PURCHASE SEVEN MOUNTED GENERATORS APPLICATION PACKAGE #1CITY OF CLEARWATER
PURCHASE SEVEN MOUNTED GENERATORS
APPLICATION PACKAGE #1
Prepared for:
City of Clearwater
Municipal Services Building
100 S. Myrtle Avenue
Clearwater, Florida 33756
Prepared by:
Jones Edmunds & Associates, Inc.
730 NE Waldo Road
Gainesville, Florida 32641
Certificate of Engineering Authorization #1841
City of Clearwater Project No.: 17 -0046 -EN
Jones Edmunds Project No.: 03720-053-01
July 2018
TABLE OF CONTENTS
HMGP Application 1 - Clearwater - Purchase of Seven Mounted Generators
ATTACHMENTS
Attachment A Local Mitigation Strategy (LMS) Endorsement Letter
Attachment B Generac MDG100DF4 Specifications
Attachment C Lift Station Overflow Reports
Attachment D Lift Station Locations
Attachment E FEMA Flood Insurance Rate Map (FIRM)
Attachment F Citywide Map and Topographic Maps
Attachment G Representative Photographs
Attachment H Clearwater Quick Facts
Attachment I Generator Worksheet
03720-053-01
July 2018
i
Table of Contents
FEMA- -DR-FL
Support Documents
❑ Conforms w/ State 409 Plan
❑ In Declared Area
❑ Statewide
THIS SECTION FOR STATE USE ONLY
O Standard HMGP ❑ 5% Initiative Application ❑ Application Complete
0 Initial Submission
or ❑ Re- Submission
Eligible Applicant
❑ State or Local Government
❑ Private Non -Profit (Tax ID Received)
❑ Recognized Indian Tribe or Tribal Organization
Community NFIP Status: (Check all that apply) LMS Ranking:
❑ Participating Community ID#: County:
❑ In Good Standing 0 Non -Participating 0 CRS
State Application ID:
Project Type(s)
❑ Wind
❑ Flood
❑ Other:
This application is for all Federal Emergency Management Agency (FEMA Region IV) Hazard Mitigation Grant Program (HMGP)
proposals. Please complete ALL sections and provide the documents requested. If you require technical assistance, please contact
the Florida Division of Emergency Management at DEM_HazardMitigationGrantProgram@em.myflorida.com.
Section I — Applicant
A. Applicant Instruction: Complete
Application Sections I-IV:
Environmental Review:
Maintenance Agreement:
Flood Control — Drainage
Improvement Worksheet:
Generator Worksheet:
Tornado Safe Room
Worksheet:
Hurricane Safe Room
Worksheet:
Wind Retrofit Worksheet:
Wildfire Worksheet:
Drought Worksheet:
Request for Public Assistance
Form:
Acquisition Forms:
Application Completeness
Guidance / Checklist :
all sections that correspond with the type of proposed project
All Applicants must complete these sections
All Applicants must complete these sections
Any Applications involving public property, public ownership, or management of
property
Acquisition, Elevation, Dry Flood proofing, Drainage Improvements, Flood
Control Measures, Floodplain and Stream Restoration, and Flood Diversion
— one worksheet per structure
Permanent, portable generators, and permanent emergency standby pumps
New Safe Room, Retrofit of existing structure, Community Safe Room,
Residential Safe Room
New Safe Room, Retrofit of existing structure
Wind Retrofit projects only — one worksheet per structure
Defensible Space, Hazardous Fuels Reduction, Ignition Resistant Construction,
other
Aquifers, other
FEMA Form 90-49 (Request for Public Assistance): All applicants must
complete, if applicable.
If project type is Acquisition, these forms must be completed.
(Only one of the two Notice of Voluntary Interest forms is necessary.)
Model Statement of Assurances for Property Acquisition Projects
Declaration and Release
Notice of Voluntary Interest (Town Hall Version)
Notice of Voluntary Interest (Single Site Version)
Statement of Voluntary Participation
FEMA Model Deed Restriction Language
All applicants are recommended to complete this checklist and utilize the
guidance for completing the application.
1
[Attach any additional items and note Section] [Form No. HMGP]
B. Applicant Information:
FEMA -4337 -DR -FL DISASTER NAME: Hurricane Irma
Title/Brief Descriptive Project Summary: Purchase 7 Mounted Generators
1. Applicant (Organization): City of Clearwater
2. Applicant Type: ® State or Local Government ❑ Native American Tribe ❑ Private Non -Profit ❑ Special District
3. County: Pinellas
4. State Legislative Senate District(s): 65 66 67. State Legislative House District(s): 16 ;
Congressional House District(s): 12, 13 House
5. Federal Tax I.D. Number: 59-6000289
6. Data Universal Numbering System (DUNS): 078307303
7. Federal Information Processing Standards (FIPS) Code*: 103-12875-00 (`if your FIPS code is not known, see
guidance)
8. National Flood Insurance Program (NFIP) Community Identification Number: 125096
(this number can be obtained from the FIRM map for your area)
9. Point of Contact: (Person serving as the coordinator of project)
®Ms. EMr. First Name: Sarah Last Name: Kessler
Title: Environmental Specialist/CRS Coordinator
Address: 100 S. Myrtle Avenue
City: Clearwater State: FL Zip Code: 33756
Telephone: 727-562-4897 Email: Sarah.Kessler@MyClearwater.com
10. Application Prepared by:
®Ms. ❑Mr. First Name: Jamie Last Name: Bell
Title: Engineer
Telephone: 352-377-5821 x1465 Email: jsbell@jonesedmunds.com
11. Authorized Applicant Agent (proof of authorization authority required)
EMs. ®Mr. First Name: George
Title: Mayor
Last Name: Cretekos
Address: 112 S. Osceola Avenue
City: Clearwater State: FL Zip Code: 33756
Telephone: 727-562-4050 Email: George.Cretekos@MyClearwater.com
Signature: cteoVt1CrktOS
Date: (� v la )-01
12. Local Mitigation Strategy (LMS) Compliance
a. All proposed projects must be included in the county's Local Mitigation Strategy (LMS) Project List, and on file
with FDEM's Mitigation Bureau Planning Unit. Does your jurisdiction have a current FEMA Approved
Mitigation Plan and this project is listed? ® Yes ❑ No
b. Attached is a letter of endorsement for this project from the county's LMS Coordinator. ® Yes ❑ No
Ensure the LMS endorsement letter contains both the Total Estimated Projects Cost (Section IV. D.), along
with the Estimated Federal Share (Section IV. E.1.) allocated to this project.
c. The LMS project list and endorsement letter both have an estimated cost column and Federal Share amount
that is within $500.00 between the two ® Yes ❑ No
13. Has this project been submitted under a previous disaster event? ® No
❑ Yes, please provide the disaster number and project number (as applicable):
2
[Attach any additional items and note Section] [Form No. HMGP]
Section II — Project Description
A. Hazards to be Mitigated / Level of Protection
1. Select the type of hazards the proposed project will mitigate:
Flood ® Wind ❑ Storm surge ❑ Wildfire ® Other (list): Power loss due to any disaster
2. Identify the type of proposed project:
❑ Elevation and retrofitting of residential or non-residential structure
❑ Acquisition and Relocation ❑ Acquisition and Demolition
❑ Wind retrofit ❑ Drainage project that reduces localized flooding
® Generator ❑ Other (please explain)
3. List the total number of persons that will be protected by the proposed project (include immediate population
affected by the project only):
The entire population of the City of Clearwater - approximately 113,000 residents
4. List how many acres of "Total Impacted Area" is to be protected by the proposed project (include immediate area
affected by the project only):
The entire City of Clearwater - approximately 39.2 square miles or 25,088 acres
5. Fill in the level of protection and the magnitude of event the proposed project will mitigate. (e.g. 23 structures
protected against the 100 -year storm event (1 % chance)
70 structure(s) protected against the 10, 25, 50, 100, and 500 -year storm event (10, 25, 50, 100, or 500 year storm
event)
structure(s) protected against mile per hour (mph) winds
6. Check all item(s) the project may impact:
Z Wetlands
❑ Floodplain
® Historic Resources
❑ Vegetation Removal
• Health & Safety
® Water Quality
® Coastal Zone
® Fisheries
® Public Controversy
❑ Other
❑ Previously Undisturbed Soil
® Toxic or Hazardous Substances
❑ Threatened & Endangered Species
❑ Potential for Cumulative Impacts
7. Engineered projects: If your project has been already designed and engineering information is available, please
attach to your application ALL calculations, H&H study and design plans (e.g. Drainage Improvement, Erosion
Control, or other special project types). ❑ No ® Yes If so, see Attachment #(s) Attachment B - Generac
MDG100DF4 Specifications.
B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)
Describe, in detail, the existing problem, the proposed project, and the scope of work. Explain how the proposed
project will solve the problem(s) and provide the level(s) of protection described in Part A. Also, if available, attach a
vendor's estimate and/or a contractor's bid for the scope of work. Please ensure that each proposed project is
mitigation and not maintenance.
1. Describe the existing problems:
The City of Clearwater has 79 lift stations throughout their wastewater service area. Of those lift stations, six have
permanent on-site emergency generators and three have portable generators stationed on-site; 70 lift stations do not
have a dedicated back-up power source. The City has an additonal 18 portable generators available when necessary.
However, the fleet of portable generators is not sufficient to cover all demand during a City-wide power outage.
During Hurricane Irma, the City lost utility power to more than 40 lift stations.The City moved available generator
inventory around and used rented vaccum trucks to minimize any sanitary sewer overflows, but they were not able to
fully prevent spillage. Documentation of 8 sanitary sewer overflows is included in Attachment C - Lift Station
Overflow Reports. Lift station overflows lead to water quality concerns, public health and safety hazards, and
potential impacts to coastal zones, wetlands, fisheries, and historic resources.
2. Describe the type(s) of protection that the proposed project will provide:
The proposed proiect includes the purchase of seven portable generators. Adding seven new generators to the City's
fleet will help reduce and minimize sanitary sewer overflows from lift stations during power outages. This will reduce
water quality concerns, mitigate public health and safety hazards, and reduce and/or eliminate potential impacts to
coastal zones, wetlands, fisheries, and historic resources.
3
[Attach any additional items and note Section] [Form No. HMGP]
3. Scope of Work (describe in detail what you are planning to do):
The City proposes to purchase seven, 85 -kW portable generators. The selected generators are Generac, model
#MDG100DF4, 4.5L, 100 kVA generators that meet Final Tier 4 EPA Emissions Certification standards. These diesel
generators are all-inclusive and fully mounted, with an estimated run time of 26 hours. A specification sheet is
attached, titled "Attachment B - Generac MDG100DF4 Specifications".
4. Describe any other on-going or proposed projects in the area that may impact, positively or negatively, the
proposed HMGP Project:
In coniunction with this project, the City of Clearwater is submitting three additional projects for Tier 1 HMGP
funding. The only project that may impact this generator project is titled "Elevate 8 Clearwater Beach lift stations'
control panels". While elevating the lift stations' electrical panels will not necessarily have a positive or negative
impact on this project, the eight beach lift stations' electrical panels will have regulation generator hook-ups and may
utilize the generators purchased through this project during a power outage. Otherwise, there are no other on-going
or proposed projects in the area that may impact, positively or negatively, this proposed HMGP project.
5. Describe the purpose and need for the proposed project:
The purpose of this project is to minimize the risk of sanitary sewer overflows during power outages. This project is
necessary because during Hurricane Irma the City lost power to over 40 lift stations. Their fleet of six permanent and
21 portable generators, combined with hiring vaccum trucks, was not enough to handle the need and the City
experienced 8 sanitary sewer overflows during and immediately following the storm. Such overflows can cause water
quality issues, create public health and safety hazards, and potentially impact coastal zones, wetlands, fisheries, and
historic resources. This project will mitigate similar hazards in the future. protecting people, water resources. and
natural systems within the City of Clearwater.
4
[Attach any additional items and note Section] [Form No. HMGP]
Section III — Proiect Location (Fully describe the location of the proposed project.)
A. Site
1. Describe the physical location of this project, including street numbers (or neighborhoods) and project site zip
code(s). Provide precise longitude and latitude coordinates for the site utilizing a hand-held global positioning
system (GPS) unit or the equivalent:
Location: City of Clearwater, Florida
Address(s): Any one of 70 lift station locations throughout the City. Location list included in
"Attachment D - Lift Station Locations".
GPS coordinates (decimal degree format): See Attachment D.
Project Zip Code(s): Various
2. Title Holder: CITY OF CLEARWATER
3. Is the project site seaward of the Coastal Construction Control Line (CCCL)? ❑ Yes ® No
4. Provide the number of each structure type (listed below) in the project area that will be affected by the project.
Include all structures in project area.
® Residential property: 42.281 ® Public buildings:
® Businesses/commercial property: 3.229 ® Schools/hospitals/houses of worship: 314
® Other: 57
B. Flood Insurance Rate Map (FIRM) Showing Project Site
167
1.
L Attach one (1) copy of the FIRM map, a copy of the panel information from the FIRM, and, if available,
the Floodway Map. FIRM maps are required for this application (if published for your area). Also,
all attached maps must have the project site and structures clearly marked on the map. FIRMs
are typically available from your local floodplain administrator who may be located in a planning, zoning,
or engineering office. Maps can also be ordered from the Map Service Center at 1-800-358-9616. For
more information about FIRMs, contact your local agencies or visit the FIRM site on the FEMA Web -
page at https://msc.fema.gov/portal.
2. Using the FIRM, determine the flood zone(s) of the project site (Check all zones in the project area)
(See FIRM legend for flood zone explanations) (A Zone must be identified)
0 VE or V 1-30 /1 AE or A l-30
❑ AO or AH /1 A (no base flood elevation given)
// B or X (shaded) /1 C or X (unshaded)
11 Floodway ❑
❑ Coastal Barrier Resource Act (CBRA) Zone (Federal regulations strictly limit Federal funding for projects
in this Zone; please coordinate with your state agency before submitting an application for a CBRA Zone
project).
3.
❑ If the FIRM Map for your area is not published, please attach a copy of the Flood Hazard Boundary
Map (FHBM) for your area, with the project site and structures clearly marked on the map.
4.
❑ Attach a copy of a Special Flood Hazard Area Flood Insurance Assurance(s).
C. City or County Map with Project Site and Photographs
1. ® Attach a copy of a city or county scale map (large enough to show the entire project area) with the project
site and structures marked on the map.
2. ® Attach a USGS 1:24,000 TOPO map with project site clearly marked on the map.
3. ❑ For acquisition or elevation projects, include copy of Parcel Map (Tax Map, Property Identification Map,
etc.) showing each property to be acquired or elevated. Include the Tax ID numbers for each parcel, and
Parcel information — including year built and foundation.
4. ® Attach photographs (at a minimum 4 photographs) for each project site per application. The photographs
should be representative of the project area, including any relevant streams, creeks, rivers, etc. and
drainage areas that affect the project site or will be affected by the project, and labeled. For each structure,
please include the following angles: front, back and both sides.
[Attach any additional items and note Section]
[Form No. HMGP]
Section IV — Budget/Costs
In this section, provide details of all the estimated costs of the project. As this information is used for the
Benefit -Cost Analysis, reasonable cost estimates are essential. Contingency Cost should be included as a line
item in the budget section and justified. Recommended range is 1 to 5%. Avoid the use of lump sum costs.
A. Materials
Item
Unit Quantity Cost per Unit Cost
Generac MDG100DF4 Mobile Diesel Generator Set
EA
7
$70,000.00
$490,000.00
Sub -Total
B. Labor Include equipment costs. Please indicate all "soft" or in-kind matches (**).
Description Hours Rate
$490,000.00
Cost
Sub -Total
C. Fees Paid Include any other costs associated with the project.
Description of Task Hours Rate
D.
$0.00
Cost
Sub -Total
$0.00
Total Estimated Project Cost $490,000.00
Note: To be eligible for HMGP funding, pre -award costs must be identified as separate line items in the cost estimate of the application.
This must be done in addition to filling out the HMGP Pre -Award Cost Request Form, submitted with application. Mark each Pre -Award
cost with an asterisk (*); and In-kind services with double asterisk (**); All In-kind match must be identified in the Section IV.B and D —
Funding Sources).
6
[Attach any additional items and note Section] [Form No. HMGP]
E. Funding Sources (round figures to the nearest dollar)
The maximum FEMA share for HMGP projects is 75%. The other 25% can be made up of State and Local funds as well
as in-kind services. HMGP funds may be packaged with other Federal funds, but other Federal funds (except for Federal
funds that lose their Federal identity at the State level, such as CDBG, and certain tribal funds) may not be used for the Non -
Federal share of the costs.
1. Estimated Federal Share $350,000.00 71.43 % of Total (Maximum 75%)
2. Non -Federal Share
3. Estimated Local Share $140,000.00 28.57 % of Total (Cash)
4.
5.
6. Other Agency Share
(Identify Non -Federal Agency and availability date)
7. Total Funding sources from above
% of Total (In -Kind**)
% of Total (Global Match***)
% of Total
$490,000.00 100.00% Total (Equals 100%)
**❑Identify proposed eligible activities directly related to project to be considered for In -Kind services in Section IV.B. Labor.
***❑Separate project applications must be submitted for each Global Match project.
Global Match Project Number and Title:
F. Project Milestones/Schedule of Work
List the major milestones in this project by providing an estimate time -line for the critical activities not to exceed a period of 3
years of performance. (e.g. Designing, Engineering, Permitting, etc.)
Milestone(s)
Number of Days to Complete
Purchase and accept delivery of generators
90 days
Total
90 Days
7
[Attach any additional items and note Section]
[Form No. HMGP]
Section V. Environmental Review and Historic Preservation Compliance
(NOTE: This application cannot be processed if this section is not completed.)
Because the HMGP is a federally funded program, all projects are required to undergo an environmental and historic
preservation review as part of the grant application process. Moreover, all projects must comply with the National
Environmental Policy Act (NEPA) and associated Federal, State, Tribal, and Local statutes to obtain funding. NO WORK
can be done prior to the NEPA review process. If work is done on your proposed project before the NEPA review
is completed, it will NOT be eligible for Federal funding.
A. The following information is required for the Environmental and Historic Preservation review:
All projects must have adequate documentation to determine if the proposed project complies with NEPA and
associated statutes. The State Environmental Staff provide comprehensive NEPA technical assistance for Applicants,
with their consent, to complete the NEPA review. The type and quantity of NEPA documents required to make this
determination varies depending upon the project's size, location, and complexity. However, at a minimum, please
provide the applicable documentation from this section to facilitate the NEPA compliance process.
1. ® Detailed project description, scope of work, and budget/costs (Section II and Section IV of this application).
2. ® Project area maps (Section III, part B & C of this application)
3. ® Project area/structure photographs (Section III, part C of this application).
4. ® Preliminary project plans.
5. ® Project alternatives description and impacts (Section V of the application).
6. ® Please complete the applicable project worksheets.
Documentation showing dates of construction are required for all structures.
7. ® Environmental Justice — Attach documents regarding evaluation (required) and satisfactory resolution
(if necessary) of Environmental Justice issues (Highly Disproportionate, Adverse Impact (effects) on Minority
or Low Income Population). Documents can include public meeting records, media reports letters from
interested persons and groups, studies on population, ethnic groups, quality of life, housing, economics,
transportation, public services, schools, public health, recreation, voting, etc.
8. ® Provide any applicable information or documentation referenced on the Information and Documentation
Requirements by Project Type below.
B. Executive Order 12898; Environmental Justice for Low Income and Minority Population:
1. Are there low income or minority populations in the project area or adjacent to the project area?
❑ No ® Yes; please describe any disproportionate and adverse effects to these populations:
n/a
2. To help evaluate the impact of the project, please indicate below any other information you are providing.
® Description of the population affected and the portion of the population that would be disproportionately and
adversely affected. Please include specific efforts to address the adverse impacts in your proposal narrative
and budget.
This project will equally benefit the entire population of the City of Clearwater. No portion of the population will
be disproportionatey or adversely affected.
3. ® Attached materials or additional comments: Please include pdf documentation from the US Census Quick
Facts and American Factfinder's website of the project area (http://www.census.gov/).
See "Attachment H - Clearwater Quick Facts"
8
[Attach any additional items and note Section] [Form No. HMGP]
C. Tribal Consultation (Information Required)
Section 106 of the National Historic Preservation Act (NHPA) requires federal agencies to take into account the effect
of their undertakings on historic properties. The NHPA requires that agencies must complete this process prior to the
expenditure of any Federal funds on the undertaking. A Tribal Consultation is required for any project disturbing ground
or moving soil, including but not limited to: drainage projects; demolition; construction; elevation; communication towers;
tree removal; utility improvements.
1. Describe the current and future use of the project location. A land use map may be provided in lieu of a written
description.
This project does not include disturbing ground or moving soil. Currently, the City of Clearwater owns and
maintains 79 lift stations throughout their service area. Of those lift stations, 70 do not have a dedicated back-up
power source. This project includes the purchase of 7 portable generators to provide power to those lift stations in
case of power outage during or after a storm event. The generators will be stored on property owned by the City
and, when in use, they will temporarily be placed on property owned or an easement maintained by the City.
2. Provide information on any known site work or historic uses for project location.
n/a
® Attach a copy of a city or county scale map (large enough to show the entire project area) with the horizontal
limits (feet) and vertical depths (square feet) of all anticipated ground disturbance of 3 inches or more.
D. Alternative Actions (Information Required)
The NEPA process requires that at least two alternative actions be considered that address the same problem/issue
as the proposed project. In this section, list two feasible alternative projects to mitigate the hazards faced in the
project area. One alternative is the "No Action Alternative".
1. No Action Alternative
Discuss the impacts on the project area if no action is taken.
If no action is taken the City may experience sanitary sewer overflows during a power outage. This outcome is
evidenced by the events of Hurricane Irma; the City lost power to more than 40 lift stations and due to limited
resources at least 8 sanitary sewer overflows occurred. These overflows can cause water quality issues, create
public health and safety hazards, and potentially impact wetlands, fisheries, and historic resources.
2. Other Feasible Alternative
Describe a feasible alternative project that would be the next best solution if the primary alternative is not
accomplished. This could be an entirely different mitigation method or a significant modification to the design of
the current proposed project. Please include a Scope of Work, engineering details (if applicable), estimated
budget and the impacts of this alternative. Complete all of parts a -e (below).
a. Project Description for the Alternative
Describe, in detail, the alternative project, and explain how the alternative project will solve the problem(s)
and/or provide protection from the hazard(s). Also, provide pros and cons for this alternative and a reason for
why it was not selected.
An alterative project is to purchase vacuum trucks. During a power outage, if back up power is not available the
City can send a vacuum truck to pump out the lift stations and reduce the potential for sanitary sewer overflows.
The pro of this option is the reduction of sanitary sewer overflows. The con of this option is increased capital,
operation and maintenance costs, as well as increased labor costs and the requirement to have City staff on
the road in potentially hazardous conditions.
b. Project Location of the Alternative (describe briefly, if different from proposed project)
Same as proposed project.
❑ Attach a map or diagram showing the alternative site in relation to the proposed project site (if different
from proposed project)
9
[Attach any additional items and note Section] [Form No. HMGP]
c. Scope of Work for Alternative Project
In order to have the same impact as the proposed generator project, this alternative would require the the Citv
to purchase at least four vacuum trucks. The City will also need find space to house the trucks when not in use,
modify their staffing levels accordingly, and provide additional training on vacuum truck operation and
maintenance procedures.
d. Impacts of Alternative Project
Discuss the impact of this alternative on the project area. Include comments on these issues as appropriate:
Environmental Justice, Endangered Species, Wetlands, Hydrology (Upstream and Downstream Surface
Water Impacts), Floodplain/Floodway, Historic Preservation and Hazardous Materials.
If enough vaccum trucks were purchased to equal the pumping power of 7 generators, then the impact of this
alternative would be the same as the proposed proejct.
e. Estimated Budget/Costs for Alternative Project
In this section, provide details of all the estimated costs of the alternative project (round figures to the
nearest dollar). A lump sum budget is acceptable.
Materials:
$1,400,000.00
Labor:
$100,000.00
Fees:
Total Estimated Project Cost:
$1,500,000.00
10
[Attach any additional items and note Section] [Form No. HMGP]
HMGP ENVIRONMENTAL REVIEW
Information and Documentation Requirements by Project Type
Retrofits to Existing Facilities/Structures
Elevations
Acquisitions with Demolition
✓ Dates of Construction
✓ Ground disturbance map for projects with 3 inches or more of ground disturbance
✓ Structure photographs
Drainage Improvements
✓ Engineering plans/drawings
✓ Permit or Exemption letter to address any modifications to water bodies and
wetlands
o Department of Environmental Protection
o Water Management District
o U.S. Army Corps of Engineers
✓ Ground disturbance map for projects with 3 inches or more of ground disturbance.
✓ Concurrence from U.S. Fish and Wildlife addressing any impacts to wildlife, particularly
endangered and threatened species and their habitats.
✓ If the project is in a coastal area, attach a letter from the National Marine Fisheries
Service addressing impacts to marine resources.
✓ Concurrence from Natural Resource Conservation Service if project is located outside
city limits and may impact prime or unique farmland.
✓ Concurrence from your Local Floodplain Manager — if project is located in a floodplain.
Note: This is a general guideline for most projects. However, there will be exceptions.
Consult with state environmental staff on project types not listed.
11
Section VI — Maintenance Agreement
All applicants whose proposed project involves the retrofit or modification of existing public property
or whose proposed project would result in the public ownership or management of property,
structures, or facilities, must first sign the following agreement prior to submitting the application to
FEMA.
(NOTE: Those applicants whose project only involves the retrofitting, elevation, or other
modification to private property where the ownership will remain private after project completion
DO NOT have to complete this form.)
The City of Clearwater , State of Florida, hereby
agrees that if it receives any Federal aid as a result of the attached project application, it will accept
responsibility, at its own expense if necessary, for the routine maintenance of any real property,
structures, or facilities acquired or constructed as a result of such Federal aid. Routine maintenance
shall include, but not be limited to, such responsibilities as keeping vacant land clear of debris, garbage,
and vermin; keeping stream channels, culverts, and storm drains clear of obstructions and debris; and
keeping detention ponds free of debris, trees, and woody growth.
The purpose of this agreement is to make clear the Sub -recipient's maintenance responsibilities
following project award and to show the Sub -recipients acceptance of these responsibilities. It does not
replace, supersede, or add to any other maintenance responsibilities imposed by Federal law or
regulation and which are in force on the date of project award.
Signed by George Cretekos
Mayor
(printed or typed name of signing official)
the duly authorized representative
(title)
This .69(day) of 9a ki (month), 1.0 (e (year).
Signature* — ck�fiQ'\ Cit\t toj
*Please Note: The above signature must be by an individual with legal signing authority for the
respective local government or county (e.g., the Chairperson, Board of County Commissioners or
the County Manager, etc.)
12
HMGP Application Completeness Guidance/Checklist
This guidance/checklist contains an explanation, example and/or reference for information requested in the application.
Please use this list to assure your application is complete and includes the required information for HMGP projects. The
appropriate documentation must also be attached. It is important to note that this list is similar to the form that will be used
during the application sufficiency review by the HMGP staff.
Project Title: Purchase 7 Mounted Generators
Applicant: City of Clearwater
Application
Information
Explanation of Information Required
Section
B. Applicant Information
FEMA_ -DR -FL
Type in the four digit number FEMA assigned to the disaster that this application is
being submitted under. (Example: 4337, 4283)
4
DISASTER NAME
Type in the Disaster name. (Example: Hurricane Irma, Tropical Storm Fay)
Title/Brief Descriptive
Project Summary
The project title should include: 1) Name of Applicant, 2) Name of Project, 3) Type of
Project. (Example: City of Tallahassee, City Hall Building, Wind Retrofit)
4
1. Applicant
Name of organization applying. Must be an eligible applicant.
4
2. Applicant Type
State or local government, recognized Native American tribe, or private non-profit
organization. If private non-profit, please attach documentation showing legal status
as a 501(C). (Example: IRS letter, Tax Exempt Certificate)
4
3. County
Indicate county in which the project is located.
4
4. State Legislative
and
Congressional
District(s)
Specify the appropriate State Senate, House and Congressional District code for the
project site. For multiple sites, please list codes for each site.
http://www. myfloridahouse.gov/sections/representatives/myrepresentative.aspx
4
5. Federal Tax I.D.
Number
List the Federal Employer's Identification Number (FEIN) number, also known as
Federal Tax Identification number, 9 -digit code. May be obtained from your
finance/accounting department.
4
6. DUNS Number
Include Data Universal Numbering Standard (DUNS) number in appropriate location
on application. If none, please refer to HMGP FAQ's in Application Reference
Material for instructions on obtaining a DUNS number. www.usaspendinq.gov
4
7. FIPS Code
List the Federal Information Processing Standard (FIPS) Code. May be obtained
from your finance/accounting/grants department. If none, please submit FEMA Form
90-49.
II
8. NFIP ID Number
List the National Flood Insurance Program (NFIP) number. You must be a
participating NFIP member to be eligible for HMGP funding. Please make sure that
the number is the same as the panel number on the FIRM provided with the
application.
4
9. Point of Contact
Please provide all pertinent information for the point of contact. This person serves
as the coordinator of the project. If this information changes once the application is
submitted, please contact the HMGP staff immediately.
10. Application
Prepared By
Please provide the preparer information. May be different from the point of contact
(line 9) and/or the applicant's agent (line 11).
I
11. Authorized
Applicant Agent
An authorized agent must sign the application.
"An authorized agent is the chief elected official of a local government who has signature
authority, so for a county it would be the Chairman of the Board of County Commissioners and
for a municipality it would be the Mayor (the exact title sometimes varies). Any local
govemment may delegate this authority to a subordinate official (like a City or County
Manager) by resolution of the goveming body (the Board of County Commissioners or Board
of City Commissioners). If a local govemment delegates signature authority, a copy of the
resolution by the goveming body authorizing the signature authority for the individual signing
1�
must be provided."
12. LMS Compliance
a) LMS Project List:
13
Section 11- Project Description
A. Hazards to be Mitigated/Level of Protection
1. Type of Hazards
All proposed projects must be included in the county's Local Mitigation Strategy
a
(LMS) Project List and must be on file with FDEM's Mitigation Bureau Planning
Identify the Type of Proposed Project: Describe the mitigation project being
proposed. (Example: drainage, wind retrofit, generator etc.)
I
Unit.
b) LMS Endorsement Letter
3. Number of
Persons
Protected
Explain how many people will be protected by or benefit from the proposed project.
(Example: A drainage project improving a residential area of 23 homes, with an
average household of 2 people = 46 people)
All proposed projects must include an endorsement letter from the county's Local
4. Total Impacted
Area
Mitigation Strategy Coordinator. You may use 1 letter as long as it includes every
proposed project.
c) Estimated Costs & Application Costs:
5. Level of
Protection
The LMS Project List must include an Estimated Cost column and each HMGP
project application must be within $500.00 of that Project List's estimated cost.
Also ensure that the Federal Cost Share indicated on the LMS Coordinator's
Identify all the items the project may impact or are within the project area.
Endorsement Letter exactly matches the Federal Cost Share indicated within the
application. Ensure the LMS endorsement letter contains both the Total
Include available engineering calculations, studies, and designs for the proposed
project showing results from applied Recurrence Interval scenarios before and after
mitigation. (Number of structures, building replacement value, depth of the water,
structural damages, content damages, displacement, road closures, etc.)
I
Estimated Projects Cost (Section IV. D.), along with the Estimated Federal Share
(Section IV. E.1.) allocated to this project.
A letter of endorsement for the project and its priority number from the Local
Mitigation Strategy must be included. Refer to Sample LMS Letter. Applications
without a letter of endorsement will not be processed. (44 CFR 201.6 Local
Mitigation Plans)
13. Previous
If the project has been previously submitted under another disaster, provide the
I
Submittal
disaster number, the project number, and the title of the project.
Section 11- Project Description
A. Hazards to be Mitigated/Level of Protection
1. Type of Hazards
Type of Hazards the Proposed Project will Mitigate: Identify the hazard(s) that the
proposed project will mitigate. More than one hazard may be selected.
a
2. Identify the Type
of Project
Identify the Type of Proposed Project: Describe the mitigation project being
proposed. (Example: drainage, wind retrofit, generator etc.)
I
3. Scope of Work:
3. Number of
Persons
Protected
Explain how many people will be protected by or benefit from the proposed project.
(Example: A drainage project improving a residential area of 23 homes, with an
average household of 2 people = 46 people)
4. Total Impacted
Area
Explain how many acres will be impacted from the proposed project:
Drainage/Berm/Pond/Culverts/Flood hazard projects: combination of the area to be
protected and ground disturbance must not exceed 25 acres.
5. Level of
Protection
Specify the level of protection and magnitude of the event the proposed project will
mitigate. Attach support documentation that verifies the stated level of protection.
(Example: In a wind retrofit project, it will be the design wind speed to comply with
the Florida Building Code requirements. In a drainage project, it will be the
implemented design level, e.g. a 25 -year FDOT design standard for culvert.)
6. Project Impact
Identify all the items the project may impact or are within the project area.
7. Engineered
Projects (e.g.
Drainage)
Include available engineering calculations, studies, and designs for the proposed
project showing results from applied Recurrence Interval scenarios before and after
mitigation. (Number of structures, building replacement value, depth of the water,
structural damages, content damages, displacement, road closures, etc.)
I
B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)
1. Existing Problem
Describe the existing problem, location, source of the hazard, and the history and
extent of the damage. Include newspaper articles, insurance documentation,
photographs, etc. If this project is eligible for PA (406) mitigation activities, please
describe the 406 activities.
a
2. Type of Protection
Determine how the funding will solve the existing problem and provide protection.
I
3. Scope of Work:
What the Project Proposes to Do: Determine the work to be done. The scope of
work must meet eligibility based on HMGP regulations and guidance. Explain how
the proposed problem will be solved. (NOTE: The proposed project must be a
mitigation action, not maintenance.) Does the proposed project solve a problem
independently or constitute a functional part of a solution where there is assurance
that the project as a whole will be completed (44 CFR 206.434[c][4])? Does the
proposed project address a problem that has been repetitive or that poses a
14
Section 111- Project Location
A. Site
1. Physical Location
significant risk to public health and safety if left unresolved (44 CFR 206.434(45J(ij)?
Projects that merely identify or analyze hazards or problems are not eligible. See
4
Sample Scope of Work Language in HMGP Application Reference Material.
Generators should not be included in the scope of work unless said generator only
powers the mitigation element or is for a critical facility.
4. On -Going or
Proposed
Projects in the
Area
Determine if other projects, zoning changes, etc. are planned (particularly in the
same watershed if flooding is being addressed) that may negatively or positively
impact the proposed project. If there is a drainage project or downstream issue
elsewhere, it may eliminate the current flooding issue, erasing the need for the
proposed project. Response applies to drainage and acquisition projects. N/A is
appropriate in wind retrofit shutter projects only. If this project is also being
considered under the Public Assistance Program (406), please describe in detail the
406 mitigation activities and/or services. Do not include project costs associated with
the above referenced HMGP application.
4
4
5. Purpose / Need
Describe the purpose and need for the proposed project.
11
Section 111- Project Location
A. Site
1. Physical Location
List the physical location of the project site(s) including the street number(s), zip
code(s) and GPS coordinates (latitude/longitude, in decimal degrees). The physical
address must correspond with the address locations specified on maps submitted
with the application.
4
2. Flood Zone
Determination
2. Title Holder
Provide the titleholder's name.
4
3. Flood Hazard
Boundary Map
(FHBM)
3. Project Seaward
Determine if the project site is located seaward of the Coastal Construction Control
0
of the CCCL?
Line. htt•s://floridade•.•ov/water/coastal-construction-control-line
11
4. Number and
Specify the number and type of properties affected by the project.
4
Types of
(Example: Drainage project that affects 100 homes, 15 businesses and 2 schools.)
Structures
What does the project protect? Should have a number next to the box that is
Affected
checked. (See Section II, Item A.4 — detail of these totals)
B. Flood Insurance Rate Map (FIRM) Showing Project Site
1. Copies of FIRM
Attach a copy (or copies) of the FIRM and clearly identify the project site. The FIRM
Panel number must be included. To obtain a FIRM map, go to
https://msc.fema.gov/portal. See instructions on How to make a FIRMette.
4
2. Flood Zone
Determination
Specify the flood zone(s) of the project site(s). If project is located in a Special
Flood Hazard Area, proof of flood insurance will need to be provided. Amount
of coverage must be equal to or greater than the amount of Federal mitigation
funding obligated to the project.
4
3. Flood Hazard
Boundary Map
(FHBM)
Not required if a copy of the FIRM is attached.
11
elevation projects. The location of the structure must be clearly identified.
C. City or County Map with Project Site and Photographs
1. City/County Map
with Project Site
The project site and staging location (if applicable) should be clearly marked on a
legible City/County map. The map should be Targe enough to show the project site.
More than one map may be required.
D
2. USGS TOPO with
Project Site
The project site should be clearly marked on a legible USGS 1:24,000 TOPO map.
To obtain a TOPO map, go to http://www.Digital-Topo-Maps.com
1
3. Parcel/Tax Map
A Parcel, Tax or Property Identification map is required only for acquisition and
4
elevation projects. The location of the structure must be clearly identified.
4. Site Photographs
At least four photographs are required that clearly identify the project site. The
photos must be representative of the project area, including any relevant streams,
creeks, rivers, etc., and drainage areas that affect the project site or will be affected
by the project. The front, back and both side angles are required for each structure.
For acquisition and elevation projects, a photo taken away from the structure (in front
toward the street, and in back toward backyard) to show the area along with
photographs of specific elements of the structure affected by the project (windows for
shutters or window replacements) should also be provided. Please label
photographs appropriately. In addition, CDs may be submitted.
11
15
Section IV - Budget/Costs
Please make sure all calculations are correct. Provide a breakdown of materials, labor and fees paid for the proposed
project. Support documentation must be attached, i.e. vendor's quote, professional estimate (from engineer, architect,
local building official, etc.). The proposed budget line items should represent allowable costs associated with the scope of
work. Contingency Cost should be included as a line item in the budget section, and justified. Recommended range is 1
to 5%. It is required to complete this section; it will be used for the Benefit -Cost Analysis (BCA). Costs should be accurate,
complete and reasonable compared to industry standards. Make sure the total cost is correct on the entire application.
A. Materials
Describe the cost of materials. Provide breakdown.
0�
B. Labor
Provide a breakdown of description, hours, rate, and cost or lump sum labor cost.
Can use in-kind contribution as part of the 25% match. (Attach support
documentation for in-kind match to detail wages and salaries charged for any in-kind
contribution. No overtime wages can be used to satisfy in-kind match contributions).
11
3. Cash
C. Fees Paid
Provide a breakdown of associated fees i.e., consultants, studies, engineering,
permits, and project management. Maintenance is not an allowable cost under
HMGP. Pre -award costs may be requested (See Pre -award Costs guidance).
I
4. Total In -Kind
May use materials, personnel, equipment, and supplies owned, controlled and
operated from within governing jurisdiction as an in-kind match. Third party in-kind
contributions would be volunteer services, employee services from other
organizations furnished free of charge, donated supplies, and loaned equipment or
space. The value placed on these resources must be at a fair market value and must
be documented. If in-kind is claimed from outside the applicant jurisdiction, it must be
cash only. ** Identify proposed eligible activities in Section IV B. and C. as a
separate line with In-kind written as a part of the description.
D. Total Estimated
Project Cost
Please make sure all calculations are correct. This figure should be the same as the
figure for total funding.
E4
Project (global) match must 1) meet all the eligibility requirements of HMGP; and 2)
begin after FEMA's approval of the match project. A separate HMGP application
must be submitted for global match projects. Indicate which project(s) will be
matched. The global match is not required to be an identical project. Projects
submitted as global match for another project must meet the same period of
performance time constraints as the HMGP.
0
E. Funding Sources (round figures to the nearest dollar)
The proposed sources of non-federal matching funds must meet eligibility requirements. (Except as provided by
Federal statute, a cost-sharing or matching requirement may not be met by costs borne by another Federal grant.) 44
CFR 13.24 (bl(11.
1. Estimated Federal
Share
The estimated Federal share is generally 75%. If the Federal share is not 75%,
assure actual amount is entered. It could be 50.1234% or 35.1234%, etc. of the total
dollar amount of project depending on county LMS allocation and priority. This figure
cannot exceed 75%.
0�
2. Non -Federal Share
May include all 3 sources, i.e. cash, in-kind and global match, as long as the total is a
minimum of 25%. Match cannot be derived from a federal agency except Federal
funds that lose their federal identity (e.g., CDBG funding and certain tribal funding).
4
3. Cash
Cash- Local funding will be utilized for the non-federal share. Enter amount of cash
and percentage of total that amount represents.
I
4. Total In -Kind
May use materials, personnel, equipment, and supplies owned, controlled and
operated from within governing jurisdiction as an in-kind match. Third party in-kind
contributions would be volunteer services, employee services from other
organizations furnished free of charge, donated supplies, and loaned equipment or
space. The value placed on these resources must be at a fair market value and must
be documented. If in-kind is claimed from outside the applicant jurisdiction, it must be
cash only. ** Identify proposed eligible activities in Section IV B. and C. as a
separate line with In-kind written as a part of the description.
0�
5. Total Project
(Global) Match
Project (global) match must 1) meet all the eligibility requirements of HMGP; and 2)
begin after FEMA's approval of the match project. A separate HMGP application
must be submitted for global match projects. Indicate which project(s) will be
matched. The global match is not required to be an identical project. Projects
submitted as global match for another project must meet the same period of
performance time constraints as the HMGP.
0
6. Other Agency
Share
Identify Non -Federal Agency and availability date; provide the documentation from
the agency. (e.g., CDBG funding, and certain tribal funding)
7. Total Funding
Total must represent (100%) of the total estimated project cost. Ensure that
percentages match corresponding cost -shares and the total matches the Budget (in
Section IV. D. - Total Estimated Project Costs).
0
F. Project Milestones/Schedule of Work
1. Milestones
(Schedule)
Identify the major milestones in the proposed project and provide an estimated time-
line (e.g. Designing, Engineering — 3 months, Permitting — 6 months, Procurement —
30 days, Installation — 6 months, Contracting — 1 month, Delays, Project
Implementation, Inspections, Closeout, etc. See Typical Project Milestones for
estimated time -frames) for the critical activities not to exceed a period of 3 years for
performance. Milestones should not be grouped together but listed individually.
Please allot for the appropriate amount of time.
El
16
Section V - Environmental Review & Historic Preservation Compliance
A. No work can begin prior to the completion of the environmental (NEPA) review. In order for the
Environmental staff to conduct the NEPA review, all sections listed below must be completed.
1. Description, SOW
& Budget
Detailed Project Description, Scope of Work & Budget/Costs
Complete Sections II & IV of the application.
a
2. Area Maps
Project area Maps - Attach a copy of the maps and clearly mark the project site, and
place the specific project structure(s) on map(s). Complete Section III, part B & C of
the application.
r
Alternative Action
3. Project
Area/Structure
Photographs
Complete Section 111 part C of the application.
a. Project
It is very important and a requirement that an Alternative project is submitted.
4. Preliminary Project
Plans
For shutters see the scope of work and for drainage & elevation see engineering
drawings.
I
5. Project
Alternatives
Complete Section V part D. of this application.
I
6. Project
Worksheets
Dates of construction are required for all structures. See worksheets.
I
c. Scope of Work —
7. Documentation
Requirements by
Project Type
Provide any of the required documentation as listed on page 10 in the Information
and Documentation Requirements by Project Type that may have already been
obtained.
I
from the hazard. Provide enough detail to describe the project for the evaluation
panel to decide the best course of action for the state. Include any appropriate
8. Information/
Documentation
Requirements by
Project Type
Provide any applicable information or documentation.
B. Executive Order 12898. Environmental Justice for Low Income and Minority Population
1. Documentation of
Environmental
Justice
Determine the proportion of the population, in either the project zip code or city,
characterized as having a minority background, and proportion of the population living
below poverty level. Go to http://www.census.qov/. If yes, complete Section V, part B.
a
2. Population
Affected
List / describe the population affected by this project and the portion of the population
adversely impacted.
List the attached documentation.
4
Alternative Action
3. Attached Materials
Attach all backup documentation to this application — Include a table of contents that
outlines the information you are providing DEM
a. Project
It is very important and a requirement that an Alternative project is submitted.
C. Information required for Tribal Consultation
1. Documentation for
Tribal Consultation
For all projects with any ground disturbing activities of 3 inches or more, complete
Section V part C.
D. Alternative Actions
1. No Action
Alternative
Please discuss the impacts on the project area if no action is taken.
a
2. Other Feasible
It is a FEMA and FDEM requirement for any Application Review. A narrative
I
Alternative Action
discussion of at least three project alternatives (from No Action to the most effective,
practical solution) and their impacts, both beneficial and detrimental is required. It is
expected that the jurisdiction has completed sufficient analysis to determine the
proposed project can be constructed as submitted and it supports the goals and
objectives of the FEMA approved hazard mitigation plan. Has the proposed project
been determined to be the most practical, effective and environmentally sound
alternative after consideration of a ranee of o•tions? 44 CFR 206.434 c 5jjiiij)
a. Project
It is very important and a requirement that an Alternative project is submitted.
1�
Description
NEPA requires that at least three alternatives must be presented to mitigate the
problem. In addition to the proposed action and no action, one other feasible
alternative must be provided.
b. Project Location of
Describe the surrounding environment. Include information regarding both natural
the Alternative
(i.e., fish, wildlife, streams, soils, plant life) and built (i.e., public services, utilities,
land/shoreline use, population density) environments.
c. Scope of Work —
Describe how the alternative project will solve the problem and provide protection
Alternative Project
from the hazard. Provide enough detail to describe the project for the evaluation
panel to decide the best course of action for the state. Include any appropriate
17
d. Impacts of the
Alternative Project
e. Estimated
Budget/Costs for
the Alternative
Project
Materials, Labor,
and Fees Paid
diagrams, sketch maps, amount of materials and equipment, dimensions of project,
amount of time required to complete, etc.
Total cost is required.
The details line items are not required. Just enter a total amount.
Total Estimated
Project Costs
Total cost is required. Vendor quote is not required. A lump sum budget may be
submitted as justification to why this alternative was not chosen.
Section VI — Maintenance Agreement
1. Maintenance
Agreement
Please complete, sign and date the maintenance agreement. The maintenance
agreement must be signed by an individual with signature authority, preferably the
authorized agent.
Other Required Documentation
1. MAPS
All maps must be included with the application.
2. FFATA Form
During contracting with the state, please complete, sign and date the FFATA Project
File Form. Instructions are provided for your convenience in the document provided.
This is not required at the time of application submittal.
❑
3. SFHA
Acknowledgement
of Conditions
Required for all projects in the Special Flood Hazard Area. Read and sign the SFHA
Acknowledgement of Conditions document. This form must be notarized, signed by
the local jurisdiction and the property owner.
❑
4. Pre -award Cost
Form
If pre -award costs are being requested with your project, please be sure to identify all
pre -award costs in the application budget per instructions. The pre -award cost form
must be completed and submitted with your application.
5. Request for Public
Assistance Form
Applicable if no FIPS number is assigned to applicant/recipient.
❑
6. Model Statement
of Assurances for
Property
Acquisition
Projects
For Acquisition projects only.
7. Declaration and
Release
For Acquisition projects only. Must be signed by all persons whose names are on the
property deed.
❑
8. Notice of
Voluntary Interest
For Acquisition projects only. Two forms are included for your convenience. Please
use the form that is most appropriate to your situation. Must be signed by all persons
whose names are on the property deed.
n
9. Statement of
Voluntary
Participation for
Acquisition of
Property for
Purpose of Open
Space
For Acquisition projects only. Must be signed by all persons whose names are on the
property deed.
❑
10. Worksheets
The appropriate worksheet(s) must be completed and submitted with the application.
a. Flood Control — Drainage Improvement
b. Generator
c. Tornado Safe Room
d. Hurricane Safe Room
e. Wind Retrofit
f. Wildfire
g. Drought
0-
*Submit 1 original (signed) and 2 full copies of the entire application and backup
documentation. Include a full copy of the submittal and all documentation on CD.
18