Title
MOTION TO APPROVE REQUEST TO ADVERTISE IFB # PSPW-19-13, “REPLACEMENT OF WINDOWS AND DOORS FOR THE HAZARD MITIGATION GRANT” 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 solicitation is for window and door replacement for six (6) of the nine (9) approved projects:
Ø 4337-11-R, Fire Station 79 Hardening & Wind Retrofit- this hazard mitigation project is to harden against wind damage Fire Station 79, located at 19900 Pines Blvd, Pembroke Pines, FL 33029.
Ø 4337-12-R, Fire Station 99 Hardening & Wind Retrofit- this hazard mitigation project is to harden against wind damage Fire Station 99, located at 16999 Pines Blvd, Pembroke Pines, FL 33023.
Ø 4337-13-R, West Police Department Hardening & Wind Retrofit - this hazard mitigation project is to harden against wind damage the West Police Substation, located at 18400 Johnson Street, Pembroke Pines, FL 33029.
Ø 4337-15-R, Fire Station 33 Hardening & Wind Retrofit - this hazard mitigation project is to harden Fire Station 33, located at 600 SW 72nd Avenue, Pembroke Pines, Florida 33023.
Ø 4337-21-R, Fire Station 69 Hardening & Wind Retrofit - this proposed hazard mitigation project is to harden Fire Station 69 located at 9500 Pines Blvd, Pembroke Pines, FL 33025
Ø 4337-17-R, Fire Station 89 Hardening & Wind Retrofit - this proposed hazard mitigation project is to harden Fire Station 89 located at 13000 Pines Blvd, Pembroke Pines, Florida 33027
* Note - The nine (9) approved projects were for Hardening & Wind Retrofit, as well as Generators. The above listed six (6) projects were the only ones of the nine (9) which required the new Windows and Doors.
4. Each project proposal is to purchase and install impact resistant doors and windows at each location to withstand wind speeds from a Category 5 Hurricane. The projects will provide protection against a 500-year event. These window and door replacements shall provide protection against a 177 MPH winds or the wind speed protection and impact requirements indicated by the effective Florida Building Code at the time permits are issued.
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 |
City Match 25% |
Federal Fund 75% |
Total Project |
|
4337-11-R |
$ 20,430.00 |
$ 61,290.00 |
$ 81,720.00 |
|
4337-12-R |
$ 23,730.00 |
$ 71,190.00 |
$ 94,920.00 |
|
4337-15-R |
$ 20,430.00 |
$ 61,290.00 |
$ 81,720.00 |
|
4337-17-R |
$ 9,100.00 |
$ 27,300.00 |
$ 36,400.00 |
|
4337-21-R |
$ 34,680.00 |
$ 104,040.00 |
$ 138,720.00 |
|
4337-13-R |
$ 24,240.00 |
$ 72,720.00 |
$ 96,960.00 |
|
Total: |
$ 132,610.00 |
$ 397,830.00 |
$ 530,440.00 |
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 IFB # PSPW-19-13, “Replacement of Windows and Doors for the Hazard Mitigation Grant” 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:
a) Initial Cost: The total cost of the windows and doors portion of this project related to building improvements is $530,440. The total of the 25% City Match for the windows and doors portion is $132,610.
b) Amount budgeted for this item in Account No: Funds are available in the following account numbers:
|
Project Number |
Project Location |
Account Code |
|
4337-11-R |
Fire Station 79 |
1-529-4003-4337-62009 |
|
4337-12-R |
Fire Station 99 |
1-529-4003-4337-62026 |
|
4337-13-R |
West Police Department |
1-529-3001-4337-62053 |
|
4337-15-R |
Fire Station 33 |
1-529-4003-4337-62012 |
|
4337-21-R |
Fire Station 69 |
1-529-4003-4337-62016 |
|
4337-17-R |
Fire Station 89 |
1-529-4003-4337-62018 |
c) Source of funding for difference, if not fully budgeted: The City’s estimated share of the cost over the grant award period is budgeted in the FY2019-20 General Fund Budget.
d) 5 year projection of the operational cost of the project: To be determined.
e) Detail of additional staff requirements: Not Applicable.