Agenda 06/14/2022 Item #16C5 (FDEM Hazard Mitigation Grant Program Budget Amendment)06/14/2022
EXECUTIVE SUMMARY
Recommendation to authorize a budget amendment in the County Capital Project Fund (301) in
the amount of $50,815.50 to fund grant compliance services for Hazard Mitigation Grant Program
agreement H0600 with the Florida Division of Emergency Management (FDEM) (Project No.
33744).
OBJECTIVE: To authorize a budget amendment to fund grant compliance services for FDEM Hazard
Mitigation Grant Agreement H0600.
CONSIDERATIONS: In August 2018, the Facilities Management Division applied for the Federal
Emergency Management Agency (“FEMA”) Hazard Mitigation Grant Program (“HMGP”), requesting
funding in the amount of $2,537,973 to place permanent generators in different County locations. On
September 14, 2021, the Board approved Grant Agreement H0600 with the Florida Division of
Emergency Management (FDEM) for “Collier County, Facilities Management, Generators" under Project
33744.
To best manage this grant and ensure compliance with grant regulations the County will procure grant
compliance services from Angie Brewer and Associates, LLC, under contract #20-7690. Their services
will ensure that grant funds are expended in a manner that is in compliance with grantor requirements.
FISCAL IMPACT: A budget amendment in the amount of $50,815.50 is necessary in the County Wide
Capital Project Fund (301) moving budget from Project 50154 to Project 33744.
GROWTH MANAGEMENT IMPACT: This project meets current Growth Management Plan
standards to ensure the adequacy and availability of viable public facilities and to remain in compliance
with all regulatory programs.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, raises no legal
issues, and requires majority vote for approval. -JAK
RECOMMENDATION: To authorize a budget amendment in the County Capital Project Fund (301) in
the amount of $50,815.50 to fund grant compliance services for Hazard Mitigation Grant Program
agreement H0600 with the Florida Division of Emergency Management (FDEM).
Prepared by: Bendisa Zela, Financial and Operational Support Manager, Facilities
ATTACHMENT(S)
1. 102-950-1201 HMGP Grant Compliance Cost Proposal (PDF)
16.C.5
Packet Pg. 1233
06/14/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.5
Doc ID: 22312
Item Summary: Recommendation to authorize a budget amendment in the County Wide Capital
Project Fund (301) in the amount of $50,815.50 to fund grant compliance services for the grant agreement
H0600 with the Florida Division of Emergency Management (FDEM) (Project No. 33744).
Meeting Date: 06/14/2022
Prepared by:
Title: Operations Analyst, Senior – Facilities Management
Name: Bendisa Marku
05/24/2022 12:12 PM
Submitted by:
Title: Director - Facilities Maangement – Facilities Management
Name: Ed Finn
05/24/2022 12:12 PM
Approved By:
Review:
Facilities Management John McCormick Additional Reviewer Completed 05/24/2022 12:57 PM
Facilities Management Jennifer Belpedio Manager - Real Property Completed 05/25/2022 5:45 PM
Public Utilities Operations Support AmiaMarie Curry Additional Reviewer Completed 06/01/2022 1:33 PM
Public Utilities Department Drew Cody Level 1 Division Reviewer Completed 06/02/2022 2:45 PM
Facilities Management Ed Finn Director - Facilities Completed 06/08/2022 12:01 AM
Facilities Management Ed Finn Additional Reviewer Completed 06/06/2022 9:57 PM
Grants Valerie Fleming Level 2 Grants Review Completed 06/07/2022 8:50 AM
Public Utilities Department AmiaMarie Curry Level 2 Division Administrator Review Completed 06/07/2022 10:45 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 06/07/2022 11:14 AM
Grants Therese Stanley Additional Reviewer Completed 06/07/2022 11:54 AM
Office of Management and Budget Susan Usher Additional Reviewer Completed 06/07/2022 2:41 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/07/2022 4:06 PM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 06/08/2022 8:13 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 06/14/2022 9:00 AM
16.C.5
Packet Pg. 1234
Angie Brewer & Associates, LC
9080 58th Drive East, Suite 200
Bradenton, Florida 34202
Ph: (941) 756-5800
keeping your funds flowing!
Scope of Services
Scope Attached
Number of Pages
Special Conditions
Date:
Accepted By:
Mark A. Brewer, President
Printed Name:
Date: 04/27/2022
Offered By:
Offer and Acceptance
Yes
3
HMGP Grant Compliance - 4337-395-R H0600
Total Proposal
828.50$
Procurement & Approvals
50,815.50$
Project Name
Name
Client Name
1,230.50$
Pre-Construction/Contract Award Process
Processing and Program Management
Project Coordination
Program Coordination
None
Cost Proposal
102-950-1201
Collier County
Collier County
Project Information
ABA Proposal Number
Services Not to Exceed
Audit Assistance
2,212.50$
40,605.50$
3,375.00$
2,563.50$
16.C.5.b
Packet Pg. 1235 Attachment: 102-950-1201 HMGP Grant Compliance Cost Proposal (22312 : Budget amendment in the County Wide Capital Project Fund (301)
Page 1 of 3
Scope of Services
HMGP Management Planning
Pre-Construction
Program Coordination and
Functional Support
Coordination Meetings with County & Engineers – The
Consultant shall coordinate with Collier County, FEMA/FDEM,
Consulting Engineers, Project Representatives and others as
necessary to ensure that all requirements are met. The
Consultant shall further coordinate with the County’s Grants
Compliance Office to ensure established controls and written
processes are carried out and any proposed adjustments are
reviewed together and documented.
Project Documents – Collier County shall be responsible for
maintaining Grant Project Documents and provide Consultant
access to such files. Consultant will coordinate with the Grants
Compliance Office regarding the appropriate process to
provide documentation to the County for inclusion in the County
established file system.
Setup for Grant Management Activities/Reporting – The
Consultant will evaluate the HMGP Grant Agreement,
Programmatic and FEMA/FDEM requirements to ensure the
project information will be prepared in appropriate formats and
time frames. Reporting and documentation will be planned for
to ensure the County is prepared for potential site visits by
funding agency representatives such as FEMA, FDEM, OIG,
USDOL or others.
Procurement & Approvals Procurement Documentation – Collier County shall provide a
copy or access to download of the Approved Procurement
documentation. Consultant shall review and become familiar
with the Approved Procurement Documentation.
Project Information
Project Name HMGP Grant Compliance – 4337-395-R H0600
ABA Proposal Number 102-950-1201
Community Name Collier County
Client Name Collier County
16.C.5.b
Packet Pg. 1236 Attachment: 102-950-1201 HMGP Grant Compliance Cost Proposal (22312 : Budget amendment in the County Wide Capital Project Fund (301)
Collier County
102-950-1201
HMGP Grant Compliance – 4337-395-R H0600
Scope of Services Continued
Page 2 of 3
Pre-Construction Services and
Contract Award Process
Assist with Pre-Construction and Contract Award Activities –
The Consultant shall assist with the following typical activities
as necessary throughout the procurement process. The
Consultant shall be a presenter at the Pre-Con meeting in
review of the federal requirements and in coordination with the
OMB Grants Compliance Manager prior to the Pre-Con
meeting.
Pre-Construction Meeting Preparation and
Attendance
Prepare Post-Meeting Minutes Action Items
Review Pre-Construction Meeting Minutes
Assist with Schedule of Values/Payment Forms for
Reimbursement Eligibility
Technical Services
During Construction
Processing and Program
Management
Pay Estimate(s) – The Consultant shall review and verify
eligible costs per contractor pay estimate.
Engineering Invoice(s) – The Consultant shall review and verify
eligible costs related to engineering.
FEMA/FDEM Reimbursement Request(s) – The Consultant
shall compile required documents and prepare
Reimbursement Requests for submittal to FEMA/FDEM. The
Reimbursement Request shall include all properly authorized
expenditures for which documentation is available on the date
of preparation and follow the process as outlined in the
County’s Grant Administration Handbook (GAH) in
coordination with County staff. The Consultant shall submit the
Reimbursement Request to the Engineer for Certification and
then to Collier County for signature. The Consultant shall be
responsible to ensure appropriate parties receive a final PDF
copy of each the Reimbursement Request upon receiving the
originally signed or electronically signed copy at its office.
Program Management Meeting(s) – The Consultant shall
prepare for and conduct Program Management Meetings.
Meetings will be held virtually whenever practical. Meeting
minutes shall be prepared and disseminated to appropriate
parties upon completion. These meetings are held for the
purpose of discussing FEMA/FDEM program requirements,
reimbursement requests, eligibility requests’ status,
construction progress, contract changes/issues, payment
procedures/status, monitoring issues, additional funding needs
and other information regarding the project.
Change Order(s) – The Consultant shall review Construction
Contract Change Orders/Field Changes. This will result in a
request for eligibility determination to be submitted to
FEMA/FDEM. Upon receipt of eligibility determination, all
16.C.5.b
Packet Pg. 1237 Attachment: 102-950-1201 HMGP Grant Compliance Cost Proposal (22312 : Budget amendment in the County Wide Capital Project Fund (301)
Collier County
102-950-1201
HMGP Grant Compliance – 4337-395-R H0600
Scope of Services Continued
Page 3 of 3
appropriate project information will be modified to allow for the
eventual reimbursement of costs if applicable.
EEO Compliance – The Consultant shall assist the County to
ensure compliance with all EEO requirements in accordance
with Grant Requirements.
DBE/MBE/WBE Monitoring – The Consultant shall assist the
County to manage compliance with all MBE/WBE requirements
in accordance with Grant Requirements. The Consultant shall
provide a form to be completed by the contractor and submitted
with each pay estimate. The information submitted by the
contractor shall be used to prepare the Minority/Women’s
Business Enterprises (DBE/MBE/WBE) Utilization Report. This
report shall be submitted by the contractor to Collier County and
Consultant on a monthly basis during construction.
Agency Monitoring Visit(s) – The Consultant shall prepare for
and attend agency monitoring visits. The Consultant shall
provide responses to any agency questions and coordinate
with the OMB Grants Coordination Office on responses as
appropriate.
Coordination – The Consultant shall monitor all applicable
federal and state regulations. The Consultant shall assist the
contractors with conformance of additional wage rates as
required for the program.
Quarterly Reports Quarterly Project Progress Reports and Recertifications – The
County shall provide a copy of Quarterly Project Progress
Reports or Recertifications to Consultant within a reasonable
time after submission. Consultant will be available to answer
questions from the County in support of County’s preparation
of reports as requested.
Closeout and Audit Assistance
Audit Assistance Annual Audit Assistance – The Consultant shall be available
to correspond with FEMA/FDEM regarding eligibility requests
and audit requests on as needed basis.
Project Specific Audit – The Consultant will also provide closeout
and other information to the County and coordinate responses as
outlined in the GAH.
16.C.5.b
Packet Pg. 1238 Attachment: 102-950-1201 HMGP Grant Compliance Cost Proposal (22312 : Budget amendment in the County Wide Capital Project Fund (301)
HMGP Grant Compliance Administration - 4337-395-R H0600PrincipalSenior Funding ManagerFunding Manager ISr. Project ManagerProject ManagerFunding CoordinatorFunding SpecialistCompliance SpecialistAdmin Assist IIAdmin Assist ITotal Hours By Task Total Dollars By Task Hourly Rate by Labor Category185.00$ 155.00$ 145.00$ 130.00$ 125.00$ 105.00$ 88.00$ 65.00$ 63.00$ 54.00$ Program Coordination1.00 0.50 - - 2.50 1.00 - - 1.50 1.00 7.50 828.50$ Procurement & Approvals2.00 2.50 - 0.50 1.00 - 2.50 - 1.00 - 9.50 1,230.50$ Pre-Construction/Contract Award Process1.50 3.00 2.00 - 6.50 2.00 - - 2.50 - 17.50 2,212.50$ Processing and Program Management33.00 12.00 - 47.50 116.00 70.50 - - 24.00 56.50 359.50 40,605.50$ Project Coordination- - - - 27.00 - - - - - 27.00 3,375.00$ Audit Assistance3.00 3.00 - - 4.50 6.00 - - 3.00 3.00 22.50 2,563.50$ Totals443.50 50,815.50$ 16.C.5.bPacket Pg. 1239Attachment: 102-950-1201 HMGP Grant Compliance Cost Proposal (22312 : Budget amendment in the