001, recruit, train and exercise "rumor control' personnel. Ensure that at least one Bi- lingual person (Spanish- English) is on each team. GOAL 7 Enhance Collier County's ability to manage the Hazardous Material Response Program. STRATEGY 7.1 Update vulnerability analyses for facilities registered with the State Department of Community Affairs. Task 7. 1.1 By October 2001 and biennially thereafter, notify all state registered facilities of our intent to perform a site visit. Task 7.1.2 By August 2002 and biennially thereafter, perform and complete hazardous analyses visits to all facilities storing extremely hazardous substances; input data into the Cameo data base and transmit results to the State Emergency Response Commission. Task 7.1.3 By September 2001, attend all meetings of the District IX Local Emergency Planning Committee. Task 7.1.4 Participate in all training and exercises involving the Metro - Collier Hazmat team by September 2001. GOAL 8 Enhance the County's Public Information function. STRATEGY 8.1 Train additional PIOs. 13 16F 4 Task 8.1.1 By April 2001, solicit volunteers from county resources to attend the Basic Public Information Course that is held in conjunction with the Governor's Hurricane Conference or at other State sponsored locations. Task 8.1.2 By August 2001, submit names of personnel who attended the basic P.O. course for attendance at the advanced P.O. course at the Emergency Management Institute. Task 8.1.3 By May 2001, update P.I.O. procedures and distribute them to local P.I.O. s. Task 8.1.4 By April 2001, review and update procedures for activating the Emergency Alerting System (EAS). GOAL 9 Maintain Emergency Plans and Procedures to implement disaster response and recovery programs. STRATEGY 9.1 Update and submit required documents to the Florida Division of Emergency Management (FDEM) that assess and organize work priorities. Task 9. 1.1 By August 2001, and annually thereafter, review and update the self assessment and submit next fiscal year's (or updated 5 year strategic plan) to the FDEM Area 6 coordinator for review and concurrence. Task 9.1.2 By June 2002, and biennially thereafter, submit the Collier County self assessment to the Florida Division of Emergency Management. Task 9.1.3 By May 2001, and annually thereafter, update the Collier County CENT. Task 9.1.4 By April 2001, and annually thereafter, update the Standard Operating Procedures for Emergency Management ~ , • including those of the Emergency Support functions. Task 9.1.5 By March 2001, and annually thereafter, review and update County Administrator Instruction 5900: "Cessation of Normal Government Activities, and Personal Roles and Responsibilities During Emergencies ". 14 16F 4 STRATEGY 9.2 Include shortfalls for the FY O1 self assessment into the Strategic Plan. Task 9.2.1 By June 2002, list all shortfalls from self assessment and include in the next update of the 5 year Strategic Plan. STRATEGY 9.3 Restructure existing Disaster Recovery Task Force to reflect additional partnerships. Task 9.3.1 By November 2000, begin bi- monthly meeting of the Disaster Recovery Task Force to develop policies and procedures that would enhance procedures in the CEMP. Task 9.3.2 By November 2000, develop sub - committees of the Disaster Recovery Task Force. At a minimum, the following sub committees will be identified: a. Debris Management b. Utility Restoration c. Temporary and permanent housing d. Re- development planning e. Public works f. Public information g. Public health and safety h. Economic Re- development GOAL 10 Maintain the capability of providing disaster preparedness support to the private sector. STRATEGY 10.1 Continue to assist the Chambers of Commerce/Economic Development Council in their disaster preparedness planning efforts for small businesses. Task 10.1.1 Attend monthly meetings of the Chamber of Commerce/ EDC Disaster Recovery Task Force coalition and complete tasks as assigned. Task 10.1.2 By February 2001, assist in development and participate in the Chamber of Commerce "Hurricane 2000 — Are You Ready" trade show. Task 10.1.3 By May 2001, review and provide input to the "Surviving the Storm" handbook for small businesses. 15 :� 16F 4 Task 10.1.4 By June 2001, participate in the Chamber of Commerce/ EDC Disaster Preparedness Symposium for Small Businesses. Task 10. 1.5 By June 2001, participate in the University of Florida's Disaster Preparedness Program for condo managers and hotel / motel staffs. STRATEGY 10.2 Provide quality disaster preparedness support to the health care industry. Task 10.2.1 Within 30 days of receipt, review and either approve or deny approval with guidance for all disaster plans submitted by nursing homes, assisted living facilities, day surgeries and hospitals within Collier County. Task 10.2.2 Assist all home health agencies and hospice centers in the formulation of agency disaster plans that meet state legislated criteria. (tentative) GOAL 11 Reduce the county's disaster potential through mitigation activities. STRATEGY 11.1 Develop an analysis structure for evaluating pre- disaster mitigation options. Task 11.1.1 By September 2001, and annually thereafter, review status and re- prioritize, if necessary, existing mitigation projects. STRATEGY 11.2 Develop plans with the private sector to reduce additional post- disaster damages by providing temporary repairs to repairable facilities. Task 11.2.1 By January 2001, and quarterly thereafter, contact SMART, Inc. to obtain names of Contractors that are licensed to provide temporary repairs. Task 11.2.2 By February 2001, and biennially thereafter, develop and review Memoranda of Agreements with the private sector for available resources. 16 16F 4 GOAL 12 Maintain a program that continues to review new communication technologies. STRATEGY 12.1 Monitor advances in new digital, voice and satellite technologies. Task 12.1.1 By January 2001, monitor the progress of Sprint and Nextel's network facilities and determine the feasibility of changing to this system as a substitute for our current cellular phone and paging systems. STRATEGY 12.2 Monitor the adequacy of Public Safety communications. Task 12.2.1 By May 2001, monitor the site availability of the NOAA Weather transmitter and, if necessary, secure an alternate site. Task 12.2.2 By April 2001, determine the costs of including all critical communication and data processing equipment on the primary UPS ( uninterrupted power supply) on I" floor of building "F ". Task 12.2.3 By May 2001, insure that all primary shelters within Collier County have adequate UHF and/or VHF antennae available on site. STRATEGY 12.3 Continue to expand the EOC's data processing and Internet capabilities. - Task 12.3.1 By April 2001, consider obtaining software licensing for 4 additional drops on the EM2000 management system. Task 12.3.2 By March 2001, obtain two additional licenses for "HurrTrak" storm management system Task 12.3.3 By December 2001, purchase three additional Lap -Top computers for field use. GOAL 13 Improve Collier County's ability to adequately provide for effective evacuation, re -entry and sheltering STRATEGY 13. 1 Insure that adequate signage is posted on major evacuation routes 17 ,. 104. - - -_ • 16E 4 that indicate the safest route of travel in the area. Task 13.1.1 By April 2001, and every April there after, replace, if needed, any "Hurricane Evacuation" signs on county maintained roads. Task 13.1.2 By February 2001 determine the feasibility and availability for the installation of "flip down " signs to identify activated shelters. STRATEGY 13.2 Maintain procedures for re -entry. Task 13.2.1 By May 2001, and every May thereafter, review re -entry procedures and up date if necessary. Task 13.2.2 By April 2001 and every April thereafter, determine the need for additional re -entry stickers and buttons and order if necessary. Task 13.2.3 Include Re -entry policy and sticker program in all disaster preparedness seminars. STRATAGY 13.3 Develop an information program for evacuees coming into Collier County during Host Shelter periods mandated by the Governor's Executive Order. Task 13.3.1 Develop "strip maps" to be disseminated at each interchange on I- 75 that identify locations of hotels, motels and public shelters in the vicinity of the interchange by March 2001. Task 13.3.2 Review and up date maps indicating hotels, motels, and public shelters by May 2001 and every May thereafter. , STRATEGY 13.4 Maintain plans /procedures to support any regional evacuation. Task 13.4.1 Review existing procedures for regional evacuations by May 2001. Task 13.4.2 Attend and participate in any joint meeting between FDOT, FLNG, and DCA for regional evacuation issues. Task 13.4.3 Participate to the maximum extent possible, in any exercises that would expedite traffic, including reverse laning of Alligator Alley (I -75). GOAL 14 Increase the local governments knowledge and ability to address domestic terrorism and mass migration issues. 18 GOAL 15 Maintain the alliance between the State Division of Emergency Management, other County emergency management agencies and Collier County Emergency Management. STRATAGY 15.1 Attend meetings as scheduled . Task 15.1.1 By September 2001, at least one member of the emergency management agency will attend the following conferences/ workshops area meetings: a. National VOAD Conference b. FEPA Conference c. SLA Conference d. National Hurricane Conference e. Area 6 Meetings f. and any additional meetings /workshops that are scheduled throughout the year. 19 16F 4 STRATAGY 14.1 Participate in regional workshops and attend state and federal training programs Task 14. 1.1 By September 2001, each member of the Collier County Emergency Management Department shall complete the Emergency Response to Terrorism Self Study Course. Task 14.1.2 By March 2001, review Joint South Florida Operations Plans for Mass Migration. Task 14.1.3. By March 2001, perform a capability and needs assessment from guidelines provided by the State of Florida Terrorism Working Group. Task 14.1.4 By July 2001, perform a capability and needs assessment on local abilities for Mass Migration Intervention. GOAL 15 Maintain the alliance between the State Division of Emergency Management, other County emergency management agencies and Collier County Emergency Management. STRATAGY 15.1 Attend meetings as scheduled . Task 15.1.1 By September 2001, at least one member of the emergency management agency will attend the following conferences/ workshops area meetings: a. National VOAD Conference b. FEPA Conference c. SLA Conference d. National Hurricane Conference e. Area 6 Meetings f. and any additional meetings /workshops that are scheduled throughout the year. 19 16F 4 GOAL 16 Obtain National Accreditation for the Emergency Management Department. STRATEGY 16.1 Review Requirements of NFPA 1600 "Standards for Emergency Management Agencies" Task 16. 1.1 By October 2000, Obtain copy of NFPA 1600 from National Fire Protection Agency Task 16.1.2 By November 2000, perform a needs assessment and identify any shortfalls Task 16.1.3 By September 2001, correct any shortfalls, funding permitting Task 16.1.4 By May 2002, and every May thereafter, review NFPA 1600 for additional requirements and schedule into work plan P