Title
MOTION TO APPROVE REQUEST TO ADVERTISE PSPW-19-08, “EMERGENCY BACKUP POWER FOR CITY HALL” AS A PROJECT UNDER THE GRANT AGREEMENT BETWEEN THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA), THE FLORIDA DIVISION OF EMERGENCY MANAGEMENT (FDEM), AND THE CITY OF PEMBROKE PINES FOR THE HAZARD MITIGATION GRANT PROGRAM.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 17, 2019, the City Commission approved a motion to accept the Grant Agreement between the Federal Emergency Management Agency (FEMA), the Florida Division of Emergency Management (FDEM) and the City Of Pembroke Pines for a total of $3,556,068 for the Hazard Mitigation Grant Program.
2. The Federal Emergency Management Agency (FEMA) awarded a grant to the Florida Division of Emergency Management (FDEM) as a part of the Hazard Mitigation Grant Program (HMGP). The HMGP provides funds to states, Federally-recognized tribes or territories, and local communities after a disaster declaration to protect public or private property through various mitigation measures, which includes implementation of critical upgrades and other measures that reduce the risk of loss of life and property from future disasters. This grant is being awarded to FDEM as a “pass-through” entity, providing the monies as a “subaward” to the City, which is considered a Sub-Recipient. As defined by 2 C.F.R. §200.92, “subaward” means “an award provided by a pass-through entity to a Sub-Recipient for the Sub-Recipient to carry out part of a Federal award received by the pass-through entity.” The total of the HMGP grant was $3,556,068.
3. The City was awarded grant funding for a total of nine (9) projects. This project was Project Number 4337-68-R, City Hall Industrial Kitchen & Great Hall Comfort Station, Generator - this proposed hazard mitigation project was approved to purchase and install a 1,000 kW multistage generator system at the Broward County, City of Pembroke Pines-City Hall EOC located at 601 City Center Way, Pembroke Pines, Florida 33025. After installation of the generator, the City Hall will be able to provide food and shelter for first responders. The project will provide protection to flood against a 500-year event and will be protected against wind with a rated enclosure based on its location.
4. As such, the City of Pembroke Pines is seeking bids from qualified firms to provide an emergency backup power system for City Hall.
5. All activities shall be completed in strict compliance with Federal, State and Local applicable Rules and Regulations.
6. FEMA provides up to 75% of the funds for mitigation projects. The remaining 25% is required to be matched by the City.
7. The grant funding and the 25% City match dollar amount for this project is as follows:
|
Project Number |
Federal Fund 75% |
City Match 25% |
Total Available |
|
4337-68-R |
$779,250 |
$259,750 |
$1,039,000 |
8. The term for each agreement begins upon execution by both parties and shall end on October 31, 2020, unless terminated earlier in accordance with Paragraph 17 of each agreement.
9. This is a cost-reimbursement agreement, subject to the availability of funds. The State of Florida's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with either Chapter 216, Florida Statutes, or the Florida Constitution. The FDEM will reimburse the City only for allowable costs incurred in the successful completion of each deliverable as outlined in each agreement.
10. As the grants have been accepted, the City is seeking to 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 FDEM and FEMA. The City shall select the qualified, licensed Florida contractor in accordance with the City'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.
11. The City shall be responsible for furnishing or contracting all labor, materials, equipment, tools, transportation and supervision and for performing all work per sealed engineering designs and construction plans presented to FDEM by the City and subsequently approved by FDEM and FEMA.
12. Request Commission to approve request to advertise PSPW-19-08, “Emergency Backup Power for City Hall” as a project under the grant agreement between the Federal Emergency Management Agency (FEMA), The Florida Division of Emergency Management (FDEM), and the City Of Pembroke Pines for the Hazard Mitigation Grant Program.
Financial Impact
FINANCIAL IMPACT DETAIL:
$1,039,000 is budgeted in account # 1-519-6001-4337-64073 in the 2019-20 Budget. The total of the 25% City Match for this project is $259,750 (which is included in the $1,039,000).