HomeMy WebLinkAboutIRC Local Mitigation Strategy CONTRACT MODIFICATION #2
ADDITIONAL LMS PLANNING SERVICES PROPOSAL
FOR
INDIAN RIVER COUNTY
General Program Assistance. Provide Local Mitigation Strategy (LMS) program
support servicos to the Depadment of Emergency Services (DES), as needed. Services to
be p/-0vid~ iflelude: assisting DES; organize and conduet-~.~,' Crcoup and/or
subcommlRee meetings; presenting specific agenda items mgardi~'~gram activities;
serving as a "sounding board" for ideas; providing graphic sU~p~ and providing
technical advice regarding ArcView software and TAOS products.
Deliverables:
Orgmaifing and conducting necessary meetings of the Working Group.
Prepare a memorandum documenting technical consulting services
provided to the DES.
Grants Assistance. Work to implement the highest priority proj~octs listed in the
adopted Indian River County LMS Project Priorjti~ation List (PPL). The initial step will
be consulting with DES and members of the Working Group to select two (2) projects on
the PPL for which grant applications will be prepared. Services to be provided in
preparing the applications include: meeting with grant appIieants and DES staff,
reviewing grant opportunities, selecting the spocific grant programu to be pursued,
acquiring all needed application materials from the funding agencies, working with the
applicants in designing their project proposal, conferring with and securing needed data
fi'om all appropriate municipal/county agencies, and other grant matters that may arise
during the preparation of the application.
Deliverablel Preparation of TWO grant applications.
3. Private Sector Involvement. Create a viable, functiolfing involvement of community
businesses and non-profit organizations in the LMS program. Initial[y, work with the
DES staff and members of the business community/non-profits that serve on the LMS
Working Group to identify a diverse group of individuals that represent a broad cross-
section of the private sector that are interested serving on an ad hoc LMS private sector
committee. With the list established, personal contact with each, on a one-on-one basis
would be conducted to explain the LMS program and the importance of private sector
involvement.
The next step will be convening the subcommittee. Under this contract, two meetings
will be held. Initial tasks will be defining the mission of the subcommittee and
developing an "action" program of activities to be completed by. September 30, 2000.
The activities wilt focus on those activities that will raise public awareness of the
importance bayard mitigation to businesses, and assist them in preparing for such events.
Deliverablesl The creation o f an ad hoc LMS Private Sector Subcommittee comprised
of key individuals in the business community.
An "Action Plan" of activities to be accomplished by September 30,
2000.
o
Hazard Mitigation Retrofit Program. Explore the potential and feasibility of
establishing a county-wide ba?ard mitigation retrofit program in Indian River County
which should include evacuation shelters. Tasks to be undertaken include: assisting the
DES staff, organiTe a technical advisory committee (TAC) comprised of individuals fi'om
both, private and public sectors; investigating other similar-type programs, inventorying
existing local retrofit-type programs, quantify potential need for such a program, (if
possible - define need by income level), estimate uranet need, define who should
administer the program, if created; describe obstacles to establishing a retrofit program.
Based on the information and data collected, and ideas and opinions of the technical
advisory committee members, develop a conceptual idea of the pmgram~ Through an
iterative process with the technical advisory committee, keep refining and modifying the
original concept until there is widespread agreement among the TAC members. Once the
TAC agrees to the form of the program, the new program will be presented to the
Working Group for concurrence. Finally, the proposed program would be presented to
the County Commission for approval to implement.
Deliverable:. A report documenting the proposed laa7ard mitigation re~ofit program.
BUDGET
SERVICES TOTAL
· Program Administrative Support $ 4,000
· Grant Assistance 10,750
· Private Sector Support 4,363
· Ha?ard Mitigation Retrofit Program Design 8,300
TOTAL COSTS $27,413
IN WITNESS WHEREOF, the parties hereto have caused this Modification
#2 to be executed by their duly authorized officials as of this ]~ Day of
t~ c~o ~er , 1999.
ATTEST:
CLERK OF THE CIRCUIT COURT
BOARD OF CgUNTY COMMISSIONERS
OF 1ND_j~VER CO/UNffT~XSLORIDA
APPROVED AS TO FORM:
Office of the County Attorney
By~~
By: ~/~. ~ -
Title:
APPROV~.
By:
Title:
APPROVED FOR AGENDA
FOR: September 7, 1999
BY:
James E. Chandler
County Administrator
Modification #1 to Scope of Work of the
Municipality Subcontract Participant in the Development
of a Local Mitigation Strategy for
Indian River County
WHEREAS, Indian River County and the City of Sebastian have entered into
an Agreement for the purpose of the development of a single, unified county-wide
Local Mitigation Strategy (LMS) as identified in the contractual services agreement
between Indian River County and the State of Florida, Department of Community
Affairs; and
WHEREAS, based upon the delay in the Department of Community Affair's
provision of The Arbiter of Storms (TAOS) computer modeling data to Indian River
County, the parties desire to modify said Agreement.
WHEREAS, the third period deliverables have been divided into two separate
periods with distinct due dates; thus creating a revised 4~ contract period deliverable
due date of September 30, 1999 and a revised 4th and final contract period
deliverable (now yh) due date of September 30, 1999.
WHEREAS, the payment schedule is adjusted as follows: the 3~ contract
period deliverables equal 30%, the 4® contract period deliverables equal 10% and
the 5th and final contract period deliverables equal the remaining 20% of the
contract amount.
NOW, THEREFORE, in consideration of the mutual promises herein
contained, the sufficiency of which is hereby acknowledged, the Agreement is
hereby modified as set forth above.
All other provisions of the Agreement not inconsistent with this Modification
#! remain in full force and effect.
: IN WITNESS WHEREOF, the parties hereto have caused this Modification
#1 to be executed by their duly authorized officials as of this 26th Day of
nay ,1999.
ATTEST:
CLE~ OF T~E c~Rcurxc_~u~r
By.~~ d~~
DEPUTY CLERK
ATTEST:
By.~ ~5/~-
Title: ~~'t ~/r.._
BOARD OF COUNTY COMMISSIONERS
OF ~~~ ?o,u~LO~D)~
/~t~>'Kenneth Ri Mac'ht~C~a~rman
APPROVEDAS TO FORM:
Office of the County Attorney
Title: Interim City ~ana~er
Title: Ciey Attorney
APPROVED FOR AGENDA
FOR: May 4, 1999
/ James E/Ch.andler
/ County Administrator
SCOPE OF WORK
MUNICIPALITY SUBCONTRACT PARTICIPANT
IN THE DEVELOPMENT OF A LOCAL MITIGATION STRATEGY FOR
INDIAN RIVER COUNTY, FLORIDA
MUNICIPAL AWARD: $15,000
PURPOSE:
The following lists requirements for the CITY OF SEBASTIAN as a Sub-Contractor
participant in the development of a single, unified Local Mitigation Strategy (LMS), using the
Depa~hnent of Community Affairs (DCA) publication The Local Mitigation Strategy: A
Guidebook for Florida Cities and Counties, hereafter referred to as "The Guidebook," as well
as other applicable guidance. This Scope of Work conforms to the "Contracmral Services
Agreement" between the State Depadment of Community Affairs and Indian River County.
PAYMENT AND DELIVERABLES SCHEDULE
This is a fixed-fee sub-contract. Payments will be made at the end of each contract
period following receipt of State payments to the County and are based on completion of
activities identified in this scope of work, the submission of all deliverables listed below within
the scheduled time frame, and a determination by the Depat'tment that the Contractor has
satisfactorily completed the pertinent activities and deliverables. At the end of the first contract
period the Sub-Contractor may be paid 20% of the total contract amount, 20% at the end of the
second contract period (or 40 % at the end of the second contract period per the extension
granted by DCA), 40% at the end of the third contract period, and the final 20% of the total
contract amount at the end of the fourth and final contract period. The Sub-Contractor shall
submit all deliverables in the format prescribed by the County. The final deliverable shall be
an agreed upon Local Mitigation Strategy document submitted by the County.
All submissions to the County shall be addressed to:
Douglas M. Wright, Director
Indian River County Department of Emergency Services
Emergency Management Division
1840 25th Street
Veto Beach, FL 32960
1st CONTRACT PERIOD - DELIVERABLES DUE JUNE 30, 1998
(DELIVERABLES EXTENDED TO SEPTEMBER 30, 1998 PER DCA):
Municipalities participating in the development of a single, unified "Local Mitigation
Strategy" will be required to provide the following:
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Identify the municipal contact person for this subcontract, to include phone and
fax number.
Designate at least one municipal representative to actively participate in all
Working Group meetings.
Actively assist in the development of procedures to resolve conflict between
government entities, that may arise from the development of the local mitigation
strategy.
Actively assist in the development of evaluation criteria and procedures, to
regularly review, update and revise the local mitigation strategy.
Actively assist in the development of Community Guiding Principles, including:
Providing a listing of municipal agencies and the mitigation functions they
perform. This is to include a narrative description of how these agencies
help reduce losses from hazards.
Providing a listing of existing municipal policies, ordinances and programs
that effect mitigation.
Providing an evaluation of existing mitigation policies, ordinances and
programs, describing their effectiveness at reducing losses of life and
property.
II.
2nd CONTRACT PERIOD - DELIVERABLES DUE BY SEPTEMBER 30, 1998:
As outlined in Section 4 of the Guidebook and drawing from the evaluation of
existing mitigation policies, ordinances and programs completed in the previous
contracting period, Sub-Contracting municipalities will actively assist in the
development of:
A single list of mitigation goals and objectives that will serve to guide a
coordinated and comprehensive strategy to address hazard mitigation.
An analysis of how existing policies, ordinances and progran~s could be
strengthened to achieve the mitigation goals and objectives of the
community.
A county-wide hazard identification and vulnerability assessment and, in
particular, be responsible for the identification of municipal data sources
and the provision of all municipal data and data regarding municipal
facilities necessary for performance of the Hazard Identification and
Vulnerability Assessment.
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Identification of private sector interests who would benefit from
participation in the LMS process and identify how private sector
involvement in LMS activities will be accomplished.
Identification of procedures to prioritize both municipal and county
mitigation initiatives.
3rd CONTRACT PERIOD - DELIVERABLES DUE BY MARCH 31, 1999:
A municipal representative to the Working Group shall be responsible for
gathering and supplying the Contractor with the following information:
1. Municipal critical facilities inventory.
2. Listing of other municipal public buildings and facilities.
3. Repetitive loss data for structures within the municipality's jurisdiction.
4. Hazardous materials sites within the municipality's jurisdiction.
5. Historical flood data within the municipalities jurisdiction.
The Sub-Contractor shall submit a list of potential mitigation initiatives which:
1. reduce vulnerability;
2. study and identify cost beneficial mitigation activities, including
engineering studies;
3. identify mitigation initiatives found in existing local government Capital
Improvements Plans for future funding consideration; and,
4. recommend program and policy actions and revisions to further promote
effective hazard mitigation.
A municipal representative shall actively assist in the identification of potential
funding sources.
Sub-Contractor shall review and comment on all hazard identification and
vulnerability assessment activities as well as the list of potential mitigation
initiatives presented to the Working Group.
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IV.
4th CONTRACT PERIOD - DELIVERABLES DUE BY JULY 31, 1999:
A. Sub-Contractor shall agree to the final Local Mitigation Strategy as a compiled
document to the local governing body for formal adoption.
IN WITNESS WHEREOF, the parties set forth below have duly executed this Agreement
on the date set forth below:
ATTEST:
CLERK OF THE CIRCUIT COURT
BOARD OF COUNTY COMMISSIONERS
OF INDIAN RIVER COUNTY, FLORIDA
BY: BY:
DEPUTY CLERK
JOHN W. TIPPIN, CHAIRMAN
APPROVED AS TO FORM:
Office of the County Attorney
BY:
ATTEST:
CITY CLERK
TITLE: ,~A_
CITY OF SEBASTIAN
, FLORIDA
TITLE: ~-d/, ~7~ ,~tt.idi/'o..rl -- .
APPROVED AS TO FORM:
Office of the City Attorney
BY: ~'~_..~Z~£ ~
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