HomeMy WebLinkAbout2020 Agreement0; CoastalWide
February 21, 2020
Mr. Paul Carlisle
City Manager
City of Sebastian City Hall
1225 Main Street
Sebastian, Florida 32958
SUBJECT: FEMA Community Rating System (CRS) Program Cycle
Verification Preparation for City of Sebastian
Dear Mr. Carlisle:
601 21"Sheet
Suite300
Vero Beach, Florida 32960
Phone: (772) 5324536
At your request, we are providing this letter constituting a proposed agreement for
Professional Floodplain Management Services including FEMA Community Rating
System (CRS) Cycle Verification Preparation for the City of Sebastian, Sebastian, Florida.
The following are proposed terms of agreement for professional floodplain management
services to be provided by CoastalWide LLC (COASTALWIDE), for the City of Sebastian.
(CITY):
In general, the CRS cycle visit for verification of CRS points is anticipated for the City of
Sebastian in 2020. The CRS program is important to Sebastian to promote flood
awareness and to reduce costs for flood insurance through the CRS discount program.
COASTALWIDE can provide the CITY CRS Coordinator with expertise and guidance in
preparing for, and conducting, a NFIP/CRS Verification Cycle visit as detailed below.
COASTALWIDE will identify for the CITY CRS Coordinator what is needed for a cycle
visit and how to prepare for a cycle visit. COASTALWIDE intends to provide a clear path
for the CITY to accomplish these tasks, while providing flexibility to the CITY in utilizing
our services to benefit the specific needs Identified for the CITY to prepare for, and
conduct a cycle visit that results in an outcome that demonstrates the CITY complies with
NFIP/CRS as a Class 7 CRS participant.
"Though flood warns threaten, they will neon re.h them" Paalma 3t:6
Sebastian FEMA CRS Cycle verification Preparation
February 21, 2020 CoastalWide
Page 2 of 10
Task 1- Gap Analysis and Limited Action Item List in Preparation of Cycle
Verification Visit:
COASTALWIDE will meet with the Sebastian CRS Coordinator to prepare the CITY for
the upcoming NFIP/CRS Verification Cycle Visit. COASTALWIDE shall provide an
assessment of the CRS Activities and Elements to verify continued compliance and
identify documentation required to demonstrate CRS compliance. The new 2017 CRS
Coordinator Manual will be utilized for review as required by the CRS program.
At a pre -proposal meeting with COASTALWIDE staff, the CITY CRS Coordinator and key
staff identified probable COASTALWIDE services necessary to meet compliance
requirements forthe CITY to maintain a CRS Class 7 classification. COASTALWIDE shall
provide guidance to the CITY CRS Coordinator regarding CRS compliance to maintain a
Class 7 CRS classification. COASTALWIDE shall also provide a Gap Analysis Table
identify potential compliance gaps and develop a limited action items list necessary for
the CITY to prepare for CRS Verification Cycle visit, limited to the probable services
identified in the pre -proposal meeting.
Deliverables:
• Gap Analysis Table identifying compliance gaps
• Action item list for services identified by CITY to be performed by COASTALWIDE
necessary to close gaps revealed in the gap analysis.
Feefor Task 1 Services.....................................................................$1,050.
Task 2 — CRS Cycle Verification Services
Task 2a- Provide CRS Compliance Action Item Assistance to CITY:
COASTALWIDE staff is available to complete CRS Verification Document Review and
and completion of identified COASTALWIDE Task 1 action items, or to provide support
to, or supplement the work of, CITY staff who may complete any Task 1 action items.
Task 1 action item assignments to be performed by COASTALWIDE will be identified in
writing by CoastalWide, with CITY staff approval.
For purposes of preparing this proposal, COASTALWIDE has generally identified
potential action items expected to be performed under task 2a. However, the specific
action items that COASTALWIDE will complete, or will assist the City with complefing, will
be clearly delineated on the Task 1 action item list described in Task 1, above. Therefore,
Attachment 1 lists potential tasks to illustrate the aggregate of expected tasks under Task
2a of this proposal.
The 2017 CRS Coordinator Manual will be utilized for review as required by the CRS
program. Task 1, above, will result in the Gap Analysis Table and limited action item list
that will help focus the CITY and COASTALWIDE staff on the most effective method of
completing the above referenced tasks (or other tasks that may be identified during the
gap analysis) to maximizes points while maintaining costs.
"Though f lood waters threaten, they will never reaeh them" Psalms 3a:6
Sebastian FEMA CRS Cycle verification Preparation
February 21, 2020 CoastalWide
Page 3 of 10
Deliverables:
• Provide COASTALWIDE prepared documents for the CITY CRS Program
Verification Document "hardcopy" package.
• Provide COASTALWIDE prepared documents for the CITY CRS Program
Verification Document 'electronic format" package, property labeled in accordance
with ISO staff criteria.
• other correspondence with ISO staff.
Task 2b - Conduct Cycle Visit: COASTALWIDE shall provide necessary staff, as
requested by the CITY CRS Coordinator, to conduct the CRS Verification Cycle visit with
the CITY CRS Coordinator and ISO/CRS Specialists. A verification visit usually takes one
full day.
COASTALWIDE will review and provide comments to the CITY on items identified as a
result of any CRS/ISO Specialist Post -visit Actions The materials collected during the visit
are reviewed by the ISO/CRS Specialist, ISO/CRS Technical Reviewers, and the
Insurance Services Office, Inc., (ISO) Program Coordinator before they are submitted to
FEMA for approval. COASTALWIDE will review the draft verification report prepared by
ISO/CRS Specialist. This report summarizes the findings, the status of class
prerequisites, and the points for each activity.
COASTALWIDE shall assist the CITY in identifying if something was missed or
misinterpreted during the verification visit, and, with the authorization of the CITY CRS
Coordinator, shall request a reconsideration of its CRS classification, if necessary.
Fee for Task 2 Services are Hourly, Not to Exceed..................................$13,800
General: Task 1 Services are anticipated to be complete within four (4) weeks of your
authorization to proceed and receipt of the requested CLIENT information.
The CITY will provide the following information:
1. Previous year Annual Recertification application
2. Previous Verification Cycle visit documentation
3. Documentation of current activities completed
COASTALWIDE can make no guarantee as to the obtainment or timing of FEMA CRS
compliance, determination or program classification. Payment for services will be made
immediately upon receipt of a COASTALWIDE invoice by the CITY.
"Though f lwd watrrs tbemen, thry unll never reach ahem" P.A., 3..6
Sebastian FEMA CRS Cyde Verification Preparation
February 21, 2020
Page 4 of 10
CoastalWide
If you would like us to proceed with the services described above, please sign this
proposal in duplicate and return one signed copy to us which will serve as Notice to
Proceed. If you have any questions, please contact me at (772) 532-4536.
Sincerely,
COASTALWIDE,LLC
Denise M. Boehning, CFM
President / Principal Floodplain Manager
ul C6- isle l-�
City Manager, City of Sebastian
Date
"Though flood waters threaten, they will never reach them" Psalms 32:6
Sebastian FEMA CRS Cycle Verification Preparation
February 21, 2020 C08Sta)Wide
Page 5 of 10
2020 CoastalWide Hourly Rate Schedule
Principal Floodplain Manager (CFM) $130
Principal NFIP/CRS Technical Expert $170
GIS Specialist $100
AutoCAD/Floodplain Technician $60
Administrative $30
Expenses
Mileage` $0.58/miles
Other Expenses cost+10%
" for travel outside of Indian River County
"Though flood.te , ehremen, ehry will never reach them" Peelene 3e:6
CoastalWide VemBe5 ,Fl
ftt
Suite 3W
Vero Beach, F 324 32960
Phone: (772) 2-0536
vmw.CoastalWitle.com
Attachment 1 — General Tasks That May Be Expected Under Task 2a (2/21/2020)
Sebastian FEMA CRS Cycle Verification Preparation
200: Procedures
The CITY appears to have completed development of forms and tables under this Activity.
If necessary, COASTALWIDE can assist the CITY with completion Activity 200 fors,
including:
a. COASTALWIDE shall assist CITY in the preparation of CC-213 (Program Data) table
b. COASTALWIDE shall assist CITY in the preparation of CC-230 (Verification) for;
c. COASTALWIDE shall assist CITY in the preparation of CC-RL (Repetitive Loss) list
310: Elevation Certificates (EC)
The CITY appears to have completed tasks under this Activity. If necessary,
COASTALWIDE can assist the CITY with any outstanding Activity 310 tasks, including:
a. Provide a description of how the Community receives, maintains, stores and
provides copies of elevation certificates to the public.
320: Map Information Service
COASTALWIDE shall provide the CITY assistance with Activity 320 tasks, including:
Prepare a written description of howthe community maintains and updates its
current Flood Insurance Rate Maps (FIRM).
a. Provide a copy of the CITY prepared log for map/Flood information inquiries.
b. Prepare or provide CITY prepared exhibits demonstrating additional MI services that
the community implements under this Activity for credit.
c. Obtain and submit list of the Real Estate Agent/Brokers, Lenders, and Insurance
Agents.
NOTE: COASTALWIDE services do not include developing a GIS Map. This could
be performed by CoastalWide under a separate authorization.
330: Outreach Projects
COASTALWIDE shall prepare additional outreach elements to help keep and add points.
a. COASTALWIDE shall provide Town with an initial PPI program, by providing the
following:
1. Identify number of PPI committee members
2. Identify criteria for membership
3. Prepare outline of committee tasks
4. Draft required acknowledgement documents for Town Council to approve
5. Conduct initial meeting and required meetings
6. Document for CRS Activity /Element credit -
b. COASTALWIDE shall review existing Outreach Documents and
1. update existing Outreach Documents (up to 2 documents, as necessary)
2. create additional Outreach Documents (up to 2 documents, as necessary)
"Though flood waters threaten, they will never reach them" Psalms 3a:6
Attachentent 1 - FEMA CRS Cycle Verification Preparation
February 21, 2020 CoastalWide
page it of vi
c. COASTALWIDE shall update outreach log with additional documents developed
above
d. COASTALWIDE shall provide flood insurance publicity ether provided by CITY or
prepared by COASTALWIDE tasks under Activity 370.
350: Flood Protection Information
The CITY appears to have completed tasks under this Activity. If necessary,
COASTALWIDE can assist the CITY with any outstanding Activity 350 tasks, including:
a. Provide additional real-time gauge data links for CITY to publish on website
It. Update outreach log with additional documents developed above
370: (New Activity) Flood Insurance Promotion
COASTALWIDE shall provide the CITY with Activity 370 tasks necessary to add points,
including:
a. Prepare Draft Coverage Improvement Plan (CP)
b. Provide Town with a Flood Insurance Coverage Assessment (FIA) program
1. Identify number of Coverage Improvement Plan (CP) committee members
2. Identify criteria for membership
3. Prepare outline of committee tasks
4. Draft required acknowledgement documents for Town Council to approve
5. Conduct initial meeting and required meetings
6. Document for CRS Activity /Element credit
c. Develop Technical Assistance contacts (TAC) for Town approval
NOTE: Town staff will update website to include list of TAC contacts
410: Flood Hazard Mapping
a. Provide additional mapping elements including, if applicable:
1. Mapping coastal erosion
2. Mapping tsunami hazard areas
NOTE: COASTALWIDE services do not Include developing a new GIS Map. This
could be performed by CoastarMde under a separate authorization.
420: Open Space Preservation
The Town may benefit significantly by accurately identifying eligible open space, proper
documentation is necessary. Available points have doubled under this activity. The CITY
appears to have completed tasks under this Activity. If necessary, COASTALWIDE can
assist the CITY with identifying other GIS tasks that may be beneficial or required under
other CRS Activities/Elements.
NOTE: Services do not include developing a new GIS Map. This could be performed
by CoastalWide under a separate authorization.
430: Higher Regulatory Standards
The CITY appears to have completed tasks under this Activity. If necessary,
COASTALWIDE can assist the CITY with any outstanding Activity 430 tasks, including:
a. Provide a copy of you community's flood damage prevention ordinance.
"Though flood waters threaten, they will eraer reach them' Psalms 7u:6
Attachement 1 - FEMA CRS Cycle Verification Preparation
February 21, 2020 = CoastalWide
page iii of vi
b. Freeboard (FRB)
c. Foundation protection (FON)
d. Building code (BC)
e. Local drainage protection (LOP)
f. Regulations administration (RA)
g. Off -site record storage (RA5)
It. Investigate potential for the Town adopting:
1. "enclosure limitations" Element (due to added point potential)
2. Coastal A Zone (UMWA) if applicable
440: Flood Data Maintenance
COASTALWIDE shall provide the CITY assistance with Activity 440 tasks, including:
a. Prepare statement explaining how CITY maps are used in daily floodplain
management and how often they are updated.
b. Provide AMD documentation examples prepared by the CITY or prepare AMD
documentation examples (AMD1 through AMD6)
c. Investigate potential eligibility for
1. Erosion data maintenance (moved from CRS Supplements)
NOTE: COASTALWIDE services do not Include developing a new GIS Map. This
could be performed by CoastalWide under a separate authorization.
450: Stormwater Management
COASTALWIDE shall provide the CITY assistance with Activity 450 tasks, including:
Investigate potential eligibility of
1. Town Storm Management Plan to identify Watershed Master Plan Element credit
2. Erosion and sediment control
3. Water quality
4. complete and return the 450 checklist.
5. Verify required regulations, construction plans, and drainage reports are
submitted
6. Submit erosion and sediment control (ESC) and Water quality (WO) regulations
7. Submit 5 Pollution Prevention Plans, if available.
510: Floodplain Management Planning
Changes to this section may require Town to reconsider/revisit this activity:
a. CITY should consider investigating potential eligibility of
1. 10-step Floodplain Management Planning Process (CRS changes implemented)
2. Repetitive loss area analysis / outreach
540: Drainage System Maintenance
COASTALWIDE shall provide the CITY assistance with Activity 540 tasks, including:
Credit that is available for the Town for demonstrated drainage system maintenance
a. Investigate potential eligibility of
1. Natural systems
2. Underground systems
"Though flood waters thrmien, they will neon reach them" Psalms 7x:6
Attachement 1 - FEMA CRS Cycle Verification Preparation COdStajWlde
February 21, 2020
page iv of A 44
3. All previously related "channel debris removal" credits
b. Channel debris removal (CDR)
CDR credit is available when a jurisdiction conducts annual inspections of all or a
portion of the natural above ground conveyance system that lie within the developed
areas of the community. The credit for CDR is adjusted based on the percentage of
the community's natural drainage system that is inspected annually and properly
maintained.
1. Prepare eligible "blue lines" mapping using historical USGS maps. Prepare a map
of the community's natural drainage system (stream segments, bridges, culverts,
channels, etc.). The map should also show the natural drainage systems that are
maintained by other agencies and private entities.
2. Obtain and provide an inventory or list of the entire natural conveyance system,
including areas the community does not inspect or maintain.
3. Prepare CC-540EHP form to verify that the community's drainage system
maintenance program Is in compliance with Environmental and Historic
Preservation requirements. May require additional professional services.
4. Obtain an provide a Standard Operating Procedure (SOP) for your drainage
system maintenance program. The community must have a program to inspect
and maintain its drainage facilities, and inspections must be conducted:
• At least once each year;
Upon receiving a complaint;
• After each major storm; and
• Action must be taken after inspection identifies a need for maintenance or
cleaning.
5. Obtain and submit copies of 30 records that show that annual inspections are
conducted, and maintenance is performed when inspections reveal problems.
Prepare a map locating the inspection sites on the map.
c. Problem site maintenance (PSM)
1. Obtain and submit a Standard Operating Procedure (SOP) for your drainage
system maintenance program. The community must have a program to inspect
and maintain its drainage facilities, and inspections must be conducted:
At least once each year;
• Upon receiving a complaint;
After each major storm; and
Action must be taken after and inspection identifies a need for maintenance
or cleaning.
2. Prepare a map of the problem sites/areas.
3. Obtain and submit a list of chronic flooding areas within the community that
requires additional (more than once a year) maintenance. These areas can be
listed in your SOP.
4. Obtain and Submit inspections and maintenance records from 6 inspection sites
of the above ground drainage system for each year from 2014 and 2019.
d. Capital improvement program (GIP)
The CIP should address the problem site that warrants the special attention that is
credited in PSM. A community must receive credit for PSM to receive CIP credit.
"Though flood umters threaten, they will never re=h them" Psalms 3a:6
Attachement 1 - FEMA CRS Cycle Verification Preparation
February 21, 2020
page v of vl
aCoastalWide
Obtain and submit excerpts from the capital improvement plan for 2019 through
2024or other documentation that shows that the community has an ongoing
program to reduce drainage maintenance problems. The submittal must include:
• A master list of the community's drainage maintenance problem sites that are
in need of elimination or correction;
• A copy of recommended correction measures for the problem sites;
Documentation that funds are spent on capital improvement projects each
year.
• Provide a summary of ongoing and completed CIP drainage improvement
projects.
610: Warning and Response:
COASTALWIDE shall provide the CITY assistance with Activity 610 tasks based on the
Indian River County Comprehensive Emergency Program, including:
a. Complete and return the 610 Flood Warning and Response Documentation Checklist
page 5, 6, 7(items 1 through 4)
b. Prepare a list of all public and private critical facilities effected by flooding or needed
to be operational during a flood. The list must include the contact information such as
email addresses, job tides, names and phone numbers of the operators of all public
and private critical facilities affected by flooding.
c. Identify and list critical facilities that have developed their own warning and response
plans that have been reviewed and accepted by the community.
d. Provide verification that the community participated in the community -wide annual
hurricane drill.
e. A copy of the publicity for this activity.
"Though flood waters threaten, they will neon reach them" Psalms 32:6