Subject:
Title
First Amendment to the Memorandum of Understanding with the Pinellas County School Board to provide Capital Improvement Program funding for hurricane shelter retrofitting of pre-identified Pinellas County Schools.
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Recommended Action:
Recommended Action
Approval of the First Amendment of the Memorandum of Understanding with the Pinellas County School Board (PCSB) for funding enhancements and retrofits.
• Amendment increases funding for Capital Improvement Program (CIP) Emergency Sheltering Project Number 004180A from $1,568,373.00 to $4,500,000.00, for a total increase of $2,931,627.00.
• Increased costs include a higher-grade stainless steel window screen with a 20-year warranty and additional second-story window protection at 4 school sites.
• East Lake High School was removed as it is an evacuation zone. (initial cost $305,473.00) Clearwater Fundamental Middle School was added as a replacement. (estimated cost with stainless steel is $422,320.00)
• The following hardening projects were removed due to the high-cost increases: Gibbs High initial estimate was $151,200.00, and with added structural needs, it increased to $1,078,620.00 for a net gain of 392 spaces. John Hopkins’ building 2 would have been $795,888.00 for 180 spaces. If these had been kept in, the total amount requested would have been close to $6,400,000.00.
• Architectural and engineering design fees were not included in the original cost estimates. (Total cost is $313,126.00)
• PCSB will be responsible for any recurring maintenance.
• A prior Board action for CIP funds under the Emergency Sheltering Program Project Number 004180A was approved on February 9, 2021, in the amount of $1,568,373.00.
• Increased funding is budgeted in project 004180A Emergency Sheltering, under Penny for Pinellas in the Capital Improvement Plan (presented during the CIP Budget Information Session). Funding is programmed in Fiscal Years 2023-2024.
• Authorize the Chairman to sign and the Clerk of Circuit Court to attest.
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Strategic Plan:
Ensure Public Health, Safety and Welfare
2.1 Provide planning, coordination, prevention, and protective services to ensure a safe and secure community
Summary:
Summary
This first amendment to the MOU and scope of work provides the Pinellas County School Board (PCSB) with up to $4,500,000.00 in Pinellas County (County) CIP funds for the purpose of hardening specific school buildings with improvements that meet the prescribed minimum safety standards for a hurricane shelter designation and increases shelter capacity for Pinellas Citizens during weather-related events.
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Background Information:
The County recognized the need for additional hurricane shelter spacing in an After-Action Review post-Hurricane Irma. An internal study was conducted to determine how to best utilize current facilities to expand capacity and/or update these locations to meet the specifications and minimum safety standards for a hurricane shelter designation. In coordination with the PCSB, Pinellas County Emergency Management (PCEM) identified and obtained preliminary estimates for hardening ten (10) facilities. The original estimates were proposed and approved on February 9, 2021, in the amount of $1,568,373.00 by the Board of County Commissioners (BOCC).
Supply chain shortages and cost increases prompted PCEM and the PCSB to conduct a secondary review for cost analysis starting in 2022 and into 2023. During this second review it was determined additional work was needed to fully harden the facilities to meet standard hurricane code. Two (2) schools were removed from the project. One for its location within a storm surge zone. The other by agreement with School Administration as not required. An additional school outside of the surge area was added. Exhibit A identifies the changes in costs per school and the replacement of one school with another location.
Project changes and cost increases raised the total project cost from $1,568,373.00 to an estimated $4,500,000.00. The total increase to CIP Project Number 004180A is $2,931,627.00.
These upgrades will add an additional 3,200 shelter spaces at 20 feet per person and 571 Special Needs shelter spaces at 60 square feet per person. This will also increase pet sheltering capacity at designated pet shelter locations.
Fiscal Impact:
The agreement and scope of work provide County funding in the amount not to exceed $4,500,000.00. The funding for this amendment is budgeted in the Capital Improvement Plan, under project 004180A Emergency Sheltering, funded by Penny for Pinellas. Funding is programmed in FY23 and FY24.
Future additional funds may be necessary if additional unforeseen items or increases in construction costs from the time of quote are determined or presented during actual construction.
Staff Member Responsible:
Cathie Perkins, Director, Emergency Management
Partners:
Pinellas County School Board
Attachments:
MOU Amendment1 PC-PCSB CIP 11-2023
Exhibit A Amendment1 PC-PCSB CIP 11-2023
Exhibit B Amendment1 PC-PCSB CIP 11-2023