Fort Walton Beach Council agenda — 02-08-05 — reading text

target population,protocol development for selection and screening of applicants, working closely with the Building Official to select criteria for the damage assessment phase and to oversee fmalization of the scope of work for selected properties, as well as supervising the con1ractor bid and selection process. Will review and finalize all re rts to the Ci and State. Cathy Ducharme, Responsible for submittal of all reimbursements to the State for Senior Staff Assistant work completed and assisting with all other compliance issues regarding ~ e State and Federal Government. Will provide updates of funds expended and remaining, will compile and complete all required report for the State, will oversee applicant intake procedures and will assist in.implementing market strategies. Will be responsible for assessing the recipients' status on homeowners insurance and to assess the degree of assistance needed as well as to complete paperwork to provide the insurance while working closel with the insurance ent involved in each case file. Linda Carnley, Chief Will make site visits to assess damage and formulate the Inspection Building Official Report,including digital photos of existing damage conditions as well as overall '~before" pictures of the premises. Will create a written scope of work with a cost estimate. The scope of work will serve as the basis for the bid documents. The building official will coordinate with the bid process. The building official will be responsible for regularly inspecting the job site, accepting ins ction uests for draws and ve' . com leted work.  Key personnel involved in the HO:ME Again grant will operate as a team and with team spirit,paying particular attention to the special needs of the families to be served through this grant. It is the intention of the City of Fort Walton Beach to provide the best service possible, with the best attitude possible to those people in need of housing assistance. 3. Damage from Hurricane Ivan: The National.Weather Service (MobilelPensacola) updated their website http:// www.srh.noaa. gov/mob/ ivan page/Ivan- main.htm) on October 12, 2004 with the following information: Ivan came ashore as a high Category 3 storm with 130 mph surface winds. Overall damage estimates over 5 billion dollars. Maximum surface winds were in the right front quadrant just prior to and after landfall. Peak wind gusts of 11 ~ mph were recorded at Mary Esther at 3 :50 AM but had subsided to 86 mph by 12: 30 AM. Storm surge at Brooks Bridge in Fort Walton Beach was 6.12ft whileDestin was at 5.39 ft. The 24 hour rainfall (ending at 7 :00 PM)indicates that Crestview received 8.4., Nicevil1~ with 6. 55 in., Valparai60 got 7. 43 in. and Ft.Walton 6. 06 in. Damages caused by Hurricane Ivan within OkaloosaCounty surpassed $ 144 million dollars. Based on the initial windshield survey conducted by the City of Fort Walton Beach damage assessment team the day after Hurricane Ivan,it was estimated that almost 6. 8 million of residential property damage had occurred,which didn' t include any damages sustained inside residences and not visible from the outside. Acco1;ding to FEMA Florida Individual Assistance County Data" (December 7, 2004), 6, 355 residences were eligible for FEMA assistance in Okaloosa County. The City has had calls requesting information on assistance for hurricane damages from citizens whose income levels initially seem to fit the criteria.for the HOME Again Program. Most of the relate to roof damages that did not immediately cause concerns, but requests since that time have cause more damage to the inside of the home for various reasons. Typical Dll11UlKe Caused by Hurricane Ivan Tab 1 2 of 5 4. Income Levels to be Served: Income levels to be served are ~ indicated in the 2004 FHFC Income Limits chart, with Okaloosa County highlighted in the table below. Percentage Number of Persons in "Household City(County) Category 1 2 3 4 5 6 7 8 Fort Walton Beach MSA 50% 19, 150 21, 900 24, 600 21,350 29,650 31, 750 33, 900 36, 100 Okaloosa) Median: 80% 30, 650 35, 000 39, 400 43,750 41,250 50, 750 54,250 57. 750 54,100 5. Marketing Plan: F our strategies will be utilized to market those people determined to be in dire need within the City limits of Fort Walton Beach as described below: 1. Those people on the current waiting list of the City of Fort Walton Beach Community Development Block Grant (CDBG) Rehabilitation Program will be contacted by telephone and/or U. S. mail to specifically inquire as to any Hurricane IVail damage they may have experienced, with great care given to assess whether additional damage to their home is threatening the integrity of the structure. Any of these homes detennined to be of a high risk nature will be inspected"first in an attempt to mitigate tmT'h; nent lost of the habitability of the home. 2. A list of churches throughout the City of Fort Walton Beach will be compiled as a mailingJist for flyers. Notification Will be provided on availability of funds, general information on the type of repairs that are eligible, and household income eligibility limits. Telephone number( s) will be provided and the City of Fort Walton Beach will be available on an " as requested" basis to meet with church leaders. 3. Because the City of Fort Walton Beach is aware of neighborhoods that experienced a greater degree of damage than others, sta:tJ will be conducting drive-bys ~ some cases to detennine if there are individuals not served by any other programs and in a state of dire need. Staff members are familiar with a substantial number of preVious customers in some of these neighborhoods and will inquire verbally as to the need for assistance, as well. . 4. In the event the City of Fort Walton Beach is unable to obtain 10 qualifi~ applicants for the HOME Again Program using methods one to three, staff will utilize a variety of media (daily newspaper, local news channels, etc.) to advertise the program to the residents within the City limits of Fort Walton Beach. 6_ Selection and Screening Criteria for Awarding Funds to Homeowners: As is the case with the City' s existing Residential Rehab Program, the following criteria are used to prioritize applicants: 1: Damage to the residence is a health and/or safety hazard; 2. Damage, if not repaired immediately, will cause further, extensive deterioration; 3. Homeowner is elderly and/or disa~led; 4. Homeowner has children;  Fundi~g awards will be strictly on a first come, fITst verified, fust served basis for the City of Fort Walton Beach HOME A.gain Program. The first ten ( 1.0) applicants to receive final award letters as a result of verification of all documentation required in the application, will comprise the initial HOME Again recipient list. Please refer to " Attachment A" to see a copy of the current City of Fort Walton Beach CDBG Residential Rehabilitation Grant Application, which will be modified to meet all requirements of the HO:ME Again Program and will be stamped " HOME Again Application. " All ins and refenals will be advised that damage to the ptoperty must be documented call... to be caused by Hurricane Ivan, that t.h~ property owner must live on the premises and that the property must legally be in the owner' s name. Additionally, all inquiring parties will be advised that the income limitations must be met without exception. If it is determined by the building official in the initial site visit that there is no possibility that the damage could have been caused by Hurricane Ivan, the applicant will become ineligible for the HOME Again Program, but will be referred to the CDBG Residential Rehabilitation Program waiting list if appropriate. 7. Initial Damage Assessment: Initial site visits will coincide with the City of F ort Walton Beach standard procedures. Once a resident is determined eligible, the building official wiJI make contact with the homeowner by phone and schedule an initial site visit to assess the extent of damage due to Hurricane Ivan. During this site visit the building official will solicit information from the customer as to the nature of the damage, how and when it happened and all residual effects experienced after the initial damage. The building official will forward a summary report to the CDBG Specialist, who will photograph d8t11aged and undamaged areas of the home to obtain a comprehensive view of the property. The building official and the CDBG Specialist will examine photos, discuss a potential scope of work,approximate the cost,. and determine the severity of need. A final scope of work will be prepared for the pre-bid conference to be held with participating contractors. 8. Contractor Bid, Selection and Contractor Award/agreement Process: It is the City of Fort Walton Beach' s policy to solicit competitive sealed bids for all Residential Rehabilitation work. The following procedures are followed in the sealed bid process: a. Notice of the Bid and the written scope of work is mailed to all participating contractors. They are notified of the pre- bid conference and are given information so they can make ori:~site visits to the rehab house. The date of the bid opening is included in the information package. . b. All jobs are bid on the scop~ of work only, with no additions or deletions