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File #: 19-479A    Version: 1
Type: Contract/Agreement Status: Regular Agenda
File created: 3/26/2019 Department: Management and Budget
On agenda: 5/21/2019 Final action:
Title: Amendment No. 3 to Hurricane Irma Grant Funding Agreement No. Z0141 with the State of Florida, Division of Emergency Management for the Federal Emergency Management Agency Public Assistance Grant.
Attachments: 1. PE Modification 3 for Grant Funding Agreement with FDEM, 2. Original Funding Agreement_Z0141, 3. Amendment 3 - Z0141-3, 4. Amendment 2_Z0141-2, 5. Amendment 1_Z0141-1, 6. Project Cost Estimate & Reimbursement 4.9.pdf, 7. Attachment A Budget and Project List
Related files: 18-1671A, 18-1363A, 18-1362A, 19-751A

Subject:

Title

Amendment No. 3 to Hurricane Irma Grant Funding Agreement No. Z0141 with the State of Florida, Division of Emergency Management for the Federal Emergency Management Agency Public Assistance Grant.

label

 

Recommended Action:

Recommended Action

Approval of the Grant Funding Agreement with the State of Florida, Division of Emergency Management for reimbursement through the Federal Emergency Management Agency of disaster-related costs associated with Hurricane Irma.

 

                     Amendment Three to Grant Funding Agreement Z0141 with the State of Florida, Division of Emergency Management is necessary to receive reimbursement for disaster-related costs associated with Hurricane Irma

                     This amendment is to obligate $58,031.49 for permanent work repairs to EMS communication satellite radios and fence repairs on various County sites, and includes a reduction of $1,589.10 for the Belleair Boat dock project for direct administrative costs (DAC). All DAC will be combined into Category Z - Management Costs and submitted once all projects are obligated.

                     Three Board actions have taken place:

(1.)                      Granicus #18-1362A appropriated $334,339.10 for the Belleair boat docks replacement.

(2.)                      Granicus #18-1363A amended the original funding agreement to appropriate an additional $5,042,697.47 for the Sheriff emergency response activities.

(3.)                      Granicus #18-1867A to appropriate $2,664,791.75 for School Board sheltering activities.

 

Authorize the Chairman to sign.

Body

 

Strategic Plan:

Ensure Public Health, Safety, and Welfare
2.2 Provide planning, coordination, prevention, and protective services to ensure a safe and secure community

Deliver First Class Services to the Public and our Customers
5.2 Be responsible stewards of the public’s resources

 

Summary:

Execution of Amendment Three to Grant Funding Agreement Z0141 with the State of Florida, Division of Emergency Management is necessary to receive reimbursement for disaster-related costs associated with Hurricane Irma. This amendment is to obligate $58,031.49 for permanent work repairs to EMS communication satellite radios and fence repairs on various County sites. This work impacted the General and EMS Funds.

 

Background Information:

In September 2017, Hurricane Irma made landfall in Florida. As a result, Pinellas County exhausted resources and suffered significant damage from high winds and heavy rainfall. Following impact, the County submitted a Request for Public Assistance to the State of Florida and the Federal Emergency Management Agency (FEMA) for reimbursement of disaster-related costs.

FEMA’s Public Assistance program is a federal grant to aid state and local governments in returning a disaster area to pre
disaster conditions. A minimum reimbursement of 75.0% of eligible cost is provided by FEMA and 12.5% by the State to primarily address the repair and restoration of public facilities and infrastructure which have been damaged or destroyed, and the restoration of services which were negatively impacted. The remaining 12.5% is the responsibility of the County as local matching funds.

During Hurricane Irma, special considerations were made and some Categories of Work time periods received a higher federal cost share than the traditional cost share percentages, up to 100%. Hurricane Irma was declared a state emergency on Sunday, September 10, 2017. The incident period for reimbursement of disaster-related costs began Monday, September 04, 2017.

 

Fiscal Impact:

As of March 27, an estimated $22.1M has been identified as damages. The final dollar amount will be determined upon review, approval, and final reconciliation of eligible storm costs by FEMA. During review, additional event-related expenditures may be discovered. A breakdown of current estimates has been identified in the attached file titled “Irma Project Cost Estimates”.

 

The County can anticipate a minimum reimbursement of 87.5% for eligible disaster expenses between FEMA and the State cost shares. The breakdown of costs for each obligated project is reflected in “Attachment A - Budget and Project List”. As new projects are obligated, an amendment to the existing grant agreement must take place in order to request reimbursement of newly obligated funds.

 

This amendment is to obligate net funding in the amount of $58,031.49. The obligation of two FEMA projects in the amount of $59,620.60 was offset by the reduction of a previously obligated project by $1,589.10 to remove DAC. Of the net obligated amount, a reimbursement of $50,777.56 is anticipated (75.0% federal cost share and 12.5% state cost share) for permanent work repairs. The County has a local match of 12.5% for a total of $7,253.93. This work impacts the General Fund and the EMS Fund.

 

Reimbursement consistent with Attachment 3 - Project Cost Estimate & Reimbursement 4.9.19 was anticipated during the development of the Fiscal Year 2019 Adopted Budget.

 

To date, the County has received $255,718.75, and has three pending reimbursements totaling $2,195,293.34.

 

Staff Member Responsible:

Fredricka Collins, Budget & Financial Management Analyst, Office of Management & Budget

 

Partners:

State of Florida, Division of Emergency Management
Federal Emergency Management Administration

 

Attachments:

Attachment 1 - Amendment 3 - Z0141-3
Attachment 2 - Attachment A Budget and Project List
Attachment 3 - Project Cost Estimate & Reimbursement 4.9.19
Attachment 4 - Original Funding Agreement_Z0141
Attachment 5 - Amendment 1_Z0141-1
Attachment 6 - Amendment 2_Z0141-2