Backup Documents 10/10/2023 Item #16C2 I fist
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
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 Office
101J3Az3
4. BCC Office Board of County
Commissioners RL L, , �S/ f OI/(/Z 3
5. Minutes and Records Clerk of Court's Office �(_l (O_ `
I
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 r additional or missing information.
Name of Primary Staff , ,�t Phone Number
Contact/ Department C M i 4, v a d r a ci n 2;g ZSZ 6377
Agendae Date Item was IQ / t G [ z p�3 Agenda Item Number j d
Approved bythe BCC C. •
Type of Document A ret t4+- Od 1 1 ,�c fl K Number of Original
Attached '"6 Documents Attached
PO number or account
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?
2. Does the document need to be sent to another agency for additional signatures? If yes, NO!,
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 , n
signed by the Chairman,with the exception of most letters,must be reviewed and signed �1i
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's A/A
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 4 /*
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 ���
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip
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 td/lv/ and all changes made during N/A is not
the meeting have been incorporated in the attdched document. The County an option for
Attorney's Office has reviewed the changes,if applicable. this line.
9. Initials of attorney verifying that the attached document is the version approved by the In , N/A is not
BCC,all changes directed by the BCC have been made,and the document is ready for the / an option for
Chairman's signature. this line.
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Contract Number: H0419
Project Number: 4337-114-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
COLLIER COUNTY
This Modification Number Four is made and entered into by and between the State of Florida,
Division of Emergency Management("the Division"), and Collier County("Sub-Recipient")to modify
Contract Number H0419, dated March 18, 2020, ("the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement, pursuant to
which the Division has provided a subgrant to Sub-Recipient under the Hazard Mitigation Grant Program
of$ 3,395,398.40 in Federal funds; and
WHEREAS, the Division and the Sub-Recipient intend to modify the Agreement; and
WHEREAS, the Agreement shall expire on December 31, 2023.
WHEREAS, the Division and the Sub-Recipient intend to extend the terms of 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 31, 2024; unless
terminated earlier in accordance with the provisions of paragraph (17) of this Agreement
2. The Scope of Work, to the Agreement, are hereby modified as set forth in 4th Revision
Attachment A to this Modification, a copy of which is attached hereto and incorporated herein by
reference.
3. All provisions of the Agreement being modified and any attachments in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective on the
date of execution of this Modification by both parties.
4. 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.
5. 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 close-out
report. The ending dates for each quarter of the program year are March 31, June 30,
September 30 and December 31.
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IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set
out below.
SUB-RECIPIEN-�ER OUNTY
By:
Rick LoCastro, Chairman 10/423
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title: Kevin Guthrie, Director
Date:
ATTEST
CRYSTAL K.KIN t, C RK
BY:
Attest as to Chairman's
L. signature only
Approv s to legality
.Teach, eputy ttorney
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Attachment A
(4th 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 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 shall supply uninterrupted power at the critical wastewater pump stations to
mitigate the risk of sanitary overflows that can occur during severe weather events.
The portable 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.
ID# Station Generator Capacity Coordinates
1. 101.02 65 kW 26.274823, -81.825054
2. 101.04 110 kW 26.266610, -81.825325
3. 101.05 55 kW 26.256750, -81.823200
4. 101.15 55 kW 26.252941, -81.802540
5. 101.17 55 kW 26.274049, -81.810456
6. 103.11 110 kW 26.277559, -81.750373
7. 103.12 i65 kW 26.283734, -81.751392
8. 309.27 55 kW 26.160778, -81.761849
9. 104.01 110 kW 26.235115, -81.782443
10. 104.22 110 kW 26.186329, -81.697913
11. i 105.05 110 kW 26.255387, -81.775802
12. ' 107.07 65 kW 26.279709, -81.729128
13. 108.05 50 kW 26.216600, -81.725007
14 109.05 65 kW 26.238355, -81.812170
15. 119.00 110 kW 26.312904, -81.818454
16. 119.06 55 kW 26.313156, -81.822192
17. 121.02 ' 65 kW 26.329913, -81.827258
18. 133.00 65 kW 26.274600, -81.763746
19. 138.00 110 kW 26.201884, -81.763785
20. 144.00 110 kW 26.191377, -81.763497
21. 144.04 65 kW 26.183849, -81.764673
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22. 145.00 i 110 kW 26.239191, -81.765910
23. 149.00 65 kW 26.312016, -81.802456
24. 171.00 110 kW 26.269385, -81.694825
25. 180.00 i 110 kW 26.244466, -81.714953
26. 309.26 _..... 55 kW 26.160823, -81.758865
27. 300.07 50 kW 26.096933, -81.736295
28. 300.12 65 kW 26.101982, -81.728258
29. 302.28 110 kW 26.124105, -81.741754
30. 302.57 65 kW 26.108361, -81.690512
31. 302.60 -- 170 kW 26.089023, -81.686262
32. 305.07 65 kW 26.135352, 81.760275
33. 305.10 65 kW 26.138090, -81.754281
34. 308.01 i 65 kW 26.136668, -81.770546
35. 308.03 65 kW 26.135937, -81.778086
36. 308.04 65 kW 26.132150, -81.768669
37. 308.07 50 kW 26.142048, -81.768372
38. 309.02 50 kW 26.142203, -81.757236
39. 309.04 55 kW 26.142084, -81.764659
40. 309.09 110 kW 26.164156, -81.758892
41. 309.10 110 kW 26.164092, -81.778198
42. 309.12 110 kW 26.164023, -81.773495
43. 309.13 55 kW 26.161928, -81.771464
44. 309.23 110 kW 26.157040, -81.758838
45. 309.29 55 kW 26.153514, -81.763472
46. . 312.07 55 kW 26.141041, -81.727545
• 47. , 313.10 65 kW 26.155566, -81.722546
48. 316.01 110 kW 26.028599, -81.687995
49. 316.02 65 kW 26.019941, -81.687201
50. 316.04 110 kW 26.030326, -81.685000
51. 318.03 110 kW 26.044884, -81.671180
52. 318.09 65 kW 26.051495, -81.704230
53. 404.01 165 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 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.
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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:
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 when deployed the generator shall be protected
to the 500-year(0.2% annual chance)flood elevation, and when not in use it shall be stored in an
un-shaded X zone or protected to the 500-year 0.2%annual chance)flood elevation if stored 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
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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)expenditure must adhere to FEMA Policy#104-11-1
HMGP Management Costs (Interim) signed November 14, 2018. FEMA defines management costs
as any: Indirect costs, Direct administrative costs, and other administrative expenses associated with
a specific project. Administrative costs are expenses incurred by a Sub-Recipient in managing and
administering the federal award to ensure that federal, state requirements are met including:
solicitation, development, review, and processing of sub-applications; delivery of technical
assistance; quarterly progress and fiscal reporting; project monitoring; technical monitoring;
compliance activities associated with federal procurement requirements; documentation of quality of
work verification for quarterly reports and closeout; payment of claims; closeout review and
liquidation; and records retention.
Any activities that are directly related to a project are not eligible under management costs. For
example, architectural, engineering, and design services are project costs and cannot be included
under management costs. Similarly, construction management activities that manage, coordinate,
and supervise the construction process from project scoping to project completion are project costs.
These activities cannot be included under management costs.
Due to Strategic Funds Management (SFM), SRMC Interim Policy requires management costs to be
obligated in increments sufficient to cover Sub-Recipient needs, for no more than one year, unless
contractual agreements require additional funding. FEMA has established a threshold where annual
increments shall be applied to larger awards allowing smaller awards to be fully obligated.
Obligations shall be handled by the size of the total subaward.
The Sub-Recipient shall pre-audit all SRMC source documentation—personnel, fringe benefits,
travel, equipment, supplies, contractual, and indirect costs. A brief narrative is required to identify
what the funds shall 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, and all Personnel or Contractual SRMC shall be
invoiced separate from all other project costs.
Project Management Expenses(only applies to disasters prior to August 1, 2017, all others adhere to
FEMA Policy#104-11-1 for SRMC): 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 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.
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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 portable 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 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.
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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 places 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.
a. Any change to the portable generator storage location, shall be submitted to the Division by the
Sub-Recipient as soon as the area is known for Division Environmental Staff approval.
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.
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) Special Conditions required on implementation of project:
a. EO 11988 CONDITION: 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 documenting which protective option they
have selected. Source of condition: Executive Order 11988- Floodplains Monitoring
Required: No
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
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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 shall 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 31, 2024.
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: 4 Months
Bidding/Local Procurement: 4 Months
Permitting: 4 Months
Construction/ Installation: 30 Months
Local Inspections/Compliance: 5 Months
State Final Inspection/Compliance: 5 Months
Closeout Compliance: 5 Months
Total Period of Performance: 61 Months
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BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $4,427,888.00 $3,320,916.00 $1,106,972.00
Labor: $0.00 $0.00 $0.00
Fees: $0.00 $0.00 $0.00
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 he 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.
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
10
CAO