Submitted By: Hector Colon
presenter
Presentation By: Tammi Haslam
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Department: Engineering
STAFF RECOMMENDATION (Motion Ready):
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Adopt Budget Resolution 2024-123 appropriating funds from Florida Division of Emergency Management No. H0576 for generators and utility protection for the sanitary system 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 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 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 any 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 intrusion.
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 75 percent federal share of $1,454,256.75 and a 25 percent city share 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 #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 #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 agrees to increase 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. 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 unseen 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:
N/A
ALTERNATIVE:
• Table
• Adopt with Changes
• Deny
BUDGET RESOLUTION 2024-123
A RESOLUTION AMENDING THE FISCAL YEAR 2023-24 BUDGET TO ACCEPT AND APPROPIATE ADDITIONAL FUNDS FROM THE FLORIDA DIVISION OF EMERGENCY MANAGEMENT FOR GENERATORS AND UTILITY PROTECTION FOR THE SANITARY SYSTEM IN THE AMOUNT OF $397,651
WHEREAS, the City has been awarded a grant budget increase from the Florida Division of Emergency Management No. H0576 in the amount of $397,651 for generators and utility protection for the sanitary system; and
WHEREAS, the grant increases the federal share of funds available for the purchase and installation of emergency generators at twenty sanitary lift stations and one hundred manholes covers; and
WHEREAS, the original grant was accepted by City Council on February 16, 2021; and
WHEREAS, grant funds were appropriated on budget resolution 2021-142 on May 4, 2021; and
WHEREAS, on July 20, 2021, City Council approved Modification #1 to the 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; and
WHEREAS, on July 6, 2022, City Manager approved Modification #2 to the Agreement No. H0576 for modifications to scope of work with no change to the grant amount; and
WHEREAS, on August 18, 2022, the Engineering department bid the project, and the results came in higher than the original budget; and
WHEREAS, the Engineering department requested additional funds from FDEM/FEMA which was approved; and
WHEREAS, after evaluation, the additional funds for the project were approved, resulting in Modification No. 3 to Agreement No. H0576; and
WHEREAS, this grant requires a 25% matching funds from the City in in the amount of $594,219 which is available in the Fiscal Year 2023-24 budget.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF OCALA, FLORIDA, duly assembled in regular session, that the Fiscal Year 2023-24 budget be amended as outlined below.
SOURCE:
308-334-000-000-09-33473 FEMA $397,651
USE:
308-050-372-536-69-65010 Construction in Progress $397,651
This resolution adopted this ______ day of ______________________, 2024.
ATTEST: CITY OF OCALA
By: By:
Angel B. Jacobs Barry Mansfield
City Clerk President, Ocala City Council
Approved as to form and legality:
By: _________________________________
William E. Sexton
City Attorney
Reviewed for accounting accuracy & completeness:
By: _________________________________
Peter A. Lee
City Manager