HomeMy WebLinkAboutCity of Tamarac Resolution R-2014-024Temp Reso. # 12467
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March 6, 2014
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2014 -O?y -
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA AUTHORIZING THE APPROPRIATE CITY
OFFICIALS TO SUBMIT AN APPLICATION TO THE FLORIDA
DIVISION OF EMERGENCY MANAGEMENT FOR HAZARD
MITIGATION GRANT PROGRAM FUNDS FOR THE TAMARAC
WATER TREATMENT PLANT RETROFIT PROJECT IN AN
AMOUNT UP TO $1,100,000; PROVIDING FOR UP TO A 25
PERCENT MATCH OF $275,000 IN LOCAL FUNDS IN THE
EVENT OF APPROVAL OF THE APPLICATION; PROVIDING
FOR ACCEPTANCE OF THE AWARD AND EXECUTION OF
DOCUMENTS UPON APPROVAL; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABILITY;. AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Commission of the City of Tamarac desires to improve
emergency management capabilities within the City in the fundamental areas of response,
recovery, and continuing operations; and
WHEREAS, the Florida Division of Emergency Management provides grants to local
governments for pre -disaster mitigation projects under Tier 3 of the Hazard Mitigation Grant
Program, and
WHEREAS, the City of Tamarac desires to protect its residents, businesses,
employees and critical facilities during times of disaster; and
WHEREAS, providing for the retrofit of the Tamarac Water Treatment Plant will help
ensure continuity of government services during times of disaster; and
Te m p Reso. # 12467
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March 6, 2014
WHEREAS, the granting agency requires and the City is willing to provide a 25
percent match in local funds in an amount up to $275,000 in the event of approval of the
grant application; and
WHEREAS, it is a requirement of the grant program and the City agrees to provide a
Resolution authorizing the grant proposal become an official part of the application; and
WHEREAS, the Directors of both Financial Services and Public Services Departments
recommend submission of the grant application and acceptance of the award in the event of
approval; and
WHEREAS, the City Commission of the City of Tamarac deems it to be in the best
interest of the citizens and residents of the City of Tamarac to submit an application to the
Florida Division of Emergency Management for Hazard Mitigation Grant Program funds for
the Tamarac Water Treatment Plant Retrofit Project and accept the award and execute the
necessary documents following legal review.
NOW THEREFORE BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF
TAMARAC, FLORIDA:
Section 1: The foregoing "WHEREAS" clauses are HEREBY ratified and confirmed as
being true and correct and are HEREBY made a specific part of this Resolution. All exhibits
Temp Reso. #12467
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March 6, 2014
attached hereto and referenced herein are expressly incorporated and made a specific part
of this Resolution.
Section 2: The appropriate City Officials are HEREBY authorized to submit a Hazard
Mitigation Grant Program application to the Florida Division of Emergency Management in
an amount up to $1,100,000, providing for a 25% match in local funds of up to $275,000 in
the event of approval of the application. A copy of said application form is attached hereto
as Exhibit A.
Section 3: Upon approval of the application, the appropriate City officials are HEREBY
authorized to accept the award and execute the necessary documents following legal
review.
Section 4: An appropriation for the receipt and expenditure for this grant will be
included in a budget amendment prior to November 30, 2014 pursuant to F.S. 166241(2).
Section 5: All Resolutions or parts of Resolutions in conflict herewith are HEREBY
repealed to the extent of such conflict.
Section 6: If any clause, section, other part or application of this Resolution is held by
any court of competent jurisdiction to be unconstitutional or invalid, in part or in application,
it shall not affect the validity of the remaining portion or applications of this Resolution.
Temp Reso. #12467
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March 6, 2014
Section 7: This Resolution shall become effective immediately upon its passage and
adoption.
PASSED, ADOPTED AND APPROVED this day of %, 2014.
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DRAFT
EXHIBIT A
STATE OF FLORIDA - HAZARD MITIGATION GRANT PROGRAM APPLICATION
THIS SECTION FOR STATE USE ONLY
FEMA- 4138-DR-FL ❑
Standard
HMGP
❑
5% Initiative Application
❑
Application Complete
❑
Standard
FMA
❑
Initial Submission or
❑
Re- Submission
Support Documents Eligible Applicant Project Type(s)
❑ Conforms w/ State 409 Plan ❑ State or Local Government ❑ Wind
❑ In Declared Area ❑ Private Non -Profit (Tax ID Received) ❑ Flood
❑ Statewide ❑ Recognized Indian Tribe or Tribal Organization ❑ Other:
Community NFIP Status: (Check all that apply)
❑ Participating Community ID#:
❑ In Good Standing ❑ Non -Participating ❑ CRS
State Application ID:
State Reviewer:
Signature:
Reviewer Phone#:
Reviewer Fax#:
Reviewer E-Mail:
Date Application Received:
Date:
This application is for all Federal Emergency Management Agency (FEMA Region IV) Hazard Mitigation Grant Program (HMGP)
proposals. Please complete ALL sections and provide the documents requested. If you require technical assistance with this
application, please contact your State Emergency Management Division at (850) 922-5944.
KI
To Fill Out This Application: Complete all sections that correspond with the type of proposed project
General Application Sections: All applicants must complete these sections
Environmental Review: All applicants must complete these sections
Maintenance Agreement: Any applications involving public property, public ownership, or management of property
Damage Frequency
Assessment Worksheet: Acquisition, Elevation, Floodproofing (if FIS and H&H are unavailable) -- one worksheet per
Flood -Drainage
Improvement Worksheet:
Tornado Worksheet.-
Wind Retrofit Worksheet:
Request for Public
Assistance Form:
Acquisition Forms:
Application Completeness
Checklist:
Applicant Information
FEMA- -DR-FL
structure
Acquisition, Elevation, Floodproofing (if FIS and H&H are available) -- one worksheet per
structure
Safe Room Projects only
Wind retrofit projects only -- one worksheet per structure
FEMA Form 90-49 (Request for Public Assistance): All applicants must complete, if applicable.
If project type is Acquisition, these forms must be completed.
(Only one of the two Notice of voluntary Interest forms is necessary.)
Model Statement of Assurances for Property Acquisition Projects
Declaration and Release
Notice of Voluntary Interest (Town Hall Version)
Notice of Voluntary Interest (Single Site Version)
Statement of Voluntary Participation
FEMA Model Deed Restriction Language
All applicants are recommended to complete this checklist
DISASTER NAME:
Title / Brief Descriptive Project Summary: _
1. Applicant (Organization):
2. Applicant Type:
❑State or Local Government
Ex., FEMA-1609-DR-FL; Hurricane Wilma
[]Recognized Native American Tribe
OPrivate Non -Profit
Form No. HMGP 001, Eff. 06/2012
DRAFT
3. County:
4. State Legislative House District(s): State Legislative Senate District(s):
Congressional House District(s):
5. Federal Tax I.D. Number:
6. Data Universal Numbering System (DUNS):
7. FIPS Code*:
(*if your FIPS code is not known, please fill out FEMA Form 90-49 (Request for Public Assistance) so that the Department
may obtain a FIPS code for you)
8. National Flood Insurance Program (NFIP) Community Identification Number (this number can be obtained from the FIRM map
for your area) :
9. NFIP Community Rating System Class Number (if available):
10. NFIP Last Community Assistance Visit Date (FMA ONLY):
11. Attach proof of current Flood Insurance Policy (FMA ONLY):
12. Point of Contact
E]Ms. ❑Mr. ❑Mrs. First Name: Last Name:
Title:
Street Address:
City: State: Zip Code:
Telephone: Fax:
Email Address:
13. Application Prepared by
❑Ms. ❑Mr. ❑Mrs. First Name: Last Name:
Title: Telephone: Fax:
Email Address:
14. Authorized Applicant Agent (proof of authorization authority required)
E]Ms. ❑Mr. ❑Mrs. First Name: Last Name:
Title: Telephone: Fax:
Street Address:
City: State: Zip Code: _
Email Address:
Signature:
Date:
15. All proposed projects should be included in the county's Local Mitigation Strategy (LMS).
Attached is a letter of endorsement for the project from the county's Local Mitigation Strategy Chairperson. []Yes []No
16. Has this project been submitted and/or funded under a previous disaster event? If so please provide the disaster number and
project number if available.
Section I. Project Description
A. Hazards to be Mitigated / Level of Protection
1. Select the type of hazards the proposed project will mitigate:
El Flood ❑Wind ❑Storm surge ❑Other (list):
2. Identify the type of proposed project:
❑ Elevation and retrofitting of residential or non-residential structure
❑ Acquisition and relocation ❑ Acquisition and demolition
❑ Wind retrofit ❑ Minor drainage project that reduces localized flooding
❑ Other (please explain)
Attach any continuations or additional items to this page Form No. HMGP 001, Eff. 06/2012
3. List the total number of persons that will be protected by the proposed project:
4. Fill in the level of protection and the magnitude of event the proposed project will mitigate.
(e.g. 23 structures protected against the 100-year [ 1 %] flood)
structure(s) protected against the
structure(s) protected against
-year Flood (10, 25, 50, 100, or 500 year)
mile per hour (mph) winds
5. Engineered projects only (e.g. Drainage Improvements, Erosion Control or other special project types.
[Other special project types include drainage and other engineered projects. These projects are unlike acquisition,
elevation or wind retrofits/shutters.]) Attach to this page ALL engineering calculations and design plans used to
determine the above level of protection.
6. Project will provide protection against the hazard(s) above for years. (i.e., what is the useful life of the
project?)
B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)
1. Describe, in detail, the existing problem, the proposed project, and the scope of work. Explain how the proposed
project will solve the problem(s) and provide the level(s) of protection described in Part A. Also, if available, attach a
vendor's estimate and/or a contractor's bid for the scope of work. Please ensure that each proposed project is
mitigation and not maintenance.
2. Description of the existing problems:
3. Describe the type(s) of protection that the proposed project will provide:
4. Scope of Work (describe in detail what you are planning to do):
5. Describe any other on -going or proposed projects in the area that may impact, positively or negatively, the
proposed HMGP or FMA project:
Section II. Project Location (Fully describe the location of the proposed project.)
A. Site
1. Describe the physical location of this project, including street numbers (or neighborhoods) and zip codes. If
available, please provide precise longitude and latitude coordinates for the site utilizing a hand-held global
positioning system (GPS) unit or the equivalent:
2. Title Holder:
3. Is the project site seaward of the Coastal Construction Control Line (CCCL)? ❑YES ❑NO
4. Provide the number of each structure type (listed below) in the project area that will be affected by the project.
That is, all structures in project area.
❑ Residential property:
El Public buildings:
D Other:
❑ Businesses/commercial property:
❑ Schools/hospitals/houses of worship:
Attach any continuations or additional items to this page
Form No. HMGP 001, Eff. 06/2012
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C.
Flood Insurance Rate Map (FIRM) showing Project Site
[:] Attach two (2) copies of the FIRM map, a copy of the panel information from the FIRM, and, if available, the
Floodway Map. FIRM maps are required for this application (if published for your area). Also, all attached maps
must have the project site and structures clearly marked on the map. FIRMs are typically available from your local
floodplain administrator who may be located in a planning, zoning, or engineering office. Maps can also be ordered
from the Map Service Center at 1-800-358-9616. For more information about FIRMs, contact your local agencies or
visit the FIRM site on the FEMA Web -page at
l,itt s:;'/msc.tenia. g av,.""weba / -res/stores/servl.et/FensaWelcon.ieVi.ew'storeld=10001. &catalo .ld=i 0001 &Ian Id=-1
Using the FIRM, determine the flood zone(s) of the project site (Check all zones in the project area).
(See FIRM legend for flood zone explanations) (A Zone must be identified)
El VE or V 1-30 El AE or A 1-30
El AO or AH ❑ A (no base flood elevation given)
❑ B or X (shaded) ❑ C or X (unshaded)
❑ Floodway
❑ Coastal Barrier Resource Act (CBRA) Zone (Federal regulations strictly limit Federal funding for projects in this
zone. Please coordinate with your state agency before submitting an application for a CBRA Zone project).
❑ If the FIRM Map for your area is not published, please attach a copy of the Flood Hazard Boundary Map (FHB
for your area, with the project site and structures clearly marked on the map.
[:]Attach a copy of a Special Flood Hazard Area Flood Insurance Assurance(s).
City or County Map with Project Site and Photographs
[]Attach a copy of a city or county scale map (large enough to show the entire project area) with the project site and
structures marked on the map.
❑Attach a USGS TOPO map with project site clearly marked on the map.
❑For acquisition or elevation projects, include copy of Parcel Map (Tax Map, Property Identification Map, etc.)
showing each property to be acquired. The map should include the Tax ID numbers for each parcel, if possible.
E]Attach photographs (a minimum of 2 photographs) for each project site per application. The photographs should be
representative of the project area, including any relevant streams, creeks, rivers, etc., and drainage areas, which
affect the project site or will be affected by the project. For each structure, please include the following angles:
front, back and both sides.
,W)
Attach any continuations or additional items to this page Form No. HMGP 001, Eff. 06/2012
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Section III. Budget/Costs
In this section, provide details of all the estimated costs of the project. As this information is used for the Benefit -Cost Analysis,
reasonable cost estimates are essential. Do not include contingency costs in the budget. Avoid the use of lump sum costs.
Note: To be eligible for HMA funding, pre -award costs must be identified as separate line items in the cost estimate of the application.
This must be done in addition to filling out the HMGP Pre -Award Cost Request Form. Please mark each pre -award cost with an asterisk
A. Materials
B. Labor (Include equipment costs. Please indicate all "soft" or in -kind matches. All in -kind match
must be identified in the Section III. Budget/Costs of this application.)
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C. Fees Paid (Include any other costs associated with the project.)
Total Estimated Project Cost $
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DRAFT
D. Funding Sources (Round figures to the nearest dollar.)
The maximum FEMA share for HMGP projects is 75%. The other 25% can be made up of State and Local funds as well as
in -kind services. The FMA program requires that the maximum in -kind match be no more than 12.5% of the total project
costs. HMGP/FMA funds may be packaged with other Federal funds, but other Federal funds (except for Federal funds that
lose their Federal identity at the State level such as CDBG and certain tribal funds) may not be used for the non -Federal share
of the costs.
Estimated FEMA Share
Non -Federal Share
Estimated Local Share
Global Match Project Title:
Other Agency Share
(Identify Other Non -Federal Agency and availability date:
Total Funding sources from above $
% of Total (maximum of 75%)
% of Total (Cash)
% of Total (In -kind*)
% of Total (Project Global Match* * )
% of Total
Total % (should equal 100%)
*Identify proposed eligible activities directly related to project to be considered for In -kind services. (Note on Section B)
"Separate Separate project application must be submitted for each project (Global) Match project.
E. Project Milestones/Schedule of Work
List the major milestones in this project by providing an estimated time -line for the critical activities not to exceed a period of
3 years for performance, e.g. Designing, Engineering, Permitting, etc. These milestones should correspond with the scope of
work and budget.
Milestone Number o Da s to Complete
[Example: Demolition of 6 structures and removal of debris 14 days]
Attach any continuations or additional items to this page Form No. HMGP 001, Eff. 06/2012
1 �Alk
Section IV. Environmental Review and Historic Preservation Compliance
(NOTE: This application cannot be processed if this section is not completed.)
Because HMGP/FMA are federally funded programs, all projects are required to undergo an environmental and historic preservation
review as part of the grant application process. Moreover, all projects must comply with the National Environmental Policy Act (NEPA)
and associated Federal, State, Tribal, and Local statutes to obtain funding. NO WORK can be done prior to the NEPA review
process. If work is done on your proposed project before the NEPA review is completed, it will NOT be eligible for Federal
funding.
A. The following information is required for the Environmental and Historic Preservation review:
All projects must have adequate documentation to determine if the proposed project complies with NEPA and associated
statutes. The State Environmental Staff provide comprehensive NEPA technical assistance for applicants, with their consent,
to complete the NEPA review. The type and quantity of NEPA documents required to make this determination varies
depending upon the project Ys size, location, and complexity. However, at a minimum, please provide the applicable
documentation from this section to facilitate the NEPA compliance process.
[:] Detailed project description, scope of work, and budget/costs (Section I and Section III of this application).
❑ Project area maps with project site and staging area marked (Section II, part B & C of this application).
❑ Project area/structure photographs (Section II, part C of this application).
❑ Preliminary project plans.
❑ Project alternatives description and impacts (Section IV of this application).
❑ Please complete the applicable project worksheets. Dates of construction are required for all structures.
❑ Environmental Justice — Attach documents regarding evaluation (required) and satisfactory resolution (if necessary) of
Environmental Justice issues (Highly Disproportionate, Adverse Impacts [effects] on Minority or Low Income Populations.)
Documents can include public meeting records, media reports, letters from interested persons and groups, studies on
population, ethnic groups, quality of life, housing, economics, transportation, public services, schools, public health,
recreation, voting, etc.
❑ Provide any applicable information or documentation referenced on the Information and Documentation Requirements by
Project Type (p. 10 of this application).
B. Executive Order 12898, Environmental Justice for Low Income and Minority Population
Are there low income or minority populations in the project area or adjacent to the project area? If yes, please describe
any disproportionate and adverse effects to these populations.
To help evaluate the impact of the project, please indicate below any other information you are providing:
❑ Description of the population affected and the portion of the population that would be disproportionately and adversely
affected. Please include specific efforts to address the adverse impacts in your proposal narrative and budget.
El Attached materials or additional comments.
Attach any continuations or additional items to this page Form No. HMGP 001, Eff. 06/2012
DRAFT
C. Information required for Tribal Consultations
Section 106 of the National Historic Preservation Act (NHPA) requires federal agencies to take into account the effect of
their undertakings on historic properties. The NHPA requires that agencies must complete this process prior to the
expenditure of any Federal funds on the undertaking. A Tribal Consultation is required for any project disturbing ground or
moving soil, including but not limited to: drainage projects; demolition; construction; elevation; communication towers; tree
removal; utility improvements.
1. Describe the current and future use of the project location. A land use map may be provided in lieu of a
written description.
2. Provide information on any known site work or historic uses for project location.
❑ Attach a copy of a city or county scale map (large enough to show the entire project area) with the horizontal limits (ft)
and vertical depths (sq ft) of all anticipated ground disturbance.
D. Alternative Actions
The NEPA process requires that at least two alternative actions be considered that address the same problem/issue as the proposed
project. In this section, list two feasible alternative projects to mitigate the hazards faced in the project area. One alternative is
the "No Action Alternative."
1. No Action Alternative
Discuss the impacts on the project area if no action is taken.
2. Other Feasible Alternative
Discuss a feasible alternative to the proposed project. This could be an entirely different mitigation method or a significant
modification to the design of the current proposed project. Complete all of parts a-e (below) and include engineering details
(if applicable).
a. Project Description for the Alternative
Describe, in detail, the alternative project. Also, explain how the alternative project will solve the
problem(s) and/or provide protection from the hazard(s).
b. Project Location of the Alternative (describe briefly)
E]Attach a map or diagram showing the alternative site in relation to the proposed project site
[:]Photographs (2 copies) of alternative site
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C. Scope of Work for Alternative Project
d. Impacts of Alternative Project
Below, discuss the impact of this alternative on the project area. Include comments on these issues as
appropriate: Environmental Justice, Endangered Species, Wetlands, Hydrology (upstream and
downstream surface water impacts), Floodplain/Floodway, Historic Preservation and Hazardous
Materials.
e. Estimated Budget/Costs for Alternative Project
In this section, provide details of all the estimated costs of the alternative project (round figures to
the nearest dollar). A lump sum budget is acceptable.
1. Materials
Item Dimension Quantity Cost per Unit Cost
2. Labor (Include equipment costs. Please indicate all "soft" or in -kind matches.)
Description of Task Hours Rate Cost
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3. Fees Paid (Include any other costs associated with the project.)
Description qf Task Hours Rate Cost
Total Estimated Project Cost $�
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FITITTAIffim
HMGP ENVIRONMENTAL REVIEW
Information and Documentation Requirements by Project Type
Retrofits to Existing Facilities/Structures
Elevations
Acquisitions with Demolition
✓ Dates of Construction
✓ Concurrence from State Historic Preservation Officer if structure is 50 years or
older, if work to be done is outside the existing footprint or if there is six (6)
inches or more of ground disturbance.
Drainage Improvements
✓ Engineering plans/drawings
✓ Permit or Exemption letter to address any modifications to water bodies and
wetlands
o Department of Environmental Protection
o Water Management District
o U.S. Army Corps of Engineers
✓ Concurrence letter from State Historic Preservation Office addressing
archeological impacts. Required if there is six (6) inches or more of ground
disturbance.
✓ Concurrence from U.S. Fish and Wildlife addressing any impacts to wildlife,
particularly endangered and threatened species and their habitats.
✓ If the project is in coastal area, attach a letter from the National Marine Fisheries
Service addressing impacts to marine resources.
✓ Concurrence from Natural Resource Conservation Service if project is located
outside city limits and may impact prime or unique farmland.
Note: This is a general guideline for most projects. However, there will be exceptions.
Consult with environmental staff on project types not listed
Attach any continuations or additional items to this page Form No. HMGP 001, Eff. 06/2012
DRAFT
Section V. Maintenance Agreement
All applicants whose proposed project involves the retrofit or modification of
existing ,public property or whose proposed project would result in the public
ownership or management of property, structures, or facilities, must first sign
the following agreementprior to submitting the application to FEMA.
(NOTE: Those applicants whose project only involves the retrofitting, elevation,
or other modi ication to private property where the ownership will remain
private after project completion DO NOT have to complete this form.)
The of , State of Florida,
hereby agrees that if it receives an Federal aid as a result of the attached ppro* ect
application, it will acce t res onsibili at its own expense if necessary,for the routine
pl? � p p tY� .. �
maintenance of an real roe structures or facilities acquired r d o constructed as a
y . p p �'� q .
result of such Federal aid. Routine maintenance ... shall include, but not be limited to,
such responsibilities as keeping vacant land clear of debris, garbage, and vermin;
keeping stream channels, culverts, and storm drains clear of obstructions and debris;
and kee in detention ponds free f debris,
p g p o d b s, trees, and woody growth.
The purpose of this agreement is to make clear the Su grantee's maintenance
responsibilities followin r ' g project ect award and to show the Subgrantee s acceptance of
these respponsibilities. It does not re lace, supercede, or add to any other maintenance
res onsibilities imposedF p
b ederal law or regulation pyand which are in force on the date
of project award.
Signed by the duly authorized representative
(printed or typed name of signing official)
(title)
this
Signature*
(day) of (month),
(year).
*Please note: The above signature must be by an individual with legal signing
authority for the respective local government or county (e.g., the Chairperson,
Board of County Commissioners or the County Manager, etc.)
DRAFT
HMGP Application Completeness Checklist
This checklist contains an explanation, example and/or reference for information requested in the
application. Please use this checklist to assure your application is complete and includes the required
information for HMGP projects. The appropriate documentation must also be attached. It is important to
note that this checklist is similar to the form that will be used during the application sufficiency review by
the HMGP staff.
Project Title: _
Applicant: _
Application
Explanation of Information Required
�
Requirements
Title/Brief
The project title should include: 1) Name of Applicant, 2) Name of Project, 3)
Descriptive Project
Type of Project. (Example: City of Tallahassee City Hall Wind Retrofit)
Summary
1. Applicant
Name of organization applying. Must be an eligible applicant.
2. Applicant Type
State or local government, recognized Native American tribe, or private non-
profit organization. If private non-profit, please attach documentation
showing legal status as a 501(C). (Example: IRS letter, Tax Exempt
Certificate)
3. County
Indicate county in which the project is located.
4. State Legislative
Specify the appropriate State Senate, House and Congressional District code
& Congressional
for the project site. For multiple sites, please list codes for each site.
District(s)
htt ://www.m floridahouse. ov/sections/re resentatives/m re resentative.as
x
5. Federal Tax I.D.
List the FEIN number. May be obtained from your finance/accounting
Number
department.
6. DUNS Number
Include DUNS number in appropriate location on application. If none, please
refer to HMGP FAA's in Application Reference Material for instructions on
obtaining a DUNS number.
7. FIPS Code
List the FIPS Code. May be obtained from your finance/accounting/grants
department. If none, please submit FEMA Form 90-49.
8. NFIP ID Number
List the NFIP number. You must be a participating NFIP member to be
eligible for HMGP funding. Please make sure that the number is the same
as the panel number on the FIRM provided with the application.
9. Point of Contact
Please provide all pertinent information for the point of contact. If this
information changes once the application is submitted, please contact the
HMGP staff immediately.
10. Application
Please provide the preparer information. May be different from the point of
Prepared By
DRAFT
contact (line 8) and/or the applicants agent (line 10).
11. Authorized
An authorized agent must sign the application. "An authorized agent is the
Applicant
chief elected official of a local government who has signature authority, so for
Agent
a county it would be the Chairman of the Board of County Commissioners
and for a municipality it would be the Mayor (the exact title sometimes
varies). Any local government may delegate this authority to a subordinate
official (like a City or county Manager) by resolution of the governing body
(the Board of County Commissioners or Board of City Commissioners). If a
local government delegates signature authority, a copy of the resolution by
the governing body authorizing the signature authority for the individual
signing must beprovided.."*
12. LMS Letter
A letter of endorsement for the project and its priority number from the Local
Mitigation Strategy must be included. Refer to Sample LMS Letter.
Applications without a letter of endorsement will not be processed.
Section I - Project Description
A. Hazards to be Mitigated/Level of Protection
1. Type of Hazards
Identify the hazard(s) that the proposed project will mitigate. More than one
the Proposed
hazard may be selected.
Project will
Mitigate
2. Identify the Type
Describe the mitigation project being proposed. (Example: drainage, wind
of Proposed
retrofit, etc.)
Project
3. Number of
Explain how many people will be protected by or benefit from the proposed
Persons
project.
Protected
4. Level of
Specify the level of protection and magnitude of the event the proposed
Protection
project will mitigate. Attach support documentation that verifies the stated
level of protection. (Example: In a wind retrofit project, the product
specifications should include product test results or a signed and sealed
letter from a professional engineer assuring the wind standard, missile
impact, etc.)
5. Engineered
Include available engineering calculations, studies, and designs for the
Projects Only (e.g.
proposed project (for engineered projects only).
Drainage)
S. Life of the project
Determine the useful life of this project. If FEMA's standard values are not
used, please attach support documentation as a justification of the value
entered. (Example: in a wind retrofit project, the product specifications
should include product life.) FEMA's standard values are: infrastructure and
major drainage, 50; elevations and minor drainage, 30; wind, 15; acquisition,
100.
DRAFT
B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)
1. Existing Problem
Describe the existing problem, location, source of the hazard, and the history
and extent of the damage. Include newspaper articles, insurance
documentation, photographs, etc. If this project is eligible for PA (406)
mitigation activities, please describe the 406 activities.
2. Type of
Determine how the funding will solve the existing problem and provide
Protection
protection.
3. Scope of Work:
Determine the work to be done. The scope of work must meet eligibility
What the Project
based on HMGP regulations and guidance. Explain how the proposed
Proposes to Do
problem will be solved. (NOTE: The proposed project must be a mitigation
action, not maintenance.) Does the proposed project solve a problem
independently or constitute a functional part of a solution where there is
assurance that the project as a whole will be completed (44 CFR
206.434[b][4])? Does the proposed project address a problem that has been
repetitive or that poses a significant risk to public health and safety if left
unresolved (44 CFR 206.434[b](5](i])? See Sample Scope of Work
Language in HMGP Application Reference Material. Generators should not
be included in the scope of work unless said generator only powers the
mitigation elements.
4.On-Going or
Determine if other projects, zoning changes, etc. are planned (particularly in
Proposed
the same watershed if flooding is being addressed) that may negatively or
Projects in the
positively impact the proposed project. If there is a drainage project or
Area
downstream issue elsewhere, it may eliminate the current flooding issue,
erasing the need for the proposed project. Answer Yes/No or unknown with
an explanation required if yes. Response applies to drainage and acquisition
projects. N/A is appropriate in wind retrofit shutter projects only. If this
project is also being considered under the Public Assistance Program (406),
please describe in detail the 406 mitigation activities and/or services. Do not
include project costs associated with the above referenced HMGP
application.
Section II
A. Site
- Project Location
1. Physical
List the physical location of the project site(s) including the street number(s),
Location
zip code(s) and GPS coordinates (latitude/longitude). The physical address
must correspond with the address locations specified on maps submitted
with the application.
2. Title Holder
Provide the titleholder's name.
3. Project Seaward
Determine if the project site is located seaward of the Coastal Construction
of the CCCL?
T!.
Control Line.
4. Number and
Specify the number and type of properties affected by the project.
Types of
(Example: Drainage project that affects 100 homes, 15 businesses and 2
Structures
Affected
schools.) What does the project protect? Should have a number next to the
box that is checked. (See Section II, Item 4.)
B. Flood Insurance Rate Map (FIRM) Showing Project Site
1. Copies of FIRM
Attach a copy (or copies) of the FIRM and clearly identify the project site.
The FIRM Panel number must be included. To obtain a FIRM map, go to
http://www.store.msc.fema.gov/. See instructions on How to make a
FIRMette.
2. Flood Zone
Specify the flood zone(s) of the project site(s). If project is located in a
Determination
Special Flood Hazard Area, proof of flood insurance will need to be
provided. Amount of coverage must be equal to or greater than the
amount of Federal mitigation funding obligated to the project.
3. Flood Hazard
Not required if a copy of the FIRM is attached.
Boundary Map
(FHBM)
Note: All maps must be linked to the application.
C. City or County Map with Project Site and Photographs
1. City/County Map
The project site and staging location (if applicable) should be clearly marked
with Project Site
on a legible City/County map. The map should be large enough to show the
project site. More than one map may be required.
2. USGS TOPO with
The project site should be clearly marked on a legible USGS 1:24,000 TOPO
Project Site
map. To obtain a TOPO map, go to ht p_//www Diital-Togo=al2s .c m
3. Parcel/Tax Map
A Parcel, Tax or Property Identification map is required o for acquisition
and elevation projects. The location of the structure must be clearly
identified.
4. Site Photograph
At least two sets of photographs are required that clearly identify the project
site. The photos must be representative of the project area, including any
relevant streams, creeks, rivers, etc., and drainage areas, which affect the
project site or will be affected by the project. The front, back and both side
angles are required for each structure. For acquisition and elevation
projects, a photo taken away from the structure (in front toward the street,
and in back toward backyard) to show the area along with photographs of
specific elements of the structure affected by the project (windows for
shutters or window replacements) should also be provided. Please label
photographs appropriately. In addition, CDs may be submitted.
Note: All maps must be linked to the application.
DRAFT
Section III - Budget/Costs
Please make sure all calculations are correct. Provide a breakdown of materials, labor and fees paid for
the proposed project. Support documentation must be attached, i.e. vendor's quote, professional estimate
(from engineer, architect, local building official, etc.). The proposed budget line items should represent
allowable costs associated with the scope of work. Please make sure contingency costs are not
included. It is important to complete this section; it will be used for the Benefit -Cost Analysis (BCA).
Costs should be accurate, complete and reasonable compared to industry standards. Make sure the total
cost is correct on the entire application.
A. Materials
Describe the cost of materials.
B. Labor
Provide a breakdown of description, hours, rate, and cost or lump sum labor
cost. Can use "in -kind" contribution as part of the 25% match. (Attach
support documentation for in -kind match to detail wages and salaries
charged for any in -kind contribution. No overtime wages can be used to
satisfy "in -kind" match contributions).
C. Fees Paid
Provide a breakdown of associated fees i.e., consultants, studies,
engineering, permits. Maintenance is not an allowable cost under HMGP.
Pre -award costs may be requested (See Pre -award Costs guidance).
Total Estimated
Please make sure all calculations are correct. This figure should be the
Project Cost
same as the figure for total funding.
D. Funding Sources (round figures to the nearest dollar)
The proposed sources of non-federal matching funds must meet eligibility requirements. (Except as provided by
Federal statute, acost-sharing or matching requirement may not be met by costs borne by another Federal grant.)
44 CFR 13.24 (b)(1).
1. Estimated FEMA
The estimated FEMA share is generally 75%. If the FEMA share is not 75%,
Share
assure actual amount is entered. It could be 50% or 35%, etc. of the total
dollar amount of project depending on county allocation and LMS priority.
This figure cannot exceed 75%.
2. Estimated Local
May include all 3 sources, i.e. cash, "in kind" and global match, as long as
Share
the total is a minimum of 25%. Match cannot be derived from a federal
agency except Federal funds that lose their federal identity (e.g., CDBG
funding and certain tribal funding).
3. Total In -Kind
May use materials, personnel, equipment, and supplies owned, controlled
and operated from within governing jurisdiction as an in -kind match. Third
party in -kind contributions would be volunteer services, employee services
from other organizations furnished free of charge, donated supplies, and
loaned equipment or space. The value placed on these resources must be
at a fair market value and must be documented. if in -kind is claimed from
outside the applicant jurisdiction, it must be cash only.
4. Total Project
Project (global) match must 1) meet all the eligibility requirements of HMGP;
(Global) Match
and 2) begin after FEMA's approval of the match project. A separate HMGP
application must be submitted for global match projects. Indicate which
0
912TArANW1
project(s) will be matched. The global match is not required to be an
identical project. Projects submitted as global match for another project must
meet the same period of performance time constraints as the HMGP.
5. Total Funding
Total must represent (1100%) of the total estimated project cost.
E. Project Milestones/Schedule of Work
1. Milestones Identify the major milestones in the proposed project and provide an
(Schedule) estimated time -line (e.g. Designing, Engineering - 3 months, Permitting — 6
months, Procurement — 30 days, Installation — 6 months, Contracting — 1
month, Delays, Project Implementation, Inspections, Closeout, etc. See
Typical Project Milestones for estimated time -frames) for the critical
activities not to exceed a period of 3 years for performance. Milestones
should not be grouped together but listed individually. Please allot for the
appropriate amount of time.
Section IV - Environmental Review & Historic Preservation Compliance
A. No work can begin prior to the completion of the environmental (NEPA) review. In
order for the Environmental staff to conduct the NEPA review, all sections listed below
must be completed.
1. Detailed Project
Complete Sections I & III of the application.
Description, Scope
of Work &
Budget/Costs
2. Project Area Maps
Complete Section II, part B & C of the application.
3. Project
Complete Section II.
Area/Structure
Photographs
4. Preliminary
For shutters see the scope of work and for drainage & elevation see
Project
engineering drawings.
Plans
5. Project
Dates of construction are required for all structures. See worksheets.
Worksheets
- Dates of
Construction
Required on All
Projects
6. Documentation
Provide any of the required documentation as listed on page 9 in the
Requirements by
Information and Documentation Requirements by Project Type that may
Project Type
have already been obtained.
DRAFT
B. Executive Order 12898, Environmental Justice for Low Income and Minority Population
1. Documentation of Determine the proportion of the population, in either the project zip code or
Environmental city, characterized as having a minority background, and proportion of the
.Justice population living below poverty level. Go to htt p://www.census.qov/. If yes,
complete Section IV, part B.
C. Information required for Tribal Consultation
1. Documentation for For all projects with any ground disturbing activities, complete Section IV part
Tribal C.
Consultation
D. Alternative Actions
1. No Action Alternative
Please discuss the impacts on the project area if no action is
taken.
2.Other Feasible
Has the proposed project been determined to be the most
Alternative Action
practical, effective and environmentally sound alternative after
consideration of a range of options? (44 CFR 206.434[b][51[iii])
a. Project
NEPA requires that at least three alternatives must be presented to
Description for
mitigate the problem. In addition to the proposed action and no
the Alternative
action, one other feasible alternative must be provided. Describe
how the alternative project will solve the problem and provide
b. Project Location
of the Alternative
protection from the hazard.
(describe briefly)
c. Scope of Work
for Alternative
Project
d. Impacts of the
Alternative
Project
E. Estimated Budget/Costs for Alternative Project
1. Materials
Optional
2. Labor
Optional
3. Fee Paid
Optional
Total Estimated Project Costs
Total cost is required. Vendor quote is not required. A lump sum
budget may be submitted as justification to why this alternative was
not chosen.
Section V - Other Required Documentation
1. Maintenance
Please complete, sign and date the maintenance agreement. The
Agreement
maintenance agreement must be signed by an individual with signature
authority, preferably the authorized agent.
2. FFATA Form
Please complete, sign and date the FFATA Project File Form. Instructions
are provided for your convenience.
3. SFHA
Required for all projects in the Special Flood Hazard Area. Read and sign the
Acknowledgement
SFHA Acknowledgement of Conditions document. This form must be
of Conditions
notarized, signed by the local jurisdiction and the property owner.
4. Pre -award Cost
If pre -award costs are being requested with your project, please be sure to
Form
identify all pre -award costs in the application budget per instructions. The
pre -award cost form must be completed and submitted with your application.
5. Request for
Applicable if no FIPS number is assigned to applicant/recipient.
Public Assistance
Form
6. Model Statement
For Acquisition projects only.
of Assurances for
Property Acquisition
Projects
7. Declaration and
For Acquisition projects only. Must be signed by all persons whose names
Release
are on the property deed.
8. Notice of
For Acquisition projects only. Two forms are included for your convenience.
Voluntary Interest
Please use the form that is most appropriate to your situation. Must be
signed by all persons whose names are on the property deed.
9. Statement of
For Acquisition projects only. Must be signed by all persons whose names
Voluntary
are on the property deed.
Participation for
Acquisition of
Property for
Purpose of Open
Space