HomeMy WebLinkAboutCC AG PKT 2015-08-10 #C r!-.4
AGENDA STAFF REPORT
DATE: August 10, 2015
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Joe Stilinovich, Chief of Police
SUBJECT: FEMA PRE-DISASTER MITIGATION GRANT
PREPARATION ASSISTANCE AGREEMENT
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6587 authorizing the agreement with
Michael Baker International in the amount of $5,680 and the additional
requirement for $25,000 matching funds, that the City Manager be authorized to
execute all agreements and necessary documents on behalf of the City, and that
approval be given to the Chief of Police to expend these funds as detailed in this
report.
BACKGROUND AND ANALYSIS:
The City is in the process of completing an updated Emergency Operations Plan
(EOP) and it is desirable to have a Hazard Mitigation Plan in conjunction with an
EOP. The City contracted with a consulting company, Michael Baker
International, to complete the Plan. A fundamental component of a prepared
community is the creation of a Hazard Mitigation Plan. Mitigation plans form the
foundation for a community's long-term strategy to reduce disaster losses and
break the cycle of disaster damage, reconstruction, and repeated damage. The
planning process is as important as the plan itself because it creates a
framework for risk-based decision making to reduce damages to lives, property,
and the economy from future disasters.
The creation of a Hazard Mitigation Plan is a significant challenge. FEMA has
recognized this and is providing funding for communities to hire experts to
complete mitigation plans. Authorized by the Stafford Act, 42 U.S.C. 5133, Pre-
Disaster Mitigation (PDM) funding is designed to help States, territories,
federally-recognized tribes, and local communities to implement a sustained pre-
disaster natural hazard mitigation program to reduce overall risk to the population
and structures from future hazard events, while also reducing reliance on Federal
funding in future disasters. Congressional appropriations provide funding for
PDM. These funds can be used for mitigation projects and planning activities.
Agenda Item Q
The City notified the California Office of Emergency Services (OES) of its desire
to seek grant funding to complete a mitigation plan. On July 20, 2015, OES sent
notification that the City was approved to seek grant funding (Attachment D).
The grant deadline is August 14, 2015, leaving little time to complete the grant
application. City staff does not have the experience or expertise in the area of
PDM grant writing. Michael Baker International has agreed to complete the grant
application in conjunction with their creation of the City's Emergency Operation
Plan for an additional amount of$5,680.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
The City Attorney has reviewed and approved the resolution and agreement.
FINANCIAL IMPACT:
The long term financial impact may be significant. Federal reimbursement
through FEMA for disaster and recovery is typically 75%, with the City being
responsible for the remaining 25%. With a Hazard Mitigation Plan in place,
California Office of Emergency Services will pay 75% of the City's remaining 25%
expenses.
Without a Hazard Mitigation Plan, the City will be responsible for 25% of disaster
and recovery expenses. With a Hazard Mitigation Plan in place, the City will be
responsible for 6.25% of disaster and recovery expenses.
Budget Amendment No. 16-02-03 allocates $30,700 for the project as follows:
Description Account Revised/Adopted Proposed Budget (dift)
Budget Budget Amendment
Contract Professional 001-021-44000 $ 6,000 $ 11,700 $ 5,700
Special Departmental 001-021-40800 $ 4,500 $ 29,500 $ 25,000
In the event the City of Seal Beach is successful in the process and awarded a
Pre-Disaster Mitigation Plan grant, the City would be responsible to pay for
$25,000 of the $100,000 costs for the creation of the Pre-Disaster Mitigation
Plan.
Page 2
RECOMMENDATION:
That the City Council adopt Resolution No. 6587 authorizing the agreement with
Michael Baker International in the amount of $5,680 and the additional
requirement for $25,000 matching funds, that the City Manager be authorized to
execute all agreements and necessary documents on behalf of the City, and that
approval be given to the Chief of Police to expend these funds as detailed in this
report.
SUBMITTED BY: NOTED AND APPROVED:
Joe Stilinovich ,J. lA Ingram, City Mang r
Chief of Police
Prepared by: Bob Mullins, Police Commander
Attachments:
A. Resolution No. 6587
B. FEMA Pre-Disaster Mitigation Grant Preparation Assistance Agreement
C. CAL OES Hazard Mitigation Assistance Programs Application Process
D. CAL OES Letter of Invitation for Application
Page 3
RESOLUTION NUMBER 6587
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
APPROVING A PROFESSIONAL SERVICES AGREEMENT FOR
PREPARATION OF A FEMA PRE-DISASTER MITIGATION
GRANT APPLICATION AND APPROVING BUDGET
AMENDMENT NO. 16-02-03 TO ALLOCATE $5,700 TO
COMPLETE THE GRANT APPLICATION
THE SEAL BEACH CITY COUNCIL DOES HEREBY RESOLVE:
Section 1. The City Council hereby approves the professional services
agreement("Agreement') between the City of Seal Beach and Michael Baker
International to complete a FEMA Pre-Disaster Mitigation Grant Application.
Section 2. The Council hereby directs the City Manager to execute the
Agreement.
Section 3. The City Council hereby approves Budget Amendment No. 16-02-03
to allocate$30,700 in account number 001-021-44000 for the project as follows:
Description Account Re\Ased/Adopted Proposed Budget(diff)
Budget Budget Amendment
Contract Professional 001-02144000 $ 6,000 $ 11,700 $ 5,700
Special Departmental 001-021-40800 $ 4,500 $ 29,500 $ 25,000
PASSED, APPROVED, AND ADOPTED by the Seal Beach City Council at a
regular meeting held on the 10th day of August, 2015 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City ity Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Tina Knapp, City Clerk of the City of Seal Beach, do hereby certify that the
foregoing resolution is the original copy of Resolution Number 6587 on file in the
office of the City Clerk, passed, approved, and adopted by the City Council at a
regular meeting held on the 10th day of August, 2015.
City Clerk
Attachment B
Michael Ba We Make a Difference
INTERNATIONAL
June 9,2015(Updated July 29,2015)
Corporal Michael Henderson, Emergency Services Coordinator
CITY OF SEAL BEACH POLICE DEPARTMENT
911 Seal Beach Blvd.
Seal Beach,CA 90740
RE: FEMA PRE-DISASTER MITIGATION GRANT PREPARATION ASSISTANCE
Dear Corporal Henderson:
Michael Baker International, is pleased to provide the following proposal to support the City of Seal Beach in
the preparation of its Local Hazard Mitigation Plan.The first step of this process includes the preparation of a
Notice of Intent(NOI),which the City has completed with the California Office of Emergency Services and the
preparation of the FEMA Pre-Disaster Mitigation grant application. The following scope of work has been
prepared to complete these tasks:
SCOPE OF WORK
FEMA PRE-DISASTER MITIGATION GRANT APPLICATION
Michael Baker International staff will assist the City of Seal Beach with the preparation of its FEMA Pre-
Disaster Mitigation grant application for the preparation of a Local Hazard Mitigation Plan. Support for this
task assumes 48 hours of staff time for coordination and preparation of the draft application for City staff
review and submittal. Fee:$5,680
SCHEDULE
The completed FEMA Pre-Disaster Mitigation grant application needs to be submitted to Cal OES by August
14,2015.
PROJECT MANAGEMENT
This project will be managed by Aaron Pfannenstiel from Michael Baker International's local office located at
3900 Kilroy Airport Way,Suite 120,Long Beach,CA 90806.
We appreciate this opportunity to assist the City with the preparation of this grant application.Our hope is
that our assistance will result in the award of a grant by FEMA. Phil Carter is authorized to submit proposals
on behalf of Michael Baker International. If you have questions regarding this proposal or would like to
discuss any items, please do not hesitate to contact Aaron Pfannenstiel at (562) 200-7165, ext. 17204,or via
e-mail at aOI2@mbakerintl.com.
Sincerely,
7
ilip O.Carter Aaron nn el
Vice President Project Manager
2729 Prospect Park Drive,Suite 220 Rancho Cordova,CA 95670
MBAKERINTL.COM P:(916)361-8384F:(916)361-1574
Attachment C
EDMUND G.BROWN JR. MARK S.GHILARDUCCI
GOVERNOR DIRECTOR
Cal OE...
o, GOVOR'S OFFICE
OF E E ECY SERVICES
May 29, 2015
Grant Sub-recipients
Hazard Mitigation Assistance Programs
SUBJECT: Hazard Mitigation Assistance Programs Application Process
The California Governor's Office of Emergency Services has received an announcement
concerning the availability of new funding for non-disaster Hazard Mitigation Assistance (HMA)
Programs. This includes $30,000,000 nationwide for the Pre-Disaster Mitigation(PDM) Program
and $150,000,000 nationwide for the Flood Mitigation Assistance (FMA) Program. The Notice
of Funding Opportunity and Fact Sheets for the programs can be found at the Grants.gov website
(http://www.2rants.fzovo. For PDM 2015, Cal OES will accept eligible Planning Notices of
Interest(NOIs)received through midnight on June 12, 2015. For FMA 2015, eligible Project
NOIs received during this same time period will also be accepted for consideration for funding.
NOIs received after midnight on June 12,2015,will not be considered.
All NOIs received will be reviewed by Cal OES staff to determine the eligibility of the sub-
recipient and the project activity. Eligible sub-recipients include State and Local governments,
special districts, and public colleges and universities in all jurisdictions in California. All HMA
Programs are administered using funds granted by the Federal Emergency Management Agency
(FEMA). These programs provide funding for the development of local hazard mitigation plans
(LHMPs) as well as for the implementation of hazard mitigation projects. Detailed information
concerning these funding opportunities and the application process, including the new FEMA
2015 HMA Unified Guidance dated February 27, 2015, may be accessed on the Cal OES website
at htt ://w\vw,calcii a,ca,Lio / al oes-divisioils/'Iiazar -niiti;g 1i II/Lars-disastea flood.-i Lai g tion.
Overview of the Application Process:
The application process starts with the submission of a Notice of Interest (NOI). NOIs may be
submitted electronically on the website noted above. Sub-recipients may submit NOIs for
different activities, but may only submit one NOI for each activity. Eligible NOIs will be scored
and rated by Cal OES, and ranked on a list of previously submitted and rated NOIs. Bonus points
may be awarded to NOIs proposing flood mitigation projects or planning activities that address
an area containing Severe Repetitive Loss (SRL) properties. One bonus point will be awarded,
up to a maximum of five points, for each property listed on the FEMA list of SRL properties.
Subgrant Recipients
May 29,2015
Page 2
These rankings, along with other strategic criteria(e.g. geographical location and program
priorities), will be considered when selecting NOIs for full application development.
Agencies with selected NOIs will be notified by letter and invited to develop a subapplication
non-competitively. There is no need for your agency to incur the effort or expense of developing
a full hazard mitigation subapplication until invited to do so. Cal OES staff will be assigned to
assist in the development of the application to the extent feasible.
Cal OES will only accept subapplications for mitigation activities selected through this process.
A public announcement of the selected activities will be posted on the Cal OES website. All
NOIs not selected for application development for PDM/FMA 2015 will no longer remain
on a Cal OES list for consideration for future funding opportunities. New NOIs will be
required for each future funding opportunity.
Funding Cans:
The proposed federal share may not exceed 75 percent of the total activity cost. The federal share
for HMA Project NOIs may not exceed $3,000,000. The federal share for HMA Planning NOIs
may not exceed $150,000 for multi jurisdiction plans and updates or $75,000 for single
jurisdiction plans and updates.
Planning Requirement
Project NOIs must demonstrate that a Local Hazard Mitigation Plan(LHMP) is currently in
place and that the proposed project is consistent with that LHMP. Sub-recipients that do not meet
this criterion are encouraged to submit an NOI proposing the development of an LHMP.
If you need additional assistance regarding this PDM or FMA funding opportunity, please
contact Andrew Rush, Senior Emergency Services Coordinator at (916) 845-8269 or by email at
andrew.rushkcaloes.ca.gov.
Sincerely,
JULIE NORRIS, Chief
Pre-Disaster and Flood Mitigation Division
Attachment D
EDMUND G.BROWN JR. MARK S.GHILARDUCCI
GOVERNOR Cd DIRECTOR
OFS
f y GOVERNOR'S OFFICE
F EMERGENCY SERVICES
July 20,2015
Ms. Jill Ingram
City Manager
211 18'11 Street
Seal Beach,California 90740
Subject: Invitation for Application Development
Dear Ms. Ingram:
Congratulations! A Notice of Interest(NOI#0487) submitted by your jurisdiction has been selected for
application development under the Pre-Disaster Mitigation(PDM)Program. This letter is a formal
invitation for your jurisdiction to develop a full application for the planning activity proposed by this
NOI. The completed application will be included in the State Application for further FEMA review,
however,does not guarantee federal funding. Information concerning the specific NOI selected is listed
below.
Proiect Information:
Project Number: PDM 15-PLO487
Applicant Name: City of Seal Beach
Activity Title: Local Hazard Mitigation Plan
Federal Share Requested: $75,000
Required Applicant Match: $25,000
A PDM grant reviewer has been assigned to assist you with the development of this application and will
send you the appropriate forms and instructions, including eGrants Registration. We look forward to
working with you on the development of the application for this plan.Although the application due date
is August 14,2015,we encourage you to submit your completed application as soon as possible.
Applications not selected but meet the FEMA standards will be placed on a waiting list.
We look forward to working with you on the development of this application. Should you have any
question concerning this process,please feel free to contact Ricardo Castillo,Emergency Services
Coordinator, at(916)845-8158, or via email at Ricaldo.c:IstiI10( ca!oes.ca.Gov.
Sincerely,
Original Signature by mail
JULIE NORRIS
Manager, Pre-Disaster and Flood Mitigation Division
3650 SCHRIEVER AVENUE,MATHER,CA 95655
HAZARD MITIGATION GRANTS DIVISION
(916)845-8150 TELEPHONE(916)636-3780 FAX