Okaloosa County BOCC — December 16, 2014 — Action Item Printout — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 16, 2014 TO: Honorable Chairman and Members of the Board FROM: Elliot Kampert SUBJECT: Bluewater Bay Curacao Bay/Southwind Drive HMGP Application DEPARTMENT: Growth Management BCC DISTRICT: District 5 - Commissioner Windes STATEMENT OF ISSUE: The Bluewater Bay Municipal Service Benefit Unit seeks to submit an application to the Florida Division of Emergency Management to receive federal Hazard Mitigation Grant Program (HMGP) funds to repair a stormwater system damaged during the April 2014 flooding, and to enhance the system to the extent possible to alleviate future flooding. However, because the HMGP limits applicants to local governments, Indian tribes, and non-profit agencies, the application must be submitted by the County. The application deadline is January 6, 2015. If the FDEM approves the application, a subsequent contract will be brought back to the Board of County Commissioners for approval. It will take several weeks following the application deadline before the County knows whether the application will be approved. BACKGROUND: The Florida Division of Emergency Management administers the Hazard Mitigation Grant Program which is funded through the Robert T. Stafford Disaster Relief and Emergency Assistance Act. The objectives of the Hazard Mitigation Grant Program are: 1) To prevent future losses of lives and damage to property due to disasters; 2) To implement state or local hazard mitigation plans; 3) To enable mitigation measures to be implemented during immediate recovery from a disaster; and 4) To provide funding for previously identified mitigation measures that benefit the disaster area. The current funds come as the result of the April 2014 storm event. The proposed Bluewater Bay MSBU project, as described more fully in the attached documents, includes 4 phases: 1) conducting a topographic survey and hydraulic study of an approximately 350 acre portion of the Bluewater community to confirm the boundaries of the affected drainage basin, locate the infrastructure, detail the drainage features, and identify the necessary repairs; 2) design and obtain permits for repairs and improvements to the system; 3) bid and retain qualified contractors to perform the required work; and 4) actual construction and completion of the project. To ensure conformity with County requirements, the MSBU proposes to use County staff to assist with the preparation of bidding and construction documents; the value of staff time would be in-kind service and used as part of the local match required as discussed, below. The total project cost through completion is estimated at $399,465 for which there is a 25% local match requirement. To provide this match, the MSBU proposes to provide $6,500 which, along with $5,000 each from the Bluewater Bay Resort and Homeowners Association, will be added to the estimated $83,366.25 worth of staff time anticipated for this project (see HMGP Application Attachment C). As shown in the application, the MSBU will serve as the point of contact for this project which will be managed by a private contractor retained by the MSBU who will serve as the agent. However, because the County is the applicant, it will be necessary to enter into an agreement to formalize the relationship and responsibilities of the County and MSBU in administering the grant as the project proceeds. Fortunately, though the deadline is January 6, it will take several weeks for the application to go through the review process; it is during this time that such an agreement would be developed. It should be noted that the proposed project includes work in County rights-of-way and easements maintained by the County. Since public property is involved, it is necessary for the Chairman to sign the Maintenance Agreement which is included as Section V of the attached application. In addition to the various maps and other attachments, the application must be accompanied by a letter from the Local Mitigation Strategy (LMS) Committee endorsing the project and verifying that the project is consistent with the LMS and included on the LMS project list. During its regular meeting of December 10, 2014, the LMS Committee added the project to the project list and authorized the sending of the attached letter. Finally, though the application and accompanying materials attached to this agenda summary are complete, some minor modifications may be necessary prior to submittal to FDEM. For this reason, staff recommends that the project as submitted to FDEM be placed on the January 6, 2015 BCC agenda for re-approval. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners authorize the Bluewater Bay MSBU to submit the attached Bluewater Bay MSBU Curacao Way/Southwind Drive Drainage Project HMGP Application to the Florida Division of Emergency Management, and authorize the Chairman of the Board of County Commissioners to sign the Maintenance Agreement which is Section V of application as well as the attached transmittal letter. Staff also recommends that acceptance of a contract with the FDEM resulting from this application be conditioned upon the County and Bluewater Bay MSBU entering into a written agreement which specifies the duties and responsibilities of the MSBU and County in the administration of the grant and execution of the project. Finally, staff recommends that this application be approved with the condition that it be brought back to the Board of County Commissioners during its meeting of January 6, 2015, so that any modifications may be noted and approved. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator