Backup Documents 09/14/2021 Item #16D12 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 1 6 11 1 a
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office o later 1
than Monday preceding the Board meeting. Lp�- pCl! NIL
**NEW** ROUTING SLIP � l YlO 'e- '( 901-
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1. Catherine Sherman Community and Human CS 9/10/21
Services
2. County Attorney Office-JAB,ACA County Attorney Office q 113 I a
3. BCC Office Board of County �► I
Commissioners J kV/6f
4. Minutes and Records Clerk of Court's Office
ir\Aki M111X3-1 tVg7664k
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff Catherine Sherman, Grants Coordinator X � j 9'5 252-1425
Contact/ Department '(
Agenda Date Item was 9/14/21 Agenda Item Number 16.D.12
Approved by the BCC
Type of Document Number of Original 2
Attached Documents Attached
PO number or account N/A
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable colu , ' ever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature TAMP OK CS
2. Does the document need to be sent to another agency for additio es? If yes, N/A
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be CS
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the
document or the fmal negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's CS
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip N/A
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on above date and all changes made during Yes N/A is not
the meeting have been incorporated in the attached document. The County an option for
Attorney's Office has reviewed the changes,if applicable. this line.
9. Initials of attorney verifying that the attached document is the version approved by the . N/A is not
BCC,all changes directed by the BCC have been made,and the document is ready for the an option for
Chairman's signature. IIMs line.
16D12
SUB-RECIPIENT AGREEMENT CHECKLIST
DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU
REQUEST FOR REVIEW AND APPROVAL
SUB-RECIPIENT: ' Collier County
PROJECT#: 4337-194-R
PROJECT TITLE Collier County, IFAS Building, Wind Retrofit
CONTRACT#: 4 H0311
MODIFICATION#: ' 1
SUB RECIPIENT REPRESENTATIVE(.POINT OF CONTACT
Ms.Rachel Hansen . -,-
Grants Coordinator
3339 East Tamiami Trail, Suite 211
Naples, FL 34112
Enclosed is your copy of the proposed contract/modification between Collier County and the
Florida Division of Emergency Management(FDEM).
COMPLETE
This form is required to be included with all Reviews, Approvals, and Submittal
n Two (2) Copies printed for Approval
Printed Single-sided (If your policy is to copy two-sided please contact me and 1 will
send you two original one-sided copies for signature)
- Reviewed and Approved
- Signed and Dated by Official Representative (blue ink)
Copy of the organization's resolution or charter that specifically identifies the
person or position that is authorized to sign, if not Chairman, Mayor, Chief
I I Attachment I - Federal Funding Accountability and Transparency Act(FFATA)
completed, signed, and dated (❑ N/A for Modifications)
Two Signed and dated Originals mailed to FDEM -Tallahassee
Florida Division of Emergency Management
Mitigation Bureau—HMGP
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Attention—Grant Specialist—Kailyn Quirk
If you have any questions regarding this contract, or who is authorized to sign it, please contact
your Project Manager at(850) 692-9458 or email me at Carmen.Acosta@em.myflorida.com.
1 6Di2
Contract Number:H0311
Project Number:4337-194-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
COLLIER COUNTY
This Modification Number 1 made and entered into by and between the State of Florida,
Division of Emergency Management ("the Division"), and Collier County ("the Sub-Recipient")to
modify Contract Number H0311, dated February 27, 2020, ("the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement,
pursuant to which the Division has provided a subgrant to the Sub-Recipient under the Hazard
Mitigation Grant Program of$225,000.00, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Agreement expired on July 31, 2021: and
WHEREAS, the Division and the Sub-Recipient desire to reinstate and extend the terms
and increase the Federal Funding under the Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained
herein, the parties agree as follows:
1. The Agreement is hereby reinstated and extended as though it had never expired.
2. Paragraph 8 of the Agreement is hereby amended to read as follows:
(8) PERIOD OF AGREEMENT
This Agreement shall begin February 27, 2020 and shall end January 31, 2022,
unless terminated earlier in accordance with the provisions of Paragraph (17) of this
Agreement.
3. The Agreement is amended to increase the Federal Funding by $14,999.93, for the
maximum amount payable under the Agreement to $239,999.93, (Two Hundred Thirty-
Nine Thousand Nine Hundred Ninety-Nine Dollars and Ninety-Three Cents)
4. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as
set forth in 1 sc Revised Attachment A to this Modification, a copy of which is attached
hereto and incorporated herein by reference.
5. All provisions of the Agreement being modified and any attachments in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective
on the date of execution of this Modification by both parties.
6. All provisions not in conflict with this Modification remain in full force and effect. and are
to be performed at the level specified in the Agreement.
7. Quarterly Reports are due to the Division no later than 15 days after the end of each
quarter of the program year and shall be sent each quarter until submission of the
administrative close-out report. The ending dates for each quarter of the program year
are March 31, June 30, September 30 and December 31.
1 6012
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the
dates set out below.
SUB-RECIPI Collier Count
By: 011.1
Name and Title: Pe In i•-.L1 T0. j of Ln4 t
Date: 1 \ l \ a X
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title: Kevin Guthrie, Director
Date:
A7'F sT Approved as to form and legality
C t STAL K.fC1 EL.CLE
BY: V1'
Asses ant County Attar i y `P
s ss10 Chairman`s ��\
tignature only.
CAO
1---6D12
Attachment A
(1st Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to protect the IFAS Building in Naples, Collier County,
Florida, funded through the Hazard Mitigation Grant Program (HMGP) DR-4337-194-R, as
approved by the Florida Division of Emergency Management (Division) and the Federal
Emergency Management Agency (FEMA).
The Sub-Recipient, Collier County, agrees to administer and complete the project per scope of
work as submitted by the Sub-Recipient and subsequently approved by the Division and FEMA.
The Sub-Recipient shall complete the work in accordance with all applicable Federal, State and
Local Laws, Regulations and Codes.
PROJECT OVERVIEW:
As a Hazard Mitigation Grant Program project, the Sub-Recipient proposes to wind retrofit the
IFAS Building located at 14700 Immokalee Road, Naples, Florida 34120. Coordinates
(26.305736, -81.593431).
The HMGP project scope of work proposes to protect the IFAS Building by replacing the existing
windows and doors with hurricane rated windows and storm front doors. The project intends
to protect the integrity of the building envelope and reduce potential damage from future wind
events.
Wind protections shall be provided on any other opening such as vents, louvers and exhaust
fans. All installations shall be in strict compliance with the Florida Building Code or Miami Dade
Specifications and all materials shall be certified to meet wind and impact standards. The local
municipal or county building department shall inspect and certify installation according to the
manufacture specifications.
The project shall provide protection against 169 MPH winds or the wind speed protection and
impact requirements indicated by the effective Florida Building Code at the time permits are
issued.
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction of new
or retrofitted window or door coverings must conform to design drawings that are signed, sealed,
and inspected by a structural engineer who is registered in this state. The Sub-Recipient shall
provide an inspection report and attestation or a copy of the signed and sealed plans to the
Division before payment will be made.
TASKS&DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor
and execute a contract with the selected bidder to complete the scope of work as approved
by the Division and FEMA. The Sub-Recipient shall select the qualified, licensed Florida
contractor in accordance with the Sub-Recipient's procurement policy as well as all Federal
n
90
l6012
and State Laws and Regulations. All procurement activities shall contain sufficient source
documentation and be in accordance with all applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials,
equipment, tools, transportation and supervision and for performing all work per sealed
engineering designs and construction plans presented to the Division by the Sub-Recipient
and subsequently approved by the Division and FEMA.
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure
worksite for the duration of the work. The contractor shall maintain all work staging areas in
a neat and presentable condition.
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or
suspended from participating in federally funded projects.
The selected contractor shall have a current and valid occupational license/business tax
receipt issued for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the procurement
process. This shall include a rationale for the method of procurement and selection of
contract type,contractor selection and/or rejection and bid tabulation and listing, and the basis
of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility,Voluntary
Exclusion Form" for each contractor and/or subcontractor performing services under this
agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division
by the Sub-Recipient.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to
perform services. The Sub-Recipient shall provide a copy of a current and valid occupational
license or business tax receipt issued for the type of services to be performed by the selected
contractor.
2) The Sub-Recipient shall monitor and manage the procurement and installation of all opening
protection products in accordance with the HMGP application and associated documentation
as presented to the Division by the Sub-Recipient and subsequently approved by the Division
and FEMA. The Sub-Recipient shall ensure that all applicable State, Local and Federal Laws
and Regulations are followed and documented, as appropriate.
The project shall protect the structure from windblown debris resulting from high windstorms
which shall allow the function of the structures to continue following a severe wind event.
The Sub-Recipient shall fully perform the approved project, as described in the application,
in accordance with the approved scope of work indicated herein, the estimate of costs
indicated herein, the allocation of funds indicated herein, and all applicable terms and
conditions. The Sub-Recipient shall not deviate from the approved project terms and
conditions.
Upon completion of the work, the Sub-Recipient shall schedule and participate in a final
inspection of the completed project by the local municipal or county building department
(official), or other approving official, as applicable. The official shall inspect and certify that
all installation was in accordance with the manufacturer's specifications. Any deficiencies
found during this final inspection shall be corrected by the Sub-Recipient prior to Sub-
Recipient's submittal of the final inspection request to the Division.
pda
Upon completion of Task 2, the Sub-Recipient shall submit the following documents with
sufficient supporting documentation and provide a summary of all contract scope of work and
scope of work changes, if any. Additional documentation shall include:
a) Copy of permit(s), notice of commencement.
b) Local Building Official Inspection Report and Final Approval.
c) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products utilized.
d) Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction
of new or retrofitted window or door coverings must conform to design drawings that
are signed, sealed, and inspected by a structural engineer who is registered in this
state. The Sub-Recipient shall provide an inspection report and attestation or a copy
of the signed and sealed plans to the Division before payment will be made.
e) Proof of compliance with Project Conditions and Requirements contained herein.
3) During the course of this agreement, the Sub-Recipient shall submit requests for
reimbursement. Adequate and complete source documentation shall be submitted to support
all costs (federal share and local share) related to the project. In some cases, all project
activities may not be fully complete prior to requesting reimbursement of costs incurred in
completion of this scope of work; however, a partial reimbursement may be requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipient's project personnel
with each reimbursement request attesting to the completion of the work, that disbursements
or payments were made in accordance with all agreement and regulatory conditions, and that
reimbursement is due and has not been previously requested.
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure
invoices are accurate and any contracted services were rendered within the terms and
timelines of this agreement. All supporting documentation shall agree with the requested
billing period. All costs submitted for reimbursement shall contain adequate source
documentation which may include but not be limited to: cancelled checks, bank statements,
Electronic Funds Transfer, paid bills and invoices, payrolls, time and attendance records,
contract and subcontract award documents.
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges
submitted by the contractors and subcontractors and pay the contractors and subcontractors
for approved bills, invoices, and/or charges. Sub-Recipient shall ensure that all
contractor/subcontractor bills, invoices, and/or charges are legitimate and clearly identify the
activities being performed and associated costs.
Sub-Recipient Management Costs (SRMC): The Sub-Recipient shall pre-audit source
documentation — personnel, fringe benefits, travel, equipment, supplies, contractual, and
indirect costs. A brief narrative is required to identify what the funds will be used for.
Documentation shall be detailed and clearly describe each approved task performed, hours
devoted to each task, and the hourly rate charged including enough information to calculate
the hourly rates based on payroll records. Employee benefits and tasks shall be clearly
shown on the Personnel Activity Form.
Project Management Expenses: The Sub-Recipient shall pre-audit source documentation
such as payroll records, project time sheets, attendance logs, etc. Documentation shall be
detailed information describing tasks performed, hours devoted to each task, and the hourly
ofo
16012
rate charged for each hour including enough information to calculate the hourly rates based
on payroll records. Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of
information. Further,the Division shall ensure that no unauthorized work was completed prior
to the approved project start date by verifying vendor and contractor invoices. The Division
shall verify that reported costs were incurred in the performance of eligible work, that the
approved work was completed, and that the mitigation measures are in compliance with the
approved scope of work prior to processing any requests for reimbursement.
Review and approval of any third-party in-kind services, if applicable, shall be conducted by
the Division in coordination with the Sub-Recipient. Quarterly Reports shall be submitted by
the Sub-Recipient and received by the Division at the times provided in this agreement prior
to the processing of any reimbursement.
The Sub-Recipient shall submit to the Division requests for reimbursement of actual
construction and managerial costs related to the project as identified in the project application,
and plans. The requests for reimbursement shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of services performed, cost of
services performed, name of service provider and any other pertinent information;
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor
for invoiced services:
c) Clear identification of amount of costs being requested for reimbursement as well as costs
being applied against the local match amount.
The Sub-Recipient's final request for reimbursement shall include the final construction
project cost. Supporting documentation shall show that all contractors and subcontractors
have been paid.
B) Deliverables:
Mitigation Activities consist of providing protection to the IFAS Building located at 14700
Immokalee Road, Naples, Florida 34120, by replacing the existing windows and doors with
hurricane rated windows and storm front doors. Protection shall be provided on all exterior
openings, such as doors, windows, skylights, vents, louvers and exhaust fans on the
structures.
The project shall provide protection against 169 MPH winds or the wind speed protection
and impact requirements indicated by the effective Florida Building Code at the time
permits are issued.
Pursuant to subsection 553.896(2), Florida Statutes, projects including the construction of
new or retrofitted window or door coverings must conform to design drawings that are
signed, sealed, and inspected by a structural engineer who is registered in this state. The
Sub-Recipient shall provide an inspection report and attestation or a copy of the signed
and sealed plans to the Division before payment will be made.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement, the Division shall reimburse the Sub-Recipient based on the percentage of
overall project completion.
PROJECT CONDITIONS AND REQUIREMENTS:
C,a2
1 6012
C) Engineering:
1) The Sub-Recipient shall submit to the Division an official letter stating that the project is 100%
complete and ready for the Division's Final Inspection of the project.
2) The Sub-Recipient shall provide a copy of the Notice of Commencement, and any local official
Inspection Report and/or Final Approval, as applicable.
3) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical
standards) satisfying protection requirements on all products utilized.
4) All installations shall be done in strict compliance with the Florida Building Code or Miami
Dade Specifications. All materials shall be certified to meet or exceed the wind and impact
standards of the current local codes.
5) Product Specifications documentation satisfying protection requirements for all products
utilized shall be provided to the Division for closeout.
6) The Sub-Recipient shall follow all applicable State, Local and Federal Laws, Regulations and
requirements, and obtain (before starting project work) and comply with all required permits
and approvals. Failure to obtain all appropriate Federal, State, and Local permits and
clearances may jeopardize federal funding. Glazing in structures shall be impact resistant or
protected with an impact resistant covering meeting the requirements of SSTD 12, ASTM E
1886 and ASTM E 1996, ANSI/DASMA 115 (for garage doors and rolling doors) or Miami-
Dade TAS 201, 202 and 203 or AAMA 506 referenced therein as follows:
a) Glazed openings located within 30 feet (9.1 m) of grade shall meet the requirements
of the Large Missile Test.
b) Glazed openings located more than 30 feet (9.1 m) above grade shall meet the
provisions of the Small Missile Test.
c) Louvers protecting intake and exhaust ventilation ducts not assumed to be open that
are located within 30 feet (9144 mm) of grade shall meet requirements of the Large
Missile Test.
Impact-resistant coverings shall be tested at 1.5 times the design pressure (Positive or
Negative) expressed in pounds per square feet as determined by the Florida Building Code,
Building Section 1609, for which the specimen is to be tested.
7) The local municipal or county building department shall inspect the installation according to
the manufacturer's specification and ensure that the above referenced standards have been
met; documentation shall be provided to the Division for closeout.
8) The materials and work funded pursuant to this Sub-grant Agreement are intended to
decrease the vulnerability of the structure to property losses and are specifically not intended
to provide for the safety of inhabitants before, during or after a natural or manmade disaster.
9) The funding provided by the Division under this subaward shall compensate for the materials,
labor and fees for the hardening activities as a retrofit measure for the Sub-Recipient's
structures to reduce and/or mitigate the damage that might otherwise occur from severe
weather or other hazards. The funding of this project by the Division does not confer or imply
any warranty of use or suitability for the work performed pursuant to this agreement. The
State of Florida disclaims all warranties with regard to this mitigation project, express or
implied, including but not limited to, any implied warranties and/or conditions of satisfactory
quality and fitness for a particular purpose, merchantability, or merchantable quality.
0
1 6012
10)This project has not been evaluated by the criteria contained in the standards of the
Department of Homeland Security, Federal Emergency Management Agency guidance
manual FEMA 361-Design and Construction for Community Shelter, and thus does not
provide "near absolute protection". It is understood and agreed by the Division and the Sub-
Recipient that the structure may have vulnerabilities due to age, design and location that may
result in damage to the structure from wind events even after the installation of the mitigation
measures funded under this Sub-grant Agreement. It is further understood and agreed by
the Division and the Sub-Recipient that the level of wind protection provided by the mitigation
action, although meeting State standards and codes and enhancing the structural integrity of
the structure, does not ensure the safety or survival of occupants.
D) Environmental:
1) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits
and approvals. Failure to obtain all appropriate federal, state, and local environmental
permits and clearances may jeopardize federal funding. If project is delayed for a year or
more after the date of the categorical exclusion (CATEX), then coordination with and project
review by regulatory agencies must be redone.
2) Any change, addition or supplement to the approved mitigation measure or scope of work
that alters the project(including other work not funded by FEMA, but done substantially at the
same time)shall require resubmission to the Division and FEMA for revaluation of compliance
with the National Environmental Protection Act (NEPA) and Section 106 of the National
Historic Preservation Act (NHPA) prior to initiation of any work. Non-compliance with these
requirements may jeopardize FEMA's ability to fund this project. A change in the scope of
work shall be approved by the Division and FEMA in advance regardless of the budget
implications.
3) If any ground disturbance activities occur during construction,the Sub-Recipient shall monitor
ground disturbance during construction, and if any potential archeological resources are
discovered, shall immediately cease construction in that area and notify the Division and
FEMA.
4) Construction vehicles and equipment used for this project shall be maintained in good
working order to minimize pollutant emissions.
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become
known, such as delays or adverse conditions that might raise costs or delay completion, or
favorable conditions allowing lower costs or earlier completion.
2) The Division and FEMA shall approve a change in the scope of work in advance, regardless
of the impact to the budget.
3) The Sub-Recipient must "obtain prior written approval for any budget revision which would
result in a need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
4) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the
expiration date. Therefore, any request for a Period of Performance Extension shall be in
writing and submitted, along with substantiation of new expiration date and a new schedule
of work, to the Division a minimum of seventy (70) days prior to the expiration date, for
Division processing to FEMA.
6012
5) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other form
of assistance, as required by Section 312 of the Stafford Act, and further clarification in 44
CFR 206.191.
6) A copy of the executed subcontract agreement must be forwarded to the Division within 10
days of execution.
7) Project approval is with the condition that the tasks, deliverables, and conditions be
accomplished and submitted 30 days prior to the Period of Performance date, for review and
approval by the Division, for submittal to FEMA for Closeout.
8) Compliance with Florida Statutes 553.896 Mitigation grant program guideline
(1)The Legislature finds that facilities owned by the government and those designated to
protect the public should be the first to adopt the best practices, active risk management,
and improved security planning. These facilities should be protected to a higher level.
(2) Beginning with grant funds approved after July 1, 2005, the construction of new or
retrofitted window or door coverings that is funded by a hazard-mitigation grant program
or shelter-retrofit program must conform to design drawings that are signed, sealed, and
inspected by a structural engineer who is registered in this state. Before the Department
of Community Affairs forwards payment to a recipient of the grant, an inspection report
and attestation or a copy of the signed and sealed plans shall be provided to the
department.
(3) If the construction is funded by a hazard mitigation grant or shelter retrofit program,
the Department of Community Affairs shall advise the county, municipality, or other entity
applying for the grant that the cost or price of the project is not the sole criterion for
selecting a vendor.
(4) A project funded under mitigation or retrofit grants is subject to inspection by the local
building officials in the county in which the project is performed.
9) Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and
Recovery Act of 2018 (DRRA), amended Section 324 of the Stafford Act, and the Hazard
Mitigation Grant Program Management Costs (Interim) FEMA Policy 104-11-1, provides
100% federal funding under HMGP to Sub-Recipients to efficiently manage the grant and
complete activities in a timely manner.
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations, and
Hazard Mitigation Assistance (HMA) Guidance (2015), ensuring costs are reasonable,
allowable, allocable and necessary to the overall project.
b) Funding is for approved indirect costs, direct administrative costs, and administrative
expenses associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded.
d) SRMC is 100% federally funded and will be reimbursed based on actual costs incurred
for each individual Request for Reimbursement (RFR) submitted with the required
documentation.
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
f) If the Final Project Reconciliation results in a reduction of total project costs, any resulting
SRMC overpayment shall be reimbursed back to the State for return to FEMA prior to
FEMA Closeout.
.ate
C`
16Oi -
This is FEMA project number 4337-194-R. It is funded under HMGP, FEMA-4337-DR-FL and
must adhere to all program guidelines established for the HMGP in accordance with the PAS
Operational Agreement for Disaster 4337.
FEMA awarded this project on July 26, 2019; this Agreement was executed on February 27,
2020; and the Period of Performance for this project shall end on January 31, 2022.
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or
more of the following actions, as appropriate in the circumstances:
1) Temporarily withhold cash payments pending correction of the deficiency by the Sub-
Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
5) Take other remedies that may be legally available.
SCHEDULE OF WORK
State Contracting: 9 Months
Bidding / Local Procurement: 3 Months
Permitting: 3 Months
Construction / Installation: 12 Months
State/ Local Inspections/Compliance: 2 Months
Closeout Compliance: 1 Month
Total Period of Performance: 30 Months
A.7
O
i 6-D-f_
BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $210,000.00 $157,500.00 $52,500.00
Labor: S90,000.00 $67,500.00 $22,500.00
Fees: $0.00 $0.00 $0.00
Initial Agreement Amount: $300,000.00 $225,000.00 $75,000.00
***Contingency Funds: $0.00 $0.00 $0.00
Project Total: $300,000.00 $225,000.00 $75,000.00
****SRMC
SRMC: $14,999.93 S14,999.93
SRMC Total: $14,999.93 $14,999.93
*Any line item amount in this Budget may be increased or decreased 10% or less, with the
Division's approval, without an amendment to this Agreement being required, so long as the
overall amount of the funds obligated under this Agreement is not increased.
*** This project has an estimated$0.00 in contingency funds. Per FEMA Hazard Mitigation
Assistance Guidance Part VI, D.3.4— Contingency funds are not automatically available for use.
Prior to their release, contingency funds must be re-budgeted to another direct cost category and
identified. Post-award changes to the budget require prior written approval from the Division
(FDEM). The written request should demonstrate what unforeseen condition related to the
project arose that required the use of contingency funds.
Project Management costs are included for this project in the amount of S0.00.
****Sub-Recipient Management Costs (SRMC) are included for this project in the amount
of$14,999.93 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA
Policy 104-11-1, SRMC provides HMGP funding to Sub-Recipients to efficiently manage the
grant and complete activities in a timely manner. SRMC must conform to 2 CFR Part 200,
Subpart E, ensuring costs are reasonable, allowable, allocable and necessary to the overall
project.
SRMC cannot exceed 5% of the approved total project costs awarded and shall be reimbursed
at 5% for each Request for Reimbursement(RFR) submitted with the required documentation.
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
c
1 6D 1 2
Funding Summary Totals
Federal Share: $225,000.00 (75.00%)
Non-Federal Share: $75,000.00 (25.00%)
Total Project Cost: $300,000.00 (100.00%)
SRMC (100% Federal) $14,999.93
O.af)