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Resolution 1997-367 16D4 ..... RESOLUTION NO. 97-~ RESOLUTION AUTHORIZING THE EXECUTION AND ACCEPTANCE OF AN AGREEMENT BETWEEN THE FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS AND COI~LIER COUNTY REGARDING EMERGENCY MANAGEMENT PROGRAM ENHANCEMENTS WHEREAS, the State of Florida Department of community A1fairs has funds available for Collier County to spend for emergency management program enhancements and, subject ot execution of a Grant Agreement between the State and the County, is authorized to disburse Grant funds to CoDier County; and WHEREAS, the State, by means of proposed Grant Agreement NO. 98CP-OS- 09-21-0] -0 II is agreeing to provide, by means of reimbursement for costs incurred by the County in the satisfactory perfonnance oftha! Agreement up to $101,936.00 for items of performance agreed to in said Agreement; and WHEREAS, the Board of County Commissioners ofCol1jer County agree that performance of the subject Agreement is in the best interests of Collier County. NOW, THEREFORE, BET IT RESOLVED BY THE BOARD OF COUNTY COM1\lISSIONERS OF COLLIER COUN'IY, FLORIDA that the Board approved the Agreement #97CP-OS-09-21-01-01 I between the State of Florida Department of Community Affairs and Collier County as presented to the Board for review, and hereby authorizes the Board's Chainnan to execute the Agreement on behalf of Collier County. This Resolution adopted after motion, second and majority vote in favor of adoption thiso?~ay ~~4 1997. , '^ ~ ~ ~ 'ÀTnST: . " ",,:';.' .D\yItqjT E. BROCK. CLERK ,.>:;~~~~ ,":. , '.' '. ~ :;: I" .By:" r J// ....,,,...~~.. . / -:-. ' 'Deputy Clerk ,',~ " . . ".'. ,~ I¡ '... " , . '41 ~~..i',¡ -Approved as to fonn and legal ~:UJv Th mas C. Palmer Assistant County Attorney BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA BY itL~/ ~01HY. COCK \ . . . ~ 16D4 Contract Number: 98CP-OS-09-21-01-011 GRANT AGREEMENT THIS AGREEMENT is entered into by and between the State of FJorida, Department of Community Affairs, with headquarters in Tallahassee, Florida (hereinafter referred to as the "Department"), and Collier County, (hereinafter referred to as the "County"). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS: \VHEREAS, the Department is authorized, pursuant to Section 252.373, Florida StaMes. and Rule Chapter 9G- J 9, Florida Administrative Code. to disburse funds for emergency management grants to counties; and \VHEREAS. the County is eligible to receive said funds and agrees to comply with aU the requirements of this Agreement and Rule Chapter 9G-J9. Florida Administrative C04~. I. SCOPE OF WORK AND FUNDING NOW, THEREFORE, the Department and the County do mutually agree as follows: The County shall fully perform the obligations in accordance with the Scope of Work, Attachment A of this Agreement. Funding for performance of the Scope of Work shaH be provided in accordance with Attachment F. II. INCORPORA TrON OF LA WS. RULES. REGULA nONS AND POLICIES Both the County and the Department shall be governed by applicable State and Federal laws, rules and regulations, including, but not limited to, those identified in Attachment B. III. PERIOD OF AGREEMEN'{ This Agreement shall begin October I, 1997 and shall end September 30, 1998, unless terminated earlier in accordance with the provisions of Paragraphs VII. or IX. of this Agreement. All requests for reimbursement should be submitted prior to the tennination date of the Agreement. However, no requests received after November I, 1998, will be reimbursed from this Agreement. Reimbursement requests shan not be submitted by facsimile transmission. IV. MODI FICA IrON OF CONTRACI Either party may request modification of the provisions of this Agreement. Changes which are mutually agreed upon shall be effective only when reduced to writing, duly signed by each of the parties hereto, and attached to the original of this Agreement. V, MQNill)..RlliQ The County shall constantly monitor its performance under this Agreement to ensure that time schedules are being met, the Scope of Work is being accomplished and other " 1 I6D4 VI. LIABILITY The County shall be solely responsible to parties with whom it shall deal in carrying out the terms of this Agreement For purposes of this Agreement, the County agrees that it is not an employee or agent of the Department. 2. the costs would be allowable if the award were not Suspended or expired normally at the end of the period in which the termination occurs. C. Counties with terminated grants shall remain obligated to provide all required closeout information. 2 performance goals are being achieved. Such review shall be made for each function or ' activity set forth in Attachment A to this Agreement, and reported in accordance with Attachment D. Records of such activities shalJ be created and retained in accordance with Attachment C. VII. NONCOMPLIANCE. REMEDIES. AND TI:RMINA TJO}i A. If a County fails to comply with any term or condition applicable to an award under Rule Chapter 9G- 19 or any term or condition including, but not limited to, federal and state laws. rules and regulations. applicable to any other funding administered by the Division, then the Department shall take one or more of the following actions, as indicated by the attendant circumstances: . I. temporarily withhold cash payments. pending correction of the deficiency, or more severe enforcement action; 2. disallow all or part of the cost of the activity or action not in compliance; 3. suspend or terminate the award; 4. disallow future participation in the program or funding provided under this rule chapter; 5. recover all funds provided under the CUlTent award. B. Costs of the County resulting from obligations incurred by the County during suspension or after termination of an award are not allowable unless the Department expressly authorizes them in the notice of suspension or termination. or subsequently authorizes them in writing. Other COlU1ty costs during suspension or after termination which are necessary and not reasonably avoidable may to in the sole discretion of the Department, be allowable if: I. the costs result from obligations which were properJy incurred by the County before the effective date of the suspension or termination, are not in anticipation of the suspension or termination, and, in the case oftennination, are not cancelable, and f 1'6 L-;- D. In the event that any audit determines that costs reimbursed or otherwise funded under this Agreement should be disallowed, then the County shall return those disallowed fimds to the Department. In the alternative, the Department may, in its sole discretion, offset the disallowed amount against any current or future awards to the County from any other grant agreement or contract with the County administered by the Department. . E. Actions taken for noncompliance constitute fmal Department action under Chapter 120, Florida StaMes, as amended. Notification of such actions shall include notice of administrative hearing rights 'and time frames. F. The County shaH return funds to the Department if found in non-compliance with laws, rules, or regulations governing the use of the funds or this Agreement. G. This Agreement may be terminated by the written mutual consent of the parties. VJIJ. NOTICE AND CONT AC'( A. . The Department designates Joseph F. Myers, Director, Division of Emergency Management, or his designee, as the Department's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him at the following address: Department of Community Affairs Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 B. The signer of this Agreement or hislher designee shall be the County's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to himlher at the following address: Kenneth F. Pineau Emer£p.ncy ~anagement niTPrtoT 3301 East Tamiami Trail Naples, FL 34112 . TeJephone#:(94) 774-8444 C. AlJ payments relating to this Agreement shall be mailed to the following address: Collier County Emer2enCY Mana2ement Dept. 3301 East Tamiami Trail Naples, FL 34112 D. In the event that different representatives are designated by either party after execution of this Agreement, notice of the name, title, address and telephone number of the new representative wilJ be rendered as provided in Paragraph VIII. A and B above. 3 ---.---.- " 'IX; OTHER PROVISION~ 16D4 A. The validity of this Agreement is subject to the truth and accuracy of an the infonnation, representations, and materials submitted or provided by the County, in this Agreement, in any subsequent submission or response to Department request, or in any submission or response to fulfiJl the requirements of this Agreement, and such infonnation, representations, and materials are incorporated by reference. The lack of accuracy thereof or any material changes shall, at the option of the Department and with thirty (30) days written notice to the CoW1ty, cause the tennination of this Agreement and the release of the Department from all its obligations to the County. B. This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall lie in Leon County. If any provision hereof is in conflict with any applicable statute or rule, or is otherwise unenforceable, then such provision shall be deemed nun and void to the extent of such conflict, and shaH be deemed severable, but shall not invalidate any oilier provision of this Agreement. C. No waiver by the Department of any right or remedy granted hereunder or failure to insist on strict perfonnance by the County shall affect or extend or act as a waiver of any other right or remedy of the Department hereunder, or affect the subsequent exercise of the same right or remedy by the Department for any further or subsequent default by the County. Any power of approval or disapproval granted to the Department under the tenns of this Agreement shall survive the tenns and life of this Agreement as a whole. D. The Agreement may be executed in any number of counterparts, anyone of which may be taken as an original. X. AUDIT REQUIREMENTS A. The County agrees to maintain financial procedures and sUpport documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement. B. These records shall be available at all reasonable times for inspection, review, or audit by state personnel and other personnel duly authorized by the Department. "Reasonable" shall be COnstrued according to circumstances, but ordinarily shall mean normal business hours of8:00 a.m. to 5:00 p.m., local time, Monday through Friday. C. County shall also provide the Department with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. D. The County shall provide the Department with an annual financial audit report which meets the requirements of Sections 11.45 and 216.349, Florida Statut~, and Chapter 10.550 and 10.600, Rules of the Auditor General, and, to the extent applicable, the Single Audit Act of 1984, 31 V.S.C. SSe 7501-7507, OMB Circulars A-128 or A-133 for the purposes of auditing and monitoring the funds awarded under this Agreement. The funding for this Agreement was received by the Department as a grant-in-aid appropriation. 4 ..<..--- ~ ~i};~ .' , ,~J j.. <.. r,:;·~í · .~~~;~ ..11'~~-~ J .,. ;L:"~~~ ):':? "~7~~.~ 'r ,:" :~r-_ · ::l~~ ''ItI ~ /.~ · -. :.' )C ·~:{1:: ..(,o..~ :~. ~~<¡1 >:~"~~7 ';-<f'_~,'). ':f-l,~~r ',' r. ,¡;~i ,;~r~1 ;: -:;~ ¡~: ~i~'.:.';.. /";{-,, , :~~:~, ':"'~", .r.. ,yr. .. .'f;- - -\ ';';, ~ ~:' >~- - . ~~~,~ ~ . 1") : :~:~~: ~~g 'I.V,.( c--'¡~'\ ',.i;,~~'¡.~'. ~(:ft,. ./'0. f~/~.~ )þ.~ l'f. '~~~ ,.....:. ,'. :~~~t~ -~~ ~~' ~~, '. ",l"-""\\) ~~:} K ¡'" "~'~: ~,(~ ~~.~ 0.'.....". t,J.---! .,'J:...~ ,- f, , ", ..1'",."¡'. '/" '>-." ~:{" -'t,',"" \~':': L - ~, ;.1/ {;ø-!,)I -~·t(~ :¡;(:~~ ~ i.'..... Jf..... . /..4 ),> . Yc(' -" . ";Á.I ~~<;~~ ~ .' ....~); ,. . f f . . ..~~.. ,t' ~ V,.' "!- \ . .... :,' i 1;, ., .~~, <>..: " :. \ '·i. ~ / 'j .. ,. , ( 16D4 I. The annual financial audit report shall include all management letters and the County's response to all findings, including corrective actions to be taken. The annual financial audit report shaH include a schedule of financial assistance specifically identifying all Agreement and grant revenue by sponsoring Department and Agreement number. The complete financial audit report, including all items specified in Paragraph X. D. 1. and 2. above, shall be sent directly to: 2. 3. Department of Community Affairs Office of Inspector General 2555 Shumard Oak Boulevard Tanahassee, Florida 32399-2100 E. In the event the audit shows that the entire funds, or any portion thereof, were not spent in accordance with the conditions of this Agreement, the County shan be held liable for reimbursement to the Department of an funds not spent in accordance with these applicable regulations and Agreement provisions within thirty (30) days after the Department has notified the County of such non-compliance. F. The County shaH retain all financial records, supporting documents, statistical records, and any other documents pertinent to this Agreement for a period of three years after the date of submission of the final expenditures report. However. if litigation or an audit'has been initiated prior to the expiration of the three-year period, the records shall be retained until the litigation or audit findings have been resolved. G. The County shall have all audits completed by an Independent Certified Public Accountant (ICPA) who shaH either be a certified public accountant or a public accountant licensed under Chapter 473, Florida StaMes. The ICP A shaH state that the audit complied with the applicable provisions noted above. XI. SUBCONTRACTS AND PROCUREMENT H. The audit will be submitted no later than April 30, 1999. ..~, , '( ;,.(;> , ' . A. If the County subcontracts any or all of the work required under this Agreement, the County agrees to include in the subcontract that the subcontractor is bound by the terms and conditions of this Agreement with the Department B. The County agrees to include in the subcontract a provision that the subcontractor shall hold the Department and County harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed and required by law. See Attachment E for any additional terms and conditions pertaining to subcontracts. 5 .~ " ";' ~~-~.~ .".. .-: \'; .~~J. .. '~~ ~\ ~.-, 'II '..<..\ . ,,~ 1\ ' ., . " 'r' .. \ ' (' ...~,,;::-....... ,. "\ XII. TERMS AND CONDITION~ 16D4 The Agreement contains all the tenns and conditions agreed Upon by the parties. XIII. A IT ACHMF.NTS A. All attachments to this Agreement are incorporated as if set out fully herein. B. In the event of any inconsistencies or conflict between the language of this Agreement and the attachments hereto, the language of such attachments shaH be controlIing, but only to,the extent of such conflict or inconsistency. XIV. ST ANDð,RD CONDITIONS The County agrees to be bound by the fo))owing standard conditions: A. The State of Florida's perfonnance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Florida Statute~. B. If otherwise allowed under this Agreement, extension of an Agreement for contractual services shaIl be in writing for a period not to exceed six (6) months and shall be subject to the'same terms and conditions set forth in the initial Agreement There shall be only one extension of the Agreement unless the failure to meet the criteria set forth in the Agreement for completion of the Agreement is due to events beyond the control of the County. , C. AlI bi1ls for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. D. If otherwise allowed under this Agreement, all bills for any travel expenses shaJJ be submitted in accordance with s. 112.061, F10rida Statu1a. E. The Department reserves the right to unilateraUy canc:el dùs ~K:Dt for n:fusaJ by the County to allow pubUc access to all documems, pipers, Ieøers or odx:r material subject to the provisions ofCbapter 119. Florida St3ruIPc m:I made 01' r~eived by the County in conjunction with the A~ F. The State of Florida will not intentionally award pubIidy-fimded ~-.b So my contractor who knowingly employs unauthorized aJico wodcn. mÂf..:.c a violation of the employment provisions contained in 8 U.s.C- Scttiou 13241(e) [Section 274A(e) of the Immigration and Nationality Act ("INA j). The Oepa¡~ shall consider the employment by any contractor of unaurhoriæf aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e) of the INA sbaß be grO\a1ds for amilateraJ cancellation of this Agreement by the Department G. A person or affiliate who has been placed on the convicted vendor list folJowing a conviction for a public entity crime may not submit a bid on a contract to provide 6 1604 any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contractwith a public entity, and may not transact business with any public entity in excess of Category Two for a period of36 months from the date of being placed on the convicted vendor list. XV. STATE LOBBYING PROHIBITION No funds or other resources received from the Department in connection with this Agr~ment may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state Department. XVI. LEGAL AUTHORIZATION The County certifies with respect to this Agreement that it possesses the legal authority to receive the funds to be provided under this Agreement and that, if applicable. its governing body has authorized, by resolution or otherwise, the execution and acceptance of this Agreement with all covenants and assurances contained herein. The County also certifies that the undersigned possesses the authority to legally execute and bind County to the teons ofthjs Agreement. XVII. EQUrrMENT AND PROPERTY MANAGEMENT The County acknowledges the completed installation of a Hughes Network Systems, Inc., Personal Earth Station~ and related equipment (hereinafter "the Equipment'). The County acknowledges and agrees to comply with applicable terms and conditions of: (I) the State of Florida LeaselPurchase Agreement, dated October] 994, executed between Hughes Network Systems, Inc. ("HNS'), and the Department, (a copy of which is available from the Department) regarding the procurement and use of the Equipment; and (2) the Services Agreement Between Hughes Network Systems, Inc., and the State of Florida, dated January 1995, (a copy of which is available from the Department) (hereinafter, coIlectively, "the HNS Agreements") regarding the operation of an interactive satellite communications service for the Department, the County and other sites. In Particular, the County agrees: A. That any reports of problems with the Equipment or system, trouble reports, and any requests for repairs, service, maintenance or the like, shan be communicated directly and exclusively to the Department's State Warning Point (SwP) (904) 413-9910. B. That the County will assist and comply with the instructions of the SWP and any technical service representative responding to the report or service request. County personnel shall cooperate with and assist service representatives, as required, for installation, troubleshooting and fault isolation, with adequate staff. C. That the County shall not change, modify, deinstalJ. relocate, remove or alter the Equipment, accessories, attachments and related items without the express written approval of the Department. 7 '. "------ --- 16D4 D. That the County shall provide access, subject to reasonable security restrictions, to the Equipment and related areas and locations of the County's facilities and premises, and will arrange permitted access to areas of third-party facilities and premises for the purpose of inspecting the Equipment and performing work related to the Equipment. Service representatives and otherS performing said work shall comply with the County's reasonable rules and regulations for access, provided the Department is promptly furnished with a copy after execution oftrus Agreement. The County shall provide safe access to the Equipment and will maintain the environment where the Equipment is located in a safe and secure condition. The County shall provide service representatives with access to electrical power, water and other uti1ities, as well as telephone access to the County facility as required for efficient service. E. That the County shall take reasonable steps to secure the Equipment and to protect the Equipment from damage, theft, loss and other hazards. This shall not obligate the County to procure insurance. The Department agrees to procure and maintain all risks insurance coverage on the Equipment. The County agrees to refrain from using or dealing with the Equipment in any manner which is inconsistent with the HNS Agreements, any policy of insurance referred to in the HNS Agreements, any applicable laws, codes ordinances or regulations. The County shall not allow the Equipment to be misused, abused, wasted, or allowed to deteriorate, except normal wear and tear resulting from its intended use. The County shall immediately report any damage, loss, trouble, service interruption, accident or other problem related to the Equipment to the SWP, and shall comply with reasonable instructions issued thereafter. F. That any software supplied in connection with the use or installation of the equipment is subject to proprietary rights of Hughes Network Systems, Inc., and/or HNS's vendor(s) and/or the Department's vendor(s). The use of one copy of said software is subject to a license granted from HNS to the Department, and a sublicense from the Department to the County, to use the software solely in the operation of the Equipment, to commence on delivery of the software to the County and to last for the term of the HNS Agreements. The County shall not: (i) copy or duplicate, or permit anyone else to copy or duplicate, any part of the software, or (ii) create or attempt to create, or permit others to create or attempt to create, by reverse engineering Or otherwise, the source programs or any part thereof from the object programs or from other information provided in connection with the Equipment. The County shall not, djrectly or indirectly, sell, transfer, offer, disclose, lease, or license the software to any third party. G. To comply with these provisions for a period of sixty-seven (67) months from the date of insta]]ation of the Equipment, or the tennination of the HNS Agreements, whichever OCcurs first. H. The"amounts retained for the satellite service cover the initial order for services provided to the Department pursuant to the services agreement between Hughes Network Systems and the State of Florida. The charge does not cover maintenance, repair, additional equipment and other services not part of the initial order for services. The service charge covers only the remote corrective maintenance specified in paragraph 4.3 of the Service Agreement with HNS and does not cover 8 16D4 other maintenance, repair, additional equipment and other services not part of the initial order for services.ln particular, the service charge does not cover: I. Maintenance IIf'Cpair, or replacement of parts damaged or lost through catastrophe, accident, lightning, theft, misuse, fault or negligence of the County or causes external to the Equipment, such as, but not limited to, failure of, or faulty, electrical power or air conditioning, operator error, failure or malfunction of data communication Equipment not provided to the County by the Department under this Agreement, or from any cause other than intended and ordinary use. . 2. Changes, modifications, or alterations in or to the Equipment other than approved upgrades and configuration changes. 3. Deinstallation, relocation, or removal of the Equipment or any accessories, attachments or other devices. The County shall be independently responsible for any and aU charges not part of the initial service order. XVIII. COMM1 MCA nONS COSTS By its execution of this Agreement, the County authorizes the Department to deduct the appropriate costs of the recurring charges for the satellite communications Equipment from the allocation provided to County under Rule 9G-19.005(3), Florida Administrative Cod~. The deduction is $500 per montli for twelve months ($6,OOOlyear). In the event the County desires to continue use of the National Warning System (NA WAS) line, then the County shaIl assume all operational and fiscal responsibility for the NA WAS line and equipment in the County. XIX. YEHJCLES Written approval from the Director of the Division of Emergency Management must be obtained prior to the purchase of any motor vehicle with funds provided under this Agreement In the absence of such approval, the Department wiU have no obligation to honor such reimbursement request xx. CERTIFICA nONs. # By its execution of this Agreement, the County certifies that it is currently in fuU compliance with the Rule Chapters 90-6,90-7,90-11, and 90-19. E..A.C.., Chapter 252, Florida Statute~ and appropriate administrative rules and regulations that guide the emergency management program and associated activities. The County certifies that funds received from the Emergency Management, Preparedness and Assistance Trust Fund will not be used to supplant existing funds, nor wiU funds from one program under the Trust Fund be used to match funds received from another program under the Trust Fund. 9 16D4 By its signature below, the County reaftinns its certiñcation to employ and maintain a fuU- time Director consistent with Section 90-19.002(6). Florida Administrative Code. IN WITNESS WHEREOF. the parties hereto have caused this Agreement to be executed by their undersigned officials as duly authorized. FOR TIlE COUNTY: COLLIER COUNTY FOR THE DEPARTMENT: STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS: BY:~ 'Í\utho . un cia! TIMOTHY L. HANCOCK, CHAIRMAN Board of County Commissioners Nameffitle Date: Date: !J1-{, ('/00 5- r7 Federal Employer ill Number . ~"ii;~Þ.~dth:~'.RROCK, CLERK . ~ ;L~' ~;·:'.DY.: -. .' 7;~ - ~. C' : .~/. (Attestina Signature) ~ ""'0 .~.' . rX , ~ oJ '1") ....., ;', Deputy Clerk / ~ ~ - ,.. . ,/,', . , .. - ~ r .......~~~'.... ......'" , I .... ' , Cf(i/H ~,ì Approved as to Form and Legal Sufficiency 5L~r. ~ Thomas C. Palmer. sistant County Attorney . ..' 10 ;1 . .-.---.....,. .._-,-,""""._._,..,.........-....__..._-'"-_._~."',....."' 1604 Attachment A SCOPE OF WORK Base Grant funding from the Emergency Management, Preparedness and Assistance Trust Fund is intended to enhance county emergency management plans and programs that are consistent with the State Comprehensive Emergency Management Plan and Program (reference Rule Chapters 9G-6 and 7,.E.AJ:. and Chapter 252, E..S.J. This Scope of Work recognizes that each county is at a varying level of preparedness, and it is understood that each county has a unique geography, faces unique threats and hazards and serves a unique population. . In order to receive base grant funding, each county must certify that it will use the award to enhance its Emergency Management Program. As a condition of receiving funding pursuant to this Agreement, the County shall complete the work items that fall between October 1, 1997 and September 30, 1998, listed in the most recently revised Five-year Strategic Plan, as approved by the Department. The revised Five-year Strategic Plan is attached hereto as Attachment A-I. Subsequent revisions during the tenn of this Agreement shall be those submitted by the County and approved, in writing, by the Department. 11 .. , , 1. 2. 3. 4. 5. 6. 7. 8. Attachment B PROGRAM STATUTES AND REGULA TION~ Chapter 252, Florida Statut~ Rule Chapters 9G-6, 9G-7, 9G-I I, and 9G-19, Florida Administrative Code OMB Circular A-87 Chapter 287, Florida Statutes Chapter 119, Florida Statutes Chapter 60A-l, Florida Administrative Code The Robert T. Stafford Disaster Relief and Assistance Act (42 USC 5121 et seq) 44 Code of Federal Re¡ulations parts 7, 9, J3 and 206 . 12 -. -----.- 16D4 1604 Attachment C RECORDKEEPING A. If applicable, County's performanee under this Agreement shall be subject to OMS Circular No. A-I 02, "Uniform Administrative Requirements for State and Local Governments" or OMB Circular No. A-ItO, "Grants and Agreements with Institutions of High Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A-87, "Cost Principles for State and Local Governments," OMB Circular No. A-21, "Cost Principles for Educational Institutions," or OMB Circular No. A- 122, "Cost Principles for Nonprofit Organizations." B. All original records pertinent to this Agreement shall be retained by the County for three years following the date of termination of this Agreement or of submission ~..rthe final close-out report, whichever is later, with the following exceptions: I. If any litigation, claim or audit is started before the expiration of the three year period and extends beyond the three year period, the records will be maintained until al1litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non-expendable personal property valued at S I ,000 or more at the time of acquisition shall be retained for three years after final disposition. 3, Records relating to real property acquisition shall be retained for three years after closing of title. C. All records, including supporting documentation of all pro'gram costs, shall be sufficient to determine compliance with the requirements and objectives of the Scope of Work, Attachments A and A-I, and all other applicable laws and regulations. D. The County, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Department, its employees, and agents. "Reasonable" shall be construed according to the circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Department. 13 ~'-""-- · . 1604 Attachment D REPORTS A. The County shall provide the Department with quarterly financial reports, semi-annual summary progress reports prepared in conjunction with the Department's Area Coordinator, and a final close-out report, all in a format to be provided by the Department. B. Quarterly reports shall begin with the first quarter of the county fiscal year; are due to the Department no later than thirty (30) days after the end of each quarter of the program year; and shall continue to be submitted each quarter until submission of the final close-out report. The ending dates for each quarter of this program ye~r are December 31, March 3 I, June 30 and September 30. e. The final cIose-out report is due forty-five (45) days after termination of this Agreement. D. In addition to the above, in order to ensure compliance with Rule 90-19.01 I,~, historical budgetary information relating to the County Emergency Management Program will also be required. This information shall be developed based on guidelines provided by the Department and shaH be submitted to the Department no later than March I, 1998. E. A proposed budget summary describing planned expenditure of funds provided under this Agreement toward the completion of items detailed in Attaclunents A and A-I shaH be submitted to the Department in a format provided by the Department not later than December 31,1997. F. If all required reports, budget summary and budgetary information prescribed above are not provided to the Department or are not completed in a manner acceptable to the Department, the Department may withhold further payments until they are completed or may take such other action as set forth in Paragraphs VII. and IX., and Rule 9G-19.014,.E..A.C.. "Acceptable to the Department" means that the work product was completed in accordance with generally accepted principles, guidelines and applicable law, and is consistent with the Scope of Work. G. Upon reasonable notice, the County shaH provide such additional program updates or information as may be required by the Department. H. All report formats provided by the Department shall be made available to the County by request on electronic disk. 14 .. --------. " Attachment E 1604 PROCUREMENT. SUBCONTRACTS AND SUBGRANTS A. Subcontracts entered into by a County in connection with any portion of the Scope of Work shall contain all tenns of the County's Agreement with the Department. B. The County shall send a copy of any subcontracts entered into in connection with implementing the Scope of Work to the Department within 30 days after their effective dates. C, The County shall not award subgrants using funds awarded pursuant to this Agreement. D. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. Wherever required by law or otherwise pennitted, the County shall utilize competitive procurement practices. E. Allowable costs shall be detennined in accordance with Office of Management and Budget Circular A-87. 15 ~~~-~..._-,-_.....'" , I ".' 1604 Attachment F FUNDING/MATCHrNQ A. This is a cost-reimbursement Agreement. The County shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed S 115,936 subject to the availability of funds from the Department. The amount of funds available pursuant to this rule chapter may be adjusted proportionally when necessary to meet any matching requirements imposed as a condition of receiving federal disaster relief assistance or planning funds. Funds received from tbe Emergency Management, Preparedness and Assistance Trust Fund may not be used to supplant existing funds, nor shall funds from one program under the Trust Fund be used to match funds receind from another program under tbe Trust Fund. Included in this Agreement is S20,000 carried forward from the County's FY 1996-97 Emergency Management, Preparedness and Assistance Base Grant Agreement for expenditure in FY 1997-98. All terms and conditions contained in this Agreement relating to the use of the initial FY 1997-98 allocation of funds are fully applicable to the carried forward funds. Said carried forward funds from FY 1996-97 may not be used in the calculation of eligible funds to be carried forward into FY 1998-99 as detailed in this Agreement, Attachment F, Section H. B. Any advance payment under this Agreement is subject to s. 216.181 (14), Florida Statute!i. Up to twenty-five (25) percent of an award may be advanced. If an advance payment is requested, the budget data on which the request is based and a justification letter shaH be submitted. The letter will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds. Indicate below which method of payment is preferred: 1./ No advance payment is requested; payment will be made solely on a reimbursement basis. 2. An advance payment ofS is requested; balance of payments will be made on a reimbursement basis. (Justification letter must be provided; advanced funds may not exceed 25% of total eligible award) C. After the initial advance, if any, any further payments shall be made on a quarterly reimbursement basis. Additional reimbursement requests in excess of those made quarterly may be approved by the Department for exceptional circumstances. An explanation of the exceptional circumstances must accompany the request for reimbursement. The County 16 "_,_~.o_........;......_,...." ____If v ~.. .' 1604 agrees to expend funds in accordance with the Scope of Work, Attachments A and A-I of this Agreement. D. All funds received hereunder shall be placed in an interest-bearing account with a separate account code for tracking all deposits, expenditures and interest earned. Funds disbursed to the County by the Department that are not expended in implementing this program shall be returned to the Department, 310ng with any interest earned on 311 funds received under this Agreement, within ninety (90) days of the expiration of the award Agreement. E. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. F. Allowable costs shall be detennined in accordance with applicable Office of Management and Budget Circulars, or, in the event no circular applies, by 48 CFR Part 31 CONTRACT COST PRINCIPLES AND PROCEDURES. G. At a minimum, the County shall continue to provide other funding for the County Emergency Management Department at an amount equal to either: (I) the average of the previous three years' level of county general revenue funding of the County Emergency Management Department; or (2) the level of funding for the County Emergency Management Department for the last fiscal year, whichever figure is lower. County general revenue funding for 9]] services, emergency medical services, law enforcement, criminal justice, public works or other services outside the Emergency Management Department as defined by Section 252.38, Florida Statutes, shall not be included in detennining the "level of county funding of the County Emergency Management Department." The County shall certify compliance with this rule chapter and this rule by its execution of this Agreement, and as a condition precedent to receipt of funding. H. Should the County wish to carry forward, into the fiscal year beginning October I, 1998, any unspent funds awarded under this Agreement, the County must request such carry forward of funds in writing to the Department by July 31, 1998. This request must include a detailed explanation and justification for the request and may not exceed an amount equal to 25% of the total amount awarded under this Agreement less the funds, if any, carried forward in the initial FY ]997-98 Agreement from the FY ]996-97 Base Grant Agreement. Failure to timely submit infonnation, or failure to submit complete infonnation, may result in the denial of a request to carry funds forward. Any carry forward amounts approved will be added to the County's following year's base Agreement. ]7 ('C>l::"T)', 1 ~ ~-/ bULLU:K. ., STATI1S OF S-YRPi.ANi~<·i.' U'.aM:D M1IIrAC:l'Cft DAn RETL...'nJ) POll ACJ'1O!'f . ' Y/N Y/N', Complete and revisions incorporated y y nla " "'þ '. . ~ ; .'. ¡", t. ......\ -" if , ~ EmpbasiJ ÁreaS. t'o¡',JTY 98 Portion of 5- Year Plan I!:mpla.sh Area. Locatioe Training & Exercising Response Organizations 1.4.3, 1.6.3, 3,1.3. 5,1.1.3, 6.1.1.6,1,4, 7,14 Shelter Deficit/Submit Projects for Retrofit 3.1,4, 4,1.2 Critical Facility Inventory Maintenance 1.1.1-3 5- Year Strategic Plan Submission (3rd Qtr) 9.2.1 Self Assessment Update to Area Coordinator (3rd Qtr) 9.1.1 CEMP & SOP Maintenance 1.4.2 Address Developing Local Mitigation Team & Strategy (404 Projects &. Funding Goal 1 1 Sources ) Plans to Submit Waiver to ARC Policy on Hurricane Shelters WaÍ\'Cf TCqUc3Is IUbmiucd ill fY97. Address Staffing ShortfaIls regarding Shelters 1.5.2,4,2.1 Develop Procedure to Implement State Disaster Match Policy BOCCA Co.Mar briefed. Othtt lte!IIs fIl FY 97 "-Scale E.pIt.... œ-pIete Work 3.1,1 Window protection for GC KS. 3.1.1 5,1,2 Schedule Public Officials' Conference. 5.3.1 7,1.3 PIa procedures... 8.1.3 8,2.1 Develop mechanism to track monies spent 11. 1.2 8.2.4 Update CFI with generator information... 1. 1.2 8.2.5 Establish agreement w/generator providers... 1. 1.4 AU.WOU~ COIIDŒ:fr CCItP.IZTED EOY "'0GIt.Ur U\1E1Ir1 NO YES Incomplete work moved to FY 98. " ". '.. .., . ,....~~..., J:. ..,' .., . '. u:êO~ATlÔNTÓ¡r,-iriAn~JY.~¿it;~~~·~·:... '. 1 "~;:~~;..:~;'.~~. YES . '. ";'. ' ,- '. ~ .,.. ~'-' ~-J"o ... ",;"" _ '" . ~..' .. ..~. __ . ,.,-'"~..- '0, ,,'.. " CI:J\Gœ,-n County CEMP being rewritten and therefore no maintenance for FY 98. Collier EM office is making steady progress and striving to continually attain lofty goals, a:r 1601. ~ ........ . ~ ~. f-~ ~ f. 1604 ~1 COLLIER COUNTY FIVE- YEAR STRATEGIC PLAN (1998-2002) Vulnerabilities and Capabilities Collier County continues to be one of the fastest growing commuruties in the United States. Its permanent resident population has increased twelve-fold since the passage of Hurricane Donna in 1960. There are currently three municipalities within the County: The City of Naples, (21,624), The Marco Island (13,539) and Everglades City (554). Statistics provided by the Collier County Comprehensive Planning Section estimate that the county--wide population is 206,680 in 1997 and should grow to 254,501 by 2002, Peak population (January - April) is 294,304 in 1997 and 363,200 in the year 2002. Fortunately, peak season does not coincide with our hurricane season. Collier County, at 2020 square miles, is one of the largest counties, in size, within the State of Florida. The topography is relatively flat ranging from sea-level along t.he coast to 38-40 feet in Immokalee. Approximately 88% of the population live within the Tropical Storm-Category 3 vulnerability zones. Hurricanes remain the most serious threat, Since 1886, Collier County has had 52 named storms that came within 60 miles of its borders. The frequencies are broken down as follows: 30 Tropical Storms 6 Category 1 Hurricanes 5 Category 2 " 9 Category 3 " 2 Category 4 " o Category 5 " Storm surge and hurricane force winds, not withstanding, localized flooding from excessive rainfall over super-saturated soil and low level tornadoes are relatively common during the late spring and summer months. Most residences have been constructed since the County developed flood plain ordinances in the mid 70's thus residential flooding is not a significant problem although roads become flooded quite easily. Flooding resulting from Tropical Storm Jeny and Hurricane Opal caused damages to more than 350 homes and businesses in 1995, Thunderstorms and their associated lightning are common from May-September with 97 thunderstorm days along the coast and 105 in the Northeast sections of the County. Forest fires, particularly in the Golden Gate Estates area can become serious especially after freezes and periods of drought. Thirty-thousand acres were lost in 1985 and 24,550 in 1988. Since 1988, local fire districts and the National Park Service have 1604 initiated a "controlled bum" program which mitigates the threat but more people are moving eastward to the urban/wildfire interface areas. Hazardous materials are present in significant numbers throughout the County with the ImmokaJee area having a very large quantity of agricultural chemicals, Collier County has between 90-] 00 fàcilities that store extremely hazardous substances on site, Other potential man-made threats could come from a mass casualty event involving an airplane or bus, terrorist activities, or civil disturbance. Collier County is considered an ingestion pathway county because of the: close proximity of the Turkey Point . Nuclear Po'.ver Plant in South Dade County. Medical facilities within the county are: Genera] Hospitals Substance Abuse Centers Urgent Care Centers Ambulatory Care Centers Nursing Homes Assisted Living Facilities 2 3 6 8 ]0 18 In addition, there are approximately 750 individuals that are registered with this department as special needs c1ients, There are, however, approximately 7000 individuals with special needs that are not registered with this agency, Many of them will require assistance during a disaster, The Emergency Management Department is staffed with 3 full-time employees: Director, Coordinator and Senior Secretary. We also have a pennanent, part-time (30 hours per week) emergency management technician as well as a clerical assistant to help manage the special needs program from May to October. In addition to dealing with public awareness, alert and warning, speciaJ needs, sheltering, recovery and mitigation issues, communications exercise development and plan review for health-care agencies, we are increasingly being asked to sit on or chair task force committees for developments of regional impact, planned urban developments, disaster recovery task forces, grant management and procurement, etc. These additional tasks will require additional manpower or we wil! be forced to eliminate the "nice to have" and concentrate on the essential or mandated items, 2 . " ~ '~'. ..~ ~(>{-!>"'::i ~~¡, J .,>': ~;['r:j ~<:-i~'~.'." #i-: j .,~ ;~: . ;~;;, ~:'..¡ .-1:./ :/<.-.,.-" '~,~..:~ ~ .~ 'h7~~ . ~ ..... ~. ¿~ i;"~: I, '. , , ~f~:~ð::í :;;v:;, ~¡} ~"~r:'::' (-:~-'.~ ~, 't~\:~~ <..~~:~ ~~t~.;. ~, .." I:.... ' ~t·~\ é~j;~ :~¡.:/.:. ;1jJ..;,/ ::.~, :t, i "..7; " ~t: J,.' _'. I' \t > /! ., ~;;ii' -~~~:~~ .? ';J ~-,~.. ': f~ ." , ;'1,;-:: '\-:.{;:¡ :ii;~;: :",r; j, :';~~-', "{.:\' ¡ t4\ ...:,....,~ ~~~ ";(i- ;;'.~,.' ',l-~ h?~ ¡.' '. " <::5~!,; .;. .t:_ '~"'. ~d~~." '. .'"..'!":r:, {.f\ 1];~' ~'~~t'-., S.[., . ~Ö '.... f: t~¡ ~~ ~" " ~.~ ~'~r- ", ~,~. ". 'JX t~\ \ .{¡~-~.';. t;~;..:,..' .;,., ;~..ß:<~~/,: . i ,f ~~ ' , '.... ,:'" ~. .,. t . , Current Assessment - Where are we? 16D4 Collier County has been recognized state-wide as having a pro-active and comprehensive emergency management program. Strengths that form the program's foundation include: * Expertise in preparedness, response and recovery planning efforts. * Comprehensive public awareness/preparedness program that uses the press, radio and television in addition to the Internet and disaster seminars to convey information. * Experienced, well trained staff of dedicated professionals. * A mitigation program that stresses the reduction Offuture damages iTom disasters. * Outstanding working relationships with the media, public and private agencies, * Comprehensive emergency management exercise program. * Outstanding commurucations and broadcast fax system. * Active Participation in State and National emergency management associations. * A nationally recognized web site on the Internet with links to other state and national public safety agencies and universities. * Strong supporter and participant ofintergovernmentaJ emergency management partnerships i.e. FEP A. NCCEM, ASPEP, and SWFT earns. * Highly trained cadre of amateur radio operators to assist in times of disaster. * Excellent relationsrups with Jocal and nationaJ disaster relief organizations. * Both EM director and Coordinator have received Certified Emergency Manager (CEM) accreditation through the National Coordinating Council of Emergency Management (NCCEM). * Good Support with the County's murucipalities and independent fire Districts. 3 í- . ~..~ '/"",' , ~ .; -.'",;;. -¡; '. - .. , .~.' ./ 1604 Where Are We Going? What need to be done? Although our emergency management program has make great strides during the past five years, much needs to be done. This includes: '" Reducing public shelter deficit spaces to meet an established level of service of 60,000 shelter spaces by 2002. '" Increasing the number of special needs shelter spaces to met the expectations of an ever increasing elderly and informed population. '" Developing supporting plans and procedures to implement the County's Comprehensive Emergency Management Plan. '" Assisting in the development of a region-wide evacuation plan for disasters. '" Developing a contingency plan for sheltering operations in the event that the American Red Cross elects not to participate. '" Restructuring current plans and procedures to be consistent with the State's revised emergency planning criteria. '" Increased Disaster Awareness Education training opportunities for mobile home residents and boat owners. '" Increased private sector involvement in sheltering, response, and recovery activities. '" Increasing the number of trained volunteers to augment the program during emergencies. '" Improving emergency responders' knowledge of Collier County's emergency response structure of 18 Emergency Support Functions under an incident command system. '" Recommending and implementing mitigation measures by developing a local mitigation strategy; and '" Expanding current service levels in the area of public awareness, staff development, resource management and equipment maintenance. 4 16D4 GOAL 1 Improve the County's ability to respond to post-disaster response operations. STRATEGY 1.1 Maintain a comprehensive inventory of post-disaster critical facilities within Collier County. Task 1,1.1 By April 1998, review and add or delete facilities to the master critical facility listing. Task 1,1.2 By June 1998, complete the critical facility inventory and send program diskettes to the Division of Emergency Management. Task 1.1.3 By June 1998, and every year thereafter, review and add or delete facilities to the master critical facility inventory and send updated diskettes to the Division of Emergency Management. Task 1.1.4 By May 1998, establish an agreement with local generator providers. STRATEGY 1.2 Maintain mental health counselors within the county that could provide counseling to the general public after a disaster. Task 1.2. I By March 1998, and every March thereafter, meet with the Medical Director of the Critical Incident Stress Debriefing team to determine the level of commitment, review capabilities and, if necessary, recruit new members. Task 1.2.2 Maintain a current listing of mental health counseling within the community that could provide counseling to the general public after a disaster. Task 1.2.3 By May 1998, and every May thereafter, determine the availability of American Red Cross accredited courses for the CISD team members. STRATEGY 1,3 Acquire a commitment from public and private resources for the use of facilities that could be used to further the recovery process. Task 1.3.1 By April 1998, and yearly thereafter, contact designated Disaster Recovery Center facility owners to determine their wilIingness to provide the use of their facilities. 5 16D4 Task 1.3.2 By May 1998, and yearly thereafter, review the Disaster Assistance site worksheet and add or delete facilities to the inventory. Task 1.3,3 By May of 1998, inventory Disaster Assistance kits and develop 2 new additional kits for center expansion. Task 1.3.4 By April 1998, determine the long-term plans for maintaining the Community Center at Cambier Park and install window protection if feasible. STRATEGY 1,4 Maintain a high capability for the County and its municipalities to provide an assessment of damages to accommodate a rapid delivery of outside assistance. Task 1.4.1 By May 1998 and annually thereafter, determine the need for damage assessment training and arrange for training if conditions warrant. Task 1.4.2 By May 1998, and annually thereafter, review the RIA T Standard Operating Procedure for currency and update if required. Task 1.4.3 Include RIAT tasking as part of the State-wide hurricane exercise in 1998. Task 1.4.4 By April 1998, and annually thereafter, check adequacy, currency and supply of Damage Assessment work sheets and amend and/or re-supply. S TRA TEGY 1.5 Develop procedures to assume sheltering responsibilities if the American Red Cross continues its moratorium on shelter management. Task },5.1 By April 1998, develop a Memorandum of Agreement with Col1ier County School Board that defines roles and respon- sibilities of shelter operations. Task 1,5.2 By April 1998, and every year thereafter, determine shelter manager availability and recruit and train additional managers from county resources. Task 1.5.3 By April 1998, develop shelter registration forms and maintain adequate supplies. 6 1~ 16D4 Task 1.5.4 By April J 998, develop adequate signage for at least 8 shelters. Task 1.5.5 By April 1998, develop a minimum of8 shelter manager kits for deployment to shelters when necessary. STRA TEGY 1.6 Provide for the etrective use ofvoJunteer workers in disaster response and recovery operations. Task 1.6.1 By March 1998, and annually thereafter, detennine the availability of the Florida Sports Park as a Volunteer and Donations Coordination Center. Task 1.6,2 By April 1998, develop sign age that would assist and direct volunteers to the designated Volunteer and Donations Coordination Center. Task 1,6.3 Exercise the Volunteer and Donations Coordination Center as part of the 1998 State-wide Hurricane Exercise. Task 1.6.4 By April 1998, inventory VolunteerlDonations Administration Kits and replenish if necessary. STRA TEGY 1.7 Enhance the County EOC's ability to remain operational after a disaster. Task 1.7.1 Submit a grant during the J 998-99 Competitive Grant bid cycle for an external generator outlet at the County Admin- istrative Building. .ÇOA L 2, Improve the Emergency Management Department's ability to receive and disseminate critical weather and other disaster related ìnfonnation. STRA TEGY 2. ] Expand the Collier County Emergency Management web-site Task 2.1.] By March 1998, research and update disaster preparedness infonnation on the web. Task 2.1.2 By April] 998, include the Pet Motel directory on the web-site to include hotels/motels in Florida, Alabama, Mississippi and Georgia. 7 "·_>.'·w_~___.._,___.,_..._·_",_,.,_...._.......",,~_ STRATEGY 2,2 Continue the use of AT&T Enhanced Fax or a suitable substitute to quickly disseminate emergency action state- ments to critical facilities with the county. Task 2.2.1 By October 1997, and at least quarterly thereafter, review existing call lists for additions and deletions. Task 2,2.2 By February 1998, as part of National Severe Weather Week. transmit a list message to all addressees to infonn them of the event and to re-validate phone numbers. GOALJ Maintain a program that identifies facilities for residents guests and household pets within the community. STRA TEGY 3.1 Continue to work with the Collier County Public Schools, American Red Cross, the Southwest Florida Regional Planning Council and animal interest groups to obtain suitable shelters for the resident population. Task 3.1,1 By June 1998, provide monies from the EMP A Base Grant for window protection at the new Gulf Coast High School in North Naples. Task 3.1.2 By March 1998, and Biennially thereafter, review and update the Pet Motel Directory, Task 3. 1.3 Exercise the animal shelter portion of the CEMP as part of the 1999 State wide Hurricane Exercise. Task 3.1.4 By July 1998, provide window protection for the cafeterias at Oak Ridge and Immokalee Middle Schools. GOAL4 Identity and commit resources to preserve the health and welfare of the County's Special Needs population during a disaster. ,STRA TEÇJY 4, I Detennine the need for additional special needs facilities within the community. Task 4, I, I By October 1998, submit a competitive grant for the repair and/or replacement of a generator switching mechanism for the Immokalee Health Clinic - a potentially valuable special needs facility, 8 16D4 16 D4 Task 4.1.2 By February 1998, if a competitive grant has been awarded in Task 4.1.1, obtain window protection for entrance doors at the Immokalee Health Clinic. STRATEGY 4.2 Identify sufficient sources of staffing for the special needs shelters. Task 4.2.1 By May 1998, continue to solicit the assistance of the nursing community to insure adequate staffing in the special needs shelters. Task 4.2.2 By May 1998, assess the feasibility of an additional special needs facility in the East Naples/Golden Gate areas. Task 4.2.3 By May 1998, and annually thereafter, coordinate with local kidney dialysis centers for shelter staffing and adequate water supplies for their clients. STRATEGY 4,3 Maintain a comprehensive file on special needs clients within the community. Task 4.3.1 By April 1998 and annually thereafter, obtain a temporary, part-time employee to assist senior secretary in special needs program management. Task 4.3,2 By March 1998, update, if necessary, the Special Needs Information Sheet and Registration Form. Task 4.3.3 By May 1998, and annually thereafter, maintain an outreach program through the media and home health agencies that publicizes the People with Special Needs (pSN) program. Task 4.3.4 By May 1998, review and update the Special Needs Plan as developed by the PSN task force. GOALS Maintain a Comprehensive Training and Education Program for the Community. STRATEGY 5.1 Encourage the participation in emergency management related courses at the federal, state and local levels for county and municipal personnel. Task 5.1.1 By July 1998, submit the FY 99 Emergency Management Institute Course Catalogue to all supporting public safety agencIes. 9 16 D4 Task 5.1.2 By January 1998, survey the needs of public safety agencies and request training locally to satisfy these needs. Task 5.1.3 Disseminate disaster related courses to all public safety agencies by blast fax upon receipt. STRA TEGY 5,2 Provide Community Emergency Response Team training to a broad spectrum of groups within the community. Task 5,2.1 By October 1997, provide Community Emergency Response Team (CERT) train-the-trainer course to a cadre of Public Safety professionals within the county and it's three municipalities. Task 5.2.2 By September 1998, develop and provide a minimum of 12 CERT courses to associations within Collier County. STRATEGY 5,3 Provide awareness training to senior appointed and elected officials within Collier County and its 3 municipalities. Task 5.3.1 By December 1997, schedule a Public Officials Conference and invite senior appointed and elected officials from Collier County, City of Naples, Everglades City and Marco Island. STRATEGY 5.4 Develop a Comprehensive Public Awareness Program. Task 5.4.1 By March 1998, update the Collier County All Hazards Handbook for printing. Task 5.4.2 By March 1998, coordinate with WZVN-TV, Collier County Public Schools and private schools for the preparation and distribution of the HurricanefTomado Coloring book for lit and 2nd grade students. Task 5.4.3 By May 1998, translate into Spanish and, if possible, Creole the following pamphlets and handbooks: "Hurricane Preparedness for Senior Citizens" "Stann Debris Cleanup" "Prepare to Survive, Caring for Your Animals in a Disaster" Task 5.4.4 By September 1998, present a minimum of80 disaster seminars to Collier County residents. 10 1604 STRATEGY 5.5 Continue to provide flood plain management support for Community Rating System projects. ,..-.""-...........---... GOAL 7 Task 5,5.1 By February 1998, review and update the F100d Warning Program and integrate it into the Comprehensive Emergency Management Plan. Task 5.5.2 By April 1998, attend the Digital Flood Insurance Rate Map course at the Emergency Management Institute and consider digitizing the County rate map. Task 5.53 By May 1998, provide a flood insurance display at a minimum of two branch libraries to publicize the National Flood Insurance Program. GOAL 6 Increase and validate county capabilities by testing and exercising. STRATEGY 6.1 Develop and participate in State and local exercises. Task 6.1.1 By September 1998, participate in all local or state mandated Ingestion Pathway exercises involving the Turkey Point Nuclear Power Plant. Task 6.1.2 By March 1998, review and update the "Agriculture and Nuclear Power" pamphlet. Task 6.1.3 By February 1998, begin planning meetings that would involve all 18 Emergency Support Functions for the State-wide hurricane exercise scenario. Task 6. t.4 By June 1998, participate in the State-wide hurricane exercise, Task 6.1.5 By May 1998, recruit, train and exercise "rumor control' personnel. Ensure that at least one Bi-lingual person (Spanish-English) is on each team. Enhance Collier County's ability to manage the Hazardous Material Response Program. Update vulnerability analyses for facilities registered with the State Department of Community Affairs and transfer data from Chemdata into the Cameo program. STRATEGY 7.1 11 --- -.--- 1604 Task 7.1.1 By October] 997 and biennially thereafter, notify all state registered facilities of our intent to peñorm a site visit. Task 7.1.2 By September ]998 and biennially thereafter, peñorm hazardous analyses visits to all facilities storing extremely hazardous substances; input data into the Cameo data base and transmit results to the State Emergency Response Commission. Task 7.1.3 By September] 998, attend all meetings of the District IX Local Emergency Planning Committee. Task 7.1.4 Participate in all training and exercises involving the Metro- Collier Hazmat team. GOAL8 Enhance the County's Public Information function. STRATEGY 8. ] Train addition'aJ PIOs. Task 8,1.1 By April 1998, solicit volunteers from county resources to attend the Basic Public Information Course that is held in conjunction with the Governor's Hurricane Conference. Task 8. 1.2 By August ] 998, submit names of personnel who attended the basic P.O. course for attendance at the advanced P.O. course at the Emergency Management Institute. Task 8.].3 By June 1998, update P.O. procedures and distribute them to local P.D.s. Task 8.1.4 By April ]998, review and update procedures for activating the Emergency Alerting System (EAS). ÇOAL9 Maintain Emergency Plans and Procedures to implement disaster response and recovery programs. STRATEGY 9...1 Update and submit required documents to the F10rida Division of Emergency Management (FDEM) that assess and organize work priorities. Task 9.1.1 By July 1998, and annually thereafter, review and update the self assessment and submit next fiscal year' s (or updated 5 year strategic plan) to the FDEM Area 6 coordinator for review and concurrence. 12 1604 Task 9.1.2 By June 1998, and biennially thereafter, submit the Collier County self assessment to the Florida Division of Emergency Management. Task 9.1.3 By May 1998, and annually thereafter, review and update the CEMP and related SOP's for consistency. STRATEGY 9.2 Include shortfalls for the FY 98 self assessment into the Strategic Plan. Task 9.2.1 By June 1998, list all shortfalls from self assessment and include in the next update of the 5 year Strategic Plan. GOAL 10 Maintain the capability of providing disaster preparedness support to the private sector. STRA TEGY ] O. ] Continue to assist the Chambers of CommercelEconomic Development Council in their disaster preparedness planning efforts for small businesses. Task 10.1.1 Attend monthly meetings of the Chamber of Commerce/ EDC Disaster Recovery Task Force coalition and complete tasks as assigned. Task 10.1.2 By May 1998, review and provide input to the "Surviving the Storm" handbook for small businesses. Task 10.].3 By June 1998, participate in the Chamber of Commerce/ EDC Disaster Preparedness Symposium for Small Businesses. STRATEGY 10,2 Provide quality disaster preparedness support to the health care industry. Task 10.2.1 Within 30 days of receipt, review and either approve or deny approval with guidance of all disaster plans submitted by nursing homes, assisted living facilities, day surgeries and hospitals within Collier County. Task 10.2.2 Assist ail home health agencies and hospice centers in the formulation of agency disaster plans that need state legislated criteria. (tentative) 13 , 16D4 GOAL II Reduce the county's disaster potential through mitigation activities. STRATEGY II. I Develop an analysis structure for evaluating pre-disaster mitigation options, Task 11.1.1 By May 1998, complete the Local Mitigation Strategy guidelines for Florida Cities and Counties. Task 11.1.2 By May 1998, develop a mechanism to track monies spent by the State and County agencies for mitigation projects in Collier County. STRATEGY 11.2 Finalize and submit Post-Disaster Recovery Ordinance for adoption, Task 11,2,1 By January 1998, submit Post-Disaster Recovery Ordinance to the Board of County Commissioners for adoption. STRA TEGY J J.3 Develop plans with the private sector to reduce additional post-disaster damages by providing temporary repairs to repairable facilities. Task 11.3.1 By October J 997, develop a Memorandum of Under- standing between Collier County and SMART, Inc. that outlines roles and responsibilities of each party. Task 11.3,2 By October 1997 and quarterly thereafter, contact SMART, Inc. to obtain names of Contractors that are licensed to provide temporary repairs. STRATEGY 11.4 By November 1999, develop a Comprehensive Flood Plain Management Plan for Collier County. Task 11.4.1 By August J 998, identity the nature and extent of the County's flooding problems. Task 11.4.2 By January 1998, inventory the flood hazard area, including building data, development trends and constraints, critical facilities and natural area identification. Task 11.4.3 By March J 999, review alternate activities to consider in flood plain management Task I J ,4.4 By April 1999, coordinate plan development with other appropriate agencies. 14 · ' 1604 Task 11.4.5 Develop draft action plan by September 1999, Task 11.4,6 Obtain public input on draft plan and revise plan for adoption by November 1999, STRATEGY lid Implement the following management/regulation activities under the National Flood Insurance Program's Community Rating System: · Open Space Regulations · Law Density Zoning · Stream Dumping Regulations · Protection of Critical Facilities · Foundation Protection · Enclosure limit regulations in Velocity Zone · for flood depths greater than 8 feet. · Freeboard for new residential construction in · 500 year Flood Plain. Task 11.5.1 By September 1999, examine the feasibility of implementing protection of critical facilities and foundation protection regulations. Task 11.5.2 By January 2000, examine feasibility of implementing enclosure limit regulations in Velocity Zone and freeboard requirements for residential buildings in the 500 year flood plain. Task 11.5.3 If determined feasible, complete the following steps for activities listed in tasks 11.5.] and] 1.5.2 by June 2000. ]5