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Home My WebLink About2008 03 10 Consent 203 Extension of HMGP Agreement for Senior and Civic CentersCOMMISSION AGENDA ITEM 203 Mazch 10, 2008 Meeting CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR MGR EPT ~~~ Authorization REQUEST:UtiGty/Public Works Department Capital Projects Division is requesting approval for the extension of the Hazard Mitigation Grant Program (HMGP) agreement for the Senior Center and Civic Center. PURPOSE: The purpose of this Board item is to request approval for an extension of the HMGP agreement until September 30, 2008 for the installation of hurricane window coverings at the Senior Center and Civic Senior. CONSIDERATIONS: The commission originally approved the HMGP agreement in September 2006 for the installation window coverings for the Senior Center and Civic Center through a 75% with 25% City matching grant. The period for the originally grant to be completed was March 2008. Due to the number of grant participants being approved at the same time utilizing the same contractor, Exetor Architectural Products, there was a delay in the window coverings being manufactured. An extension was requested by City Staff to allow for the installation of the window coverings. Exetor installed the window coverings in January and staff is awaiting fmal inspection by FEMA for reimbursement of funds for the grant. As a matter of procedure, the approval of the extension request requires a modification to the originally agreement period. The attached modification to the agreement allows sufficient time for the inspection of the installation of the window coverings for reimbursement. RECOMMENDATION: Staff recommends approval of the Modification #1 to the HMGP agreement for the Senior Center and Civic Center. 20080310 Consent 203 Modification to HMGP Contract For Senior Center and Civic Center.doc Consent Agenda Item 203 March 10, 2008 Page 2 of 2 FUNDING: No additional funding is required for the modification of the grant agreement. ATTACHMENTS: Modification #1 to Federally Funded Subgrant Agreement COMMISSION ACTION: AGREEMENT # 07HM-7@-06-69-02-049 PROJECT # 1539-093-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBRANT AGREEMENT This Modification Number One is made and entered into by and between the Division of Emergency Management ("the DEM") and the City of Winter Springs ("the Recipient") to extend the agreement between them dated October 16, 2006 and numbered DCA Contract No. 07HM-7@- 06-69-02-049 ("the Agreement") WHEREAS, the Agreement will expire March 31, 2008; and WHEREAS, the parties desire to extend the Agreement to September 30, 2008, in order for the Recipient to complete the Scope of Work, as set forth in Attachment A. NOW, THEREFORE, the parties agree to extend and modify the above referenced Agreement as follows: 1. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place and stead for all intents and purposes: This Agreement shall begin October 16, 2006 and shall end September 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. 2. Except as modified herein, all other provisions of the Agreement shall stay in full force and effect. IN WITNESS WHEREOF, the parties have caused this Modification to be executed by their duly authorized undersigned officials on the dates set forth below. RECIPIENT: CITY OF WINTER SPRINGS BY: Name and Title: Date: Federal Employer I.D. DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: AGREEMENT # 07HM-7@-06-69-02-049 PROJECT # 1539-093-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBRANT AGREEMENT This Modification Number One is made and entered into by and between the Division of Emergency Management ("the DEM") and the City of Winter Springs ("the Recipient") to extend the agreement between them dated October 16, 2006 and numbered DCAContract No. 07HM-7@- 06-69-02-049 ("the Agreement") WHEREAS, the Agreement will expire March 31, 2008; and WHEREAS, the parties desire to extend the Agreement to September 30, 2008, in order for the Recipient to complete the Scope of Work, as set forth in Attachment A. NOW, THEREFORE, the parties agree to extend and modify the above referenced Agreement as follows: Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place and stead for all intents and purposes: This Agreement shall begin October 16, 2006 and shall end September 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. 2. Except as modified herein, all other provisions of the Agreement shall stay in full force and effect. IN WITNESS WHEREOF, the parties have caused this Modification to be executed by their duly authorized undersigned officials on the dates set forth below. RECIPIEN :CITY OF WINTE~R,S~PRINGS BY: ~ ~~~~~ L-. Name and ltle: John F. Bush, Mayor Date: March 17, 2008 Federal Employer I.D. ~~- /DUZ ~~3l.~,~ DIVISION OF EMERGENCY MANAGEMENT Name and Title: W. Craig Fu~g/ate, Director Date: ~Z~' ~/ DIVISION OF CHARLIE CRIST Governor ~~~.~~ STATE OF FLORIDA EMERGENCY MANAGEMENT W. CRAIG FUGATE Director April 3, 2008 Mr. Gregory Bishop Capital Projects Manager City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Re: FEMA Project Number 1539-93-R City of Winter Springs, Seminole County, Senior Civic Center, Wind Retrofit Dear Mr. Bishop: Enclosed is the executed contract modification number one (1) for Hazard Mitigation Grant Program (DCA No. 07HM-7@-06-69-02-049) between the City of Winter Springs and the Florida Division of Emergency Management. Additional assistance is available regarding your Project on the Florida Division of Emergency Management Website: http://www.floridadisaster.or>s/brm/hmgp.htm. Please reference the heading: Grant Management Tools Listed Below which contains sample documents that will provide guidance for completing requests for reimbursement, reporting requirements and supporting documents containing important points, and subgrantee close-out checklists. Upon completion of the work identified in the contract, a Request for Reimbursement form (Attachment D) should be completed and submitted to the Division for processing in accordance with Paragraphs (17) and (18) of the Agreement. Please forward all Requests for Reimbursement (Attachment D) to the Florida Recovery Office at the following address: Florida Recovery Office State of Florida, Mitigation Section Raymond Orbisi: Project Manager 36 Skyline Drive Lake Mary, Florida 32746-6201 If you have any specific questions regarding the contract or the Request for Reimbursement form, please call Alison J. Ramos (850) 487-2028. Respectfully, I~__ ~` Cr--,-.~- , W. Craig gate, Director Division of Emergency Management WCF: ajr Enclosure FLORIDA RECOVERY OFFICE DIVISION HEADQUARTERS STATE LOGISTICS RESPONSE CENTER 36 Skyline Drive 2555 Shumard Oak Boulevard 2702 Directors Row Lake Mary, FL 32746-6201 Tallahassee, FL 32399-2100 Orlando, FL 32809-5631 Te1:850-413-9969 Fax:850-488-1016 www.FloridaDisaster.orc R "kir 1 '.3 Routing and Transmittal slip g p SUSPENSE: OFFICE Vi T E CITY CLERK DATE: March 10, 2008 SUBJECT: Consent Agenda Item 203 TO: 1. City Clerk 2. 3. 4. 5. ❑ Action ❑ File ® Note & Return ❑ Approval ❑ For Clearance ❑ Conversation ❑ As Requested ❑ For Correction ❑ Prepare Reply ❑ Circulate ❑ FYI ❑ See Me ❑ Comment ❑ Investigate ® Signature ❑ Coordination ❑ Justify COMMENTS: the four originals requiring the Mayor signature along with the cover letter are attached for tonight's Agenda Item 203. Please return all four back to me for mailing. FROM: Greg Bishop, Capital Projects • ji:r ■i i "f °fit STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT CHARLIE CRIST W. CRAIG FUGATE Governor Director February 14, 2008 Mr. Gregory Bishop Capital Projects Manager City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Re: FEMA Project Number 1539 -093 -R City of Winter Springs Senior Center, Wind Retrofit Dear Mr. Bishop: Enclosed are four copies of the proposed modification agreement between the City of Winter Springs and the Division of Emergency Management (DEM). The official representative, as listed below, will need to sign the signature page of each modification. All four (4) copies of the modification should then be sent to DEM for full execution no later than ninety (90) days after receipt of this letter. One fully executed modification will be returned to the City of Winter Springs for its files. Additional assistance is available regarding your Project on the Florida Division of Emergency Management Website: http:// www. floridadisaster .org/brm /hmgp.htm. Please reference the heading: `Grant Management Tools Listed Below', which contains sample documents that will provide guidance for completing requests for reimbursement, reporting requirements and supporting documents containing important points, and subgrantee close -out checklists. Official Representatives: County: Chairman of the Board of Commissioners City: Mayor Indian Tribe: Chief or President Water Management District: Chairman Non - Profit: Chairman of the Board If there is an official that is not listed above who is authorized to sign the modifications for your organization, please provide a copy of the organization's resolution or charter that specifically identifies the person or position that is authorized to sign. FLORIDA RECOVERY OFFICE • DIVISION HEADQUARTERS • STATE LOGISTICS RESPONSE CENTER 36 Skyline Drive 2555 Shumard Oak Boulevard 2702 Directors Row Lake Mary, FL 32746 -6201 Tallahassee, FL 32399 -2100 Orlando, FL 32809 -5631 Tel: 850- 413 -9969 • Fax: 850- 488 -1016 www.FloridaDisaster.oro Mr. Gregory Bishop February 14, 2008 Page Two If you have questions regarding this modification or who is authorized to sign it, please call Raymond Orbisi at (407) 268 -8627. Respectfully, ‘i/1 J ,LL Miles E. Anderson, Community Program Manager Bureau of Recovery and Mitigation Mitigation Section MA ro /c Enclosures i