Backup Documents 07/13/2021 Item #16C17 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 1 6 C 17
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 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#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Officefp, /
4. BCC Office Board of County
Commissioners ,P) '51 703(;)1
5. Minutes and Records Clerk of Court's Office I1o1al 1,'0
tam-
PRIMARY CONTACT INFORMATION
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,may need to contact staff for additional or missing information.
Name of Primary Staff Damian Cuadrado 239-920-1130 cell 239-252-5377 desk
Contact/ Department
Agenda Date Item was July 13,2021 Agenda Item Number 16C17
Approved by the BCC
Type of Document Mod for Grant Agreement H0419 with the Florida Number of Original 2-Gies
Attached Division of Emergency Management(FDEM)for Documents Attached
"Collier County Fifty-three (53) Pump Station
Generators,"under Project 33667
PO number or account N/A
number if document is
to be recorded
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. Does the document require the chairman's original signature ORIGINAL DC
2. Does the document need to be sent to another agency for additional signatures? If yes, DC
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be DC
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's DC
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the DC
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's DC
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip DC
should be provided to the County Attorney Office at the time the item is input into SIRE.
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!
8. The document was approved by the BCC on July 13,2021 and all changes made DC
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the C
BCC,all changes directed by the BCC have been made, and the document is ready for the
Chairman's signature.
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
1 6 C 1 7
MEMORANDUM
Date: July 20, 2021
To: Damian Cuadrado, Project Manager
Wastewater
From: Teresa Cannon, Sr. Deputy Clerk
Minutes & Records Department
Re: Modification to Subgrant Agreement H0419 w/Florida
Division of Emergency Management
Attached for your records is a scanned copy of the referenced document above,
(Item #16C17) adopted by the Board of County Commissioners on Tuesday,
July 13, 2021.
The Board's Minutes & Records Department has kept the original as part of
the Board's Official Records.
If you have any questions, please feel free to contact me at 252-8411.
Thank you.
Attachment
Contract Number:H0419 1 6 C 1 7
Project Number: 4337-114-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
COLLIER COUNTY
This Modification Number 1 is made and entered into by and between the State of
Florida, Division of Emergency Management ("the Division"), and Collier County ("the Sub-
Recipient") to modify Contract Number H0419, dated March 18, 2020 ("the Agreement").
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement,
pursuant to which the Division has provided a subgrant to the Sub-Recipient under the Hazard
Mitigation Grant Program of$3,351,708.00, in Federal Funds; and
WHEREAS, the Agreement shall expire on November 30, 2021; and
WHEREAS, the Division and the Sub-Recipient desire to extend the terms of the
Agreement, modify the Scope of Work, and increase the Federal Funding under the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows.
1. Paragraph 8 of the Agreement is hereby amended to read as follows:
(8) PERIOD OF AGREEMENT
This Agreement shall begin March 18, 2020 and shall end December 30, 2022,
unless terminated earlier in accordance with the provisions of Paragraph (17) of this
Agreement.
2. The Agreement is amended to increase the Federal Funding by $43,690.40, for the
maximum amount payable under the Agreement to $3,395,398.40, (Three Million Three
Hundred Ninety-Five Thousand Three Hundred Ninety- Eight Dollars and Forty Cents).
3. The Budget and Scope of Work, Attachment A to this Agreement, are hereby modified
as set forth in 1st Revised Attachment A to this Modification, a copy of which is attached
hereto and incorporated herein by reference.
4. All provisions of the Agreement being modified and any attachments thereto in conflict
with Modification shall be and are hereby changed to conform to this Modification,
effective as of the date of the last execution of this Modification by both parties.
5. All provisions not in conflict with this Modification remain in full force and effect, and are
to be performed at the level specified in the Agreement.
6. Quarterly Reports are due to the Division no later than 15 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the
administrative closeout report. The ending dates of each quarter of the program year
are March 31, June 30, September 30, and December 31.
+C 1()
16C17
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the
dates set out below.
SUB-RECIPIENT Collier Co
By: 7ia‘?1
Name and Title: L ‘c, Re nnus k
or-
Date: c�U\t J o. +1 1
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title: Kevin Guthrie. Director
Date:
ATTE$T API ., ;, lerditY
CRYSTAL K.KINZE CLERK
3"4/4‘ vor
Sco .Teach,Deputy County Attorney
^t as tO{,'h$Irman's
r,tt 5115�Iy
S
•C,�o
I 6 C 1 7
Attachment A
(1st Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to provide protection to pump stations in Collier County,
Florida, funded through the Hazard Mitigation Grant Program (HMGP) DR-4337-114-R, as
approved by the Florida Division of Emergency Management (Division) and the Federal
Emergency Management Agency (FEMA). The project is for the purchase and setup of an
emergency generator system to reduce and/or mitigate the damage that might otherwise occur
from severe weather or other hazards.
The Sub-Recipient, Collier County, agrees to administer and complete the project per scope of
work as submitted by the Sub-Recipient and subsequently approved by the Division and FEMA.
The Sub-Recipient shall complete the work in accordance with all applicable Federal, State and
Local Laws, Regulations, and Codes.
PROJECT OVERVIEW:
As a Hazard Mitigation Grant Program (HMGP) project, the Sub-Recipient shall purchase
portable generators that shall be utilized to provide backup power to fifty-three (53) pump stations
located within Collier County, Florida.
The HMGP scope of work for the proposed project is to purchase fifty-three (53) portable
generators, with the capacity specified below for each site, or the adequate size determined by
the vendor and/or an electrical engineer during the bid process to appropriately support the
critical infrastructure. Implementing the project will supply uninterrupted power at the critical
wastewater pump stations to mitigate the risk of sanitary overflows that can occur during severe
weather events.
The generator(s) shall be stored at a location protected against a 500-year flood event or located
outside the Special Flood Hazard Area (SFHA) and shall be protected against wind with a rated
enclosure based on their location requirements. Activities shall be completed in strict compliance
with Federal, State and Local Rules and Regulations.
Project Locations:
ID# Station Generator Capacity Coordinates
1. 101.02 45 kW 26.274823, -81.825054
2 101.04 100 kW 26.266610, -81.825325
3. 101.05 45 kW 26.256750, -81.823200
4 101.15 45 kW 26.252941, -81.802540
5 ............. 101.17 45 kW 26.274049, -81.810456
6. 103.11 100 kW 26.277559, -81.750373
7. 103.12 45 kW 26.283734, -81.751392
8. i 309.27 45 kW 26.160778, -81.761849
9. 104.01 100 Kw 26.235115, -81.782443
10. 104.22 100 kW 26.186329, -81.697913
11. 105.05 100 kW 26.255387, -81.775802
12. 107.07 45 kW 26.279709, -81.729128
16C17
13. 108.05 45 kW 26.216600, -81_725007 I
14. 109.05 70 kW 26.238355, -81.812170
i
15. 1119.00 100 kW 26.312904, -81.818454
16. 119.06 45 kW 26.313156, 81 822192
17. 121.02 45 kW 26.329913, -81.827258
18. ; 133.00 45 kW 26.274600, -81.763746
19 -- 138.00 100 kW 26.201884, 81.763785
20__ ______ ____ 144.00 125 kW 26.191377, 81 763497
21. ' 144.04 125 kW 26.183849, -81.764673
22. ' 145.00 100 kW 26.239191, -81.765910
23. ; 149.00 45 kW 26.312016, -81.802456
24. 171.00 100 kW 26.269385, -81.694825
25. , 180.00 ' 125 kW 26.244466, -81.714953
26 309.26 45 kW 26.160823, -81.758865
27. 300.07 45 kW 26.096933, -81.736295
28. 300.12 45 kW 26.101982, -81.728258
29 1 302.28 45 kW 26.124105, -81.741754
30. 302.57 60 kW 26.108361, 81 690512
31. 302.60 45 kW 26.089023, -81.686262
32. 4, 305.07 _ __ 60 kW 26.135352, -81.760275
33. 305.10 _._. 45 kW 26.138090, -81.754281
34. 308.01 45 kW 26.136668, -81 770546
35. 308.03 45 kW 26.135937, -81 778086
36. i 308.04 100 kW 26.132150, -81.768669
37. i 308.07 45 kW 26.142048, -81.768372
38. 309.02 45 kW 26.142203, -81.757236
39. ' 309.04 45 kW 26.142084, -81.764659
40. 309.09 60 kW 26.164156, -81.758892
41. ____ __i_309.10 45 kW 26.164092, -81.778198
42. 309.12 60 kW 26.164023 -81.773495
43. 309.13 45 kW 26.161928, -81.771464
44. 309.23 . 125 kW 26.157040, -81.758838
45. 309.29 45 kW 26.153514, -81.763472
46. 312.07 45 kW 26.141041, -81.727545
47. 313.10 60 kW 26.155566, -81.722546
48. 316.01 60 kW 26.028599, -81.687995
49. 316.02 60 kW 26.019941, -81.687201
50. � 316.04 60 kW 26.030326, -81.685000
51. 318.03 60 kW 26.044868, -81.671162
52. 318.09 60 kW , 26.051495, -81.704230
53. 404.01 45 kW 26.289723, -81.590772
TASKS&DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor
and execute a contract with the selected bidder to complete the scope of work as approved
by the Division and FEMA. The Sub-Recipient shall select the qualified, licensed Florida
contractor in accordance with the Sub-Recipient's procurement policy as well as all Federal
16C17
and State Laws and Regulations. All procurement activities shall contain sufficient source
documentation and be in accordance with all applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials,
equipment, tools, transportation and supervision and for performing all work, design, and
construction plans presented to the Division by the Sub-Recipient and subsequently approved
by the Division and FEMA.
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure
worksite for the duration of the work. The contractor shall maintain all work staging areas in
a neat and presentable condition.
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or
suspended from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax
receipt issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the procurement
process. This shall include a rationale for the method of procurement and selection of
contract type, contractor selection and/or rejection and bid tabulation and listing, and the basis
of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary
Exclusion Form" for each contractor and/or subcontractor performing services under this
agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division
by the Sub-Recipient.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to
perform services. The Sub-Recipient shall provide a copy of a current and valid occupational
license or business tax receipt issued for the type of services to be performed by the selected
contractor.
2) The Sub-Recipient shall monitor and manage the procurement and setup of all products in
accordance with the HMGP application and associated documentation as presented to the
Division by the Sub-Recipient and subsequently approved by the Division and FEMA. The
Sub-Recipient shall ensure that all applicable State, Local and Federal Laws and Regulations
are followed and documented, as appropriate.
The Sub-Recipient shall fully perform the approved project, as described in the application,
in accordance with the approved scope of work indicated herein, the estimate of costs
indicated herein, the allocation of funds indicated herein, and all applicable terms and
conditions. The Sub-Recipient shall not deviate from the approved project terms and
conditions.
Upon completion of the work, the Sub-Recipient shall schedule and participate in a final
inspection of the completed project by the local municipal or county building department
(official), or other approving official, as applicable. The official shall inspect and certify that
all installation was in accordance with the manufacturer's specifications. Any deficiencies
found during this final inspection shall be corrected by the Sub-Recipient prior to Sub-
Recipient's submittal of the final inspection request to the Division.
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with
sufficient supporting documentation and provide a summary of all contract scope of work and
scope of work changes, if any. Additional documentation shall include:
C
1 6 C 17
a) A letter affirming the purchase has been completed and requesting Final Inspection
indicating the exact storage location of the generators.
b) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products utilized.
c) Verification letter or documentation showing that the generators will be stored and used
in an un-shaded X zone or must be protected to the 500 year (0.2% annual chance)
flood elevation if placed in a Special Flood Hazard Area (SFHA) or shaded X zone.
d) Proof of compliance with Project Conditions and Requirements contained herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for
reimbursement. Adequate and complete source documentation shall be submitted to support
all costs (federal share and local share) related to the project. In some cases, all project
activities may not be fully complete prior to requesting reimbursement of costs incurred in
completion of this scope of work; however, a partial reimbursement may be requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel
with each reimbursement request attesting to the completion of the work, that disbursements
or payments were made in accordance with all agreement and regulatory conditions, and that
reimbursement is due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure
invoices are accurate and any contracted services were rendered within the terms and
timelines of this agreement. All supporting documentation shall agree with the requested
billing period. All costs submitted for reimbursement shall contain adequate source
documentation which may include but not be limited to cancelled checks, bank statements,
Electronic Funds Transfer, paid bills and invoices, payrolls, time and attendance records,
contract and subcontract award documents.
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges
submitted by the contractors and subcontractors and pay the contractors and subcontractors
for approved bills, invoices, and/or charges. Sub-Recipient shall ensure that all
contractor/subcontractor bills, invoices, and/or charges are legitimate and clearly identify the
activities being performed and associated costs.
Sub-Recipient Management Costs (SRMC): The Sub-Recipient shall pre-audit source
documentation — personnel, fringe benefits, travel, equipment, supplies, contractual, and
indirect costs. A brief narrative is required to identify what the funds will be used for.
Documentation shall be detailed and clearly describe each approved task performed, hours
devoted to each task, and the hourly rate charged including enough information to calculate
the hourly rates based on payroll records. Employee benefits and tasks shall be clearly
shown on the Personnel Activity Form.
Project Management Expenses: The Sub-Recipient shall pre-audit source documentation
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be
detailed information describing tasks performed, hours devoted to each task, and the hourly
rate charged for each hour including enough information to calculate the hourly rates based
on payroll records. Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of
information. Further, the Division shall ensure that no unauthorized work was completed prior
to the approved project start date by verifying vendor and contractor invoices. The Division
shall verify that reported costs were incurred in the performance of eligible work, that the
�0
1 6C17
approved work was completed, and that the mitigation measures are in compliance with the
approved scope of work prior to processing any requests for reimbursement.
Review and approval of any third-party in-kind services, if applicable, shall be conducted by
the Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted by
the Sub-Recipient and received by the Division at the times provided in this agreement prior
to the processing of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual
construction and managerial costs related to the project as identified in the project application,
and plans. The requests for reimbursement shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of services performed, cost of
services performed, name of service provider and any other pertinent information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor
for invoiced services;
c) Clear identification of amount of costs being requested for reimbursement as well as costs
being applied against the local match amount.
The Sub-Recipient's final request for reimbursement shall include the final construction
project cost. Supporting documentation shall show that all contractors and subcontractors
have been paid.
B) Deliverables:
Mitigation Activities consist of providing backup power to fifty-three (53) pump stations,
located within Collier County, Florida, by purchasing portable generators.
The generator(s) shall be stored at a location protected against a 500-year flood event or
located outside the SFHA and shall be protected against wind with a rated enclosure based
on its location requirements. Activities shall be completed in strict compliance with Federal,
State and Local Rules and Regulations.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of
overall project completion.
PROJECT CONDITIONS AND REQUIREMENTS:
C) Engineering:
1) The Sub-Recipient shall submit to the Division an official letter stating that the project is 100%
complete and ready for the Division's Final Inspection of the project.
2) The Sub-Recipient shall provide a letter and documentation affirming the purchase has been
completed and requesting Final Inspection indicating the exact storage location of the
generator(s).
3) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical
standards) satisfying protection requirements on all products utilized.
4) The Sub-Recipient shall follow all applicable State, Local and Federal Laws, Regulations and
requirements, and obtain (before starting project work) and comply with all required permits
16C17
and approvals. Failure to obtain all appropriate Federal, State, and Local permits and
clearances may jeopardize federal funding.
D) Environmental:
1) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits
and approvals. Failure to obtain all appropriate federal, state, and local environmental
permits and clearances may jeopardize federal funding. If project is delayed for a year or
more after the date of the categorical exclusion (CATEX), then coordination with and project
review by regulatory agencies must be redone.
2) Any change, addition or supplement to the approved mitigation measure or scope of work
that alters the project(including other work not funded by FEMA, but done substantially at the
same time) shall require resubmission to the Division and FEMA for revaluation of compliance
with the National Environmental Protection Act (NEPA) and Section 106 of the National
Historic Preservation Act (NHPA) prior to initiation of any work. Non-compliance with these
requirements may jeopardize FEMA's ability to fund this project. A change in the scope of
work shall be approved by the Division and FEMA in advance regardless of the budget
implications.
3) If any ground disturbance activities occur during construction,the Sub-Recipient shall monitor
ground disturbance during construction, and if any potential archeological resources are
discovered, shall immediately cease construction in that area and notify the Division and
FEMA.
4) The generators are supporting a critical action and must be stored and used in an un-shaded
X zone or must be protected to the 500 year (0.2% annual chance) flood elevation if placed
in a Special Flood Hazard Area (SFHA) or shaded X zone. The sub recipient must submit
documentation to the State and FEMA documenting which protective option they have
selected. The Sub-Recipient must submit documentation upon closeout documenting
compliance with this condition.
5) Construction vehicles and equipment used for this project shall be maintained in good
working order to minimize pollutant emissions.
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become
known, such as delays or adverse conditions that might raise costs or delay completion, or
favorable conditions allowing lower costs or earlier completion.
2) The Division and FEMA shall approve a change in the scope of work in advance, regardless
of the budget implementations.
3) The Sub-Recipient must "obtain prior written approval for any budget revision which would
result in a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
4) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the
expiration date. Therefore, any request for a Period of Performance Extension shall be in
writing and submitted, along with substantiation of new expiration date and a new schedule
of work, to the Division a minimum of seventy (70) days prior to the expiration date, for
Division processing to FEMA.
6C17
5) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other form
of assistance, as required by Section 312 of the Stafford Act, and further clarification in 44
CFR 206.191.
6) A copy of the executed subcontract agreement(s) must be forwarded to the Division within
10 days of execution.
7) Project approval is with the condition that the tasks, deliverables, and conditions be
accomplished and submitted 30 days prior to the Period of Performance date, for review and
approval by the Division, for submittal to FEMA for Closeout.
8) Executive Order 11988 — Floodplains: The generators are supporting a critical action and
must be stored and used in an unshaded X zone or must be protected to the 500-year (0.2%
annual chance)flood elevation if placed in a Special Flood Hazard Area (SFHA) or shaded X
zone. The Sub-Recipient must submit documentation to the State and FEMA documenting
which protective option they have selected. Monitoring is not required.
9) Per FEMA Hazard Mitigation Assistance Guidance Part VI, D.3.4 — Contingency funds are
not automatically available for use. Prior to their release, contingency funds must be re-
budgeted to another direct cost category and identified. Post-award changes to the budget
require prior written approval from the Division (FDEM). The written request should
demonstrate what unforeseen condition related to the project arose that required the use of
contingency funds.
10)Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and
Recovery Act of 2018 (DRRA), amended Section 324 of the Stafford Act, and the Hazard
Mitigation Grant Program Management Costs (Interim) FEMA Policy 104-11-1, provides
100% federal funding under HMGP to Sub-Recipients to efficiently manage the grant and
complete activities in a timely manner.
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations, and
Hazard Mitigation Assistance (HMA) Guidance (2015), ensuring costs are reasonable,
allowable, allocable and necessary to the overall project.
b) Funding is for approved indirect costs, direct administrative costs, and administrative
expenses associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded.
d) SRMC is 100% federally funded and will be reimbursed based on actual costs incurred
for each individual Request for Reimbursement (RFR) submitted with the required
documentation.
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
f) If the Final Project Reconciliation results in a reduction of total project costs, any resulting
SRMC overpayment shall be reimbursed back to the State for return to FEMA prior to
FEMA Closeout.
This is FEMA project number 4337-114-R. It is funded under HMGP, FEMA-4337-DR-FL and
must adhere to all program guidelines established for the HMGP in accordance with the PAS
Operational Agreement for Disaster 4337.
FEMA awarded this project on November 13, 2019; this Agreement was executed on March 18,
2020; and the Period of Performance for this project shall end on December 30, 2022.
C
16C17
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or
more of the following actions, as appropriate in the circumstances:
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-
Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
5) Take other remedies that may be legally available.
SCHEDULE OF WORK
State Contracting: 4 Months
Construction Plan/Technical Specifications: 3 Months
Bidding / Local Procurement: 3 Months
Permitting: 3 Months
Construction / Installation: 15 Months
Local Inspections / Compliance: 3 Months
State Final Inspection /Compliance: 3 Months
Closeout Compliance: 3 Months
Total Period of Performance: 37 Months
16C17
BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $2,514,108.00 $1,885,581.00 $628,527.00
Labor: $918,510.00 $688,882.50 $229,627.50
Fees: $995,270.00 $746,452.50 $248,817.50
Initial Agreement Amount: $4,427,888.00 $3,320,916.00 $1,106,972.00
***Contingency Funds: $41,056.00 $30,792.00 $10,264.00
Project Total: $4,468,944.00 $3,351,708.00 $1,117,236.00
****SRMC
SRMC: $74,482.40 $74,482.40
SRMC Total: $74,482.40 $74,482.40
*Any line item amount in this Budget may be increased or decreased 10% or less, with the
Division's approval, without an amendment to this Agreement being required, so long as the
overall amount of the funds obligated under this Agreement is not increased.
*** This project has an estimated $41,056.00 in contingency funds. Per FEMA Hazard
Mitigation Assistance Guidance Part VI, D.3.4 — Contingency funds are not automatically
available for use. Prior to their release, contingency funds must be re-budgeted to another direct
cost category and identified. Post-award changes to the budget require prior written approval
from the Division (FDEM). The written request should demonstrate what unforeseen condition
related to the project arose that required the use of contingency funds.
Project Management costs are included for this project in the amount of$0.00.
****Sub-Recipient Management Costs (SRMC) are included for this project in the amount
of $74,482.40 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA
Policy 104-11-1, SRMC provides HMGP funding to Sub-Recipients to efficiently manage the
grant and complete activities in a timely manner. SRMC must conform to 2 CFR Part 200,
Subpart E, ensuring costs are reasonable, allowable, allocable and necessary to the overall
project.
SRMC cannot exceed 5% of the approved total project costs awarded and shall be reimbursed
at 5% for each Request for Reimbursement(RFR) submitted with the required documentation.
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
1 6C17
Funding Summary Totals
Federal Share: $3,351,708.00 (75.00%)
Non-Federal Share: $1,117,236.00 (25.00%)
Total Project Cost: $4,468,944.00 (100.00%)
SRMC (100% Federal) $74,482.40
CAO