HomeMy WebLinkAboutPR 20958: AMENDING RES 18-492 TO APPLY FOR HARVEY DISASTER MITIGATION GRANTS WITH TX DIVISION OF EMERGENCY MANAGEMENT P.R. 20958
07/12/19
RESOLUTION NO.
A RESOLUTION AMENDING RESOLUTION 18-492 WHICH
AUTHORIZES THE CITY MANAGER TO APPLY FOR HARVEY
DISASTER HAZARD MITIGATION GRANTS WITH THE TEXAS
DIVISION OF EMERGENCY MANAGEMENT; TOTAL PROJECT COST
INCREASED FROM $36,758,150 TO $38,790,630 WITH A
POTENTIAL GRANT AWARD OF 75% OF PROJECT COST AND A
GRANT MATCH REQUIREMENT OF UP TO 25% OF THE PROJECT
COST.
WHEREAS, pursuant to Resolution No. 18-492, the City Council authorizing
the City Manager to apply to the Texas Division of Emergency Management for Hazard
Mitigation Grant Program (HMGP) funding; and
WHEREAS, an amendment to the application for the Stonegate Detention
Project is necessary increasing the total in this line item by $2,032,480 for land
acquisition; and
WHEREAS, this amendment will increase the total cost for the Stonegate
Detention project from $13,752,750 to $15,785,230. Therefore, this amendment will
increase the total grant application request from $36,758,150 to $38,790,630, as
delineated in Exhibit "A"; and
WHEREAS, the Hazard Mitigation Grant Program (HMGP) assists states and local
communities in implementing long-term hazard mitigation measures following major
disasters; and
WHEREAS, in order to receive the aforesaid funding, it is necessaq that the City
of Port Arthur (City) apply through the Texas Division of Emergency Management
(TDEM); and
P. R. 20958
WHEREAS, HMGP program is designed to: prevent or reduce future loss of lives
and property through the identification and funding of cost-effective mitigation
measures and to minimize the costs of future disaster response and recovery; and
WHEREAS, the City has identified water utility and drainage systems
improvements that meet the program criteria; and
WHEREAS, the Hazard Mitigation Grant Program (HMGP) as authorized by
Section 404 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act is
75% funded with a 25% local funding grant match requirement; and
WHEREAS, the City Council finds it in the best interest of the citizens of the City
of Port Arthur that original application as set forth in Resolution 18-492 be amended
as delineated in Exhibit "A".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is authorized to amend the application to the Texas
Division of Emergency for Hazard Mitigation Grant Program (HMGP) funding for the
projects outlined in Exhibit A; and,
THAT, the TDEM application will be completed in the required form as attached
hereto as Exhibit B of this resolution; and,
THAT, a copy of this Resolution shall be spread upon the Minutes of the City
Council.
READ, ADOPTED AND APPROVED this the day of , A.D. 2019 at
a meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Thurman Bartle
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Valecia Tizeno Rebecca Underhill
City Attorney Interim City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS:
Kandy Daniel
Interim Director of Finance
Alberto Elefano, P.E.
Director of Public Works
P. R. 20958
EXHIBIT A
EXHIBIT'A"
Total Amended Local Match
Cost
Wastewater Treatment Plant Aqua Filters $4,530,000 $1,132,500
El Vista Drainage Improvements $3,100,000 $ 775,000
Port Acres Drainage Improvements $9,459,000 $2,364,750
Stonegate Detention $15,785,230 $3,946,308
Stonegate Drainage Improvements $5,916,400 $1,479,100
38,790,630 { 9,697,658
"Exhibit B"
Grant Application Form Packet
_.cMENT OF p&
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1p,N Texas Division of Emergency Management
Recovery, Mitigation and Standards
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F"`YMA"PGS Section 404 Hazard Mitigation Grant Program (HMGP)
Application Introduction, Instruction, and Information
INTRODUCTION
The Hazard Mitigation Grant Program (HMGP)assists states and local communities in implementing long-term hazard
mitigation measures following a major disaster. The funding for this program is based on a 75/%federal and 25% local
cost share. Further information concerning Texas' involvement in the HMGP can be found in the current Texas Division
of Emergency Management(TDEM) Hazard Mitigation Grant Administrative Plan.
If you require technical assistance with this application, or to request a copy of the current TDEM Hazard Mitigation Grant
Program Administrative Plan please contact Texas Division of Emergency Management, Recovery, Mitigation and
Standards (TDEM/RMS), Mitigation Section at (512) 377-0023 or TDEM-Mitigation@dps.texas.gov.
INSTRUCTIONS
The application and attachments can be found on the following websites:
http://www.dps.texas.gov/dem/ThreatAwareness/h u rricaneHarveylnfo.htm
https://grants.dps.texas.gov/
Please complete ALL sections and provide the documents requested. All questions must be answered completely and
accurately. TDEM and the Federal Emergency Management Administration (FEMA)staff reviewing the application will not
be familiar with your community, the specific project area, and the need for the proposed project. Therefore, it is the
responsibility of the applicants to ensure the application addresses all of the questions and requirements. This is
particularly important given the competitive nature of the grant program. If you are unsure as to the meaning of a particular
question, contact TDEM for clarification.
ELIGIBILTY
TDEM, as the grantee, is responsible for ensuring applicants meet the eligibility requirements and projects are eligible for
HMGP funding.
Applicant Eligibility:
1. HMGP projects must be from an eligible applicant. (i.e., Municipality, City, County, Special District, Tribe, Eligible
Nonprofit Agency, or Organization).
2. Applicant must have an approved hazard mitigation plan. For private non-profit organizations, the community
where the project is located must have an adopted plan.
Project Eligibility:
1. Projects cannot be retroactively funded through HMGP. Therefore, projects already in progress or completed will not be
considered.
2. HMGP projects must comply with the FEMA approved state and applicable local hazard mitigation plan.
3. HMGP projects must meet all applicable codes and standards for the project locale (i.e., construction, public
notifications, etc.).
4. HMGP projects must have a direct beneficial impact upon the designated disaster area, whether or not the project is
located in the designated area.
5. HMGP projects must comply with 44 Code of Federal Regulations (CFR) part 9, Floodplain Management and Protection
of Wetlands and 44 CFR, part 10, Environmental Considerations.
6. HMGP projects must solve a problem independently or constitute a functional portion of a solution where there is
assurance that the project as a whole will be completed. Projects that merely identify or analyze hazards or problems
are not eligible.
7. HMGP projects must be cost effective and substantially reduce the risk of future damage, hardship, loss, or suffering
resulting from a major disaster.
8. HMGP projects must provide the best solution. Sub-applicants must demonstrate that after consideration of a range of
options for the mitigation measure, it has been determined that the proposed project is the most practical, effective, and
environmentally sound solution.
Project Eligibility-Continued
9. HMGP projects must contribute to a long-term solution that is the most practicable. Ideally, it should integrate
hazard mitigation principles with existing programs and overall community planning.
10. HMGP projects must consider long-term effects. Projects should address,when applicable, long-term changes to the
areas and entities it protects, and ensure manageable future maintenance and modification requirements.
11. HMGP projects must address a problem that has been repetitive or that possesses a significant risk if left unsolved.
12. HMGP projects must cost less than the anticipated value of the reduction in both direct damage and subsequent
negative impacts to the area if future disasters occur.
ATTACHMENTS
Below are the attachments related to this application. You can access the attachments by clicking the paper clip
symbol on the left side of the form (see image below).
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Attachment List
1. Budget Worksheet
2. Budget Worksheet Instructions
3. Designation of Subrecipient Agent (DSA) Form (Note: See Grant Management System for additional information below)
4. Environmental Historical Preservation (EHP)Checklist
5. FEMA Benefit Cost Analysis (BCA)Toolkit Instructions to Install
6. Property Site Inventory Worksheet (Required for Acquisition, Elevation, and Mitigation Reconstruction projects)
7. Three SF424 Forms (SF424-Application for Federal Assistance, SF424B-Non-Construction Assurances and
SF424D-Construction Assurances)
8. FEMA Form Certifications Regarding Lobbying
9. FEMA Form Disclosure of Lobbying Activities
REQUIRED DOCUMENTATION
Below is the minimum required documentation that must be submitted with the application.
Note: This is not an all inclusive list since requirements may vary depending on project type and the sub-applicant.
1. Application (with supporting documents used for additional space or to clarify answers)
2. Map(s), Photo(s), Drawing(s), etc. as required in the application
3. EHP Checklist
4. FEMA Insurance Rate Map (FIRM) per the EHP Checklist
5. Supporting Documentation per EHP Checklist
6. Budget Worksheet
7. Property Site Inventory Worksheet (Required for Acquisition, Elevation and Mitigation Reconstruction projects)
8. BCA zip file
9. Certification and Signature of Authorized Agent(page 10 of the application)
10. Floodplain Manager Authorization Form (page 11 of the application)
11.DSA Form
12.All three SF424 forms (SF424, SF424B and SF424D)
13. FEMA Form Certifications Regarding Lobbying (also includes Debarment, Suspension and Other Responsibility Matters;
and Drug Free Workplace Requirements)
14. FEMA Form Disclosure of Lobbying Activities (Complete to disclose lobbying activities pursuant to 31U.S.C.1352)
GRANT MANAGEMENT SYSTEM (GMS1
The Division of Emergency Management uses the GMS on-line system to manage the HMGP and other FEMA grant
programs. For more information and to register for access please visit https://grants.dps.texas.gov/index.cfm.
Note: The DSA Form provides the information needed to set up the contact information in the system.
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*� �1Texas Division of Emergency Management
, Recovery, Mitigation and Standards
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rM Gott Section 404 Hazard Mitigation Grant Program (HMGP)
Application Form
Disaster Declaration #: FEMA-4332-DR-TX Declaration Date: August 25, 2017
SUB-APPLICANT INFORMATION
Name of Sub-applicant Organization/Agency: City of Port Arthur
Address: 444 4th Street
City: Port Arthur County: Jefferson State: TX Zip: 77640
Primary Contact Name: Rebecca Underhill Title: Interim City Manger
Email: rebecca.underhill@portarthurtx.gov Office Phone: (409) 983-8102 Cell:
Secondary Contact Name: Alberto Elefano Title: Interim Public Works Director
Email: alberto.elefano@portarthurtx.gov Office Phone: (409) 983-8189 Cell: (409) 960-4506
Check One:
n State Government III Local Government ❑ Federally Recognized Tribe I I Private Non-Profit
Tax ID#: 74-600-1885 DUNS#: 137134909 FIPS Code: 48245
(Data Universal Numbering System)
State Legislative House District(s): #21 State Legislative Senate District(s): #4
Congressional House District(s): #14
National Flood Insurance Program (NFIP) Community Identification#: 485499
(This number can be obtained from the FIRM map for your area)
NFIP Community Rating System Class#(if available): 0010 E
PROJECT INFORMATION
Project Title: Lake Arthur Detention Facilities
Application Type: (select from the following)
❑ Standard HMGP H 5% Initiative LJ Planning j Phased Project
Project Type: (select from the following)
❑ Acquisition ❑ Elevation ❑ Residential Saferoom I I Community Saferoom
❑✓ Drainage ❑ Generator ❑ Wildfire n Structural Retrofit
❑ Other:
Hazards to be Mitigated: (select from the following)
✓❑ Flood ❑Wind ❑ Wildfire ❑ Subsidence ❑Storm Surge
❑ Other:
Note: A Property Site Inventory Worksheet(see attached)is required for Acquisition, Elevation, and Mitigation Reconstruction projects)
Page 3 of 12
Lake Arthur Detention Facilities
SCOPE OF WORK
Project Description:
Description must include:what hazard(s) the project will address, type of project(drainage, safe room, fuel reduction, buy-
out, etc., and/or infrastructure), step by step description of the major elements of the project
(contracting, construction elements, close-out, etc.), and how the project will be accomplished by the end of the 36 month
period of performance (PoP). Attach extra pages as necessary.
The Lake Arthur Detention Facilities project is a proposed drainage project that will reduce the risk of flooding to a minimum
of 973 residents and approximately 377 structures present in the project surroundings. In addition, there are apartment
complexes and multiple businesses, churches, and clinics in the impact area map provided for this project. The project
coordinate corners are: NE-29.949079, -93.961589, NW-29.942229, -93.965757, SW-29.941971, -93.963388 and SE-
29.947410, -93.956582. The project area was flooded and roads were closed for 3-5 days due to flood waters during
Hurricane Harvey. The project will be 53.55 acres in size whereas the project impact area would be approximately 300
Acres. The project area is broken down into 3 areas. Area 1 and Area 3 are owned by the City. But, the city does does not
hold ownership of Area 2. The City is planning to acquire the two properties located in Area 2 in the project map.
Overall, This project will be performed in two phases. Phase I includes all Engineering and design related activities and
phase II includes construction related activities. The design of this project would be completed by a State registered
engineering firm with extensive drainage experience and knowledge of the local drainage patterns and infrastructure. In
order to expedite the project and ensure completion within the 36 month period of performance, this project will be bid as
separate contracts. Using this approach will allow the three detention ponds and drainage channel to be constructed
concurrently, which will eliminate an unnecessary prolonged construction period and will allow the applicant to address the
archaeological survey and EA requirements from Texas historical commission and FEMA.
Apart from the project design and construction contracts 1,2,3 and 4, an archaeological survey requested by Texas
historical commission, an Environmental Assessment requested by FEMA and land appraisal for property acquisition for the
project area have been included in phase I costs. These activities will be performed by different contractors. So, the costs
related to these activities are added to the budget summary under contract 5,6 and contract 7 Phase I "Other Costs".
Please refer to the"Lake Arthur Budget Summary"spreadsheet.
The Seven (7) contracts that are anticipated to be awarded are the following:
Contract 1: rehabilitating approximately 3,600 linear feet of earthen drainage channel
Contract 2: rehabilitating an existing 99 acre-foot detention pond
Contract 3: constructing a proposed 133 acre-foot detention pond
Contract 4: constructing a proposed 69 acre-foot detention pond
Contract 5: Archaeological Survey
Contract 6: Environmental Assessment
Contract 7: Property Appraisal and Land Acquisition
In total, the project would give the Lake Arthur area 362 acre-feet of storm water detention. This means the proposed
project would alleviate storm water ponding in residential streets and lots which has caused this area to suffer from flooding
events in the past. The major construction elements of the project would be clearing &grubbing, excavation, and hauling &
disposing of spoil material. This project will be bid as seven (7) separate bids and contractor will not be known until
awarded.
Impacted infrastructure within the project area includes the pumping stations operated by Jefferson County DD7 at Alligator
Bayou system and Rod-air Gully system and are designed to pump the 25-year flow with little or no ponding. The
improvements proposed in the HMG will only deliver the runoff to the pumping stations in the manner for which they were
designed to operate.
All the construction &design components and related activities to be performed will comply with federal, state and local
standard and code. The city of Port Arthur Code of Ordinances, Chapter 110—Utilities is located on their website. Below is
the link :
"https://library.municode.com/tx/port_arthur/codes/code_of ordinances?nodeld=PTIICOOR_CH110UT".
Scope of work- Cont'd in next page
Page 4 of 1_:
Lake Arthur Detention-SOW Page 2
SCOPE OF WORK(Page 2)
Project Description:
Description must include: what hazard(s) the project will address, type of project(drainage, safe room, fuel reduction, buy-
out, etc., and/or infrastructure), step by step description of the major elements of the project
(contracting, construction elements, close-out, etc.), and how the project will be accomplished by the end of the 36 month
period of performance (PoP). Attach extra pages as necessary.
Property Acquisition:
The project area map has the total project limits divided into 3 areas. The property Id's within each area are as follows:
Area 1 : #73278-26.68 Acres-Owned by City of Port Arthur
Area 2: #268125 (3.97 Acres), #74516 (14.4 Acres) -Same Owner, But registered under two different names of private
Firms'H&P Engineering and construction Inc.'and 'GTG Real Estate Holdings LLC'.
Area 3: #73418- 8.5 Acres- Owned by City of Port Arthur
The City owns Area 1 and Area 3 of the proposed storm water detention plan and is planning to acquire the two properties
in Area 2. Area 2 is highly significant for the Lake Arthur Detention project and to fulfill the projects positive impact to reduce
the flood risk to the identified impact area. The land to be acquired provides an additional 133 AC-FT storage for storm
water detention, which substantially provides additional flood protection to thousands of residential and commercial
properties surrounding the project area. The estimated cost for land acquisition has been included in the budget worksheet
under the Phase II cost. The cost for appraisal of the land to be acquired in Area 2 is included in phase I cost. Also, Please
find the Jefferson County CAD reports as well as the'Lake Arthur Detention Map- Land Acquisition'for an outline of
property Id's, area and ownership details.
Budget Narrative:
Below are the detailed explanation for each item mentioned in the budget summary sheet. The activity breakdown is as
follows:
Phase I Cost Items:
1. Topographic Surveying—gather field data&existing elevation data necessary to complete design and analysis
2. Design &Analysis—calculate storm event flows, model existing and proposed drainage systems &evaluate all data and
areas of proposed improvements with Owner. The cost for H&H Study is also included in design and analysis.
3. Construction Plans& Specifications—Develop construction plan sets and specifications according to finalized designs
4. Bidding— Public advertisements, pre-bid meetings, coordination with contractors, bid openings, bid evaluations,
contractor reference checks, forming recommendations of award and executing contracts.
5.Archaeological Survey-An archaeological survey is requested by Texas historical commission as a response to the
request for project evaluation sent by City of port Arthur. Hence, additional cost for the survey is included in phase I -other
costs. The letter from the historical commission is provided along with this application.
6. Environmental Assessment-As requested by FEMA, an additional cost for environmental assessment is included in the
budget summary, which include environmental inspection, environmental site inspection and an incidental contingency cost
of$500.00 for reporting any abnormal findings as a part of the standard phase I Environmental Assessment.
In addition to the above, Each phase I activity under the budget summary`other costs' include the project management
component in their unit costs.
7. Land Appraisal -The two properties in Area 2 of the project map need to be appraised in order to proceed with the land
acquisition.
Phase II Cost Items:
1. Mobilization - Mobilize Equipment& Materials to Project site/lay down area
2. Clearing &Grubbing - Removal of all vegetation and debris
3. Excavation -Site being Cleared
4. Hauling & Disposal (Truck Load) -Trucks to remove and disposal off site material
5. Seeding - Spread seed along disturbed areas
6. Storm Water Pollution Prevention Plan-A suggested plan to prevent pollution
7. Construction Inspection—resident project representatives at project sites to ensure the projects and quality of work
complies with plans and specifications
Scope of work- Cont'd in next page
Page 4- of 12
Lake Ar'!,ur Detention-SOW Page 3
SCOPE OF WORK(Page 3)
Project Description:
Description must include:what hazard(s) the project will address, type of project(drainage, safe room, fuel reduction, buy-
out, etc., and/or infrastructure), step by step description of the major elements of the project
(contracting, construction elements, close-out, etc.), and how the project will be accomplished by the end of the 36 month
period of performance (PoP). Attach extra pages as necessary.
8. Construction Administration—periodic construction site visits, review contractor material submittal &schedules, review&
process monthly pay estimates, maintain coordination between contractors and owner, conduct final inspections and issue
construction punch lists.
9. Land Acquisition-The cost for acquiring the unowned land is included in phase II
Match Funding Source:
The City of Port Arthur is planning to use CDBG-DR funds for the 25% non federal match. The City will include this in the
GLO draft application. Should the CDBG-DR project funding not be awarded, the City intends to utilize general revenue
which could include, but not be limited to, future bond proceeds.
Benefit Cost Analysis:
A Benefit Cost Analysis(BCA) has been performed to validate the benefits of this project. The depth damage function
calculations were used to determine a $ damage for each structure located in the project area . In addition, factors like
content loss, maintenance costs, displacement, detours etc. were included in the analysis to determine the benefit-cost ratio
for lake Arthur.
1. The project coordinate corners for the impact area are: NW-29.961212/-93.969673, NE-29.951406/-93.956081, SW-
29.9447581-93.974125, SE-29.936817/-93.973135. Please refer to the"Project Impact area map"
2. The US ACE Depth- Damage relationship calculations for content to structure value ratios (CSVR) has been used to
determine the content loss$. See"USACE- CSVR" pdf, page 41
3. Even though the repairs proposed are not specifically to a road or a bridge, all the roads and surrounding structures
within the highlighted area in the project map were affected by the flooding, that resulted in access issues. So, the number
of daily trips would be based on the number of one-way trips (equivalent to the Average Daily Traffic or ADT), and the delay
time will be 12 hours (12:00) per one-way trip.
i.e., No. of Residential and Commercial Structures in the Project area = 377. So, No. of workers per household = 1.22 x
377 Structures = 459.94(460 workers). So, road detours were calculated for 4602 = 920 one-way trips per day for 3
days. See"DFA_Hours_Delay" pdf pagel
4. Displacement cost- FEMA Standard Value for Residential (default): $1.44 per square foot per month was used to
calculate the displacement costs per structure. See"BCA Reference guide", Page A-34
5. The DDF Calculations before and after mitigation have been provided in the spreadsheet"Lake Arthur- DDF before and
after mitigation calculations"
image -a of
Lake Arthur Detention Facilities
Project Objectives - Problem Solutions/Hazard Reduction:
Description must include:how the project will independently solve the problem, the level of protection provided by the
project, how the project will increase the level of protection to the citizens and/or properties, the number of people and
properties that will directly benefit from the project, and how the project will ultimately reduce the costs associated with
recovery from future disasters. Attach extra pages as necessary.
The Lake Arthur Detention Facilities project will provide 362 acre-feet of storm water storage for the 300 acre drainage area
it is located in. This means the residential streets and homes located in this drainage area will be relieved of up to 14.5
inches of flooding. This storage capacity exceeds the amount of floodwater the area has experienced in both of the most
recent flood disasters. Having the ability to relieve its drainage area of this amount of storm water means the Lake Arthur
Detention Facilities project will provide for a minimum of 377 homes, apartment complexes, multiple businesses, churches,
and clinics and over 973 residents, protection from flooding due to disasters such as Hurricane Harvey.
Project Objectives - Outcome, Level of Effort and Milestones:
Description must include:major milestones for the project(contracting complete, final engineering/design complete,
mobilization for construction, construction phase(s), activities associated with these steps,percentage of total project
budget or dollar amounts associated with these steps. Attach extra pages as necessary.
After receiving notice of HMGP award, the City of Port Arthur will immediately move forward with obtaining proposals for
professional engineering services for the Lake Arthur Detention Facilities project. The process of obtaining and reviewing
proposals, and awarding the engineering contract will take approximately 3-4 months to complete. Once an engineering
firm has been awarded the design contract, surveying and preliminary design will begin. Due to the extensive field data
required to complete final design of the three detention ponds and earthen drainage channel preliminary design and
topographic surveying is anticipated to last 2 months. Final design, preparation of construction plans and specifications,
and any necessary permitting will be completed in a 10 month time period. Given that the overall project will be released
as four separate components, the bidding phase could take as long as 2 months. Although this will be a lengthened
process, bidding the project as four separate components (3 detention ponds and 1 earthen channel)will save a multitude
of time during the construction phase. Construction of the earthen drainage channel will last 8 months. Each of the three
detention ponds will be constructed in a 12-15 month time frame. Given that all construction activities for each of the
facilities will happen concurrently, that total construction period will be 12-15 months. In concurrence with the design
activities for 3 detention ponds and 1 earthen channel, the archaeological survey and environmental assessment will be bid
out as two additional contracts. So, this project will be awarded as six contracts in total. It is explained in detail in the Scope
and budget worksheet.
With this overall project schedule, the Lake Arthur Detention Facilities project will be completed in under the allotted 36
month period of performance.
age 5 of
Milestones/Timeline:
List the major milestones (e.g. designing, engineering, permitting, etc.)for the project by providing an estimated timeline for
the critical activities not to exceed a 36 months. These milestones should correspond with the Project Objective description
above and budget. For the Starting Month column below, please enter the month (1 through 24)you will begin this milestone
once once you receive your award (i.e. Month 1 would be the same month as your performance period start date, Month 36 is
the last month of your performance period.) For the Mos. to Complete column, please enter the number of months it will take
to complete the milestone. (See examples below)
Milestone Starting Est. Mos.to
Month Complete
HMGP Contract Award Month 1 1/2 month
2. Obtain Proposals for Professional Engineering Services Month 1 4 months
3. Preliminary Engineering, EA, Archaeological survey and Topographic Surveying Month 5 2 months
4 Final Engineering Design, Construction Plans and Specifications Month 7 10 months
5 Bidding of Construction Contracts Month 17 2 months
6. Construction Month 19 15 months
7. Month# #Mos to Comp
8. Month# #Mos to Comp
9. Month# #Mos to Comp
10. Month# #Mos to Comp
Project Objectives - Project Staff and Management:
Description must include:how the sub-applicant will organize and manage the project to ensure successful completion within
the project period of performance, a brief description of all staff associated with the project by position and what their role
and responsibilities are for completing the project within the period of performance. Attach extra pages as necessary.
The following protocol will be used to ensure successful completion of the project.
1. The City of Port Arthur will procure a construction management team that will oversee the project.
2. The construction management team will report to the Public Works Director Alberto Elefano and City Utilities Engineer
Melissa Guynes.
3. The construction management team and construction contractors will be bid out using Federal procurement 2 CFR 200
policies.
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Damage History-Overview of Past Damage:
Provide a detailed past history of damages in the project area including approximate costs. Include information for
Presidential or Federal level disasters as well as State or local level declarations. Attach any supporting documents. Costs
should include damages to structures and infrastructure in the project area as a result of the hazard. Additional costs should
include the cost to the local government to respond to victims of the hazard in the project area, any interruption to local
businesses, losses of public services, and costs for temporary housing of the affected population, etc. This section helps
demonstrate the need for the project.
Note:Acquisition, Relocation, Elevation, or Demolition Project:
Complete a listing of specific damages to each property on a separate spreadsheet and include as an attachment.
Date Level of Event Type or Extent of Damage Total Cost of Damage
Project Location:
Fully describe the location of the proposed project. Describe the area and/or population affected or protected by this project.
Include the location if possible (street address with numbers or neighborhood, city, county with zip codes, Lot, Block or Survey).
Provide GPS reading (Lat/Long)of the project site in degrees decimal minutes to 5 places if possible (i.e.: 30.326958/
-97.724750). Attach a separate spreadsheet for multiple latitude/longitude coordinates and descriptions as needed.
Latitude: 29.949079 Longitude: -93.961589
Description:
The project coordinate corners are: NE-29.949079, -93.961589, NW-29.942229, -93.965757, SW-29.941971,
-93.963388 and SE-29.947410, -93.956582. The location of the project will include the undeveloped land southeast of Lake
Arthur Drive at the intersection of Royal Meadows Street. Drainage to the detention ponds will be installed from the Lake
Arthur and neighboring Jimmy Johnson Communities. The existing earthen ditch to be graded and reshaped is located
between the detention ponds and Lake Arthur Drive. See Proposed detention map included in submittal package.
Population and Structures Affected by Project:
Indicate the approximate number of people affected by this project to include residents, customers, commuters, or visitors,
etc. Provide the number of each type of structure (listed below)in the project area. Include all structures directly affected in
project area.
973 Number of people affected
358 Number of residential properties
12 Number of businesses/commercial properties
2 Number of public buildings
1 Number of schools
4 Number of hospitals/medical clinics
_Other(List):
Page 7of1�
MAPS
Two maps must be provided with your application. One must show the general location of the project site and the other
must show the specific project site. In certain cases when there are no maps available, substitute with an overview
photo, drawing or sketch. Ensure it is legible, shows magnetic north, and has major landmarks noted for orientation.
Map Depicting Project Site: (check the boxes to indicate what type of maps are attached)
E✓ City, County, or District scale map showing the entire project area with the project site and structures marked
on the map.
✓❑ USGS 1:24,000 topographical map with project site marked on the
map.(Map depicting relationship to existing features—natural and
otherwise)
1. Rivers, lakes, streams, wetlands, saltwater, etc.
2. Geologic features, steep slopes, unstable
areas
3. Roads, bridges, buildings, etc.
• For acquisition or elevation projects, include a copy of the Parcel Map (Tax Map, Property Identification
Map, etc). with each property in the project clearly marked on the map. Use SAME ID number as in the
Property Site Inventory Worksheet.
NOTE: On one or both of the maps and depending on the type of project, you may depict multiple requirements
that are listed below, instead of a separate map for each.
Photos, Sketches, Drawings, Engineer Designs, etc:
These help clarify the project setting and the potential impacts of the project on the environment(soils, vegetation,
hydrology, wildlife) and they assist in understanding the written description of the project, especially if contours and
elevations are provided. The photographs should be representative of the project area, including any relevant streams,
creeks, rivers, drainage areas, etc; which affect the project site or will be affected by the project. If photos are provided, then
FEMA may not need to conduct a site visit, thereby, reducing the review time. Include ALL engineering calculations and
quantity determinations for this project. These are in addition to any map substitutions. Please check the box below for the
items you are attaching to your applicaiton, if any:
ElPhotographs El Engineering Designs (including calculation and quantity determinations)
✓0 Sketches/Drawings Other
ENVIRONMENTAL HISTORICAL PRESERVATION(EHP) COMPLIANCE
Please complete the EHP Checklist(see attachment)and include in the application submission.
As a Federal agency, the Department of Homeland Security (DHS)/Federal Emergency Management Agency(FEMA) is
required to consider the effects of its actions on the environment and/or historic properties to ensure that all activities and
programs funded by the agency, including grants-funded projects, comply with Federal EHP regulations, laws, and
Executive Orders, as applicable. Grant recipients proposing projects that have the potential to impact the environment,
including but not limited to construction of communication towers, modification or renovation of existing buildings, structures
and facilities (including installation of equipment), or new construction including replacement of facilities, must participate in
the DHS/FEMA EHP review process. More information about the EHP requirement can be found at the following links:
https://www.fema.gov/environmental-planning-and-historic-preservation-compliance
https://www.fema.gov/media-library/assets/documents/26621
Maps will also be required for this portion of the application. If you have photos, sketches, drawings, engineer designs,
etc. that will help clarify the project location and structures, please be sure to include them with your application.
ace
BUDGET INFORMATION
Please complete the Budget Worksheet attachment by following the attached "Budget Worksheet Instructions". You
can access the attachment by clicking on the paper clip on the left side of the form.
Once the budget has been completed, provide the following information from the worksheet:
(Note:Enter numbers only(no$or comma's)as the fields is automatically formated)
Total Project Costs: $ 15,785,230.00
Applicants Cost Share: $ 3,946,307.50
Federal Amount: $ 11,838,922.50
Reminder:Applicant must include the Budget Worksheet when submitting the application
BENEFIT COST ANALYSIS
Applicants must demonstrate mitigation projects are cost effective. The Benefit Cost Tool Version 5.3 is used to perform
benefit cost analysis for applications submitted under FEMA's Hazard Mitigation Assistance Grant Programs. To use this
tool, you must first download the file from the website (see link below). If you have any questions about the new BCA
software program, please contact the BC Helpline at bchelpline(a�dhs.gov or at 1-855-540-6744.
https://www.fema.gov/media-library/assets/documents/128334
Once the BCA has been completed, provide following information from the BCA:
(Note:Enter numbers only(no$or comma's) as the fields is automatically formated)
Total Project Cost: $ 16,130,249.00
Total Value of Project Benefits: $24,114,625.00
Benefit Cost Ratio: 1.49
Reminder: Applicant must include a zip file of the BCA when submitting the application
BCA Exceptions
• Acquisition Projects-The acquisition of structures that are declared Substantially Damaged (from any origin) and
located in a riverine Special Flood Hazard Area (SFHA)on a preliminary or effective FIRM is considered cost effective.
• Residential Safe Room Projects-The pre-calculated benefit provides standardized Benefit-Cost Analysis (BCA)
benefit values associated with residential safe rooms so that individual BCAs are not required, as long as the project
costs do not exceed $5,421.32 (in Texas).
• Acquisition and Elevation Projects-The national average for benefits for acquisition and elevation projects is
$276,000 for acquisition projects and $175,000 for elevation projects. FEMA determined the acquisition or elevation
of a structure located in the 100-year floodplain for which costs are equal to or less than the amount of benefits
noted above is cost effective. For projects that contain multiple structures, the average cost of all structures in the
project must meet this criterion. There is no need for recipients to conduct a separate BCA for a structure that meets this
criterion.
• A wind retrofit project is considered cost effective as long as the total project costs are less than the costs listed below:
Mitigation Package Type Roof Replacement Project Maximum Costs
Intermediate Protection No $13,153
Intermediate Protection Yes $24,920
Advanced Protection No $40,252
Advanced Protection Yes $52,018
Page 9 of 12
CERTIFICATION AND SIGNATURE OF AUTHORIZED AGENT FORM
The Chief Elected Official(jurisdiction) or Executive Director(non-jursidiction) must certify the following statements before the
project listed below will be considered for Hazard Mitigation Grant Program (HMGP)funding.
Name of Sub-Applicant (jurisdiction/non-jurisdiction) Identified in the Application:
(auto-populated from the first page of the application)
City of Port Arthur
Project Titles Identified in the Application:
(auto-populated from the first page of the application)
Lake Arthur Detention Facilities
To certify, please check the boxes and sign below:
✓ The undersigned will ensure all State and Federal requirements related to the HMGP funding are fulfilled.
✓ The undersigned understands that the jurisdiction/non-jursdiction applying for this grant is liable for the
required matching funds (local share) related to the project listed above.
✓ The undersigned has reviewed and approved the project and information contained in the application.
Signature of the Authorized Agent
Name: /4 kg-VeY L. ko3i Arson)
Title: I N ICZA
Signature: Date: L L —2-1
FLOODPLAIN MANAGER AUTHORIZATION FORM
Please provide the following information for the designated Floodplain Manager for the project listed below.
Date: it- t4-Qo18
Sub-Applicant: City of Port Arthur
Disaster Declaration: FEMA 4332-DR-TX
Project Title: 6.-a kP A f\- i{
Project Number(if known):
Floodplain Manager ContactpInformation: pp ` �
Name: e, 3. (lot.,rl.`ie-s6 Title: 8w k�iTtret46c7CJk)Co
Organization: C:+y. oP P.c* Af- -
Address: 141�F/-i.
City: Pot-t AC-4L4- State:Te Zip : .7-76 4 o
Email: Glestek.,f oi;►Z4rea e"optcta t. c, Office Phone:(14 ) 23-8 of Cell:
Floodplain Manager Certification Information:
CFM Certification Number: o28'8a— 15N
If not a CFM, pleased enter the date of attendance for: ,.,-0.5?......... t�tl
'etC • • 'CFM - 1 Week Course: 9U4 N
j
DREA...R0 •.
Floodplain 101 Course: % 0-15N
i
,rli%, —MANik
Ceritification: , 4�,'a.7..-7►r
By signing below, the above Floodplain Manager is authorized to represent and act on behalf of the sub-applicant in all
fl dplain matters related
dttoththe project and grant listed above
-•�4�- i t- I R - 3 1
Sign re of Pjthorized Official/Project Officer Date
DD g k., V r , et 3 i-7 _ to )
Printed Name Title ;
Please submit completed form(s) with the application email as an attachment.
SUBMITTAL INSTRUCTIONS:
• Review the application and ensure all questions are answered and all documents are attached. Below is the
minimum required documentation. Note:This is not an all inclusive list since requirements may vary depending on
project type and the subgrantee.
1. Application (with supporting documents used for additional space or to clarify answers)
2. Map(s), Photo(s), Drawing(s), etc. as required in the application
3. EHP Checklist
4. FIRM Map(s)per the EHP Checklist
5. Supporting Documentation per EHP Checklist
6. Budget Worksheet
7. Property Site Inventory Worksheet(Required for Acquisition, Elevation, and Mitigation Reconstruction projects)
8. BCA zip file
9. Certification and Signature of Authorized Agent(page 10 of the application)
10. Floodplain Manager Authorization Form (page 11 of the application)
11. DSA Form
12. All three SF424 forms (SF424, SF424B and SF424D)
• Upon completion of the application, save your file by clicking the Save As button below and name your file with the
following structure:
Disaster#Grant-Jurisdiction/Organization Name- Project Type
Example:4332 HMGP- Test, City of-Generator
Save As
• Submit completed application via email by clicking on this link: TDEM-MitigationAdps.texas.gov
Page 12 of 12
PROPOSED AGENDA ITEM PRE-APPROVAL PROCESSING FORM
DATE OF SUBMISSION: 12-Jul-19
PROPOSED AGENDA DATE: 12-Jul-19
DEPARTMENT: Public Works - Engineering Division
SUBMITTED BY: Alberto Elefano
a
SIGNATURE
P.R. or P.O. Number: P.R. No. 20958
SUBJECT: Authorize an amendment to the
Hazard Mitigation Grant Program (HMGP)
Application
PRE-APPROVAL SIGNATURES
DEPARTMENT HEAD: C• -_
Signature
PURCHASING MANAGER:
Signature (for procurement only)
FINANCE DIRECTOR:
Signature or a ' ilability of funds only)
CITY MANAGER:
Signature
HAS A COPY BEEN GIVEN TO THE CITY SECRETARY'S OFFICE? ❑ YES ❑ NO
*** THIS FORM MUST BE COMPLETED AND ATTACHED TO YOUR PROPOSED RESOLUTION AND/OR
ORDINANCE PRIOR TO SUBMITTING TO THE CITY ATTORNEY'S AND CITY SECRETARY'S OFFICE
FOR THE AGENDA.
*** REQUIRED SIGNATURE OF THE DEPARTMENT HEAD ON THE PROPOSED
RESOLUTION/ORDINANCE VERIFIES THAT THE DOCUMENT HAS BEEN REVIEWED AS TO GRAMMAR,
CONTENTS, ETC.
rsrt rtlrltr
Texas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: July 12, 2019
To: The Honorable Mayor and City Council
Through: Rebecca Underhill, Interim City Manager
From: Alberto Elefano, P.E., Director of Public Works
RE: P.R. 20958—Authorize an amendment to the Hazard Mitigation Grant Program
(HMGP)Application
Nature o Request:
The purpose of this agenda item is to authorize an amendment to the Hazard Mitigation Grant
Program (HMGP)application, previously approved by Res. 18492. Five (5) projects were
identified with a total cost of $36,758,150 to prevent or reduce future loss of lives and
property. The amendment to the application is for Stonegate Detention. This project was
increased by $2,032,480.00 for a total of$15,785,230.00. An amendment was necessary to
include land acquisition cost for the detention area to the application. The amendment will
increase the total cost from $36,758,150 to $38,790,630. Should the City be successful with
all of the applications; the City's required match (25%) would be $9,697,658 to be funded
through CDBG-DR Program. Staff is recommending that the City Council authorize the
amendment to the HMGP application for these projects. In the event the applications are
successful, City Council will be asked to authorize acceptance of the grant(s) at that time.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
The projects are:
Amended Total Cost Local Match
Wastewater Treatment Plant Aqua Filters $4,530,000 $1,132,500
El Vista Drainage Improvements $3 100,000 $ 775,000
Port Acres Drainage Improvements $9,459,000 $2,364,750
Stonegate Detention
S $15,785,230 $3,946,308
Stonegate Drainage Improvements $5,916,400 $1,479,100
38,790,630 9,697,658
Recommendation:
City Council approve Proposed Resolution 20958 authorizing the City Manager to amend
the application for Harvey Disaster Mitigation grants for five projects with total project cost
of$38,790,630.
Budget Considerations:
No funding is required at this time. In the event that the City is successful in application, the
25% required match will be identified before City Council is asked to authorize acceptance
of the grant. Potential sources of funding include the CDBG-DR (Harvey Recovery -
Infrastructure Program).
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743