23-1627 Modification to Subgrant Agreement - Hazard mitigation Grant Program RESOLUTION NO. 23-1627
A RESOLUTION OF CITY OF LONGWOOD, FLORIDA, APPROVING A
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN THE DIVISION OF
EMERGENCY MANAGEMENT AND CITY OF LONGWOOD; PROVIDING
FOR CONFLICTS, SEVERABILITY, AND AN EFFECTIVE DATE.
WHEREAS, the State of Florida, Division of Emergency Management Division ("Division")
and the City of Longwood ("City") have entered into a Subgrant Agreement, pursuant to which
the Division has provided a subgrant to the City under the Hazard Mitigation Grant Program for
the City's Project known as the Fire Station Facility, Hurricane Safe Room, Code Plus and
Generator- Phase 1; and
WHEREAS, the Division and the City desire to modify the Agreement to reinstate and
extend the terms of the Agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
LONGWOOD, FLORIDA, AS FOLLOWS:
SECTION I. Recitals. The foregoing findings are incorporated herein by reference and made a
part hereof.
SECTION II. Authorization/Signature Authority. The City Commission of City of Longwood,
Florida, hereby approves the Modification to Subgrant Agreement between the Division of
Emergency Management and City of Longwood attached hereto (herein the "Modification")
and authorizes its City Manager, Clint Gioielli to execute the Modification on behalf of the City.
SECTION III. Conflicts. All resolutions or part of resolutions in conflict with any of the
provisions of this Resolution are hereby repealed.
SECTION IV. Severability. If any section or portion of a section of this Resolution proves to be
invalid, unlawful, or unconstitutional, it shall not be held to invalidate or impair the validity,
force, or effect of any other section or part of this Resolution.
SECTION V. Effective Date. This Resolution shall become effective immediately upon its
passage and adoption.
PASSED and ADOPTED this 20th Day of February, 2023.
CITY COMMISSION
CITY OF LONGWOOD, FLORIDA
MATT MORGAN, MAYOR
Resolution No.23-1627
Page 1 of 2
ATTEST:
MICHELLE LONGO, MC, FCRM, CITY CLERK
Approved as to form and legality for the use and reliance of the City of Longwood, Florida, only.
cl DANIEL W. G I RNEY
Resolution No.23-1627
Page 2 of 2
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis Kevin Guthrie
Governor Director
March 20, 2023
Mr. Shad Smith, P.E.
City Engineer/ Public Works Director
907 East State Road 434
Longwood, Florida 32750
Re: Project#4468-033-R, City of Longwood
Dear Mr. Smith:
Enclosed is the executed Hazard Mitigation Grant Program (HMGP) contract
modification number one (#1) (Contract#H0753) between City of Longwood and the
Division of Emergency Management.
Please email all Requests for Reimbursement (Attachment D) to the project manager at
Madeline.Weiss(c�em.myflorida.com. The Project Manager for this contract is:
Madeline Weiss, Project Manager
Florida Division of Emergency Management
2555 Shumard Oak Blvd,
Tallahassee, Florida 32399
If you have any specific questions regarding the contract or the Request for
Reimbursement form, please contact Madeline Weiss at (850) 400-5715.
Respectfully,
Digitally signed by Laura Dhuwe
Laura Dhuwe Date:2023.03.2016:30:44
-04'00'
Laura Dhuwe
Bureau Chief, Mitigation
State Hazard Mitigation Officer
Enclosure
DIVISION HEADQUARTERS Telephone: 850-815-4000 STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard www.FloridaDisaster.orq 2702 Directors Row
Tallahassee, FL 32399-2100 Orlando, FL 32809-5631
Contract Number: H0753
Project Number: 4468-033-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
CITY OF LONGWOOD
This Modification Number One made and entered into by and between the State of Florida,
Division of Emergency Management("the Division"), and City of L.dngwood("the Sub*Recipient")to
modify Contract Number H0753, dated, January 26, 2022 ("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$111,025.79, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient desire to modify the Agreement; and
WHEREAS, the Agreement expired on December 31, 2022; and
WHEREAS, the Division and the Sub-Recipient desire to reinstate and extend the terms of the
Agreement.
NOW,THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
1. 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 January 26, 2022 and shall end June 30, 2023, unless
terminated earlier in accordance with the provisions of Paragraph(17)of this Agreement.
3. The Budget and Scope of Work,Attachment A to the Agreement,are hereby modified as set forth
in 1 s'Revision Attachment A to this Modification,a copy of which is attached hereto and
incorporated herein by reference.
4. 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.
5. 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.
6. 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.
IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set
out below.
SUB-RECIPIE T-_CI OF GWOOD
By: r' n �i
Name and Title: Civi4. 1 Qi a LI i , C4 /7Q/2Q/1
Date: 0Z l2( (Zo23 11
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Digitally signed by Laura
Laura DIluW2
D Dahuwete:-023.03.2016:3033
By: -na•nn•
Name and Title: Kevin Guthrie, Director
20-MAR-2023
Date:
Attachment A
(1st Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to provide a FEMA P-361 Standards safe room and Code-Plus
hardening of an apparatus bay structure in Longwood, Seminole County, Florida funded through the
Hazard Mitigation Grant Program (HMGP) DR-4468-033-R, as approved by the Florida Division of
Emergency Management(Division)and the Federal Emergency Management Agency(FEMA).
The Sub-Recipient, City of Longwood, shall conduct Phase I—Design of this project,which includes the
engineering designs and calculations, surveys, permitting, and notices. No construction activities are
approved at this time. The Sub-Recipient shall complete the Phase I work in accordance with all
applicable federal, state and local laws, regulations and codes.
PROJECT OVERVIEW:
As a Hazard Mitigation Grant Program(HMGP) project, the Sub-Recipient proposes to construct a new
fire station facility to serve as a hurricane safe room and apparatus bay where code plus activities shall
be implemented, located immediately south of 1000 Savage Court, Longwood, Florida 32750.
Coordinates: (28.693644, -81.358767).
The scope is for Phase I only,which includes but is not limited to surveying,engineering, designing, plans
preparation, permitting and bidding for the proposed project, for Phase II approval. No construction
activities for this project have been approved.
When completed, the Sub-Recipient shall provide necessary information in the Phase I deliverables for
the Phase II review of the following proposed activities.
The Phase II scope shall include the construction of a stand-alone hurricane safe room to meet or
exceed FEMA P-361 standards, for a minimum of 160 MPH winds, which shall serve as a fire station
able to provide near-absolute protection to 115 City first responders during and after a high wind
event. The proposal also includes the construction of a code plus apparatus bay structure adjacent to
the safe room. Code plus activities shall increase the code compliant protection from 148 MPH, to
withstand 190 MPH winds. Additionally, the applicant proposes to purchase and install a permanent
diesel generator with a capacity of 350 kW, or the adequate size determined by the vendor and/or an
electrical engineer during the bid process to appropriately support the critical facility.
The code plus construction shall provide wind protection 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 for
the design wind speed. The local municipal or county building department shall inspect and certify
installation according to the manufacturer specifications.
For the safe room construction, the project shall be designed by the criteria contained in the
standards of the Department of Homeland Security, Federal Emergency Management Agency
guidance manual FEMA P-361 Design and Construction for Community Safe Room, to provide"near-
absolute protection". The safe room construction area shall be 40 square feet per occupant.
The generator shall be protected against a 500-year flood event by implementing specific activities or
by locating the generator outside the Special Flood Hazard Area (SFHA) and shall be protected
against wind with a rated enclosure based on its location requirements. Activities shall be completed
in strict compliance with Federal, State and Local Rules and Regulations.
TASKS&DELIVERABLES:
A) Tasks:
1) The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor and
execute a contract with the selected bidder to complete the scope of work as approved by the Division
and FEMA. The Sub-Recipient shall select the qualified, licensed Florida contractor in accordance
with the Sub-Recipient's procurement policy as well as all Federal and State Laws and Regulations.
All procurement activities shall contain sufficient source documentation and be in accordance with all
applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, equipment,
tools,transportation and supervision and for performing all work per sealed engineering designs and
prepared plans presented to the Division by the Sub-Recipient and subsequently approved by the
Division and FEMA.
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 Phase I portion of this project in accordance with
the Hazard Mitigation Grant Program application and supporting documentation as submitted to the
Division and subsequently approved by the Division and FEMA. The Division and FEMA shall render
a Phase II determination upon completion of the review of Phase I deliverables. No construction
activities are approved at this time. The Sub-Recipient shall ensure that all applicable state,local and
federal laws and regulations are followed and documented,as appropriate.
Phase I consists of fees; for conducting survey, study, engineering, design, public notices, and/or
permitting associated with the modification(s) needed.
All Phase I work shall be completed in accordance with all applicable state, local and federal laws and
regulations and documented, as appropriate.
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) Two sets of engineering Signed/Sealed final design and analysis, and surveying.
c) Construction Plans and bid documents.
d) A copy of conducted peer review.
e) Revised cost estimate for Phase II—construction(include Phase I costs),to implement the design
project.
f) All Product Specifications/Data Sheet(s)(technical standards)satisfying protection requirements
on all products utilized.
g) Verification letter or documentation showing the generator is protected to the 500-year (0.2%
annual chance)flood elevation.
h) Color aerial map with the project area clearly marked.
i) Color photographs of the project area.
j) Proof of compliance with Project Conditions and Requirements contained herein.
k) 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.
I) Any other documentation requested by the Division, not limited to Project Conditions and
Requirements 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.
The Sub-Recipient shall pre-audit bills, invoices,and/or charges submitted by subcontractors and pay
subcontractors for approved bills, invoices, and/or charges. Sub-Recipient shall ensure that all
subcontractor bills, invoices, and/or charges are legitimate and clearly identify the activities being
performed and associated costs.
Sub-Recipient Management Costs (SRMC) expenditure must adhere to FEMA Policy #104-11-1
HMGP Management Costs (Interim) signed November 14, 2018. FEMA defines management costs
as any: Indirect costs, Direct administrative costs, and other administrative expenses associated with
a specific project. Administrative costs are expenses incurred by a Sub-Recipient in managing and
administering the federal award to ensure that federal, state requirements are met including:
solicitation,development,review,and processing of sub-applications;delivery of technical assistance;
quarterly progress and fiscal reporting; project monitoring;technical monitoring;compliance activities
associated with federal procurement requirements; documentation of quality of work verification for
quarterly reports and closeout; payment of claims; closeout review and liquidation; and records
retention.
Any activities that are directly related to a project are not eligible under management costs. For
example, architectural, engineering, and design services are project costs and cannot be included
under management costs. Similarly, construction management activities that manage, coordinate,
and supervise the construction process from project scoping to project completion are project costs.
These activities cannot be included under management costs.
Due to Strategic Funds Management(SFM), SRMC Interim Policy requires management costs to be
obligated in increments sufficient to cover Sub-Recipient needs, for no more than one year, unless
contractual agreements require additional funding. FEMA has established a threshold where annual
increments will be applied to larger awards allowing smaller awards to be fully obligated. Obligations
will be handled by the size of the total subaward.
The Sub-Recipient shall pre-audit all SRMC source documentation—personnel,fringe benefits,travel,
equipment, supplies, contractual, and indirect costs. A brief narrative is required to identify what the
funds 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, and all Personnel or Contractual SRMC shall be invoiced
separate from all other project costs.
Project Management Expenses(only applies to disasters prior to August 1,2017,all others adhere to
FEMA Policy#104-11-1 for SRMC): The Sub-Recipient shall pre-audit source documentation such
as payroll records, project time sheets, attendance logs, etc. Documentation shall be detailed
information describing tasks performed, hours devoted to each task, and the hourly rate charged for
each hour including enough information to calculate the hourly rates based on payroll records.
Employee benefits shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of information.
Further, the Division shall ensure that no unauthorized work was completed prior to the approved
project start date by verifying vendor and contractor invoices. The Division shall verify that reported
costs were incurred in the performance of eligible work,that the approved work was completed, and
that the mitigation measures are in compliance with the approved scope of work prior to processing
any requests for reimbursement.
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 Phase I costs
related to the project as identified in the project application and this scope of work. The Requests for
Reimbursement(RFR)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 Request for Reimbursement shall include the final Phase I project cost.
Supporting documentation shall show that all contractors and subcontractors have been paid.
B) Deliverables:
Mitigation Activities consist of Phase I activities, which include engineering, designing, plans
preparation, permitting, and bidding for the proposed project, for Phase II approval, to implement
measures to harden a stand-alone hurricane safe room to FEMA P-361 standards and construct a
code plus apparatus bay at a fire station, located in Longwood, Florida 32750.
The safe room or area should be designed and constructed to be structurally independent of the host
building, providing protection against 160 MPH winds, the same as a stand-alone safe room. The
design of the safe room should assume the failure of the host building. The internal safe room
construction shall be designed by the criteria contained in the standards of the Department of
Homeland Security, Federal Emergency Management Agency guidance manual FEMA P-361 Design
and Construction for Community Safe Room, to provide "near-absolute protection". Construction
documents for community safe rooms designed for more than 50 occupants,as well as for safe rooms
in an elementary school,secondary school,day care facility with an occupant load greater than 16,or
any Risk Category IV building, are required to undergo peer review.
The generator shall be protected against a 500-year flood event by implementing specific activities or
by locating the generator outside the SFHA and shall be protected against wind with a rated enclosure
based on its location requirements. Activities shall be completed in strict compliance with Federal,
State and Local Rules and Regulations.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this
Agreement,the Division shall reimburse the Sub-Recipient based on the percentage of overall project
completion.
PROJECT CONDITIONS AND REQUIREMENTS:
C) Engineering:
1) The Sub-Recipient shall submit Engineering plans and bidding documents prepared to complete the
project, indicating the new hurricane safe room will be able to withstand 160 MPH winds.
2) Design documents shall provide a detailed description that includes specifics on project scope of
work, depth and extent of ground disturbance at all construction locations of the project.
3) Submit a refined cost estimate, to include Phase I Fees and Phase II Construction Materials, Labor
and Fees.
4) A copy of the conducted peer review verifying the designs are compliance with all requirements.
5) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical standards)
satisfying protection requirements on all products utilized.
6) The Sub-Recipient shall provide a copy of the Notice of Commencement, and any local official
Inspection Report and/or Final Approval, as applicable.
7) A letter from the professional of record affirming the project was designed to meet 160 MPH.
8) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical standards)
satisfying protection.
9) The Sub-Recipient shall submit a certified letter of completion from Engineer of Record. The Sub-
Recipient's Engineer of Record shall provide a formal certificate or letter affirming that the project has
been designed in conformance with the approved project drawings, specifications, scope, and
applicable codes.
10) 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.
11) The code plus portion 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 building may
have vulnerabilities due to age, design and location that may result in damage to the building from
wind events even after the installation of the mitigation measures funded under this Subgrant
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 building, does not ensure the safety or survival of building
occupants.
12) The safe room or area should be designed and constructed to be structurally and provide protection
against 160 MPH winds,the same than a stand-alone safe room.The design of the safe room should
assume the failure of the host building. The internal safe room construction shall be designed by the
criteria contained in the standards of the Department of Homeland Security, Federal Emergency
Management Agency guidance manual FEMA P-361 Design and Construction for Community Safe
Room, to provide "near-absolute protection". Construction documents for community safe rooms
designed for more than 50 occupants, as well as for safe rooms in an elementary school, secondary
school, day care facility with an occupant load greater than 16, or any Risk Category IV building, are
required to undergo peer review.
D) Environmental:
1) Any change to the approved scope of work shall require re-evaluation for compliance with NEPA and
other Laws and Executive Orders.
2) Acceptance of federal funding requires the Sub-Recipient to comply with all federal, state, and local
laws. Failure to obtain all appropriate federal, state,and local environmental permits and clearances
may jeopardize federal funding.
3) Meet all required Environmental laws and policies, and all necessary Environmental compliance
documents shall be obtained as applicable.
4) Historical Preservation compliance documents shall be obtained. Review documentation required:
a) Color aerial map with the project location clearly marked.
b) Color photographs of the project area(electronic).
c) Indicate if project site is located within a designated historic district of historic neighborhood.
5) The generator is supporting a critical action and must be protected to the 500-year (0.2% annual
chance) flood elevation. The Sub-Recipient must submit documentation to the State documenting
which protective option they selected.
6) Phase I of this project is approved with the condition that the above list of deliverables shall be
submitted for review and approval by the Division and FEMA before Phase II is considered.
7) No construction work may begin until Phase II is approved by the Division and FEMA.
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)j,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 fora Period of Performance Extension shall be in writing and submitted,
along with substantiation of new expiration date and a new schedule of work, to the Division, a
minimum of seventy(70)days prior to the expiration date, for Division processing to FEMA.
5) The Sub-Recipient must avoid duplication of benefits between the HMGP and any other form of
assistance,as required by Section 312 of the Stafford Act,and further clarification in 44 CFR 206.191.
6) A copy of the Sub-Recipient executed subcontract agreement(s) must be forwarded to the Division
within 10 days of execution.
7) Project approval is with the condition that the tasks, deliverables, and conditions be accomplished
and submitted 30 days prior to the Period of Performance date, for reviews and approvals by the
Division,for submittal to FEMA.
8) 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.
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.
o 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.
o Funding is for approved indirect costs, direct administrative costs, and administrative expenses
associated with this specific project and shall have adequate documentation.
o SRMC cannot exceed 5%of the total project costs awarded.
o 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.
o SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
o If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
This is FEMA project number 4468-033-R. It is funded under HMGP, FEMA-4468-DR-FL and must
adhere to all program guidelines established for the HMGP in accordance with the PAS Operational
Agreement for Disaster 4468.
FEMA awarded this project on September 21, 2021; with a Pre-Award date of May 25, 2021; this
Agreement was executed on January 26, 2022; and the Period of Performance for this project shall end
on June 30,2023.
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
Phase I—
State Contracting: 3 Months
Bidding/Local Procurement: 3 Months
Design Specifications: 8 Months
Permitting/Survey: 4 Months
Deliverables Submitted to FDEM: 3 Months
Total Period of Performance: 21 Months
BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials: $0.00 $0.00 $0.00
Labor: $0.00 $0.00 $0.00
Fees: $375,700.00 $84,746.83 $290,953.17
**Pre-Award: $84,300.00 $19,015.59 $65,284.41
Initial Agreement Amount: $460,000.00 $103,762.42 $356,237.58
*Contingency Funds: $23,000.00 $5,188.13 $17,811.87
Project Total: $483,000.00 $108,950.55 $374,049.45
****SRMC
SRMC: $7,263.37 $7,263.37
SRMC Total: $7,263.37 $7,263.37
*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 a Pre-Award, approved by FEMA in the amount of$84,300.00 project costs with a start
date of May 25, 2021.
*** This project has an estimated $23,000.00 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$0.00
**** Sub-Recipient Management Costs (SRMC) are included for this project in the amount of
$7,263.37 in Federal funding. Per the Hazard Mitigation Grant Program Interim FEMA Policy 104-11-1,
SRMC provides HMGP funding to Sub-Recipients to efficiently manage the grant and complete activities
in a timely manner. SRMC must conform to 2 CFR Part 200, Subpart E, ensuring costs are reasonable,
allowable, allocable and necessary to the overall project.
SRMC cannot exceed 5%of the approved total project costs awarded and shall be reimbursed at 5% for
each Request for Reimbursement(RFR)submitted with the required documentation.
If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
Funding Summary Totals
Federal Share: $108,950.55 (22.557049123%)
Non-Federal Share: $374,049.45 (77.442950877%)
Total Project Cost: $483,000.00 (100.00%)
SRMC (100% Federal) $7,263.37