Submitted By: Hector Colon
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Presentation By: Sean Lanier
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Department: Engineering
STAFF RECOMMENDATION (Motion Ready):
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Approve Modification No. 3 to Subgrant Agreement No. H0576 between the Division of Emergency Management and City of Ocala for generators and utility protection for the sanitary sewer system to increase the federal funding in the amount of $397,651
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala (City) applied for a grant through the Hazard Mitigation Grant Program (HMGP), Project No. DR-4337-424-R as approved by the Florida Division of Emergency Management (FDEM) and the Federal Emergency Management Agency (FEMA), to improve and protect the sanitary sewer system against any storm event.
The purpose of this project is to provide protection to the existing sanitary sewer system by purchasing and installing emergency generators at lift stations and upgrading manhole covers to reduce and/or mitigate the damage that might otherwise occur from severe weather or other hazards.
The installation of emergency generators, transfer switches and other electrical components will allow these wastewater lift stations to continue to function should power be lost due to a storm event or other hazard. The project also consists of removing existing covers that allow storm water infiltration into the sewer system and replacing them with new covers and seals that prevent it.
FINDINGS AND CONCLUSIONS:
On February 16, 2021, City Council approved Subgrant Agreement No. H0576 with FDEM for generators and utility protection for the sanitary system for an original amount of $1,939,009, with a federal share (75 percent) of $1,454,256.75 and a city share (25 percent) of $484,752.25, including contingency funds of $92,334. City Council adopted Budget Resolution 2021-142 on May 4, 2021, to appropriate the grant funds.
On July 20, 2021, City Council approved Modification No. 1 to Subgrant Agreement No. H0576 for modifications to scope of work and budget, increasing the federal funds by $32,316.82 for management costs. On the same date, City Council adopted Budget Resolution 2021-162 appropriating the additional grant funds.
On July 6, 2022, the City Manager approved Modification No. 2 to Subgrant Agreement No. H0576 for modifications to scope of work, maintaining the federal funds of $1,417,323.07.
On August 18, 2022, the Engineering Department proceeded to bid the project, and the results came in higher than the original budget. Afterwards, Engineering requested additional funds from FDEM/FEMA. FDEM approved the budget request and recommended approval to FEMA.
On July 13, 2023, the City moved forward with award of the bid for the project, allowing the project to proceed up to the budget amount of the original agreement of $1,417,323.07 until the approved agreement modification for the budget amendment is received from FEMA.
After evaluation, FEMA has approved the additional funds for the project, resulting in Modification No. 3 to Subgrant Agreement No. H0576.
FISCAL IMPACT:
The Hazard Mitigation Grant Program DR-4337-424-R increases the federal funding (75 percent share) of the project with an additional amount of $397,650.75 for a total project budget not to exceed $1,814,973.82, which will be programmed in 308-050-372-536-69-65010. The City’s estimated share is $594,219 and funds are available in 308-030-372-536-69-65010. A budget resolution to appropriate the additional grant funds is provided in the consent portion of this agenda. This project has additional contingency funds of $92,334, which are not included in the budget, but can be used upon request and approval from FDEM for unforeseen conditions if needed.
PROCUREMENT REVIEW:
The underlying construction services were procured and the subgrant agreements were reviewed in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny