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HomeMy Public PortalAbout10-8136 Pre Disaster Mitigation Program Sponsored by: City Manager Resolution No. 10-8136 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, TO AUTHORIZE THE CITY MANAGER TO SUBMIT AN APPLICATION TO THE STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT FOR 2011 PRE-DISASTER MITIGATION PROGRAM, REQUESTING FUNDS IN THE AMOUNT OF THREE MILLION DOLLARS ($3,000,000.00); PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,the Pre-Disaster Mitigation Program(PDM)is a program created to assist State and local governments with the implementation of cost-effective hazard and disaster mitigation prior to an occurrence; and WHEREAS,the City Commission of the City of Opa-locka desires to reduce overall hazard and disaster risk to the people and property of Opa-locka; and WHEREAS, the Pre-Disaster Mitigation Program will provide 75% of the funds for the project cost; and WHEREAS, the City of Opa-locka,will be required to provide 25%in matching funds for the project; and WHEREAS, the City Commission of the City of Opa-locka authorizes the City Manager to submit an application to the Pre-Disaster Mitigation Program(PDM): NOW,THEREFORE,BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Resolution No. 10-8136 Section 2. The City Commission of the City of Opa-locka hereby authorizes and directs the City Manager to submit an application for the Pre-Disaster Mitigation Program (PDM) to the States of Florida Division of Emergency Management, requesting funds in the amount of Three Million Dollars ($3,000,000.00). Section 3. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 22ND day of September, 2010. adatt JOS CI' i KELLEY 4 AYS R Attest: Deborah Irby City Clerk Approved as to form and legal sufficiency: 11 I .),1) Geller, Esq. �j ty Att. ey Moved by: TAYLO Seconded by: JOHNSON Commission Vote: 4-0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: NOT PRESENT Vice-Mayor Taylor: YES Mayor Kelley: YES 1764782 vl der,.LOCk4..,.. phi Q uit �.r-� Cr0Ap ORPT E� 0 Memorandum TO: Mayor Joseph L. Kelley Vice Mayor Myra L. Taylor Commissioner Timothy Holmes Commissioner Dorothy Johnson nmissione Rose Tydus FROM: larance Patterson, City Manager DATE: September 13, 2010 RE: Resolution Authorizing Application to Florida's Division of Emergency for the 2011 Pre-Disaster Mitigation Program Request: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO SUBMIT AN APPLICATION TO THE STATE OF FLORIDA'S DIVISION OF EMERGENCY MANAGEMENT FOR 2011 PRE-DISASTER MITIGATION PROGRAM REQUESTING FUNDS IN THE AMOUNT OF THREE MILLION ($3,000,000.00) DOLLARS; PROVIDING FOR AN EFFECTIVE DATE. Description: The Pre-Disaster Mitigation (PDM) program is a nation-wide competitive grant program created to assist State and local governments with the implementation of cost-effective hazard mitigation activities prior to disasters. The intent of the program is to reduce overall risk to people and property while minimizing the cost of disaster recovery. Financial Impact: Federal funding will cover 75% of the project cost. Sub-applicants are required to provide the remaining 25% in matching funds. All project submission must have a Benefit Cost Analysis of 1 or greater. Implementation Time Line: Immediately. Legislative History: None Recommendation(s): Staff is recommending the approval. Analysis: ATTACHMENT(S): FY11 Guidelines for Pre-Disaster Mitigation Program PREPARED BY: Charmaine Parchment 2011 Pre Disaster Mitigation Program Application Cycle is Open! Deadline for Submission of Applications to the State of Florida's Division of Emergency Management is October 8, 2010, 4:00 PM EST Program Overview The Pre-Disaster Mitigation(PDM)program is a nation wide competitive grant program that was created to assist State and local governments, including Indian Tribe governments,with the implementation of cost-effective hazard mitigation activities prior to disasters. The intent of this program is to reduce overall risk to people and property, while also minimizing the cost of disaster recovery. For information about the PDM program,please go to the following web addresses: http://www.floridadisaster.org/Mitigation/PreDisaster/index.htm http://www.fema.gov/government/grant/pdm/index.shtm For additional information about the PDM program requirements, eligibility, and grants management go to http://www.fema.gov/library/viewRecord.do?id=3649 and click on Resource File: View/Download/Print(pdf 1021K) link. The deadline for submitting FY 2010 PDM grant applications to the State of Florida is Friday, October 8, 2010 by 3:59 (EST). With a limited time-frame for submitting and reviewing the applications, it is important that potential applicants work with the State prior to the actual submission of the application. If you are interested in participating in this year's PDM application cycle, please complete and return via email the Notice of Intent to Participate form (see below)on or before August 13,2010. The completion and return of this form are necessary in order to determine the appropriate level of State resources needed to assist with the application. Please be advised,the quicker the NOI forms are returned,the faster permission can be granted to move into the application phase,which will allow the applicant more time to work on the application. Eligible Sub-Applicants: The following entities are eligible to apply to the Applicant for assistance: State-level agencies including State institutions (e.g., State hospitals or universities);Federally- recognized Indian tribal governments; local governments, including State-recognized tribes, authorized tribal organizations, and Alaska Native villages; public colleges and universities; and tribal colleges and universities. Private non-profit(PNP)organizations and private colleges and universities are not eligible Sub-Applicants; however, an eligible, relevant State agency or local governments may apply to the Applicant as the Sub-Applicant for assistance to benefit the private entity. Sub-applicants may include a maximum of 5%of the total funds requested(Federal and non- Federal shares)for their project sub-application for management costs to support the project. Sub-applicant cost activities must be consistent with the Office of Management and Budget Circular A-87. Sub-applicants may also request up to 10%of the funds requested for their mitigation project sub-application for information dissemination activities (public awareness and education)regarding cost-effective mitigation technologies. These activities may include marketing and outreach(e.g., brochures,videos)and must relate directly to the project sub- application. Any information dissemination activities should be identified as separate line items in the Cost. Electronic Submissions Applicants MUST use the electronic grants (eGrants)management system to submit PDM grant applications. Only PDM-C grant applications submitted through the eGrants system will be accepted by FEMA. In order to log on to the eGrants system,please go to https://portal.fema.gov/famsVu/dynamic/index.html . Click on the New User button. Enter the information the system is requesting. Once the registration form is completed the System is going to ask the user for an Access Code. At this time,enter S12. Please email Quinton Williams once the registration is completed so that access can be given to create an application. If a community's delegation of signature authority will require that someone other than the preparer of the application sign off on it,please be aware that a separate registration for that person must be created. For questions regarding this information or the Pre-Disaster Mitigation Program,please contact Quinton Williams at quinton.williams@em.myflorida.com or(850)487-1584. 2011 Pre-Disaster Mitigation Grant Program Notice of Intent to Participate Projects Sub-Grantee Name Type of Sub-Grantee Point of Contact Name Phone Address Email Registered in e-Grants Do you have authority to sign off on contracts? If not, who is the authorized to sign contracts? Are they registered in e-Grants? Project Name Project Type (Wind, Drainage, etc,) Scope of Work Project Cost Timetable for Project Completion Is the Project currently listed in the community's Local Mitigation Strategy r'londallisaster.org - Mitigation - Pre-Disaster Mitigation Program Page 1 of 4 r �9 a. Contact I FAQs I Search j Site Index ® ® M. TM F' FloridaDisaster FL Hazard Lookup � �� Florida Division of Emergency Management Public I Business I EM Community 1 Organization 1 News Media I Kids Prepare and Stay Aware! Nil Search Home/Mitigation/Pre-Disaster Mitigation Program Mitigation-Pre-Disaster Mitigation Program Organization Program Overview About the Division Director's Office The 2011 Pre-Disaster Mitigation Program Application Cycle is Now Open. Deadline for Submission of Applications to the State of Florida's Division of Finance and Administration Emergency Management is October 8, 2010,4:00 PM EST. Preparedness The Pre-Disaster Mitigation(PDM)program is a nation-wide competitive grant program that was created to assist State and local governments,including Indian Tribe governments,with the implementation of Response cost-effective hazard mitigation activities prior to disasters.The intent of this program is to reduce overall risk to people and property,while also minimizing the cost of disaster recovery. Recovery For information about the PDM program, please go to the following web address: Mitigation http://www.fema.gov/government/grant/odm/index.shtm.For additional information about the PDM program requirements,eligibility,and grants management go to Mitigation Sections http://www.fema.gov/library/viewRecord.do?id=3649 and click on the Resource File:View/Download/Print (pdf 1021K)link. Hazard Mitigation Grant Program The deadline for submitting FY 2010 PDM grant applications to the State of Florida is Friday,October 8, 2010 by 4:00 PM(EST).The State of Florida must review the applications and submit them to FEMA on or Repetitive Flood Claims before December 3,2010 by 3:00 PM(EST). With a limited time-frame for submitting and reviewing the Program applications,it is important that potential applicants work with the State prior to the actual submission of Flood Mitigation Assistance the application. Please see the 2011 PDM Announcement. Program National Flood Insurance Applicants MUST use the electronic grants(eGrants)management-system to submit PDM grant Program applications. (Blank copies of the PDM Project Application and PDM Planning Application are available for Local Mitigation Strategy review.) State Mitigation Strategy Residential Construction If you are interested in participating in this year's PDM application cycle,please complete and return via Mitigation Program email the attached Notice of Intent to Participate form on or before August 13,2010.The Notice of Intent Pre-Disaster Mitigation Grant to Participate form can be found in the 2011 PDM Announcement.The completion and return of this form Program are necessary for the State to determine the appropriate level of resources that will be needed to assist Severe Repetitive Loss with the application. Please forward the Notices to Quinton Williams at Program guinton.williams@em.mvflorida.com. Eligible Applicants Customer Service Hotline Only the State emergency management agencies or a similar office(i.e.,the office that has emergency (850)413-9929 management responsibility)of the State,the District of Columbia,the U.S.Virgin Islands,the Commonwealth of Puerto Rico,Guam,American Samoa,and the Commonwealth of the Northern Mariana 'Resources Islands,as well as Federally-recognized Indian tribal governments are eligible to apply to FEMA for assistance as Applicants under this program. Each State,Territory,or tribal government shall designate Mitigation Publications one Agency to serve as the Applicant for this program. Each Applicant may submit an unlimited amount of sub-applications for eligible planning/project activities that the Applicant has reviewed and approved in Mitigation Links eGrants. DEM Library Eligible Sub-Applicants: Disasters The following entities are eligible to apply to the Applicant for assistance: State-level agencies including Previous Disasters State institutions(i.e.,State hospitals or universities); Federally-recognized Indian tribal governments; local governments,including State-recognized tribes,authorized tribal organizations,and Alaska Native villages; public colleges and universities; and tribal colleges and universities. Private non-profit(PNP) organizations and private colleges and universities are not eligible Sub-Applicants;however, an eligible,relevant State agency or local governments may apply to the Applicant as the Sub- Applicant for assistance to benefit the private entity. Sub-applicants may request up to 10%of the funds requested for their mitigation project sub-application for information dissemination activities(public awareness and education) regarding cost-effective mitigation technologies.These activities may include marketing and outreach(i.e.,brochures,videos)and must relate directly to the project sub-application.Any information dissemination activities should be identified as separate line items in the Cost. Sub-applicants may include a maximum of 5%of the total funds requested (Federal and non-Federal shares)for their project sub-application for management costs to support the project. Sub-applicant cost activities must be consistent with the Office of Management and Budget Circular A-87. http://www.floridadisaster.org/Mitigation/PreDisaster/index.htm 9/3/2010 r ionuavlsasier.org - ivnugation- rre-utsaster i.viinganon rrogram rage z or 4 • Eligible Activities Proposed hazard mitigation projects must primarily focus on natural hazards but also may address hazards caused by manmade forces. Funding is restricted to a maximum of$3 million Federal share per project sub-application.The Federal share will cover 75%of the project cost.Sub-applicants are required to provide the remaining 25%in matching funds.All project submissions must have a Benefit Cost Analysis of 1 or greater. The following are examples of eligible mitigation projects: Voluntary acquisition of real property(i.e.,structures and land,where necessary)for conversion to open space in perpetuity. Relocation of public or private structures; Elevation of existing public or private structures to avoid coastal or riverine flooding; Structural retrofitting and non-structural retrofitting (i.e.,storm shutters,hurricane clips,bracing systems)of existing public or private structures to meet or exceed applicable building codes relative to hazard mitigation(select from the 205 series in the Mitigation Activity section in e Grants); Construction of safe rooms(tornado and severe wind shelters)for public and private structures that meet the FEMA construction criteria in FEMA 320"Taking Shelter from the Storm"and FEMA 361 "Design and Construction Guidance for Community Shelters; =" Hydrologic and Hydraulic studies/analyses,engineering studies,and drainage studies for the purpose of project design and feasibility determination; • Vegetation management for natural dune restoration,wildfire or snow avalanche; • Protective measures for utilities(i.e.,electric and gas);water and sanitary sewer systems and/or infrastructure(i.e.,roads and bridges) Storm water management projects(i.e.,culverts, retention basins)to reduce or eliminate long-term risk from flood hazards(select from the 403 series in the Mitigation Activity; and ▪ Localized flood control projects,such as certain ring levees,bank stabilization,and floodwall systems that are designed specifically to protect critical facilities(defined as Hazardous Materials Facilities,Emergency Operation Centers,Power Facilities,Water Facilities,Sewer and Wastewater Treatment Facilities,Communications Facilities,Emergency Medical Care Facilities,Fire Protection, and Emergency Facilities)and that do not constitute a section of a larger flood control system (select 404.1,Localized Flood Control System to Protect Critical Facility). Any of the above mitigation projects for a critical facility,as defined above,may include the purchase of a generator or related equipment purchases(i.e.,generator hook-ups)as a functional portion to the larger eligible mitigation project sub-application,as long as the generator or related equipment purchase directly relates to the hazard(s)that threatens the critical facility. In-Eligible Project Activities The following project activities are not eligible for the PDM grant program: • Major flood control and/or erosion projects such as the construction or repair of dikes,levees, floodwalls,seawalls,groins,jetties,breakwaters,dams,waterway channelization,and beach nourishment or re-nourishment; Water quality infrastructure projects ▪ Projects that address ecological or agricultural issues related to land or forest management(i.e., insects,diseases,weather-related damages,infestations); • Warning and alert notification systems(i.e.,NOAA weather radios); Any phase or part of a project that is dependent on another phase or part that is not included in the project sub-application to be effective and/or feasible; Studies that do not result in a project(i.e.,engineering designs,feasibility studies,flood studies,or drainage studies that are not integral to the proposed project); Flood studies or flood mapping(i.e.,general hydrologic and hydraulic studies/analyses not integral or necessary for project design or feasibility determination); • Dry flood proofing of residential structures; Generators and related equipment(i.e.,generator hook-ups)for non-critical facilities; Generators and related equipment(i.e.,generator hook-ups)for critical facilities that are not part of a larger eligible mitigation project sub-application and is not directly related to the hazard(s)that threaten that critical; Any mitigation activities involving demolishing an existing structure(i.e.,commercial or residential building)and building a new structure(i.e.,demolition/rebuild)in floodplains; • Projects that solely address a manmade hazard; Response and communication equipment; Projects that solely address maintenance or repairs of existing structures,facilities,or infrastructure (i.e.,dredging,debris removal,and dam repair/rehabilitation); Localized flood control projects that do not protect a critical facility; Localized flood control projects that constitute a section of a larger flood control system; Any project for which another Federal agency has primary authority Electronic Submissions Applicants MUST use the electronic grants(eGrants) management system to submit PDM grant applications.Only PDM-C grant applications submitted through the eGrants system will be accepted by FEMA.In order to log on to the eGrants system,please go to httos://portal.fema.Qov/famsVu/dynamic/index.html.Click on the New User button and enter the http://www.floridadisaster.org/Mitigation/PreDisaster/index.htm 9/3/2010 r iorlualnsaster.org - iviit.igauon - rre-visaster ivmigation rrogram rage or 4 information the system is requesting. Once the registration form is completed the System is going to ask the user for an Access Code.At this time,enter S12. Please email Quinton Williams once the registration is completed so that access can be given to create an application. If a communitya€'s delegation of signature authority will require that someone other than the preparer of the application sign off on it, please be aware that a separate registration for that person must be created. Application Assistance In order to help sub-applicants with the applications,copies of blank PDM Project and Planning applications are attached for review. (See attached Subgrant Proiect Application and Sub-Grant Planning Application).Also,below is additional information that will help with completing the Pre-Disaster Mitigation application in eGrants: Scope of Work The purpose of the scope of work in the PDM is to describe what needs to done to mitigate a problem as a result of a hazard.It describes the methodology for implementing the mitigation activity.The scope of work should define the mitigation activity.A good scope of work is clear and concise.The scope of work should not be confused with the problem description.The hazard information and scope of work sections require a detailed explanation of the history of the problem and existing conditions in addition to the proposed solution to address the problem.A(See attached PDM Sample Scope of Works) Budget/Schedule of Work The budget section requires that you provide detailed costs for the project.These costs should include but are not limited to materials,labor and any associated fees.All sub-grantees are eligible for a 5% administrative fee.However,it must be shown separately in the line item budget.A(See attached PDM Sample Budget and Schedule of Work) The project Schedule of Work section requires that the sub-grantee identify all project milestones and associated time of completeness for each milestone. (See attached PDM Sample Budget and Schedule of Work) Environmental Review Several sections of the application are designed to provide the necessary background for the environmental review,including a detailed description,scope of work,budget,maps,photographs,and consideration of alternatives. Documentation Checklist For additional help in completing the PDM application, please go to Forms,and on the page under the heading of Application Completeness Checklist there is the sample of the Joint Hazard Mitigation Grant Program and Flood Mitigation Assistance checklist.This checklist should prove to be helpful in understanding and compiling some of the information that is required in the PDM application.This is only to be used a tool to assist in the development of the PDM application.All PDM applications will be evaluated on the information that is required in the PDM application. Submission Deadline The deadline for submitting FY 2011 PDM grant applications to the State of Florida is Friday,October 8, 2010 by 4:00(EST).The State of Florida must review the applications and submit them to FEMA on or before December 3,2010 by 3:00 PM(EST). If your application is received by the State before the State's deadline,technical assistance can be provided.Once the application period closes,all applications will be treated as submissions for a competitive award and only be reviewed for eligibility verification. If you require assistance in completing the Benefit Cost Analysis or have any technical questions regarding the application,please contact Luz Bossanyi at luz.bossanvi@em.mvflorida.com(407)268-8635. For questions regarding the Environmental section of the application,please contact Kaydiann Pinkston at kavdiann.pinkston@em.mvflorida.com or(850)487-2053. Contact For questions regarding this information or the Pre-Disaster Mitigation Program,please contact Quinton Williams at auinton.williems @em.myflorida.com or(850)487-1584. Updated: June 16,2010 17:32 Public I Business'EM Community I Organization I News Media I Kids Copyright©2002 FDEM I Privacy(Best Viewed With l Accessibility 1 Contact Us l Employment I Home www.FlondaDisaster.org http://www.floridadisaster.org/Mitigation/PreDisaster/index.htm 9/3/2010