HomeMy WebLinkAbout2025 11 10 Consent 304 - Police Station Safe Room Grant Funding Modification for ExtensionCONSENT AGENDA ITEM 304
CITY COMMISSION AGENDA | NOVEMBER 10, 2025 REGULAR MEETING
TITLE
Police Station Safe Room Grant Funding Modification for Extension
SUMMARY
On November 18, 2024 the City Commission approved the Funding Agreement from
the Hazard Mitigation Grant Program (HMGP) for a safe room at the Police
Department. The City has subsequently received formal approval of a time extension
to 10/31/2026 in order to continue moving forward with this project. The project
budget remains the same as the original grant agreement for $619,545 to encompass
engineering design, permitting, and peer review services.
FUNDING SOURCE
These initial expenditures are budgeted in the 303 Facilities Capital Projects Fund for
FY2026.
RECOMMENDATION
Staff requests Commission approval of the awarded extension modification of the
grant funding for the proposed safe room.
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SUB-RECIPIENT AGREEMENT CHECKLIST
DIVISION OF EMERGENCY MANAGEMENT
MITIGATION BUREAU
FISCAL OPERATIONS UNIT
HMGP
REQUEST FOR REVIEW AND APPROVAL
SUB-RECIPIENT: City of Winter Springs
PROJECT #: 4673-063-R
PROJECT TITLE: City of Winter Springs, Police Station, Safe Room
HMGP CONTRACT #: H1105
SM CONTRACT #: (if applicable)
MODIFICATION #: One
SUB-RECIPIENT REPRESENTATIVE (POINT OF CONTACT)
Kevin Sweet
City Manager
1126 East State Road 434
Winter Springs, Florida 32708
Enclosed is your copy of the proposed contract(s)/modification(s) between City of Winter
Springs and the Florida Division of Emergency Management (FDEM).
COMPLETE
☒ This form is required to be included with all Reviews, Approvals, and Submittals
☒ Reviewed and Approved
☒ Signed & Dated Electronic Copy of HMGP Contract by Official Representative
☐ Signed & Dated Electronic Copy of SM Contract by Official Representative (if applicable)
☒ Copy of the organization’s resolution or charter that specifically identifies the person
or position that is authorized to sign, if not Chairman, Mayor, or Chief
☐ Attachment I - Federal Funding Accountability and Transparency Act (FFATA) -
completed, signed, and dated
☒ N/A for Modifications or State Funded Agreements
☐ Attachment K – Certification Regarding Lobbying - completed, signed, and dated
☒ N/A for Modifications or State Funded Agreements
☒ Attachment L – FACTS - completed, signed, and dated
☐ N/A for Modifications or State Funded Agreements
☐ Attachment M – Foreign County of Concern Affidavit completed, signed, and dated
☒ N/A for Modifications or State Funded Agreements
☒ Electronic Submittal to the Grant Specialist
If you have any questions regarding this contract, or who is authorized to sign it, please contact
your Project Manager at (850) 290-2511 or email me at Nicole.Rowe@em.myflorida.com.
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Contract Number: H1105
Project Number: 4673-063-R
MODIFICATION TO SUBGRANT AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
CITY OF WINTER SPRINGS
________________________________
This Modification Number One made and entered into by and between the State of Florida,
Division of Emergency Management ("the Division”), and City of Winter Springs ("the Sub-Recipient") to
modify Contract Number H1105, dated, February 21, 2025 ("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 $482,102.25, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient intend to modify the Agreement; and
WHEREAS, the Agreement expired on October 31, 2025; and
WHEREAS, the Division and the Sub-Recipient intend 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 August 02, 2023 and shall end October 31, 2026, 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 1st 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.
7. Attachment L - Florida Accountability Contract Tracking System (FACTS) Requirements for Non-
profit Organizations Under Section 216.1366, Florida Statutes, Instructions and Worksheet is
hereby incorporated into the Agreement and is required to be completed by the subrecipient and
returned the Division.
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IN WITNESS WHEREOF, the parties hereto have executed this Modification as of the dates set
out below.
SUB-RECIPIENT: _____CITY OF WINTER SPRINGS________
By:
Name and Title:
Date:
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
By:
Name and Title: Kevin Guthrie, Director
Date:
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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 at the existing
police station in Winter Springs, Seminole County, Florida, funded through the Hazard Mitigation Grant
Program (HMGP) DR-4673-063-R, as approved by the Florida Division of Emergency Management
(Division) and the Federal Emergency Management Agency (FEMA).
The Sub-Recipient, City of Winter Springs, 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 project, the Sub-Recipient proposes to provide a safe room for
absolute protection to first responders at the existing police station located at 300 North Moss Road,
Winter Springs, Florida 32708.
The scope is for Phase I only, which includes but is not limited to surveying, engineering, design, plans
preparation, permitting and bidding for the proposed project, for Phase II approval.
The design proposed for Phase II scope shall include constructing a new stand-alone safe room adjacent
to the existing building, but structurally separated, to serve as an Emergency Operations Center (EOC).
The proposed safe room shall provide 2,200 square feet (SF) to attend an occupancy of 55 police
officers/first responders. Additionally, the project also includes the installation of a permanent diesel
generator. The generator shall have a capacity of 200 kW, or the adequate size determined by the
vendor and/or an electrical engineer during the bid process to appropriate support the facility; and an
Automatic Transfer Switch (ATS), fuel tank and appurtenances. The City of Winter Springs currently
lacks a secure and resilient space for city personnel and first responders to monitor conditions and
coordinate responses during a hurricane or severe weather event involving high winds, risking their lives
to remain on duty inside structures that have not been properly hardened. The project shall allow first
responders to remain on duty during and after a storm to continue coordinating operations to help the
community.
The safe room shall be designed and constructed to provide protection against 160 MPH winds. The
safe room construction shall be designed to provide “near-absolute protection” based on 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 which refers
to applicable ICC 500 and ASCE 7 standards. 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. Allowable costs for saferooms apply to retrofits of existing facilities,
new construction, and single or dual-use facilities. Only eligible expenditures that are directly related to
and necessary for the hazard mitigation purpose of providing immediate life-safety protection shall be
reimbursed. Eligible and ineligible costs are outlined in the latest edition of the HMA Guidance
Addendum. Activities shall be completed in strict compliance with Federal, State and Local applicable
Rules and Regulations.
The generator and electrical components shall be protected against a 500-year (0.2% annual chance)
flood event, in accordance with 44 CFR 9.11, by implementing specific activities or by locating the
generator outside the Special Flood Hazard Area (SFHA), comply with applicable National Flood
Insurance Program (NFIP) requirements and shall be protected against wind with a rated enclosure and
appropriate anchoring based on its location requirements per ASCE 7 standards. The selected site shall
provide sufficient space to maintain and fuel the generator and shall comply with the National Electrical
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Code working clearance requirements. Activities shall be completed in strict compliance with Federal,
State and Local applicable Rules and Regulations.
Project Locations:
ID# Location Coordinates
1) 300 North Moss Road, Winter Springs, Florida 32708 (28.703977, -81.304862)
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 and contractor shall be responsible for maintaining a safe and secure worksite
for the duration of the work. The contractor shall maintain all work staging areas in a neat and
presentable condition.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, equipment,
tools, transportation and supervision and for performing engineering designs to be 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 design of a FEMA P-361 Standards structure. Verification shall be
necessary for determining project eligibility.
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
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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) Signed and sealed Operations and Maintenance (O&M) Plan, which shall incorporate FEMA P-
361, include required components, and submitted for review.
d) Any structural and non-structural design peer review reports as required by FEMA P-361 (as
applicable).
e) Construction Plans and bid documents for FEMA 361 compliance.
f) Revised cost estimate for Phase II – construction (include Phase I costs), to implement the
design project.
g) All Product Specifications / Data Sheet(s) (technical standards) satisfying protection
requirements on all products to be utilized.
h) Color maps including topographical, aerial, and ground disturbance.
i) General description of the type of construction equipment that may be used during the proposed
project’s implementation and what activities it will facilitate.
j) Color photographs of the project area.
k) Letter from the Floodplain manager verifying the project is in compliance with local floodplain
ordinances/regulations.
l) Proof of compliance with Project Conditions and Requirements contained herein.
m) 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;
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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
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protection measures by constructing a new stand-alone safe room in accordance with FEMA P-361
standards and installing a permanent diesel generator on North Moss Road, Winter Springs, Florida
32708.
The safe room shall be designed and constructed to provide protection against 160 MPH winds. The
safe room construction shall be designed to provide “near-absolute protection” based on 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 which refers to applicable ICC 500 and ASCE 7 standards. 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. Allowable costs for saferooms apply
to retrofits of existing facilities, new construction, and single or dual-use facilities. Only eligible
expenditures that are directly related to and necessary for the hazard mitigation purpose of providing
immediate life-safety protection shall be reimbursed. Eligible and ineligible costs are outlined in the
latest edition of the HMA Guidance Addendum. Activities shall be completed in strict compliance
with Federal, State and Local applicable Rules and Regulations.
The generator and electrical components shall be protected against a 500-year (0.2% annual
chance) flood event, in accordance with 44 CFR 9.11, by implementing specific activities or by
locating the generator outside the Special Flood Hazard Area (SFHA), comply with applicable
National Flood Insurance Program (NFIP) requirements and shall be protected against wind with a
rated enclosure and appropriate anchoring based on its location requirements per ASCE 7 standards.
The selected site shall provide sufficient space to maintain and fuel the generator and shall comply
with the National Electrical Code working clearance requirements. Activities shall be completed in
strict compliance with Federal, State and Local applicable 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. Wind protection shall be provided on any opening such as vents, louvers, and exhaust fans.
All installation shall be in strict compliance with the FEMA P-361 specifications, and all proposed
materials shall be certified to meet wind and impact standards.
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 and
Labor.
4) This project shall be designed 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 Safe Room, to provide “near absolute protection”. It is further
understood and agreed by the Division and the Sub-Recipient that the level of wind protection
provided by the mitigation ensures the safety or survival of building occupants.
D) Environmental:
1) Any conditions for compliance shall be included in the final design plans, narrative and project
implementation actions.
2) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits and
approvals. Failure to obtain all appropriate federal, state, and local environmental permits and
clearances may jeopardize federal funding.
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3) Any change, addition or supplement to the approved mitigation measure or scope of work that alters
the project (including other work not funded by FEMA, but done substantially at the same time) shall
require resubmission to the Division and FEMA for re-evaluation of compliance with the National
Environmental Protection Act (NEPA) and Section 106 of the National Historic Preservation Act
(NHPA) prior to initiation of any work. Non-compliance with these requirements may jeopardize
FEMA’s ability to fund this project. A change in the scope of work shall be approved by the Division
and FEMA in advance regardless of the budget implications.
4) The following Environmental and Historic Preservation review documentation shall be provided:
a) Color maps including topographical and aerial with the project location clearly marked.
b) Color ground disturbance maps showing the full extent of the project footprint and depth of
ground disturbance. Geographic latitude/longitude (decimal degree format) of the proposed
construction areas and staging areas.
c) Color photographs of any area with ground disturbance (electronic).
d) General description of the type of construction equipment that may be used during the proposed
project’s implementation and what activities it will facilitate.
5) 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.
6) No construction work may begin until Phase II is approved by the Division and FEMA.
E) Programmatic:
1) A change in the scope of work must be approved by the Division and FEMA in advance regardless
of the budget implications.
2) 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.
3) The Sub-Recipient must “obtain prior written approval for any budget revision which would result in
a need for additional funds” [44 CFR 13(c)], from the Division and FEMA.
4) A Public Notice shall be published to notify interested parties of the proposed activity. Notices shall
be published in a manner that anyone that may be affected or interested in this project has access
to the posting, using the Division template, as applicable.
5) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the
expiration date. Therefore, any request for a Period of Performance Extension shall be in writing
and submitted, along with substantiation of new expiration date and a new schedule of work, to the
Division a minimum of seventy (70) days prior to the expiration date, for Division processing to FEMA.
6) A copy of the executed subcontract agreement must be forwarded to the Division within 10 days of
execution.
7) Phase I – Design of this project is approved with the condition that the enclosed list of deliverables
shall be submitted, 30 days prior to the Period of Performance date, for review and approval by the
Division, for submittal to FEMA before Phase II – Construction is considered.
8) When Phase I is completed, the Sub-Recipient must provide 100% completed designs, calculations,
a full set of signed and sealed plans and, permits for a Phase II review. A final BCA using developed
technical data and study results will take place. The data inputs to the final BCA for Phase II
approval, must be based on the inputs and outputs of a hazard related study such as erosion,
Hydraulic & Hydrologic study, damage calculations, road closures, etc. No assumptions or historical
damage will be acceptable for final BCA of Phase II approval. No construction activities for this
project have been approved.
9) 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.
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10) This project shall be designed 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 Safe Room, to provide “near absolute protection”. It is further
understood and agreed by the Division and the Sub-Recipient that the level of wind protection
provided by the mitigation ensures the safety or survival of building occupants.
11) 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.
12) Sub-Recipient Management Costs (SRMC), implemented under the Disaster Relief and Recovery
Act of 2018 (DRRA), amended Section 324 of the Stafford Act, and the Hazard Mitigation Grant
Program Management Costs (Interim) FEMA Policy 104-11-1, provides 100% federal funding under
HMGP to Sub-Recipients to efficiently manage the grant and complete activities in a timely manner.
a) SRMC must conform to 2 CFR Part 200, Subpart E, applicable program regulations, and Hazard
Mitigation Assistance (HMA) Guidance (2015), ensuring costs are reasonable, allowable,
allocable and necessary to the overall project.
b) Funding is for approved indirect costs, direct administrative costs, and administrative expenses
associated with this specific project and shall have adequate documentation.
c) SRMC cannot exceed 5% of the total project costs awarded.
d) SRMC is 100% federally funded and will be reimbursed based on actual costs incurred for each
individual Request for Reimbursement (RFR) submitted with the required documentation.
e) SRMC shall be reconciled against actual costs on a quarterly basis and annual basis.
f) If the Final Project Reconciliation results in a reduction of total project costs, any resulting SRMC
overpayment shall be reimbursed back to the State for return to FEMA prior to FEMA Closeout.
This is FEMA project number 4673-063-R. It is funded under HMGP, FEMA-4673-DR-FL and must
adhere to all program guidelines established for the HMGP in accordance with the PAS Operational
Agreement for Disaster 4673.
FEMA awarded this project on July 16, 2024; this Agreement was executed on February 21, 2025, and the
Period of Performance for this project shall end on October 31, 2026.
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.
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SCHEDULE OF WORK
Phase I –
State Contracting: 8 Months
Bidding / Local Procurement: 6 Months
Design Specifications: 7 Months
Permitting / Survey: 4 Months
Deliverables Submitted to FDEM: 2 Months
Total Period of Performance: 27 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: $601,500.00 $451,125.00 $150,375.00
Initial Agreement Amount: $601,500.00 $451,125.00 $150,375.00
***Contingency Funds: $18,045.00 $13,533.75 $4,511.25
Project Total: $619,545.00 $464,658.75 $154,886.25
****SRMC
SRMC: $5,977.25 $5,977.25
SRMC-Pre-Award: $25,000.00 $25,000.00
SRMC Total: $30,977.25 $30,977.25
*Any line-item amount in this Budget may be increased or decreased 10% or less, with the Division’s approval,
without an amendment to this Agreement being required, so long as the overall amount of the funds obligated
under this Agreement is not increased.
*** This project has an estimated $18,045.00 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.
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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
$30,977.25 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.
This project has a SRMC Pre-Award, approved by FEMA in the amount of $25,000.00, with a start date
of August 2, 2023.
Funding Summary Totals
Federal Share: $464,658.75 (75.00%)
Non-Federal Share: $154,886.25 (25.00%)
Total Project Cost: $619,545.00 (100.00%)
SRMC (100% Federal) $30,977.25
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Attachment L
Florida Accountability Contract Tracking System (FACTS)
Requirements for Non-profit Organizations Under Section 216.1366, Florida Statutes
Instructions and Worksheet
PURPOSE: Section 215.985, Florida Statutes (F.S.), amended in 2023, requires that each contract
for which a state entity makes a payment pursuant to a contract executed, amended, or extended on
or after July 1, 2023, the Division shall post any documents submitted pursuant to s. 216.1366, F.S.,
which indicates the use of state funds as remuneration under the contract or a specified payment
associated with the contract on the contract tracking system.
CONTRACT DOCUMENTATION REQUIREMENTS
Section 216.1366, F.S., amended in 2023, establishes new documentation requirements for any
contract for services executed, amended, or extended on or after July 1, 2023, with non-profit
organizations as defined in s. 215.97 (2)(m). F.S. The contract must require the contractor to provide
documentation that indicates the amount of state funds:
x Allocated to be used during the full term of the contract for remuneration to any member of
the board of directors or an officer of the contractor.
x Allocated under each payment by the public agency to be used for remuneration of any
member of the board of directors or an officer of the contractor. The documentation must
indicate the amounts and recipients of the remuneration.
Such information must be included in the contract tracking system maintained pursuant to s. 215.985
F.S. and must be posted on the contractor’s website if the contractor maintains a website.
• As used in this subsection, the term:
o “Officer” means a Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Operating
Officer (COO), or any other position performing an equivalent function.
o “Remuneration” means all compensation earned by or awarded to personnel, whether paid or
accrued, regardless of contingency, including bonuses, accrued paid time off, severance payments,
incentive payments, contributions to a retirement plan, or in-kind payments, reimbursements, or
allowances for moving expenses, vehicles and other transportation, telephone services, medical
services, housing, and meals.
o “State funds” means funds paid from the General Revenue Fund or any state trust fund, funds
allocated by the Federal Government and distributed by the state, or funds appropriated by the state
for distribution through any grant program. The term does not include funds used for the state
Medicaid program.
Note: This “Instructions and Worksheet” is meant to explain the requirements of the Section
216.1366, F.S., amended in 2023, and give clarity to the attached form distributed to recipients and
sub-recipients for completion. All pertinent information below should be filled out, signed, and
returned to the project manager.
NON-PROFIT ORGANIZATION REMUNERATION INFORMATION
1. Is your business or organization a non-profit organization as defined in s. 215.97 (2)(m). F.S.?
Yes No
If the answer to Question 1 is “Yes,” continue to Question 2. If the answer to Question 1 is
“No”, move to the signature block below to complete the certification and submittal process.
2. Will state funds be used as remuneration to any member of the board of directors or an officer in
your business or organization?
Yes No
If the answer to Question 2 is “Yes,” provide the information required in the “Total
Compensation Paid to Non-Profit Personnel Using State Funds” form below. A separate form
should be completed for each member of the board of directors or officer being compensated
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using state funds. If the answer to Question 2 is “No”, move to the signature block below to
complete the certification and submittal process.
Total Compensation Paid to Non-Profit Personnel Using State Funds
Name:
Title:
Agency Agreement/Contract #
Total Contract Amount
Contract Term:
Line Item Budget Category Total Amount Paid Amount Paid from State Funds
Salaries
Fringe Benefits
Bonuses
Accrued Paid Time Off
Severance Payments
Retirement Contributions
In-Kind Payments
Incentive Payments
Reimbursements/Allowances
Moving Expenses
Transportation Costs
Telephone Services
Medical Services Costs
Housing Costs
Meals
CERTIFICATION: I certify that the amounts listed above are true and accurate and in accordance with the
approved budget.
Name:
Signature:
Title:
Date:
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