HomeMy WebLinkAbout2016-085Contract Number. 16 -BG -83-1040-01-030
MODIFICATION # 1 TO SUBGRANT AGREEMENT
This Modification is made and entered into by and between the State of Florida, Division of
Emergency Management, ("the Division"), and Indian River County ("the Recipient') to modify Subgrant
Agreement Number 16 -BG -83-10-40-01-030, dated N ("the Agreement").
WHEREAS, the Division and the Recipient have entered into the Agreement, pursuant to which the
Division has provided a subgrant of $105,806.00 to Recipient; and
WHEREAS, the Division and the Recipient desire to modify the Agreement by amending Attachment
A (Program Budget); and
WHEREAS, the Division and the Recipient desire to modify the Agreement by amending Attachment
C (Program Goals); and
WHEREAS, the Division and the Recipient desire to increase the amount of funds under this
Agreement by $110,000.00.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
1. Attachment C (Program Goals) to this Agreement is hereby deleted in its entirety, and the Revised
Attachment C (Revision 1), which is attached hereto and incorporated herein by reference, is
substituted in its place and stead.
2. Attachment A (Program Budget) to this Agreement is hereby deleted in its entirety, and the
Revised Attachment A (Revision 1), which is attached hereto and incorporated herein by
reference, is substituted in its place and stead.
3. Paragraph (17)(a) 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 is a cost -reimbursement Agreement. The Recipient shall be reimbursed for costs
incurred in the satisfactory performance of work hereunder in an amount not to exceed
$115,806.00, subject to the availability of funds.
4. 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.
5. 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 this Modification, effective as of the
date of the last execution of this Modification by both parties.
IN WITNESS WHEREOF, the parties hereto have executed this document on the dates set out
below,
RECIPIENT: INDIAN RIVER COUNTY
BY:
NAME & TITLE: Bob Solari
DATE: June 7, 2016
STATE OF FLORIDA a
DIVISION OF EMERGENCY MANAGEM
BY:
Jonathan Lord, Deputy Director
DATE:
APPROVED
-ountv Administratnr
'Inty "Mil
- A�
Attest: Jeffrey R. Smith, Clerk of
Court and Comptroller
By:
Deputy Clerk
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APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
BY ���'�
-DYLAN REINGOLD
COUNTY ATTORNEY
Revised Attachment A (Revision 1)
Program Budget
• Funding from the Emergency Management Preparedness and Assistance Trust Fund is intended for use by the
Recipient to perform eligible activities as identified in this agreement and programs that are consistent with
State Rule Chapter 2713-6, Florida Administrative Code and Chapter 252, Florida Statutes).
0 The transfer of funds between the categories listed in the Program Budget is permitted.
0 Below is a general budget which outlines eligible categories and their allocation.
Grant
:Recipibnt Agency
Category
Amowt
Allocated.
Salary and Benefits
$71,227
Other Personal/Contractual
FY 2015-2016 —
Emergency Management
INDIAN RIVER COUNTY
Services (OPS)
Preparedness and
Assistance Grant
Expenses
$34,579
Operating Capital Outlay (OCO)
Fixed Capital Outlay (FCO)
Twat Award _i05,8p8.00
The Emergency Management Accreditation Program (EMAP) will assess the County for compliance of the 64
Emergency Management Standards. (Number 6, Attachment C, Program Goals)
EMAP Accreditation
$10,000.00
Total Mi6timent Amount
Revised Attachment C (Revision 1)
Program Goals
The County is to achieve the following emergency management Program Goals throughout the contract period to
ensure county compliance and coordination with the state emergency management.
Items listed below are to be reviewed during the mid -year and end -of year progress report prepared in conjunction
with the Division's Regional Coordinator to ensure county compliance.
1. COORDINATION AND COLLABORATION - Utilizing the elements below, county emergency management
agencies will have an ongoing process that provides for coordinated and collaborated Input in the preparation,
implementation, evaluation and revision of emergency management programs.
A) Need to attend at least three events below and provide an agenda or a copy of the certificate to show
participation during this contract period (July 1, 2015 — June 30, 2016):
• Quarterly Regional Coordination Meetings — submittal of agenda is NOT required
• Current Issues in Emergency Management (CIEM) —submittal of certification is NOT required
• Florida Governor's Hurricane Conference or National Hurricane Conference
• Florida Emergency Preparedness Association Annual Meeting
• Florida Emergency Preparedness Association Mid Year Work Session
• Local Mitigation Strategy (LMS) Workshops
• Professional Development Conferences & Training
B) Update and submit changes to the County Contact Form, to include County Officials annually or as changes
occur.
C) Hold at least one (1) Emergency Operations Center (EOC) concept of operations meeting to include
Emergency Support Function (ESF) and community partners prior to the start of hurricane season.
D) Hold at least one (1) Recovery Strategy meeting to include the appropriate ESF, Non Government Partners
. (NGO) and community partners prior to the start of hurricane season.
2. TRAINING AND EXERCISE -To ensure that each county emergency management agency maintains a
comprehensive, all hazards training and exercise program to evaluate and test all aspects of the local
emergency management system including activation of the county EOC, during this contract period (July 1,
2015 — June 30, 2016), the county must:
A) Participate in the annual Statewide Hurricane Exercise and submit the following within 90 days. This must
be uploaded to the Division's Sharepoint portal, httpsJ/portal.floridadisaster.org.
• One (1) Incident Action Plan (IAP) OR one (1) Situation Report (SITREP) with a roster of participants;
and
• Participate in at least one (1) conference call.
B) Submit an After Action Report (AAR) and Corrective Action Plan (CAP) within 90 days for all exercises not
conducted by the State. This must be uploaded to the Division's Sharepoint portal,
https:Hportal.floridadisaster.om.
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3. GEOGRAPHICAL INFORMATION - Emergency services data must be developed, maintained, and updated in
cooperation between counties and the Division. A data export will be created for each county and uploaded to
the Division's Sharepoint portal, https://aortal.floridadisaster.oro. Updates and corrections must be provided to the
Division's GeoSpatial Information Systems (GIS) section on or before April 15, 2016. This must include:
A) Location and attribute information of all fire rescue, law enforcement, public safety and emergency service
stations must be reviewed and updated as needed.
B) Location and attribute information of other critical facilities as deemed necessary by the county Emergency
Manager.
Attribute information for spatial data requested must include: facility name, facility type, physical address, and
USNG coordinates OR Latitude/Longitude in decimal degrees (only one or the other is required).
NOTES:
• Instead of reviewing the spreadsheet, an export from a county GIS department may be submitted. Zipped
shapefiles or geodatabases may be extracted from a county GIS system and uploaded to the Sharepoint
portal.
• If a county maintains a GIS data download website, that URL may simply be provided.
• If counties have no changes since the last agreement period a statement of "no chancre" must be submitted
via the Sharepoint Dortal..
• Critical facility inventory spreadsheets provided will contain more facility types than are required to be
reviewed.
4. LOGISTICS - The County must maintain a comprehensive resource management program that involves pre -
disaster, systematic identification of resource requirements, shortfalls and inventories. Also, the county must
Identify local resources to meet emergency needs, and develop local contracts for goods and services. The
following must be uploaded to the Division's Sharepoint portal, https://i)ortal.floridadisaster.org, no later than June
1, 2016.
A) An updated county logistics strategy/plan that is consistent with guidance found in the County Logistics and
Points of Distribution (POD) Standard Operating Guide (SOG) (CEMP 2355). The strategy/plan must also
include, but is not limited to the following:
• County Government Emergency Fuel Strategy
• Utilization of private business and industry in meeting emergency resource needs
• List of local vendors, any Memorandum of Agreements and contracts that will provide resources in an
emergency
• Location, survey forms and attributes information for county logistical staging areas
• Location and attribute information for Points of Distribution (POD) sites and Comfort Stations
5. SHELTER SURVEY AND RETROFIT PROGRAM — In accordance with Florida's statewide hurricane shelter
space deficit elimination program, the following must be uploaded to the Division's Sharepoint portal,
https://oortal.floridadisaster.om. All information must be verified by the county.
A) Identify potential hurricane shelter retrofit projects or report that there are no new identified projects. (This
information is used to compile the Shelter Retrofit Report.)
B) Report all hurricane shelter retrofit projects that are undertaken, regardless of funding source(s) or report
that there are no projects.
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C) Develop and submit a strategy to ensure that by June 1, 2016, all designated Special Needs Shelters
(SpNS) have a standby power system or capability with adequate capacity to support life -safety systems,
essential lighting and outlet receptacles, air-conditioning, and necessary medical equipment. For those
designated SpNS facilities without a permanently equipped standby electric generating capacity, a locally
sourced and acquired temporary electric generator with adequate capacity to support the standby power
system requirements must be provided.
D) Develop and submit a strategy to ensure that by June 1, 2016, there is adequate designated SpNS client
space capacity to meet the anticipated five-year demands as determined by the 2012 Statewide Emergency
Shelter Plan (January 31, 2012). All designated SpNS facilities must at a minimum meet the hurricane
safety criteria established In the American Red Cross Standards for Hurricane Evacuation Shelter Selection
(ARC 4496) and be equipped with an adequate standby electric power system or capability as described in
item S.C. above.
E) Update and submit a hurricane shelter deficit reduction progress reports, which include "as -is", retrofit and
Enhanced Hurricane Protection Areas (EHPA) construction. (This information is used to compile the
Shelter Retrofit Report.)
F) Provide a brief report on results of the year's coordination with school boards, community colleges and
universities (as applicable) for implementation of the statutory and code required Public Shelter Design
Criteria (a.k.a. EHPA). The most recent published Statewide Emergency Shelter Plan can provide guidance
for implementation of the EHPA criteria. A checklist to provide this Information will be made available on the
Division's Sharepoint Portal,
6. EMAP — Emergency Management Accreditation Program
Assessors from the Emergency Management Accreditation Program assessed Indian River County
Emergency Management program and found it compliant of all 64 standards of the Emergency Management
Standard. The assessment standards Include such categories as Program Management, Laws and Authorities,
Prevention and Security, Facilities, Crisis Communications, Public Education, Operations and Procedures,
Training, Exercises and Evaluations and Corrective Action.
The EMAP accreditation procedure is a voluntary national process for local, state, private and non-profit
emergency management programs. The programs are accredited for a term of five years and must report
ongoing compliance to all national standards annually.
EMAP encompasses all aspects of emergency management and is certified by the American National
Standards Institute (ANSI). It was developed by emergency management professionals to have a measurable
evaluation system, nationally recognized standards, comprehensive programmatic framework and self -and
peer -review.
County is to provide the following to receive $10,000.00 for receiving EMAP accreditation:
• Invoice for $10,000-00 on County Letterhead to process payment
• Final assessment report showing 100% compliance with the Emergency Management Standards (i.e.
64/64)
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