Agenda 2/14/2023 Item #16C 4 (Termination of the Federal Emergency Management Agency Hazard Mitigation Grant Program Sub-Recipient Agreement)16.C.4
02/ 14/2023
EXECUTIVE SUMMARY
Recommendation to approve the termination of the Federal Emergency Management Agency Hazard
Mitigation Grant Program Sub -Recipient Agreement H0774 with the Florida Division of Emergency
Management in the amount of $262,418, and approve all necessary budget amendments. (Project No. 33801)
OBJECTIVE: To approve the termination of Federal Emergency Management Agency (FEMA) Hazard
Mitigation Grant Program (HMGP) Sub -Recipient Agreement H0774 with the Florida Division of Emergency
Management (FDEM) for the purchase and installation of two (2) backup generators. The price of generators has
significantly increased from the date of application due to current economic inflation conditions and these estimated
costs deem the project ineligible to receive the grant funds due to grant cost limitations.
CONSIDERATIONS: On April 26, 2022, Agenda Item 16.C.8 the Board accepted FEMA HMGP Sub -Recipient
Agreement H0774 for project 5307-001-R with FDEM for grant funding in the amount of $196,813.50 to purchase
and install two permanent generators. Including the $65,604.50 match by the Solid Waste Division, the total not to
exceed project limit was $262,418.00.
Similar to the Facilities Division, who also entered into an agreement with FDEM for generators, Solid Waste has
found the price and availability of generators has significantly increased due to current economic inflation
conditions. The current estimated cost to complete the project scope is over $380,000.00, thereby increasing the
non-federal cost share to $183,186.50. These estimated costs deem the project ineligible to receive the grant funds
due to contracted cost limitations.
To add, the Solid Waste Division's most recent generator delivery resulted in a lead time of over 80 weeks. With a
similar lead time, the project could not reasonably be completed by the contracted date of December 31, 2023.
It is important to note the Solid Waste Division successfully utilized portable generators prior to and immediately
after Hurricane Ian for continued operations.
Upon Board approval to terminate the grant agreement H0774, the termination letter will be signed by the
administrator of the agreement and forwarded to FDEM in order to finalize the agreement termination.
FISCAL IMPACT: Budget amendments are necessary to remove funding within Solid Waste Grant Funds (475),
Project 33801, $196,813.50 and reverse the transfer of local match of $65,604.50 within Solid Waste Match Fund
(476), Project 33801 supported by Solid Waste Capital Project Fund (474), Project 70219.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact resulting from this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality requires majority vote for approval -
RTT
RECOMMENDATION: That the Board of County To approve the termination of Federal Emergency
Management Agency Hazard Mitigation Grant Program Sub -Recipient Agreement H0774 with the Florida Division
of Emergency Management and authorize all necessary budget amendments.
Prepared By: Kari Hodgson, P.E., Director, Solid & Hazardous Waste Management Division
ATTACHMENT(S)
1. 5307-001-R Termination Letter (PDF)
2. [Linked] 5307-001-R-Collier County -Executed Contract (PDF)
Packet Pg. 900
16.C.4
02/14/2023
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.4
Doe ID: 24398
Item Summary: Recommendation to approve the termination of the Federal Emergency Management Agency
Hazard Mitigation Grant Program Sub -Recipient Agreement H0774 with the Florida Division of Emergency
Management in the amount of $262,418, and approve all necessary budget amendments. (Project No. 33801)
Meeting Date: 02/14/2023
Prepared by:
Title: — Solid and Hazardous Waste
Name: Jennifer Anderson
01/13/2023 4:27 PM
Submitted by:
Title: — Solid and Hazardous Waste
Name: Karl Hodgson
01/13/2023 4:27 PM
Approved By:
Review:
Solid and Hazardous Waste Bart Zautcke Additional Reviewer
Solid and Hazardous Waste Kari Hodgson Additional Reviewer
Public Utilities Operations Support Katrina Lin Additional Reviewer
Capital Project Planning, Impact Fees, and Program Management Gilbert Moncivaiz
Public Utilities Department
Grants
Public Utilities Department
Emergency Management
County Attorney's Office
County Attorney's Office
Office of Management and Budget
Office of Management and Budget
County Manager's Office
Grants
County Manager's Office
Board of County Commissioners
Drew Cody
Level 1 Division Reviewer
Maria Kantaras
Level 2 Grants Review
George Yilmaz
Level 2 Division Administrator Review
Daniel Summers
Additional Reviewer
Ronald Tomasko
Level 2 Attorney of Record Review
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Susan Usher
Additional Reviewer
Ed Finn
Additional Reviewer
Therese Stanley
Additional Reviewer
Amy Patterson
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Completed
01/13/2023 5:03 PM
Completed
01/17/2023 1:59 PM
Completed
01/23/2023 9:17 AM
Additional Reviewer
Completed
01/23/2023
12:13 PM
Completed
01/24/2023 7:42 PM
Completed
01/25/2023 8:52 AM
Completed
01/27/2023 10:05 AM
Completed
02/01/2023 9:48 AM
Completed
02/01/2023 10:43 AM
Completed
02/01/2023 12:58 PM
Completed
02/02/2023 9:00 AM
Completed
02/02/2023 1:11 PM
Completed
02/02/2023 5:57 PM
Completed
02/07/2023 12:31 PM
Completed
02/07/2023 12:53 PM
02/14/2023 9:00 AM
Packet Pg. 901
16.C.4.a
Co ,e-r County
Public Utilities Depaftent
Solid & Hazardous Waste Management Division
February 14, 2023
Ms. Angela Collins
Project Manager — Florida Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399
Ms. Collins
As the Point of Contact for the Collier County Hazard Mitigation Grant Program (HMGP) we are
submitting a request for an amendment to the following project:
Agreement #: 5307-001-R
Project Title: Landfill Leachate Collection System Generators
Project #: H0774
Per Section (17) TERMINATION paragraph c. as stated below Collier County is requesting an
Amendment to terminate Project #: 5307-001-R.
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 close-out of the Agreement.
We are submitting this termination request due to the factors below:
1. The current grant award provides $262,418 (Federal Cost $196,813.50 and Non -Federal Cost
$65,604.50). The updated estimate to complete the original scope of the project is $380,000. The cost
overrun is related to the current economic inflation conditions. In the absence of additional Federal
funding, the non-federal cost share would become $183,186.50.
2. Generator procurement lead time is currently estimated to be 72 weeks or more. Due to the lead time
in the procurement of the generator it is not reasonable to complete the project within the timeline.
Accordingly, we respectfully request termination date of no later than March 31, 2023 and any
accompanying documents to officially terminate this grant if applicable.
Thank you for your consideration.
Sincerely,
Bart Zautcke
Sr. Operations Analyst
Solid & Hazardous Waste Management Division
Packet Pg. 902