Exh 8BAGENDA ITEM #SB
APRIL 9, 2001
City of Atlantic Beach
City Commission Meeting
Staff' Report
AGENDA ITEM: Contract with PBS&7 for Grant Application
DATE: March 3Q 2001
,t.e~r"'r.
SUBMITTED BY: David E. Thompson, Chief of Police/DPS
BACKGROUND:
In the yeaz 2000, the City reviewed proposals from companies who applied for
consideration for grant writing services for the City of Atlantic Beach. After the review
process was completed, PBS&J was selected to create a strategic plan and to provide
grant writing services. Since that time, they have worked with Atlantic Beach staff on
projects that were appropriate for their services.
Since that time, staff has recognized that grant applications and requirements aze dynamic
in nature. Some can be completed in a few hours by city staff members,. while others
require many hours of reseazch, documentation, and preparation. Due to the nature of the
work, each application prepared by PBS&J requires a specific agreement between the
City and PBS&J with a "not to exceed" amount.
There is an open grant application period for Flood Mitigation Assistance Program funds
at this time. This grant program is intended to address flood mitigation measures to
protect property. and people. in the event of a major storm event. There is a total of $2.69
million to fund projects under this grant program. However, the maximum allocated for
any single grant is $300,000.
The City of Atlantic Beach Core City,Project has already, received a great deal of grant
funding to help defray the costs to the citizens. There aze additional facets of the Project
that are appropriate for grant consideration, .and staff members recommend that we
authorize PBS&J to apply for funding on behalf of the City.
The attached letter and price proposal from PBS&J explain the grant program and the
anticipated costs for PBS&J in more detail.
BUDGET:
Funding for this purpose was authorized in the 2000-2001 budget. $20,000 was
identified for grant writing services, and the City has spent $4,800 up to this point in the
budget.
AGENDA ITEM #8B
APRIL 9, 2001
BECQMMFNnATIQNS:
To authorize PBS&J to prepare and submit a grant application on behalf of the City of
Atlantic Beach under the Flood Mitigation Assistance Program. Fees will be consistent
with the March 29, 2001 letter from PBS&J, and not to exceed $10,620.
ATTACHMENTS:
Letter and Attachments provided by_PBS&J dated March 29,
REV~WED BY CITY MANAGER:
AGENDA
Mar-29-O1 10:06A PBSJ JAX 904 7336621 AGENDA ITEM#8B
APRIL 9, 2001
•
An employee-owned company
Mazch 29, 2001
City of Atlantic Beach
Attn: David Thompson, Chief
Atlantic Beach Police Department
850 Seminole Road
Atlantic Beach, 32233-5445
RE: Flood Mitigation Assistance Program
Cost Proposal for Grant Application
Dear Mr. Thompson:
PBS&J is pleased to submit this cost proposal to prepare the grant application for funds
to construct drainage improvements under the Flood Mitigation Assistance Program
(FMAP). As you aze aware, the FMAP has available $2.69 million to fund projects,
which focus on reducing or eliminating flood damage to structures that are insured under
the National Flood Insurance Program. Higher priority is given to those projects that
acquire and elevate insured structures. Consideration is also given to drainage projects
that reduce flood damages to insured structures. The deadline for application submission
is May 21, 2001. According to the. Department of Community Affairs, there have been
no applications received to date, and project applications that meet the needs of the
program are highly encouraged to be submitted.
PBS&J is proposing to use two local staff personnel to perform the work and develop the
application in a timely and comprehensive manner. The two staff are Daphne Summers,
vvho you well know and myself, a Civil Engineer, whose focus and specialty is flood
mitigation. I'm currently working with State of Florida Mitigation staff to support them
on flood mitigation and recovery for Miami-Dade County. I have worked with FEMA
over the last five years, solely on mitigation projects, which includes reviewing over
several hundred mitigation applications. Attached aze resumes for Daphne Summers and
myself.
The key element of the grant process is to develop a comprehensive package that
addresses all the items outlined in the FMAP application. In addition to these items, we
propose performing a Benefit Cost Analysis (BCA). Although this is often performed by
the state, it is our opinion that providing this analysis will greatly improve the chances of
the City's application being approved. We can assist in developing all the items in the
application including addressing the hazard and flood history information, which is a
requirement in the application and used in the BCA. PBS&J will also perform the BCA,
which will reduce the chances for delay during the review process.
7785 Baymeadows Way, Suite 202, Jacksonville, Florida 32256 • Telephone: 904.367.8683 • faz: 904.733,6621 • www.pbsj.com
Mar-29-O1 10:07A PBSJ JAX
David Thompson
March 29, 2001
Page 2 of 2
904 7336621 AGENDA ITEM #8B
APRIL 9,.2001
The main items of the application aze broken down into five (5) sections:
1) Project Information
2) History of Flood Damage and Project Description, including how the project
will reduce or eliminate flood damages.
3) Project Location
4) Project Costs
5) Environmental Review (N};PA)
The cost for performing the work and completing the grant application is summazized
below:
Personnel Hours Rate Total
Daphne Summers 120 $60.00 $7,200
Dan Deegan 36 $95.00 $3,420
TOTAL $10,620
We proposed performing this work on an hourly basis with anot-to-exceed cost of
.$10,620. Based on a notice to proceed of April 11, 20001, we plan to complete this
application by May 11, 2001. This schedule includes a one (1) week review period by
the City and completes the application one (1) before the State's deadline.
We look forward to working with you. If you have any questions, please feel free to call
Daphne Summers or myself at (904) 367-8383.
Sincerely,
Darnel E. Deegan
Senior Project Manager
FMAP Proposal -03~"28/O1 ~~