Agenda Item 8AAGENDA i,rnm It tilt
JANUARY 14, 2013
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Marsh Master Plan Grant Writing Assistance
DATE: December 28, 2092
SUBMITTED BY: Ricky L. Carper, P.F., Public Works Director;'- I---
BACKGROUND: The City's Marsh Master Plan includes many projects that are
anticipated to need grant funding assistance for constriction. The Preserves
Pedestrian Path connecting Tideviews Preserve to Dutton Island Road is not
only the most popular of the proposed projects, it will also be the most expensive
to design; permit and construct, even though planned in four phases , Staff
considers that a possible means to accelerate the process is to have design and
permitting for the entire pedestrian path done in one operation, then to construct
in phases as funds and grants become available. Because design will require
significant amount of survey over wetlands, this will also be an expensive task,
but one that could potentially receive grant funding from various government
agencies and private organizations. Staff requested and obtained a proposal for
Grant Research and Writing Assistance from HHI Design. This fine was
intimately involved in development of the Marsh Master Plan and also wrote the
successful grant request to the Florida Inland Navigation District (FIND) for
Design and Permitting of the initial three Marsh Master Plan projects currently
underway. Staff intends to apply for FIND grants for design and permitting and
then for construction of this project, but also will use the Grant Assistance to
identify and apply for additional grants for those purposes.
BUDGET: There are no funds budgeted for Grant Assistance, If this proposal is
approved, staff will prepare a budget modification for $20,000 from the General
Fund,
RECOMMENDATIONS: Approve the Grant Support Services Proposal from HHI
Design and authorize the City Manager to sign the application for the grant when
completed.
ATTACHMENTS: HHI Design Proposal to provide Marsh Master Plan Grant Support
Services for the Preserves Pedestrian Path
REVIEWED BY CITY MANAGER:
December 14, 2012
Rick L. Carper
Public Works Director /City Engineer
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, FL 32233
Re: Marsh Master Plan Grant Support Services
Dear Mr. Carper:
AGENDA ITEM # 8A
JANUARY 14, 2013
1021 east robinson street, suite b
orlando, fl 32801 -2004
407.422.1449 (phone /fax)
www.hhidesign.com
florida license LCC000027
We are pleased to submit this scope of work and fee proposal to assist the City of Atlantic Beach
in researching, applying for and administrating alternative funding programs that will permit the
City to implement the projects and programs identified in the Marsh Master Plan. Such funding
programs include but may not be limited to local /state /federal grants as well as private
foundations and organizations that provide potential funding for projects such as those
identified in the Marsh Master Plan. This proposal is for grants related to the Marsh Pedestrian
path only.
I am familiar with the Marsh Master Plan having participated in its development. I also assisted
the City in writing the 2012 FIND Grant for that was approved. This experience will reduce the
overall level of effort required to draft responses. The following are specific tasks where the
City may choose to enlist my services.
Task 1.0 Identification of Potential Alternative Funding Sources
HHI Design will research potential alternative funding sources for which funds may be available
for the calendar year 2013. HHI Design will prepare an application matrix that identifies the
funding source, timeframe for applying, program requirements, available funding and potential
projects that may be implemented for a variety of programs. Once the matrix is completed, HHI
Design will meet with the City and present the information and discuss the action for potential
applications.
HHI Design will maintain the matrix and update it as additional programs or information become
available throughout the year. The initial funding matrix will be prepared and presented to the
City within two (2) weeks from Notice to Proceed.
AGENDA ITEM # 8A
JANUARY 14, 20I3
City of Atlantic Beach
Marsh Master Plan Funding Support Services
Scope of Work and Fees
December 14, 2012
Page 2 of 3
Task 2.0 Grant Application Services
If directed to do so by the City, HHI Design will prepare specific grant applications such as the
next FIND cycle for funds to design, permit and implement projects that were identified in the
City's Marsh Master Plan. In this capacity, HHI Design will be responsible for completing all
required forms and producing all supporting exhibits and documentation. They will coordinate
with the City for seeking support letters and City Commission approval as may be required for a
specific funding program. HHI Design will, if deemed appropriate by the City, make all required
copies and ensure that applications are properly delivered prior to the deadline. All costs for
such reproduction will be direct costs. If the grant requires a presentation with a review officer
or board, HHI Design will be available to support the City through attendance at such
presentation. This will include any presentation that may be desired by the City Commission.
Task 3.0 Grant Administration Support Services
If directed to do so by the City, HHI Design will provide grant administration services which may
include preparing reports and documentation to support and ensure reimbursement of funds to
the City for specific grant programs. Once it has been determined that HHI Design's services are
needed for this task, a scope of work and estimated level of effort will be drafted and submitted
for review and approval.
FEES & SCHEDULE:
HHI Design will provide their services hourly, plus direct expenses not to exceed an annual upset
as may be approved by the City of Atlantic Beach. HHI Design will only commence work on a
specific grant application after receiving direction from the City.
Yearly Upset
Task 1.0 Identification of Potential Alternative Funding Sources $1,800.00
Task 2.0 Grant Application Services $20,000.00
Note: it is estimated that each grant application will take approximately $5,000
to complete. This allowance would be for up to four applications in 2013. If a
grant application takes less effort to complete, only the hours and expenses
spent will be charged. If the effort is higher, HHI Design will submit a request
for consideration to the City.
Task 3.0 Grant Administration Support Services To Be Determined
Funding Support Services Annual Upset Not To Exceed $20,000.00
City of Atlantic Beach
Marsh Master Plan Funding Support Services
Scope of Work and Fees
December 14, 2012
Page 3 of 3
Hourly Rates
Senior Principal
$145.00
Senior Landscape Architect
$105.00
Senior Associate — Graphics /Planning
$95.00
Senior Planner /Designer
$75.00
Administrative Support
$55.00
AGENDA ITEM # 8A
JANUARY 14, 2013
Direct Expenses will include travel, reproduction and postage. All expenses will be submitted
with appropriate back -up and reimbursements will be for actual dollars spent.
HHI Design will invoice monthly as may be required for the completion of the grant matrix and
its maintenance. HHI Design will submit an invoice for each grant application approved by the
City at the time it is delivered to the reviewing agency. All other services will be invoiced
monthly. A project report will be prepared and submitted with each invoice to the City of
Atlantic Beach Public Works Director for approval.
We are excited to continue our work with the City of Atlantic Beach to implement the Marsh
Master Plan. Please contact me if you need addition information or if you would like me to
present this proposal to the City.
Respectfully submitted,
r 8e___1 )
Ginger Corless, AICP, CPRP
President
GLC /jih