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Resolution 2001-372 16F 2 RESOLUTION NO. 01 _372 RESOLUTION AUTHORIZING THE EXECUTION AND ACCEPTANCE OF AN AGREEMENT BETWEEN THE FLORmA DEPARTMENT OF COMMUNITY AFFAIRS AND COLLIER COUNTY REGARDING EMERGENCY MANAGEMENT PROGRAM ENHANCEMENT WHEREAS, the State of Florida Department of Community Affairs has funds available for Collier County to spend for emergency management program enhancements and, subject to execution of a Grant Agreement between the State and the County, is authorized to disburse Grant tlll1ds to Collier County; and WHEREAS, the State, by means of proposed Grant Agreement #02CP-04-09-21- 01-011 is agreeing to provide, by means of reimbursement for costs incurred by the County in the satisfactory performance of that Agreement, up to $105,806.00 for items of performance agreed to in said Agreement, and WHEREAS, the Board of County Commissioners of Collier County agree that performance of the subject Agreement is in the best interest of Collier County; NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORmA that the board approve the Agreement #02CP-04-0LJ-21-0 1-0 II 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 Chairman to execute the Agreement on behalf of Collier County. This Resolution adopted after motion, second and majority vote in favor of adoption this ~~ day of ~ ~ ~ ~ ' 200 I. BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLO DA By: Jame Carter, Ph D., Chairman ATTEST: Dwi~~~f'~~~~k~,Flerk ,.!'..''''....-...... q~, . .:S' " . .1'.'~~, C':,_. i3i~ : ,:... ";,- O~- ty.:c'lerk ::-. '. "" ; -;;0..,'" _ It.; . . ~~t'lt 'kYo.Owl fniall' s t1ltfl,Jtur~, _1'';. '. . r:: ~ : .' .... )) ,Q.... Approved as to Form and Legal Sutliciency: ~,~ Patrick White, Assistant County Attorney / J,' 16F Contract Number: STATE FUNDED SUBGRANT AGREEMENT 02CP-04-09-21-01-011 CSFA Number: 52008 CFDA Number: 83.552 THIS AGREEMENT is entered into by and I~etween the State of Florida, 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: WHEREAS, the Department is authorized, pursuant to Section 252.373, Florida Statutes~ and Rule Chapter 9G-19, Florida Administrative Code, to disburse funds for emergency management grants to counties; and WHEREAS, the County is eligible to receive said funds and agrees to comply with all the requirements of this Agreement and Rule Chapter 9G-19, Florida Administrative Code. NOW, THEREFORE, the Department and the County do mutually agree as follows: II. SCOPE OF WORK AND FUNDING The County shall fully perform the obligations in accordance with the Scope of Work, Attachments A and A-1 of this Agreement. Funding for performance of the Scope of Work shall be provided in accordance with Attachment F. INCORPORATION OF LAWS~ RU! JES, REGULATIONS 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 AGREEMENT. This Agreement shall begin October 1, 2001 and shall end September 30, 2002, unless terminated earlier in accordance with the provisions of Paragraphs VII, IX or X of this Agreement. All requests for reimbursement must be submitted within 30 days after the termination date of the Agreement. No reimbursement requests received after November 1, 2002 may be reimbursed from this Agreement. Reimbursement requests shall not be submitted by facsimile transmission. IV. MODIFICATION OF CONTRACT. 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. No change to the terms and conditions of this Agreement, including the Scope of Work, shall be effective until filed and approved in accordance with the provisions in Attachment A. However, changes to the amount of funding to be provided may be accomplished by notice from the Department to the County, in the form of certified mail, return receipt requested. The VI. VII. 16F Department may make an award of additional funds by subsequent Award Letter certified mail, return receipt requested, to the County's contact identified in Paragraph VIII, below. Should the County determine it does not wish to accept the award of additional funds, then the Cou.nty shall provide notice to the Department contact within thirty (30) days of receipt of the Award Letter. Otherwise, the County shall provide to the Department its written notice of acceptance within forty-five (45) days of receipt of the Award Letter. The terms of this Agreement shall be considered to have been modified to include the additional funds upon receipt of the written notice of acceptance. MONITORING 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 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 shall be created and retained in accordance with Attachment C. 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. NONCOMPLIANCE, REMEDIES, AND TERMINATION 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, agreements, rules and regulations, applicable to any other funding for the County administered by the Division, then the Department shall take one or more of the following actions, as indicated by the attendant circumstances: 1. 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; Bo 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 current award. 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 County costs during suspension or after termination which are necessary and not reasonably avoidable may, in the sole discretion of the Department, be allowable iff 2 VIII. 16F 2 the costs result from obligations which were properly 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 of termination, are not cancelable, and 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. Counties with terminated grants shall remain obligated to provide all required closeout information 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 funds 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. Actions taken for noncompliance constitute final Department action under Chapter 120, Florida Statutes, as amended. Notification of such actions shall include notice of administrative hearing rights and time frames. The County shall return funds to the Department if found in non-compliance with laws, rules, or regulations governing the use of the fimds or this Agreement. NOTICE AND CONTACT A. All written conmmnications relating to this Agreement shall be directed to the following address: Planning Manager, EMPA Trust Fund Department of Community Affairs Division of Emergency Management Bureau of Compliance Planning and Support 2555 Shumard Oak Bonlevard Tallahassee, FL 32399-2100 The signer of the Agreement or his/her designee shall be the County's Contract Manager. All communications, written or oral, relating to this Agreement shall be directed to him/her at the following address: Kenneth F. Pineau, CEM, FPEM Collier County Emergency Management 3301 Tamiami Trail East, Bldg F Naples, FL 34112 Telephone # (941) 774-8444 16F 2 C. All payments relating to this Agreement shall be mailed to the following address: Collier County Emergency Management 3301 Tamiami Trail East, Bldg F Naples, FL 34112 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 will be rendered as provided in Subparagraph A and B above. OTHER PROVISIONS The validity of this Agreement is subject to the truth m~d accuracy of all the information, 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 fulfill the requirements of this Agreement, and such information, 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 (30) days written notice to thc County, cause the termination of the Agreement and the release of the Department from all its obligations to the County. 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 statnte or rule, or is otherwise unenforceable, then such provision shall be deemed severable, and shall not invalidate any other provision of this Agreement. No waiver by the Department of any right or remedy granted hereunder or failure insist on strict performance by the Connty shall affect or extend or act as a waiver of any other right or remedy of the Dcpamnent 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 terms of this Agreement shall survive the terms and the life of this Agreement as a whole. The Agreement may be executed in any numbcr of counterparts, any one of which may be taken as an original. AUDIT REQUIREMENTS FEDERAL FUNDS AWARDED UNDER THIS AGREEMENT The County agrees to maintain financial proccdures and support documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of fimds under this Agreement. These records shall be available at all reasonable times for inspection, review, or audit by state personnel and other personnel duty authorized by the Department. "Reasonable" shall be construed according to circumstal~ces, but ordinarily shall 4 Co Do 16F mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. The 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. In the event that the County expends $300,000 or more in Federal awards in its fiscal year, the County must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133, as revised. In determining the Federal awards expended in its fiscal year, the County shall consider all sources of Federal awards, including Federal funds received from the Department. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as revised. An audit of the County conducted by the Auditor General in accordance with the provisions OMB Circular A-133, as revised, will meet the requirements of this part. In connection with the above audit requirements, the County shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised. If the County expends less than $300,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the County expends less than $300,000 in Federal awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must be paid from non-Federal funds (i.e., the cost of such an audit must be paid from County funds obtained from other than Federal entities). 1. The annual financial audit report shall include all management letters and the County's response to all findings, including corrective actions to be taken. 2. The annual financial audit report shall include a schedule of financial assistance specifically identifying all Agreements and other revenue by sponsoring agency and Agreement number. 3. Copies of audit reports for audits conducted in accordance with OMB Circular A-133, as revised, and required by subparagraph (d) above shall be submitted, when required by. Section .320 (d), OMB Circular A-133, as revised, by or on behalf of the County directly to each of the following: (a) The State of Florida at each of the following addresses: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 and State of Florida Auditor General Attn: Ted J Sauerbeck Room 574, Claude Pepper Building 111 West Madison Street Tallahassee, Florida 32302-1450 Fo 16F (b) The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required by Sections .320(d)(1) and (2), OMB Circular A-133, as revised, should be submitted to the Federal Audit Clearinghouse), at the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East 10th Street Jeffersonville, IN 47132 (c) Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (f), OMB Circular A-133, as revised. In the event that a copy of the audit report for an audit required by subparagraph (d) above and conducted in accordance with OMB Circular A-133, as revised, is not required to be submitted to the Department for the reasons pursuant to Section .320(e)(2), OMB Circular A-133, as revised, the County shall submit the required written notification pursuant to Section .320(e)(2) and a copy of the County's audited schedule of expenditures of Federal awards directly to each of the following (If the State agency, pursuant to Section .320(0, OMB Circular A-133, wants a copy of the reporting package described in Section .320(c) and/or a management letter, the State agency should replace the above language with the following language). Pursuant to Section .320(f), OMB Circular A-133, as revised, the County shall submit a copy of the reporting package described in Section .320(c), OMB Circular A-133, as revised, and any management letters issued by the auditor, to the Department at the following program address: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 In the event the audit shows that the entire funds disbursed hereunder, or any portion thereof, were not spent in accordance with the conditions of this Agreement, the County shall be held liable for reimbursement to the Department of all 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. The County shall retain all financial records, supporting documents, statistical records, and any other documents pertinent to this contract 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. The County shall have all audits completed by an independent certified public accountant (IPA) who shall either be a certified public accountant or a public accountant licensed under Chapter 473, Florida Statutes. The IPA shall state that the audit complied with the applicable provisions noted above. The audit is due seven (7) months after the end of the fiscal year of County or by the date the audit report is issued by the state Auditor General, whichever is later. 2 Bo Co Do 16F 2 An audit performed by the State Auditor General shall be deemed to satisfy the above audit requirements. STATE FUNDS AWARDED UNDER THIS AGREEMENT 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. 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 of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday. The 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. In the event that the County expends a total amount of State awards (i.e., State financial assistance provided to County to carry out a State project), from all state sources, equal to or in excess of $300,000 in any fiscal year of such County, the County must have a State single or project-specific audit for such fiscal year in accordance with Section 215.97, Florida Statutes. In determining the State awards expended in its fiscal year, the County shall consider all sources of State awards, including State funds received from the Department, except that State awards received by a nonstate entity for Federal program matching requirements shall be excluded from consideration. The funding for this Agreement was received by the Department as a Grant and Aid appropriation. 1. 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 shall include a schedule of financial assistance specifically identifying all Agreement and other revenue by sponsoring agency and Agreement number. The complete financial audit report, including all items specified in (12)(d) 1 and 2 above, shall be sent directly to: Department of Community Affairs Office of Audit Services 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 and State of Florida Auditor General Attn: Ted J Sauerbeck Room 574, Claude Pepper Building 111 West Madison Street Tallahassee, Florida 32302-1450 7 XI. XII. 16F 2 4. In connection with the audit requirements addressed in (d) above, the County shall ensure that the audit complies with the requirements of Section 215.97, Florida Statutes. This includes submission of a reporting package as defined by Section 215.97, Florida Statutes. 5. If the County expends less than $300,000 in State awards in its fiscal year, an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the County expends less than $300,000 in State awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid frOm non-State funds (i.e., the cost of such an audit must be paid from County funds obtained from other than State entities). E. In the event the audit shows that the entire funds disbursed hereunder, or any portion thereof, were not spent in accordance with the conditions of this Agreement, the County shall be held liable for reimbursement to the Department of all 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 shall retain all financial records, supporting documents, statistical records, and any other documents pertinent to this contract 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 in accordance with 215.97, Florida Statutes, by an independent certified public accountant (IPA) who shall either be a certified public accountant or a public accountant licensed under Chapter 473, Florida Statutes. The IPA shall state that the audit complied with the applicable provisions noted above. SUBCONTRACTS AND PROCUREMENT A. If the County subcontracts any or all of the work required under this Agreement, the County agrees to include in the subcontract language requiring the subcontractor to be 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. TERMS AND CONDITIONS The Agreement contains all the terms and conditions agreed upon by the parties. 16F 2 XIII. XIV. ATTACHMENTS 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 shall be controlling, but only to the extent of such conflict or inconsistency. STANDARD CONDITIONS The County agrees to be bound by the following standard conditions: A. The State of Florida's performance 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 Statutes. B. If otherwise allowed under this Agreement, extension of an Agreement for contractual services shall 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. All bills 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 shall be submitted in accordance with s. 112.061, Florida Statutes. E. The Department reserves the right to unilaterally cancel this Agreement for refusal by the County to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the County in conjunction with the Agreement. F. The State of Florida will not intentionally award publicly-funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA")]. The Department shall consider the employment by any contractor of unauthorized 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 shall be grounds for unilateral cancellation of this Agreement by the Department. G. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide 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 9 XV. XVI. XVH. Ho 16F 2 perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of Category Two for a period of 36 months from the date of being placed on the convicted vendor list. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide 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 award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. STATE LOBBYING PROHIBITION No funds or other resources received from the Department in connection with this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state Department. 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 goveming 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 terms of this Agreement. EQUIPMENT 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 off (1) the State of Florida Lease/Purchase Agreement, dated October 1994, 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, collectively, "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: That any reports of problems with the Equipment or system, trouble reports, and any requests for repairs, service, maintenance or the like, shall be communicated directly and exclusively to the Department's State Warning Point (SWP) (850) 413-9910. Bo 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 10 Co Do Uo Fo Go 16F 2 installation, troubleshooting and fault isolation, with adequate staff. That the County shall not change, modify, deinstall, relocate, remove or alter the Equipment, accessories, attachments and related items without the express written approval of the Department. 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 of this 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 utilities, as well as telephone access to the County facility as required for efficient service. 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, and 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. 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, directly or indirectly, sell, transfer, offer, disclose, lease, or license the software to any third party. To comply with these provisions until the termination of the HNS Agreements. The amounts retained for the satellite service cover the initial order for services 11 XVIII. XIX. 16F 2 provided to the Department pursuant to the services agreement between Hughes Netwvork 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 coverother maintenance, repair, additional equipment and other services not part of the initial order for services. In particular, the service charge does not cover: 1. Maintenance, repair, 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 all charges not part of the initial service order. COMMUNICATIONS 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 Service from the allocation provided to County under Rule 9G-19.005(3), Florida Administrative Code. The deduction is $2,832 for twelve months. In the event the County desires to continue use of the National Warning System (NAWAS) line, then the County shall assume all operational and fiscal responsibility for the NAWAS line and equipment in the County. VEHICLES 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 will have no obligation to honor such reimbursement request. 12 XX. CERTIFICATIONS 16F By its execution of this Agrccmcnt, thc County ccrtifics that it is currently in full compliance with thc Rulc Chaptcrs 9G-6, 9G-11, and 9G-19, Florida Administrative Code, Chapter 252, Florida Statute_s, and appropriate administrative roles mid regulations that guide thc emcrgcncy managcmcnt program and associated activities. The County certifies that fimds received fi'om the Emcrgcncy Management Preparedness and Assistance Trust Ftmd (EMPA funds) will not bc uscd to supplant existing funds, nor will funds from one program under thc Trust Fund bc uscd to match funds received from another program under thc Trust Fnnd. Thc County fitrthcr certifies the EMPA funds shall not be expcnded for 91 I services, cmcrgcncy medical services, law enforcement, criminal justice, fire servicc, pnblic works or other serviccs outside the emergency management rcsponsibilit ics assigned to thc County Emergency Management Agency, unless such cxpcnditurc enhances cmcrgcncy management capabilities as expressly assigncd in thc local comprchcnsivc cmcrgcncy managcmcnt plan. By its signature below, the County rcaWirms its certification to employ ,'md maintain a full-time Director consistent with Rulc 9G-19.002(6), Florida Administrative Code. 2 1N WITNESS WHEREOF, thc parties hereto havc causc this Agreement to be executed by their undcrsignc~~a~'izcd. RECIPIENT: / ~ STATE OF FLORIDA - -~,~~--~N',x DEPARTMENT OF COMM~I~ / ' AFFAIRS: BY: ~~~ BY: Name and Title James D. Carter, Ph.D.. Chairman W. Craig Fugate Board of Count,' Conm, issioncrs .~ pctor / DATE: 9- Z~-O I DATE: Federal Employer I.D. 59-6000558 A~k'T, ES'T}7.D~kqg!.g E B rock, C lc rk ' ~d;begat Assistant County Attorney 1.3 16F 2 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 Chapter 9G-6, Florida Administrative Code and Chapter 252, Florida Statutes). This Scope of Workrecognizes 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 1,2001 and September 30, 2002, 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-1. Subsequent revisions during the term of this Agreement shall be those submitted in writing by the County, approved by the Department, and on file in the Division. The document evidencing the approved scope of work shall be the most recent Strategic Plan for the County on file in the Division of Emergency Management, Bureau of Compliance Planning and Support, evidencing approval by Division staff housed in Tallahassee. As a further condition of receiving funding under this Agreement, the County sha!l, following full or partial County Emergency Operation Center activation at a level equivalent to a State Emergency Operation Center level two (2) or above during the period of this Agreement, then the County shall, within forty-five (45) days following the conclusion of the activation, evaluate the performance of all elements of the local emergency management program during that activation, and provide a written after action report to the Department. Funds may not be used for items such as door prizes and gifts. Flyers and promotional items to promote the Emergency Management Program are allowable. Food and beverages may be purchased for Emergency Management personnel and other personnel only if the County Emergency Operation Center or field command office is in an activated status and personnel receiving food/beverage are on duty at either of these locations. Purchases may be made only under 1) An Executive Order issued by the Governor or 2) a State of Emergency appropriately declared by local officials in response to an emergency event or threat. Within 60 days of execution of this Agreement, the County shall provide copies of any new or updated ordinances in effect which expressly address emergency management, disaster preparedness, civil defense, disasters, emergencies or otherwise govern the activation of the local emergency management program provided in s.252.38, Florida Statutes. 14 2. 3. 4. 5. 6. 7. 8. Attachment B PROGRAM STATUTES AND REGULATIONS Chapter 252, Florida Statutes Rule Chapters 9G-6, 9G-11, 9G-19 and 9G-20, Florida Administrative Code Chapter 215.97, Florida Statutes Chapter 287, Florida Statutes Chapter 119, Florida Statutes Chapter 112, Florida Statutes OMB Circular A-87 OMB Circdar A-133 16F 15 16F 2 Attachment C RECORD KEEPINQ Ao Bo Co 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 of the final close-out report, whichever is later, with the following exceptions: 1. 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 all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non-expendable personal property valued at $1,000 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. All records, including supporting documentation of all program costs, shall be sufficient to determine compliance with the requirements and objectives of the Scope of Work, Attachments A and A-1, and all other applicable laws and regulations. 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. 16 mo Bo Co Uo Fo Go Ho 16F Attachment D REPORTS 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. 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 year are December 31, March 31, June 30 and September 30. The final close-ont report is due forty-five (45) days after termination of this Agreement. In addition to the above, in.order to ensure cOmpliance with Rule 9G-19.011, Florida Administrative Code, historical budgetary information relating to the County Emergency Management Program is also required. This information shall be developed based on guidelines provided by the Department and shall be submitted to the Department not later than December 31, 2001. The I-Iistorical Information form must be prepared and signed by an official of lhe County's Finance Office. A proposed staffing summary and budget summary describing planned expenditure of funds provided under this Agreement toward the completion of items detailed in Attachments A and A-1 shall be submitted to the Department in a format provided by the Department not later than December 31,2001. 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, Florida Administrative Code. "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. Upon reasonable notice, the County shall provide such additional program updates or information as may be required by the Department. All report formats provided by the Department shall be made available to the County on the Division's Internet site. 2 17 16F Co Eo Attachment E PROCUREMENT, SUBCONTRACTS AND SUBGRANT.S All subcontracts entered into by a County in connection with any portion of the Scope of Work shall contain all terms of the County's Agreement with the Department. 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. The County shall not award subgrants using funds awarded pursuant to this Agreement. 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 permitted, the County shall utilize competitive procurement practices. Allowable costs shall be determined in accordance with Office of Management and Budget Circular A-87. 18 Ao Bo Co Do Attachment F 16F 2 FUNDING/MATCHING 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 $102,974 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 the 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 received from another program under the Trust Fund. Any advance payment under this Agreement is subject to s. 216.181 (14), Florida Statutes. 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 shall 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 of $ 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) 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 agrees to expend funds in accordance with the Scope of Work, Attachments A and A-1 of this Agreement. All funds received hereunder shall be placed in an interest-bearing account with a separate account code identifier 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, along with any interest earned on all funds received under this Agreement, within ninety (90) days of the expiration of the award Agreement. The County shall comply with all applicable procurement rules and regulations in securing goods and services to implement the Scope of Work. 19 Ho 16F Allowable costs shall be determined 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. At a minimum, the County shall continue to provide other funding for lhe County Emergency Management Agency at an amount equal to either: (1) the average of the previous three years' level of county general revenue funding of the County Emergency Management Agency; or (2) the level of funding for the County Emergency Management Agency for the last fiscal year, whichever figure is lower (Rule 9G-19.011). County general revenue funding for 911 services, emergency medical services, law enforcement, criminal justice, public works or other services outside the local emergency management agency as defined by Section 252.38, Florida Statutes, shall not be included in delermining the "level of county funding of~he County Emergency Management Agency." 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. Should the County wish to carry forward, into the fiscal year beginning October 1, 2002, any unspent funds awarded under this Agreement, the County must request such carry forward of funds in writing to the Department by July 31, 2002. This request must include a detailed explanation and justification for the request and may not exceed an amount equal to 25% of the initial amount awarded ($105,806) under this Agreement. Failure to timely submit information, or failure to submit complete information, may result in the denial of a request to carry funds forward. Any carry forward amounts approved will be added to the County's base Agreement for the following year. Funds may not be carried forward for the purpose of paying salaries and benefits of regular or Other Personal Services personnel. Such salaries and benefit funds may be carried forward to cover contractual or other temporary personnel costs for non-recurring projects only. 20 16F COLLIER COUNTY FIVE-YEAR STRATEGIC PLAN (2002-2006) Vutnerabilities and Capabilities Collier County continues to be one of the fastest growing communities in the United States. Its permanent resident population has increased more than twelve-fold since the passage of Hurricane Donna in 1960. There are currently three municipalities within the County: The City of Naples, (21,083), The City of Marco Island (15,435) and Everglades City (495). Statistics provided by the Collier County Comprehensive Planning Section estimate that the county--wide population is 267,979 in 2001 and should grow to 315,988 by 2006. Peak population (January - April) is 392,721 in 2001 and 405,063 in the year 2006. 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 the coast to 38'-40 feet in Immokalee. Approximately 81% of the population live within the Tropical Storm-Category 3 vulnerability zones. Hurricanes remain the most serious threat. Since 1851, Collier County has had 92 named storms that came within' 100 nautical miles of its borders. The frequencies are broken down as follows: 52 Tropical Storms 16 Category 1 Hurricanes 9 Category 2 " 14 Category 3 " 1 Category 4 " 0 Category 5 " Storm surge and hurricane force winds, not withstanding, localized flooding from excessive rainfall over super-saturated soil and low category tornadoes are relatively common during the late spring and summer months. Approximately, 78% of County residences have been constructed since the County developed flood plain ordinances in 1978 thus residential flooding is not a significant problem although roads become flooded quite easily. Flooding resulting from Tropical Storm Jerry and Hurricane Opal caused damages to more than 350 homes and businesses in 1995. In addition, heavy rains (10+") from Tropical Storm Harvey also flooded 70 homes and businesses in late September, 1999. 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. 16F 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 initiated a "controlled burn" program which mitigates the threat but more people are moving eastward to the urban/wildfire interface areas. Two significant fires occurred in Golden Gates Estates in March and April resulting in 4,000 acres and some homes destroyed. Despite the "Controlled Burn" program, more than 16,500 acres were burnt in the South Blocks and Miller Blvd. from April 9-14, 2000. Twelve structures were destroyed or substantially damaged. In May 2001, more than 7000 acres burnt near Patterson Blvd in Southern Golden Gate Estates. Tornadoes during the late winter and spring months can do considerable damage to mobile homes and screened pool enclosures Hazardous materials are present in significant numbers throughout the County with the Immokalee area having a very large quantity of agricultural chemicals. Collier County has approximately 60 facilities that store extremely hazardous substances on site. Above the threshold planning quantity. 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 Power Plant in South Miami Dade County. Medical facilities within the county are: General Hospitals Substance Abuse Centers Urgent Care Centers Ambulatory Care Centers Nursing Homes Assisted Living Facilities 3 3 6 8 12 26 In addition, there are approximately 730 individuals that are registered with this department as special needs clients. It is estimated that there are 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 4 full-time employees: Director, 2 Coordinators and Emergency Management Tech. We also have a part-time position that manages the volunteers and donations program. In addition to dealing with public awareness, alert and warning, special 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 2 2 16F 2 management, local mitigation strategy and procurement, shelter retrofit and Domestic Terrorism Task Force. Current Assessment - Where are we? 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 of future damages from disasters. * Outstanding working relationships with the media, public and private agencies. * Comprehensive emergency management exercise program. * Outstanding communications 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 of intergovernmental emergency management partnerships i.e. FEPA, IAEM, ASPEP, APCO, and ASFPM. * Highly trained cadre of amateur radio operators to assist in times of disaster. * Excellent relationships with local and national disaster relief organizations. * The EM director and both Coordinators have received Certified Emergency Manager (CEM) accreditation through the International Association of Emergency Managers. As well as certification as Florida Emergency Management Professionals. * Excellent Support with the County's municipalities and independent fire Districts and other County organizations. * A good foundation to develop and manage Community Emergency Response Teams throughout the County. 16F Where Are We Going? What needs 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 indreasing 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. * 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. * Continuing to identify and implement mitigation measures through a local mitigation strategy; and * Expanding current service levels in the area of public awareness, staff development, resource management and equipment maintenance. · Continuing to improve on our responsibilities for a State-wide Host / Risk Sheltering Plan. * Assist in the development of a shortflong ten-n recovery plan for Collier County. 4 16F GOAL 1 Improve the County's ability to respond to post-disaster response operations. STRATEGY 1. ! Maintain a comprehensive inventory of post-disaster critical facilities within Collier County. Task 1.1.1 By April 2002, review and add or delete facilities to the master critical facility listing. Task 1.1.2 By June 2002, 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 1.1.3 By June 2002, complete detemaination of the type and size generator for all critical facilities that have been designated as absolutely essential. STRATEGY 1.2 Maintain mental health counselors within the county that could provide counseling to the general public after a disaster. Task 1.2.1 By March 2002, 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 2002, 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 2002, and yearly thereafter, contact designated Disaster Recovery Center facility owners to determine their willingness to provide the use of their facilities. Task By May 2002, and yearly thereafter, review the Disaster Assistance site worksheet and add or delete facilities to the inventory. 5 16F 2 Task 1.3.5 STRATEGY 1.4 Task 1.4.1 Task 1.4.2 Task 1.4.3 By May of 2002, inventory Disaster Assistance kits and develop new, additional kits for center expansion if necessary. Maintain a high capability for the County and its municipalities to provide an assessment of damages to accommodate a rapid delivery of outside assistance. By May 2002, and annually thereatSer, determine the need for damage assessment training and arrange for training if conditions warrant. By May 2002, and annually thereafter, review the RIAT Standard Operating Procedure for currency and update if required. By April 2002, and annually thereafter, check adequacy, currency and supply of Damage Assessment work sheets and amend and/or re-supply. STRATEGY 1.5 Task 1.5.1 Develop procedures to assume sheltering responsibilities if the 3d-nerican Red Cross continues its moratorium on shelter management. By April 2002, and every year thereafter, determine shelter manager availability and recruit and train additional managers from county resources. STRATEGY 1.6 Task 1.6.1 Task 1.6.2 Task 1.6.3 Task 1.6.4 Provide for the effective use of volunteer workers in disaster response and recovery operations. By March 2002, and annually thereafter, determine the availability of Celebration Gardens as a Volunteer and Donations Coordination Center. By April 2002, develop signage that would assist and direct volunteers to the designated Volunteer and Donations Coordination Center. Exercise the Volunteer and Donations Coordination Center as part of the 2002 State-wide Hurricane Exercise. By April 2002, inventory Volunteer/Donations Administration Kits and replenish if necessary. 16F GOAL 2 Improve the Emergency Management Department's ability to receive and disseminate critical weather'and other disaster related information. STRATEGY 2.1 Expand the Collier County Emergency Management web-site Task 2.1.1 By March 2002, and every March thereafter, research and update disaster preparedness information on the web. Task 2.1.2 By April 2002, update the Pet Motel directory on the web-site to include hotels/motels in Florida, Alabama, Mississippi and Georgia. 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 2001, and at least quarterly thereatSer, review existing call lists for additions and deletions. Task 2.2.2 By February 2002, as part of National Severe Weather Week, transmit a list message to all addressees to inform them of the event and to re-validate phone numbers. Task 2.2.3 By March 2002, Develop industry specific guidance to be used in the event of an emergency. Task 2.2.4 Continue to encourage residents to purchase NOAA Weather Radios with "SAME" capability during all Disaster Preparednes Seminars GOAL 3 Maintain a prograrn that identifies facilities for residents guests and household pets within the community. STRATEGY 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 and pet population. Task 3.1.1 By April 2002, and biennially thereafter, review and update the Pet Motel Directory. Task 3.1.2 Exercise the animal shelter portion of the CEMP as part of the 2001 State wide Hurricane Exercise. 7 16F 2 Task 3.1.4 Task 3.1.5 STRATEGY 3.2 Task 3.2.1 Task 3.2.2 Task 3.3.3 GOAL 4 Prewire external generator hookup at Pine Ridge h/fiddle School by September 2002, dependent on funds. Prewire external generator hookup at Village Oaks Elementary School by September 2002, dependent on funds. Maintain procedures for Host Sheltering Response that will include at a minimum, traffic management, Host Shelter operations and public information for evacuees entering the area. Review procedures for Host Sheltering that will include all requirements in strategy 3.2 by May 31, 2002. By May 31, 2003, and every May thereafter, review and amend existing procedures for Host Sheltering. By May 31, 2002 review and update" Collier County Emergency Guide and Map and print additional copies, funds permitting. Identify and commit resources to preserve the health and welfare of the County's Special Needs population during a disaster. STRATEGY 4.1 Task 4.1.1 Task 4.1.2 Task 4.1.3 STRATEGY 4.2 Identify sufficient sources of staffing for the special needs shelters. By May 2002, continue to solicit the assistance of the nursing community to insure adequate staffing in the special needs shelters. By May 2002, assess the feasibility of an additional special needs facility in the East Naples/Golden Gate areas. By May 2002, and annually thereafter, coordinate with local kidney dialysis centers for shelter staffing and adequate water supplies for their clients. Maintain a comprehensive file on special needs clients within the community. 16F Task Task Task 4.2.1 4.2.2 4.2.3 By March 2002, update, if necessary, the Special Needs Information Sheet and Registration Form. By May 2002, and annually thereafter, maintain an outreach program through the media and home health agencies that publicizes the People with Special Needs (PSN) program. By May 2002, review and update the Special Needs Plan as developed by the PSN task force. GOAL 5 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 September 2002, desseminate the FY 01 Emergency Management Institute Course Catalogue to all supporting public safety agencies. Task 5.1.2 By April 2002, 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. STRATEGY 5.2 Provide Community Emergency Response Team training to a broad spectrum of groups within the community. Task 5.2.1 By September 2002, develop and provide a minimum of 4 additional 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 June 2002, schedule a Hurricane Awareness Conference as part of the Board of County Commissioners regular agenda. STRATEGY 5.4 Develop a Comprehensive Public Awareness Program. 9 16F Task 5.4.1 Task 5.4.2 Task 5.4.3 Task 5.4.4 Task 5.4.5 Task 5.4.6 Task 5.4.7 Task 5.4.8 Task 5.4.9 Task 5.4.10 Task 5.4.11 Task 5.4.12 By March 2002, update the Collier County All Hazards Guide for printing. By August 2002, coordinate with Collier County Public and private schools for the preparation and distribution of the Hurricane / Tornado coloring book for 1st and 2ad grade students. By February 2002, coordinate the development of a Collier County Home Preparation Guide, if funds are available. By September 30, 2002, present a minimum of S0 disaster seminars to Collier County residents. By April 2002, update guidance to assist County employees in dex3eloping fmTfily emergency preparedness plans. Print and disseminate "What to do when a Hurricane Threatens your Community" English and Spanish by November 2002. Print and disseminate " Storrn Damage Cleanup" English/Spanish by July 2002. Print and disseminate "Segurida de laTempestad de Truenas" Spanish/Creole by July 2002. Print and disseminate "Collier EM Alert" a flyer that encourages the use of the County Emergency Management web-site in English/Spanish by May 2002. Print and disseminate "Brush Fires" a bi-fold guide to requisite action to prevent harm to persons and property. English/Spanish by February 2002. Print and disseminate "NOAA Weather Radio in Collier County" in English by May 2002. Develop, Print and disseminate "Emergency Preparedness on Line" a compendium of emergency management information on line, in English by May 2002. 10 16F Task 5.4.1,3 Task 5.4.14 Task 5.4.15 Print and disseminate "Prepare to Survive - Caring for Your Animals in a Hurricane Emergency" In English/Spanish by May 2002. Print and disseminate "Hurricane Action Guidelines for Collier County Property" English/Spanish by May 2002. Develop, print and disseminate "Collier Emergency Response Volunteers (CERV), in English/Spanish by 2002. STRATEGY 5.5 Task 5.5.1 Task 5.5.2 Task 5.5.3 Maintain a comprehensive emergency management training program for emergency management staff members. By October 2001, ensure that all emergency management coordinators and director satisfactorily complete the following courses: · Principles of Emergency Management · Disaster Response & Recovery Operations (DRRO) EOC Management & Operations · ICS/EOC Interface · Debris Management. By October 2001, and every October thereafter, develop a training schedule for all emergency new hires to satisfactorily complete the following training courses within 3 years (at a minimum) of being hired. Principals of Emergency Management · Disaster Response & Recovery Operations (DRRO) EOC Management & Operations · ICS/EOC Interface · Hurricane Planning · Damage Assessment · Debris Management · Emergency Planning · Exercise Design · Basic Public Information Officer · Radiological Emergency Preparedness (REP) · Managing Emergency Operations By October 2001, and every October thereafter, ensure that each Emergency Management new hire, including 11 16F 2 Task 5.5.4 administrative staff, complete the following home courses within one year of employment: · Emergency Program Manager (HS-1) · Emergency Management USA (HS-2) Consider sending Emergency Management Tech to the Emergency Management Intergovernmental Cooperative (EMIC) by June 2002. study STRATEGY 5.6 Task 5.6.1 Task 5.6.2 Continue to provide flood plain management support for Community Rating System projects. By February 2002, review and update the Flood Warning Program and integrate it into the Comprehensive Emergency Management Plan. By May 2002, provide a flood insurance display at a minimum of two branch libraries to publicize the National Flood Insurance Program. GOAL 6 STRATEGY 6.1 Task 6.1.1 Task 6.1.2 Task 6.1.3 Task 6.1.4 Task 6.1.5 Increase and validate county capabilities by testing and exercising. Develop and participate in State and local exercises. By September 2002, participate in all local or state mandated Ingestion Pathway exercises involving the Turkey Point Nuclear Power Plant. By March 2002, review and update the "Agriculture and Nuclear Power" pamphlet. By January 2002, begin planning meetings that would involve all l 8 Emergency Support Functions for the State-wide hurricane exercise scenario. By June 2002, participate in the State-wide hurricane exercise. By May 2002, recruit, train and exercise "rumor control' personnel. Ensure that at least one Bi-lingual person (Spanish-English) is on each team. 12 1..6F2. Task 6.1.6 By August 2002, conduct either a tabletop or functioning to validate and update the terrorism annex to the county Comprehensive Emergency Management Plan. GOAL 7 Enhance Collier County's ability to manage the Hazardous Material Response Program. STRATEGY 7.1 Update vulnerability analyses for facilities registered with the State Department of Community Affairs. Task 7.1.1 By October 2001, notify 50 % of all state registered facilities of our intent to perform a site visit. Task 7.1.2 By March 31,2002 and annually there after, perform and complete 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. This listing will be sent by FDEM in August of 2002. Task 7.1.3 By September 2002, 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 by September 2002. GOAL 8 STRATEGY 8.1 Task 8.1.1 Task 8.1.2 Task 8.1.3 Task 8.1.4 Enhance the County's Public Information function. Train additional PIOs. By April 2002, solicit volunteers from county resources to attend the Basic Public Information Course that is held in conjunction with the Governor's Hurricane Conference or at other State sponsored locations. By August 2002, submit names of personnel who attended - the basic P.I.O course for attendance at the advanced P.I.O course at the Emergency Management Institute. By May 2002, update P.I.O. procedures and distribute them to local P.I.O.s. By April 2002, review and update procedures for activating 13 16F 2 the Emergency Alerting System (EAS). Task 8.1.5 By May 2002, review and update" Collier County Media Guide an disseminate to all Broadcast and print media servicing Collier County. GOAL9 'Maintain Emergency Plans and Procedures to implement disaster response and recovery programs. STRATEGY 9.1 Update and submit required documents to .the Florida Division of Emergency Management (FDEM) that assess and organize work priorities. Task 9.1.1 By August 2002, 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. Task 9.1.2 By June 2002, and biennially thereafter, submit the Collier County self assessment to the Florida Division of Emergency Management. Task 9.1.3 By May 2002, and annually thereafter, update the Collier County CEMP. Task 9.1.4 By April 2002, and annually thereafter, update the Standard Operating Procedures for Emergency Management including those of,the Emergency Support functions. Task 9.1.5 By March 2002, and annually thereafter, review and update County Administrator Instruction 5900: "Cessation of Normal Government Activities, and Personal Roles and Responsibilities During Emer=enc~es . Task 9.1.6 By December 2001, complete all requirements for the "Storm Ready" program developed by the National Weather Service. STRATEGY 9.2 Include shortfalls for the FY 01 self assessment into the Strategic Plan. Task 9.2.1 By June 2002, list all shortfalls from self, assessment and include in the next update of'the 5 year Strategic Plan. 14 16F 2 STRATEGY 9.3 Restructure existing Disaster Recovery Task Force to reflect additional partnerships. Task 9.3.1 By November 2001, begin bi-monthly meeting of the Disaster Recovery Task Force to develop policies and procedures that would enhance procedures in the CElVlP. Task 9.3.2 By November 2001, develop sub-committees of the Disaster Recovery Task Force. At a minimum, the following sub committees will be identified: a. Debris Management b. Utility Restoration c. Temporary and permanent housing d. Re- development planning e. Public works f. Public information g. Public health and safety h. Economic Re-development GOAL 10 Maintain the capability of providing disaster preparedness support to the private sector. STRATEGY 10.1 Continue to assist the Chambers of Commerce/Economic 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 February 2002, assist in development and participate in the Chamber of Commerce "Hurricane 2000 - Are You Ready" trade show. Task 10.1.3 By May 2002, review and provide input to the "Surviving the Storm" handbook for small businesses. Task 10.1.4 By May 2002, coordinate with the Southwest Florida Regional Planning Committee for the availability of "Profitting through Disaster Preparedness" information for small businesses. Task 10.1.5 By June 2002, participate in the Chamber of Commerce/ 15 Task 10.1.6 STRATEGY 10.2 Task 10.2.1 Task 10.2.2 16F EDC Disaster Preparedness Symposium for Small Businesses. By June 2002, participate in the University of Florida's Disaster Preparedness Program for condo managers and hotel / motel staffs. Provide quality disaster preparedness support to the health care industry. Within 30 days of receipt, review and either approve or deny approval with guidance for all disaster plans submitted by nursing homes, assisted living facilities, day surgeries and hospitals within Collier County. Assist all home health agencies and hospice centers in the formulation of agency disaster plans that meet state legislated criteria. 2 GOAL 11 Reduce the county's disaster potential through mitigation activities. STRATEGY 11.1 Develop an analysis structure for evaluating pre-disaster mitigation options. Task 11.1.1 STRATEGY 11.2 Task 11.2.1 Task 11.2.2 By September 2002, and annually thereafter, review status and re-prioritize, if necessary, existing mitigation projects. Develop plans with the private sector to reduce additional post-disaster damages by providing temporary repairs to repairable facilities. By January 2002, and quarterly thereatSer, contact SMART, Inc. to obtain names of Contractors that are licensed to provide temporary repairs. By February 2002, and biennially thereat~er, develop and review Memoranda of Agreements with the private sector for available resources. flood plain management. GOAL 12 Maintain a program that continues to review new communication technologies. 16 16F STRATEGY 12.1 Task 12.1.1 Monitor advances in new digital, voice and satellite technologies. By January 2002, monitor the progress of Sprint and Nextel's network facilities and determine the feasibility of changing to this system as a substitute for our current cellular phone and paging systems. STRATEGY 12.2 Task 12.2.1 Task 12.2.2 Task 12.2.3 Monitor the adequacy of Public Safety communications. By May 2002, monitor the site availability of the NOAA Weather transmitter and, if necessary, secure an alternate site. By April 2002, determine the costs of including all critic~al communication and data processing equipment on the primary ups ( uninterrupted power supply) on 1st floor of building "F". By May 2002, insure that all primary shelters within Collier County have adequate LrHI: and/or VHF antennae available on site. STRATEGY 12.3 Task 12.3.1 Task 12.3.2 Continue to expand the EOC's data processing and Internet capabilities. By April 2002, consider obtaining software licensing for 4 additional drops on the EM2000 management system or similar management system. By March 2002, obtain one additional license for "HurrTrak" storm management system GOAL 13 STRATEGY 13. 1 Task 13.1.1 Improve Collier County's ability to adequately provide for effective evacuation, re-entry and sheltering Insure that adequate signage is posted on major evacuation routes that indicate the safest route of travel in the area. By April 2002, and every April there after, replace, if needed, any 17 16F 2 Task 13.1.2 STRATEGY 13.2 Task 13.2.1 Task 13.2.2 Task 13.2.3 STRATAGY 13.3 Task 13.3.1 STRATEGY 13.4 Task 13.4.1 Task 13.4.2 Task 13.4.3 "Hurricane Evacuation" signs on coUnty maintained roads. By February 2002, determine the feasibility and availability for the installation of"flip down" signs to identify activated shelter. Maintain procedures for re-entry. By May 2002, and every May thereafter, review re-entry procedures and up date if necessary. By April 2002 and every April thereafter, determine the need' for additional re-entry stickers and buttons and order if necessary. Include Re-entry policy and sticker program in all disaster preparedness seminars. Develop an information program for evacuees coming into Collier County during Host Shelter periods mandated by the Governor's Executive Order. Review and up date maps indicating hotels, motels, and public shelters by May 2002 and every May thereafter. Maintain plans/procedures to support any regional evacuation. Review existing procedures for regional evacuations by May 2001. Attend and participate in any joint meeting between FDOT, FLNG, and DCA for regional evacuation issues. Participate to the maximum extent possible, in any exercises that would expedite traffic, including reverse laning of Alligator Alley and 1-75 Northbound. GOAL 14 Increase the local governments knowledge and ability to address domestic terrorism and mass migration issues. STRATAGY 14.1 Participate in regional workshops and attend state and federal training programs Task 14.1.1 By October 2002, each member of the Collier County Emergency Management Department shall complete the Emergency Response to Terrorism Self Study Course. 18 16F 2 Task 14.1.2 Task 14.1.3. Task 14.1.4 By March 2002, review Joint South Florida Operations Plans for Mass Migration. By March 2002, perform a capability and needs assessment f¥om guidelines provided by the State of Florida Terrorism Working Group. By July 2002, perform a capability and needs assessment on local abilities for Mass Migration Intervention. GOAL 15 Maintain the alliance between the State Division of Emergency Management, other County emergency management agencies and Collier County Emergency Management. STRATAGY 15.1 Attend meetings as scheduled. Task 15.1.1 By September 2001, at least one member of the emergency management agency will attend the following conferences/ workshops area meetings: a. FEPA Conference b. SLA Conference c. Governor's Hurricane Conference d. Area 6 Meetings e. and any additional meetings/workshops that are scheduled throughout the year. GOAL 16 Maintain the Capability to Manage Debris consistent for All Hazards that affect Collier County. STRATEGY 16.1 Review debris removal requirements with County Solid Waste Department and designated vendor. Task 16.1.1 By June 2002, coordinate with FDEP for the potential to open-pit burn disaster debris. Task 16.1.2 By June 2002, review potential debris storage sites for availability and suitability. 19 16F 2 Task 16.1.3 By June 2002, coordinate debris removal activities with the municipalities. 20