Agenda 09/27/2022 Item #16D10 (Termination of two Federal Emergency Management Agency Hazard Mitigation Grant Program Sub-Recipient Agreements)09/27/2022
EXECUTIVE SUMMARY
Recommendation to approve the termination of Federal Emergency Management Agency Hazard
Mitigation Grant Program Sub-Recipient Agreements H0371 (Immokalee Sports Complex) and
H0390 (North Collier Regional Park) between Collier County and the Florida Division of
Emergency Management and authorize the Budget Amendments in the amount of $146,582.27 for
the MSTU General Fund (111) and General Fund (001).
OBJECTIVE: To terminate two (2) Federal Emergency Management Agency (FEMA) Hazard
Mitigation Grant Program (HMGP) Sub-Recipient Agreements.
CONSIDERATIONS: On September 10, 2017, Hurricane Irma made landfall in Collier County and
severely impacted the entire State of Florida. In the wake of the hurricane, Collier County experienced
damage to multiple facilities and equipment. As a result of the widespread devastation, on February 2,
2018, the Hazard Mitigation Grant Program (HMGP) notice of funding availability was published to
assist Counties in developing greater long-term resiliency.
The Immokalee Sports Complex HMGP and North Collier Regional Park HMGP grant applications were
submitted to the Florida Division of Emergency Management (FDEM) on August 6, 2018. The Board of
County Commissioners (Board) ratified the “After-the-Fact” grant application submissions on the
September 11, 2018 Board Meeting (Agenda Item #16E3).
Immokalee Sports Complex:
The notice of award of $435,000 and grant contract H0371 for the Immokalee Sports Complex HMGP
was received on October 3, 2019, from FDEM. A twenty-five percent (25%) match of $145,000 was
required. On February 5, 2020, the Surtax committee approved the use of Surtax funds to meet the match
requirement. The award plus the match brought the total project cost to $580,000. At the February 25,
2020 Board Meeting (Agenda Item #16D2), the award was approved and accepted.
On October 1, 2020, a modification request was submitted to FDEM to modify the scope of work and
increase the project budget, because of price increases for the generators and cost of labor from the time
of application to the award of the contract. On December 23, 2020, a request was submitted to FDEM for
an extension to accommodate the scope of work change and delays resulting from COVID-19. On
February 24, 2021, Collier County received notification of the increased Federal award to $778,500
resulting in an increase to the match requirement to $259,500, and also extended the Period of
Performance to September 30, 2022. The total project award plus match obligation totaled $1,038,000. At
the April 13, 2021 Board Meeting (Agenda Item #16D9), the modification and extension requests were
approved.
On September 3, 2021, FDEM provided a second agreement modification to approve Sub-Recipient
Management Costs (SRMC) in the amount of $25,949.57 and did not require a match, to cover the costs
of project management and administration, bringing the new total Federal funding amount to
$804,449.57. This modification resulted in a new project total of $1,063,949.57 At the October 26, 2021,
Board Meeting (Agenda Item #16D9), the modification request was approved.
The design vendor for H0371, McKim and Creed, has provided all completed design documentation up to
this point and is up to date regarding invoicing Collier County for the work that they have completed.
North Collier Regional Park:
The notice of award of $1,275,000 and grant contract H0390 for the North Collier Regional Park was
16.D.10
Packet Pg. 1423
09/27/2022
received on October 11, 2019 from FDEM. A twenty-five percent (25%) match of $425,000 was required.
On February 5, 2020, the Surtax committee approved the use of Surtax funds to meet the match
requirement. The award plus the match brought the total project cost to $1,700,000. At the February 25,
2020 Board Meeting (Agenda Item #16D4), the award was approved and accepted.
On October 1, 2020, a modification request to contract H0390 North Collier Regional Park was submitted
to FDEM to modify the scope of work from three (3) generators to one (1) and therefore decrease the
project budget but improve overall efficiency. On January 11, 2021, a request was submitted to FDEM
requesting an additional twelve (12) months extension from the original Period of Performance end of
October 31, 2021, in order to accommodate the scope of work change and delays resulting from COVID-
19. The request for the reduction was approved by FDEM on April 2, 2021, and resulted in a
corresponding decrease in the Federal award amount to $1,025,796 as well as a match reduction to
$341,932, along with an extended Period of Performance ending on October 31, 2022. The total project
was $1,367,728. At the May 11, 2021 Board Meeting (Agenda Item #16D4), the modification and
extension requests were approved.
On September 13, 2021, FDEM provided a second agreement modification to contract H0390 North
Collier Regional Park to approve Sub-Recipient Management Costs (SRMC) in the amount of $34,193.13
to cover the costs of project management and administration, bringing the new total federal funding
amount to $1,059,989.13. The new project total includes federal f unds and a match of $1,401,921.13. At
the November 9, 2021 Board Meeting (Agenda Item #16D7), the modification request was approved.
The design vendor for H0390, Wood Environment and Infrastructure Solutions, is in the process of
gathering and will provide all completed work to Collier County. Upon receipt of this information, the
vendor will invoice Collier County no more than $3,000 at which point the vendor will be up to date
regarding invoicing Collier County for the work that they have completed
Upon consultation with the project engineers, it was determined that the lead time to complete both
projects require a minimum delivery of up to 18 months due to the generator specifications of wind rating
requirements. FDEM advised each project could be extended but only in 12-month intervals. The project
must be completed, inspected, and closed out no later than February 28, 2024. Further review with the
associated design vendors suggested an option to purchase used generators to reduce the lead time;
however, grant conditions only allow for new equipment purchases. Given supply chain disruptions, the
County is unable to complete the HMGP projects within a timeframe that would allow Collier County to
meet the required FEMA disaster closeout date. As a result, staff recommends termination of the projects
to avoid non-compliance with the FEMA Disaster Closeout Date and finalize termination with FDEM via
the County Manager's signed termination letters.
FISCAL IMPACT: Collier County has not received grant revenue to date for these projects. Budget
amendments are required to reduce budgeted grant revenues, in the amount of $1,864,438.70 within the
Public Service Grant Fund (709) and return the required local match from Public Services Match Fund
(710) in the amount of $570,000 to the Infrastructure Surtax Fund (318) and $31,432 to Parks &
Recreation Capital Fund (306). Grants expenditures incurred to date of $154,622.52 will be supported
with local funding per the table below and requires budget amendments in the amounts of $89,490.63
within MSTU General Fund (111) and $57,091.64 within General Fund (001).
16.D.10
Packet Pg. 1424
09/27/2022
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this
item.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality, and requires a
majority vote for Board approval. -DDP
RECOMMENDATION: To approve the termination of Federal Emergency Management Agency
Hazard Mitigation Grant Program Sub-Recipient Agreements H0371 (Immokalee Sports Complex) and
H0390 (North Collier Regional Park) between Collier County and the Florida Division of Emergency
Management and authorize the necessary Budget Amendments.
Prepared By: Maria Kantaras, Grants Coordinator, Community & Human Services Division
ATTACHMENT(S)
1. H0371 County Manager Termination Letter (PDF)
2. H0390 County Manager Termination Letter (PDF)
16.D.10
Packet Pg. 1425
09/27/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.10
Doc ID: 23393
Item Summary: Recommendation to approve the termination of Federal Emergency Management
Agency Hazard Mitigation Grant Program Sub-Recipient Agreements H0371 (Immokalee Sports
Complex) and H0390 (North Collier Regional Park) between Collier County and the Florida Division of
Emergency Management and authorize the Budget Amendments in the amount of $146,582.27 for the
MSTU General Fund (111) and General Fund (001).
Meeting Date: 09/27/2022
Prepared by:
Title: – Community & Human Services
Name: Maria Kantaras
09/15/2022 5:43 PM
Submitted by:
Title: Manager - Federal/State Grants Operation – Community & Human Services
Name: Kristi Sonntag
09/15/2022 5:43 PM
Approved By:
Review:
Community & Human Services Kristi Sonntag CHS Review Completed 09/16/2022 7:59 AM
Community & Human Services Donald Luciano Additional Reviewer Completed 09/16/2022 8:18 AM
Community & Human Services Blanca Aquino Luque Additional Reviewer Completed 09/16/2022 3:14 PM
Operations & Veteran Services Jeff Newman Additional Reviewer Completed 09/19/2022 1:42 PM
Public Services Department Todd Henry PSD Level 1 Reviewer Completed 09/19/2022 2:24 PM
Grants Erica Robinson Level 2 Grants Review Completed 09/19/2022 2:42 PM
County Attorney's Office Derek D. Perry Level 2 Attorney Review Completed 09/19/2022 8:04 PM
Public Services Department Tanya Williams PSD Department Head Review Completed 09/20/2022 7:45 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 09/20/2022 10:01 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/20/2022 11:15 AM
Community & Human Services Maggie Lopez Additional Reviewer Completed 09/20/2022 5:50 PM
Office of Management and Budget Susan Usher Additional Reviewer Completed 09/21/2022 7:58 AM
Office of Management and Budget Christopher Johnson Additional Reviewer Completed 09/21/2022 9:26 AM
Grants Therese Stanley Additional Reviewer Completed 09/21/2022 10:21 AM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 09/21/2022 4:31 PM
16.D.10
Packet Pg. 1426
09/27/2022
Board of County Commissioners Geoffrey Willig Meeting Pending 09/27/2022 9:00 AM
16.D.10
Packet Pg. 1427
Office of the County Manager
Amy Patterson
3299 TamiamiTrail East, Suate 202. Naples Florida 34112-5746 . (239) 252-8383
Subiect: Termination of Agreement H0371; Project 4337-274-R lmmokalee Sports Complex HMGP
Ms. Font Rosado,
Collier County is submitting a formal request to terminate Agreement H0371 for projecl4337 -274-R.
Collier County has determined that due to the increased lead time of the generator and enclosure supply
chain, the project will not be completed in timely manner that would allow compliance with the Disaster
Close Out date of February 28,2024.
As a result, Collier County respectfully requests a termination of the agreement effective immediately
unless otherwise determined by the Florida Division of Emergency Management.
The details of termination which are stated in Section 17c of the H0371 agreement are shown below.
Please advise as to what next steps Collier County must take to finalize the agreement termination and
support a compliant grant close out.
c. The parties may agree to terminate this Agreement for their mutual
convenience through a written amendment of this Agreement. The
amendment will state the effective date of the termination and the
procedures for proper closeout of the Agreement.
Thank you for your consideration.
Sincerely,
Amy Patterson
Collier County Manager
September 27, 2022
Ms. Andrea Font Rosado
Project Manager - Hazard Mitigation Grant Program
Florida Division of Emergency Management
2720 Director's Row
Orlando, FL 32809
Andrea.Font-Rosado@em.mvflorida.com
16.D.10.a
Packet Pg. 1428 Attachment: H0371 County Manager Termination Letter (23393 : FDEM HMGP Generator Projects Termination)
Office of the County Manager
Amy Pafterson
3299 TamiamiTrail East, Suite 202. Naples Flonda 34112-5746. (239) 252-8383
September 27, 2022
Ms. Andrea Font Rosado
Project Manager - Hazard Mitigation Grant Program
Florida Division of Emergency Management
2720 Director's Row
Orlando, FL 32809
Andrea. Font-Rosado@em.myfl orida. com
Subject: Termination of Agreement H0390; Project 4337-295-R North Collier Regional Park HMGP
Ms. Font Rosado,
Collier County has determined that due to the increased lead time ofthe generator and enclosure supply
chain, the project will not be completed in timely manner that would allow compliance with the Disaster
Close Out date of February 28, 2024.
As a result, Collier County respectfully requests a termination of the agreement effective immediately
unless otherwise determined by the Florlda Division of Emergency Management.
The details of Termination Section 17c of the H0390 agreement are below. Please advise as to what next
steps Collier County must take to finalize the agreement termination and support a close out that is
compliant with the agreement.
c- The parties may agree to terminate this Agreement for their mutual
convenience through a written amendment of this Agreement. The
amendment will state the effective date of the termination and the
procedures for proper closeout of the Agreement.
Thank you for your consideration
Sincerely,
Amy Patterson
Collier County Manager
Collier County is submitting a formal request to terminate Agreement H0390 for project 4337-295-R.
16.D.10.b
Packet Pg. 1429 Attachment: H0390 County Manager Termination Letter (23393 : FDEM HMGP Generator Projects Termination)