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ELEVATE EIGHT CLEARWATER BEACH LIFT STATIONS CONTROL PANELS APPLICATION PACKAGE #2CITY OF CLEARWATER ELEVATE EIGHT CLEARWATER BEACH LIFT STATIONS' CONTROL PANELS APPLICATION PACKAGE #2 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 2 - Clearwater - Elevate Eight Clearwater Beach Lift Stations' Control Panels ATTACHMENTS Attachment A Local Mitigation Strategy (LMS) Endorsement Letter Attachment B Clearwater Beach Lift Station Locations Attachment C Lift Station 20 Overflow Report Attachment D FEMA Flood Insurance Rate Map (FIRM) Attachment E Citywide Map and Topographic Maps Attachment F Parcel Information Attachment G Photographs Attachment H Clearwater Quick Facts Attachment I Flood Control - Drainage Improvement Worksheets 03720-053-01 July 2018 i Table of Contents FEMA- -DR-FL Support Documents ❑ Conforms w/ State 409 Plan ❑ In Declared Area O Statewide THIS SECTION FOR STATE USE ONLY ❑ Standard HMGP 0 5% Initiative Application 0 Application Complete 0 Initial Submission or 0 Re- Submission Eligible Applicant ❑ State or Local Government ❑ Private Non -Profit (Tax ID Received) O Recognized Indian Tribe or Tribal Organization Community NFIP Status: (Check all that apply) LMS Ranking: ❑ Participating Community ID#: County: El In Good Standing El 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 all sections that correspond with the type of proposed project Application Sections l -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 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: Elevate 8 Clearwater Beach lift station control panels 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. ❑Mr. First Name: Sarah Last Name: Kessler Title: Environmental Specialist/CRS Coordinator Address: 100 S. Myrtle Avenue City: Clearwater State: FL Zip Code: 33765 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) ❑Ms. ®Mr. First Name: George Last Name: Cretekos Title: Mayor Address: 112 S. Osceola Avenue City: Clearwater State: FL Zip Code: 33756 Telephone: 727-562-4050 Email: George.Cretekos@MyClearwater.com Signature: CQOf\Q n((t f Date: ` l u,/,..d / 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? Z No ❑ Yes, please provide the disaster number and project number (as applicable): 2 [Attach any additional items and note Section] [Form No HMGP] Section 11— 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). 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): This proiect will help protect approximately 8,500 residents living within the service area and/or within the vicinity of the 8 Clearwater Beach lift stations. 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): Approximately 2,000 acres of "Total Impacted Area" will be protected by the proposed project. 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) 8 structure(s) protected against the 100 -year storm event (10, 25, 50, 100, or 500 yearstorm event) 8 structure(s) protected against 145 mile per hour (mph) winds 6. Check all item(s) the project may impact: ® Wetlands ❑ F• loodplain ® Historic Resources ❑ V• egetation 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) 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 8 lift stations located at or veru near the beach and dock areas of Clearwater Beach. During Hurricane Irma it was clear that historic storm surges appear to be traveling further inland and increasing in depth. If the lift stations' telemetry, control panels, and/or power connections become inundated they may lose power, be damaged, and/or become unserviceable. If the lift stations' controls are nonfunctional and unserviceable, sanitary sewer overflows may occur. Sanitary sewer overflows lead to water quality concerns, public health and safety hazards, and potential impacts to coastal zones. wetlands, fisheries, and historic resources. Clearwater Beach is a coastal area of very high traffic, with a plethora of natural and coastal resources; sanitary sewer overflows in this area would pose a high risk to public safety, natural systems, and historic resources. 2. Describe the type(s) of protection that the proposed project will provide: The City proposes to elevate the telemetry, control panels, and power connections of the 8 Clearwater Beach lift stations to at least 2 feet above the base flood elevation and projected storm surge. Elevating the electrical components of the lift stations will reduce the risk of storm damage, thereby protecting the efficacy of the lift stations and reducing the risk of sanitary sewer overflows due to loss of function. 3 [Attach any additional items and note Section] [Form No. HMGP] 3. Scope of Work (describe in detail what you are planning to do): At each lift station, the City wil conduct the following improvements: provide and install an OSHA -compliant elevated platform placed at the appropriate elevation based upon approved floodplain information; provide elevated supports for relocated equipment: relocate the existing disconnect switches, automatic transfer switch (ATS) if needed, lift station control panel, and remote telemetry unit (RTU) to at least 2 feet above the base flood elevation, removing the potential hazard from the approved floodplain and protecting the equipment from flood damage. The City will also provide new conductors for all aspects including, but not limited to, motor leads, control leads, grounding conductors, and all other associated service conductors (note: splicing of conductors is not acceptable). Any electrical components remaining below the designated floodplain level shall be classified NEMA 6P. One lift station, Lift Station Number 11, has a permanently located standby generator on site; a raised platform will be provided for the permanent generator, providing full OSHA access for service and maintenance. 4. Describe any other on-going or proposed projects in the area that may impact, positively or negatively, the proposed HMGP Project: There are no other on-going or proposed projects in the area of the beach lift stations that may impact this proposed proiect. 5. Describe the purpose and need for the proposed project: This project is needed to protect approximately 8,500 residents and approximately 2,000 acres of coastal resources from the public health and safety hazards and environmental degradation associated with sanitary sewer overflows from lift stations. Levels of coastal flooding and storm surge are steadily increasing in depth and distance traveled inland, as evidenced by recent damage experienced during Hurricane Irma. Eight lift stations are operated on Clearwater Beach by the City of Clearwater, all of which are at risk of flooding and system malfunction during a simliar storm event. Elevating the telemetry, control panels, and power connections of the eight lift stations to above the base flood elevation and projected storm surge will allow the City to maintain functionality during storm events. If a power outage occurs, the City will still be able to access the telemetry, control panel, and power connections to bring emergency standby generator power to the lift stations and reduce the risk of sanitary sewer overflows. 4 [Attach any additional items and note Section] [Form No. HMGP] Section III — Project 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: Multiple locations. See "Attachment B - Clearwater Beach Lift Station Locations". Address(s): See Attachment B. GPS coordinates (decimal degree format): See Attachment B. 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: 8,190 ® Public buildings: 20 ® Businesses/commercial property: 685 ® Schools/hospitals/houses of worship: 6 ® Other: 134 B. Flood Insurance Rate Map (FIRM) Showing Project Site 1. // 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 orV 1-30 /4 AE orA 1-30 ❑ AO or AH ❑ A (no base flood elevation given) ❑ B or X (shaded) ❑ C or X (unshaded) ❑ 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. 5 [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 Structural Modifications EA 8 $55,000.00 $440,000.00 Electrical Modifications EA 8 $22,000.00 $176,000.00 Sub -Total $616,000.00 B. Labor Include equipment costs. Please indicate all "soft" or in-kind matches (**). Description Hours Rate Cost Sub -Total $0.00 C. Fees Paid Include any other costs associated with the project. Description of Task Hours Rate Cost D. Sub -Total $0.00 Total Estimated Project Cost $616,000.00 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 — Fundinq 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 2. Non -Federal Share 3. Estimated Local Share 4. 5. 6. Other Agency Share (Identify Non -Federal Agency and availability date) $460,000.00 $156,000.00 74.6 % of Total (Maximum 75%) 25.4 % of Total (Cash) % of Total (In -Kind**) % of Total (Global Match***) 7. Total Funding sources from above % of Total $616,000.00 100.00% 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 Engineering Design and Permitting 120 Days Advertising, Bidding, and Contract Award 60 Days Construction 180 Days Total 270 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 all residents in the vicinity of the 8 Clearwater Beach lift stations proposed to be elevated. No portion of the population will be disproportionally or adverselly 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 proposed to elevate 8 existing lift station control panels along Clearwater Beach in the City of Clearwater, Florida. The proposed sites within this project are currently operated and maintained as wastewater lift stations by the City of Clearwater. Once the project is complete, the sites' use will remain unchanged. 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 due to extreme flooding or storm surge. This outcome is evidenced by the events of Hurricane Irma. One Clearwater Beach lift station, Lift Station 20, experiened a large raw sewage spill due to a power outage. In response, the City has since elevated this lift station, but if the remaining beach lift stations' control panels are not elevated a similar overflow can cause water quality issues, create public health and safety hazards, and potentially impact coast zones, 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. In lieu of elevating the control panels, an alternative project is submersible panel retrofits. This alternative is to replace all of the electrical enclosures, switchgear, and associated accessories with NEMA 6P rated enclosures. This is a fairly uncommon project option. The pro is the potential reduction of sanitary sewer overflows; enclosing these sensitive components of the lift stations may protect them from flooding and storm surge, reducing the risk of power outage and mechanical failure. The cons of this option are increased construction labor and ongoing maintenance costs, as well as the lack of accessibility during flooding and storm surge events. Even if the components are protected, they are still not accessible by City staff for maintenance if the area is under water, and that could still lead to lift station failure and sanitary sewer overflows. 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 This alternative includes the conversion of existing lift station control panels to submersible enclosures. The City will relocate the existing disconnect switches, automatic transfer switch (ATS) if needed, lift station control panel, and remote telemetry unit (RTU) to a new, NEMA 6P rated enclosure. The City will also provide new conductors for all aspects including, but not limited to, motor leads, control leads, grounding conductors, and all other associated service conductors (note: splicing of conductors is not acceptable). 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. This alternative may protect the sensitive components of the lift stations from flooding and storm surge. However, if other damage occurs and the stations cannot be accessed due to high water levels, sanitary sewer overflows may still occur. Sanitary sewer overflows can cause water quality issues, create public health and safety hazards, and potentially impact coast zones, wetlands, fisheries, and historic resources. 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: $400,000.00 Labor: Fees: Total Estimated Project Cost: $400,000.00 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 1 Dates of Construction 1 Ground disturbance map for projects with 3 inches or more of ground disturbance 1 Structure photographs Drainage Improvements 1 Engineering plans/drawings 1 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 1 Ground disturbance map for projects with 3 inches or more of ground disturbance. 1 Concurrence from U.S. Fish and Wildlife addressing any impacts to wildlife, particularly endangered and threatened species and their habitats. 1 If the project is in a coastal area, attach a letter from the National Marine Fisheries Service addressing impacts to marine resources. 1 Concurrence from Natural Resource Conservation Service if project is located outside city limits and may impact prime or unique farmland. 1 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) (title) the duly authorized representative Ji This (day) of q (11(7) (month), ZDI (year). ckeOIIf ^ Qr C*.OS Signature*_ *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: Elevate 8 Clearwater Beach Lift Stations' Control Panels Applicant: City of Clearwater Application Information Explanation of Information Required Section 1 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) I DISASTER NAME Type in the Disaster name. (Example: Hurricane Irma, Tropical Storm Fay) II TitlelBriief 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) 1. Applicant Name of organization applying. Must be an eligible applicant. 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) r 3. County Indicate county in which the project is located. 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.asi x 0 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. 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 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. 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. I 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. a 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). 11. Authorized Applicant Agent An authorized agent must sign the application. "An authorized agent is the chief elected official of a local govemment 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 governing body authorizing the signature authority for the individual signing 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 IF (LMS) Project List and must be on file with FDEM's Mitigation Bureau Planning 2. Identify the Type of Project Identify the Type of Proposed Project: Describe the mitigation project being proposed. (Example: drainage, wind retrofit, generator etc.) Unit. b) LMS Endorsement Letter 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]14])? Does the proposed project address a problem that has been repetitive or that poses a 11 All proposed projects must include an endorsement letter from the county's Local 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) 1� Mitigation Strategy Coordinator. You may use 1 letter as long as it includes every proposed project. c) Estimated Costs & Application Costs: 4. Total Impacted Area 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. 5. Level of Protection Also ensure that the Federal Cost Share indicated on the LMS Coordinator's 11 Endorsement Letter exactly matches the Federal Cost Share indicated within the application. Ensure the LMS endorsement letter contains both the Total 6. Project Impact Identify all the items the project may impact or are within the project area. Estimated Projects Cost (Section IV. D.), along with the Estimated Federal Share 7. Engineered Projects (e.g. Drainage) (Section IV. E.1.) allocated to this project. I 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 F4 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. IF 2. Type of Protection 2. Identify the Type of Project Identify the Type of Proposed Project: Describe the mitigation project being proposed. (Example: drainage, wind retrofit, generator etc.) 11 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]14])? Does the proposed project address a problem that has been repetitive or that poses a 11 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) 1� 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.) 11 6. Project Impact Identify all the items the project may impact or are within the project area. 11 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. 2. Type of Protection Determine how the funding will solve the existing problem and provide protection. 0 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]14])? Does the proposed project address a problem that has been repetitive or that poses a 11 14 Section 111- Project Location A. Site 1. Physical Location significant risk to public health and safety if left unresolved (44 CFR 206.434[05J(ij)? Projects that merely identify or analyze hazards or problems are not eligible. See II 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. r 1� 5. Purpose / Need Describe the purpose and need for the proposed project. Determine if the project site is located seaward of the Coastal Construction Control Line. https://floridadep.gov/water/coastal-construction-control-line 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. II • 2. USGS TOPO with Project Site 2. Title Holder Provide the titleholder's name. 1� 3. Parcel/Tax Map 3. Project Seaward of the CCCL? Determine if the project site is located seaward of the Coastal Construction Control Line. https://floridadep.gov/water/coastal-construction-control-line r1 Not required if a copy of the FIRM is attached. 4. Site Photographs 4. Number and Types of Structures Affected Specify the number and type of properties affected by the project. (Example: Drainage project that affects 100 homes, 15 businesses and 2 schools.) What does the project protect? Should have a number next to the box that is checked. (See Section II, Item A.4 — detail of these totals) 11 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 Pan& number must be included. To obtain a FIRM map, go to https://msc.fema.gov/portal. See instructions on How to make a FIRMette. • 2. USGS TOPO with Project Site 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. 3. Parcel/Tax Map A Parcel, Tax or Property Identification map is required only for acquisition and 3. Flood Hazard Boundary Map (FHBM) Not required if a copy of the FIRM is attached. 4. Site Photographs 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 large enough to show the project site. More than one map may be required. 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 r 3. Parcel/Tax Map A Parcel, Tax or Property Identification map is required only for acquisition and 1 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. 0 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. II 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). 0 - 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). 1 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 8. 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. 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. 11 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 (b)(1). 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%. II 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). 0 - 3. Cash Cash- Local funding will be utilized for the non-federal share. Enter amount of cash and percentage of total that amount represents. 0 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 8. and C. as a separate line with In-kind written as a part of the description. 11 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. 11 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) 11 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). 1 F. Project Milestones/Schedule of Work . 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. 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. Please discuss the impacts on the project area if no action is taken. 4 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. g1, a 3. Project Area/Structure Photographs Complete Section III part C of the application. Attach all backup documentation to this application — Include a table of contents that outlines the information you are providing DEM 0 4. Preliminary Project Plans For shutters see the scope of work and for drainage & elevation see engineering drawings. I It is very important and a requirement that an Alternative project is submitted. 5. Project Alternatives Complete Section V part D. of this application. 4 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 6. Project Worksheets Dates of construction are required for all structures. See worksheets. 4 Project Location of 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. 4 the Alternative 8. Information/ Documentation Requirements by Project Type Provide any applicable information or documentation. II Scope of Work — 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.gov/. If yes, complete Section V, Please discuss the impacts on the project area if no action is taken. 4 part B. 2. Population Affected List / describe the population affected by this project and the portion of the population adversely impacted. List the attached documentation. a 3. Attached Materials Attach all backup documentation to this application — Include a table of contents that outlines the information you are providing DEM 0 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. 4 2. Other Feasible It is a FEMA and FDEM requirement for any Application Review. A narrative 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 range of options? (44 CFR 206.434[c][5][iii]) a. Project It is very important and a requirement that an Alternative project is submitted. 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 17 d. Impacts of the Alternative Project e. Estimated Budget/Costs for the Alternative Project Materials, Labor, and Fees Paid panel to decide the best course of action for the state. Include any appropriate 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 A reement 9 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. E 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. _ — 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 ❑ *Submit 1 original (signed) and 2 full copies of the entire application and backup 18 documentation. Include a full copy of the submittal and all documentation on CD.