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Home My WebLink About2008 02 11 Consent 203 Hazard Mitigation Grant Program (HMGP) Agreement for Fire Station No. 24COMMISSION AGENDA ITEM 203 February ll, 2008 Meeting CONSENT I X INFORMATIONAL PUBLIC HEARING REGULAR MGR /DEPT ~~i~ Authorization REQUEST:Utility/Public Works Department Capital Projects Division is requesting approval for the extension of the Hazard Mitigation Grant Program (HMGP) agreement for Fire Station No. 24. PURPOSE: The purpose of this Board item is to request approval for an extension of the HMGP agreement until June 30, 2008 for the replacement of bay doors and installation of hurricane window coverings. CONSIDERATIONS: The commission originally approved the HMGP agreement in July 2006 for the installation of new bay doors and window coverings for Fire Stations 24, 26 and 28 through a 75% with 25% City matching grant. The period for the originally grant to be completed was December 1007. 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 final 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 new bay doors and window coverings for reimbursement. FUNDING: No additional funding is required for the modification of the grant agreement. 20080211 Consent 203 Modification to HMGP Contract For Fire Station 24.doc Consent Agenda Item 203 February 11, 2008 Page 2 of 2 RECOMMENDATION: Staff recommends approval of the Modification #1 to the HMGP agreement for Fire Station No. 24. ATTACHMENTS: Modification #1 to Federally Funded Subgrant Agreement COMMISSION ACTION: ~~~~~. STATE OF FLORIDA DIVISION OF EMERGENCY CHARLIE CRIST Governor January 18, 2008 Mr. Gregory Bishop Capital Project Coordinator City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Re: FEMA Project Number 1539-49-R City of Winter Springs, Fire Station #24, Wind Retrofit Dear Mr. Bishop: W. CRAIG FUGATE Director 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.or~/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. MANAGEMENT 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.org Mr. Gregory Bishop January 18, 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, c as ~~ ~Iles E. Anderson, Community Program Manager ~wBureau of Recovery and Mitigation Mitigation Section MA ro/j Enclosures Agreement Number: 07HM-7(a~-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7n,-06-69-02-037; (hereinafter "the Agreement"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto 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. ~ c~ _ /Oz U3f~ y STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: 2 Agreement Number: 07HM-7(a~-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7@-06-69-02-037; (hereinafter "the Agreement"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following. paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto 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. ~ ~ - /po? ~3C~7 STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: 2 Agreement Number: 07HM-7~n,-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7 _,-06-69-02-037; (hereinafter "the Agreement"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto 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. ,,jx~'- /O~ G3~o y STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: 2 Agreement Number: 07HM-7(c~-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7(a~-06-69-02-037; (hereinafter "the Agreement"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto 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. S9 r/pZ (,~31.~ y STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: 2 a~~~. STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT CHARLIE CRIST Governor January 18, 2008 Mr. Gregory Bishop Capital Project Coordinator City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Re: FEMA Project Number 1539-49-R City of Winter Springs, Fire Station #24, Wind Retrofit Dear Mr. Bishop: W. CRAIG FUGATE Director 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.f<oridadisaster.ors:/brm/hms;p.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: 850-473-9969 Fax: 850-488-1016 www. FloridaDisaster.ora Mr. Gregory Bishop January 18, 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, ~~Q ~~Nliles E. Anderson, Community Program Manager Bureau of Recovery and Mitigation Mitigation Section MA ro/j Enclosures Agreement Number: 07HM-7(a~-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7(a~-06-69-02-037; (hereinafter "the Agrccmcnt"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto have caused this Modification to be executed by their duly authorized undersigned officials on the dates set forth below. RECIPIENT: CITY OF WINTER SPRINGS Name and Title: G ~ 7 ~ wl /~ dl ,Z ~~ U ~1 Date: o? - l ~'. o ~ Federal Employer I.D. ~ c~- ~OZ ~3~ y STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: 2 Agreement Number: 07HM-7~a,-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7(a~-06-69-02-037; (hereinafter "the Agreement"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto have caused this Modification to be executed by their duly authorized undersigned officials on the dates set forth below. RECIPIENT: CITY OF WINTER SPRINGS Name and Title: G l 7-1 vL1A err,,, ~ G f'if ~ GIC~~1 Date: ~ - I ~" ~ G `6 Federal Employer I.D. ,S~ --/OZ (,~31.~ y STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT BY: Name and Title: W. Craig Fugate, Director Date: 2 Agreement Number: 07HM-7~a,-06-69-02-037 Project Number: 1539-49-R MODIFICATION # 1 TO FEDERALLY FUNDED SUBGRANT AGREEMENT This Modification Number One is made and entered into by and between the State of Florida, Division of Emergency Management (hereinafter "the DEM") and the City of Winter Springs (hereinafter "the Recipient") to reinstate and extend the agreement between them dated July 31, 2006 and numbered DCA Contract No.07HM-7 _,-06-69-02-037; (hereinafter "the Agreement"). WHEREAS, the Agreement expired on December 31, 2007; and WHEREAS, the parties desire to reinstate and extend the Agreement to June 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 reinstate, extend and modify the above referenced Agreement as follows: A. Paragraph (3) of the Agreement is hereby deleted in its entirety, and the following paragraph substituted in its place for all intents and purposes: This Agreement shall begin July 31, 2006 and shall end June 30, 2008, unless terminated earlier in accordance with the provisions of paragraph (12) of this Agreement. B. All provisions of the Agreement being modified and any attachments thereto in conflict with this Modification shall be and are hereby changed to conform with the Modification, effective as of the date of the last execution of this Modification by both parties. C. 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. IN WITNESS WHEREOF, the parties hereto have caused this Modification to be executed by their duly authorized undersigned oi~icials on the dates set forth below. RECIPIENT: CITY OF WINTER SPRINGS BY: ~.,.~ -~.~~ ~ IC~ Name and Title: G (7 1- ~;7, Gil Date: c~ ~ ~ ~- ~ U ~ Federal Employer I.D. ~~ ~~p2 ~~4- y STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Name and Title: W. Craig Fugate, Director Date: b 2 a~~~ STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT CHARLIE CRIST Governor March 24, 2008 Mr. Gregory Bishop Capital Projects Coordinator City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Re: FEMA Project Number 1539-49-R City of Winter Springs, Fire Station # 24, Wind Retrofit Dear Mr. Bishop: W. CRAIG FUGATE Director Enclosed is the executed contract modification number one (1) for Hazard Mitigation Grant Program (DCA No. 07HM-7@-06-69-02-037) 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.orzr/brm/hm~p.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, W. Craig Fugate, Director Division of Emergency Management W CF : ajr Enclosure FLORIDA RECOVERY OFFICE DIVISION HEADQGARTERS 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.or¢