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HomeMy WebLinkAboutResolutions - 2003.11.20 - 27263MISCELLANEOUS RESOLUTION #03313 November 20, 2003 BY: GENERAL GOVERNMENT COMMITTEE, WILLIAM R. PATTERSON, CHAIRPERSON IN RE: MEMORANDUM OF UNDERSTANDING WITH THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) FOR COORDINATING DIGITAL FLOOD INSURANCE RATE MAP PRODUCTION FOR OAKLAND COUNTY TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: WHEREAS the County has developed topography and hydrography GIS data that can be used to accurately re-delineate floodways and floodplains; and WHEREAS the re-delineation of floodways and floodplains will assist the County and local units of government with the review of new land developments, mitigation of natural disasters, and the management of infrastructure; and WHEREAS the re-delineation of floodways and floodplains and the adoption of new Flood Insurance Rate Maps (FIRMS) may lower the cost of flood insurance for residents of the County; and WHEREAS the Board of Commissioner's has already approved the Memorandum of Understanding and Mapping Activity Statement for the Pilot Redelineation Project (Phase 1&2); and WHEREAS FEMA has recently appropriated funds to re-delineate Oakland County's floodplain boundaries in their entirety; and WHEREAS the County has solicited and received federal funding from FEMA to assist in the full re-delineation of floodways and floodplains throughout the County; and WHEREAS FEMA will fund seventy-five percent of the project and the County will fund twenty-five percent of the project with in-kind services; and WHEREAS a Mapping Activity Statement for the full redelineation project has been drafted (as attached) by the County and final approval of its terms and conditions by Corporation Counsel is complete. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approve and execute the Mapping Activity Statement and authorize the receipt of federal funding cited therein. Chairperson, on behalf of the General Government Committee I move the adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE General Government Committee Vote: Motion carried unanimously on a roll call vote. Holly Conforti From: Greg Givens [givensg@co.oakland.mi.us] Sent: Monday, August 25, 2003 1:24 PM To: VanLeuvenj; Scott Oppmann Cc: Conforti, Holly; Maheshwari, Sudha; Frederick, Candace Subject: CONTRACT REVIEW—IT Department CONTRACT REVIEW - IT Department GRANT NAME: Digital Flood Insurance Rate Map Production FUNDING AGENCY: Federal Emergency Management Agency (FEMA) DEPARTMENT CONTACT PERSON: Scott Oppmann STATUS: Application DATE: 8/25/2003 Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal contract review. Below are the comments returned by review departments. Department of Management and Budget: Approved. If this grant is awarded, IT, Holly Conforti and Candy Frederick will need to coordinate the appropriate accounting entries between the IT Fund and the Grant Fund to properly reflect the in-kind staff support in accordance with federal grant requirements.- Laurie Van Pelt (8/22/2003) Personnel Department: No comment. Risk Management and Safety: Approval as is by RM&S. - Gerald Mathews (8./22/2003) Corporation Counsel: There are no outstanding legal issues concerning the above grant application. - Joellen Shortley (8/22/2003) Please note the comments from the Department of Management and Budget. The captioned grant materials and grant application package (which should include an application Report from Fiscal Services to the Chairperson of the Board of Commissioners, the grant application, and this email containing grant review comments) may be submitted to the Chairperson of the Board of Commissioners for review and signature, with an informational copy to the appropriate Board of Commissioners' committee(s). Greg Givens, Supervisor Grants Administration Unit Fiscal Services Division FEDERAL EMERGENCY MANAGEMENT AGENCY OMB. NO. 3067-0.206 OBLIGATING DOCUMENT FOR AWARD/AMENDMENT Expires September30, 1999 la. AGREEMENT NO. lb. DISASTER NO. 2. RECIPIENT NO, 3. TYPE OF ACTION 4. AMENDMENT NO. EMC-2003-GR-0024 38-6004876 X AWARD I ] AMENDMENT INITIAL AWARD ... 5. RECIPIENT AND ADDRESS 6. ISSUING FEMA OFFICE AND ADDRESS OAKLAND COUNTY, MICHIGAN FEDERAL EMERGENCY MANAGEMENT AGENCY, REGION V 1200 N. TELEGRAPH ROAD 536 SOUTH CLARK STREET, 6TH FLOOR PONTIAC, MICHIGAN 48341 CHICAGO, IL 60605-1509 7. NAME OF RECIPIENT PROJECT MANAGER PHONE NO. 8. NAME OF FEMA PROJECT COORDINATOR PHONE NO, SCOTT OPPMANN 1248-452-9198 KENNETH HINTERLONG 1312-408-5529 9. EFFECTIVE DATE OF THIS ACTION 10. METHOD OF PAYMENT FEMA, Letter of Credit I X I Electronic Funds Transfer Disaster PIN No. SEE BLOCK 14 ri HHS, SMARTLINK Non-Disaster PIN No. 1 11. DESCRIPTION OF ACTION INITIAL AWARD OF I COOPERATING TECHNICAL PARTNER GRANT a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO. ACCOUNTING DATA PLANNED PRIOR AMOUNT CURRENT CUMULATIVE NAME (ACCS CODE) ALLOCATION TOTAL AWARDED TOTAL NON-FEDERAL ACRONYM XXXX-XXX-XXXXXX-XXXXX-XXXX-XXXX-X (Not the award) AWARD THIS ACTION AWARD COMMITMENT + or (-) CTP 97.045 2003-44-5512-9052-4101 51,043.00 51,043.00 51,043.00 0.00" _ TOTALS Jo- 51,043.00 0.00 51,043.00 51,043.00 0.00 b. To describe changes other than funding data or financial changes, attach schedule and check here 12a. FOR DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO L I YES I I THE DISASTER RECOVERY MANAGER. (See Block 6 for address) 12b. FOR NON-DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT X YES I I - MA REGIONAL OF 10E. (See Block 6 for address) 13. REC I SIGNATORY ,F IAL (Name and Title) HOMAS A LA , CHAIRPERSON, OAKLAND CO. BD OF COMMISSIONERS DAT5 I q/2-9 14. jr:ip1;tA4NATORy OFy1.91amesid Title) J DATE ,C0-e...417 .Z.i.,42tet CATHERINE E. MC NAMARA, Assistance Officer i e roizz3 FEINA Form 76-10A, NOV 97 ORIGINAL Federal Emergency Management Agency Agreement Articles — Cooperating Technical Partners (CFDA #97.045_ GRANTEE: OAKLAND COUNTY, MICHIGAN AGREEMENT NUMBER: EMC-2003-GR-0024 AMENDMENT NUMBER: PERFORMANCE PERIOD: TWENTY FOUR (24) MONTHS FROM AWARD DATE ARTICLE I — PROGRAM DESCRIPTION The roles and responsibilities of both FEMA and the Grantee under this agreement are outlined in the attached Mapping Activity Statement. The Grantee shall perform the work described in the Mapping Activity Statement which is included as part of the application package, dated September 5, 2003 and made a part of these Cooperative Agreement Articles. ARTICLE II— PERIOD OF PERFORMANCE The period of perfounance .shall be up to 24 mons from the effective date of this Cooperative Agreement: 0 WO/0 . 3 thru 0 9/:;: Pi/0<cl . ARTICLE III — AMOUNT AWARDED This Cooperative Agreement is for the administration and completion of an approved, cost shared, Cooperating Technical Partners Initiative. Cooperative Agreement funds shall not be used for other purposes. The budgeted estimates for object classes for this award are: Total Budget Federal Cost Share Non-Federal Cost Share Personnel $44,646.00 $33,404.00 $11,242.00 Fringe Benefit _17,858.00 13,361.00 4,497.00 Travel 2,278.00 2,278.00 Equipment Supplies 2,000.00 2,000.00 Contractual Construction Other Indirect Charges Total Budget $66,782.00 $51,043.00 $15739.00 ARTICLE IV — REQUEST FOR ADVANCE/REIMBURSEMENT A. The Grantee shall be paid using the HHS Smartlink System, provided it maintains or demonstrates the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of the funds and their disbursements by the Grantee. When these requirements are not met, the Grantee will be required to use the reimbursement method as the preferred funding method. Or — B. FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to its Grantees. To enroll in the DD/EFT, the Grantee must complete a Standard Form 1199A, Direct Deposit Form. The Grantee may be paid in advance, or reimbursed by completing the Standard Form (SF) 270, Request for Advance/Reimbursement. In accordance with Treasury regulations at 31 CFR, Part 205, the Grantee shall request funds not more than 3 business days prior to the day on which it makes a disbursement. C. Interest earned on advances will be handled in compliance with 44 CFR 13.21(i). ARTICLE V — FINANCIAL REPORTS The Grantee shall submit Financial Status Reports (using FEMA Form 20-10) to the FEMA Regional Office indicated below, within 30 days after the end of each quarter. Reporting dates are January 30, April 30, July 30 and October 30. The final Financial Status Report is due 90 days after the close of the cooperative agreement. In addition, if the Grantee uses Smartlink, it shall submit a Financial Cash Transactions Report (PMS 272) to the address shown below. FEMA Region V 536 S. Clark St., 6th Floor Attn: Assistance Officer, Chicago, EL 60605-1509 NOTE: If the Request for Advance/Reimbursement is used for payment, the quarterly financial reports may be waived by FEMA with only the final Financial Status Report due 90 days after the close of the Cooperative Agreement. ARTICLE VI— PERFORMANCE REPORTS The Grantee shall submit performance reports to the FEMA. Regional Office within 30 days after the end of each quarter. Reporting dates are January 30, April 30, July 30 and October 30. The final performance report is due 90 days after the close of the cooperative agreement. The Grantee shall submit copies of the performance report to the FEMA Regional Office at the address listed in Article V. Grantees may request a waiver of the first quarter performance report from the Regional Assistance Officer. 2 ARTICLE VII. GOVERNING PROVISIONS The Grantee and any sub-grantees shall comply with all applicable laws and regulations. A non- exclusive list of laws and regulations commonly applicable to FEMA grants is attached hereto for reference only. The Grantee and any Sub-Grantees shall also be bound by the Guidance Document, which is attached hereto [can also include NOFA, with appropriate citation]. The following Office of Management and Budget circulars are also applicable to this grant: OMB Circular A-110 Uniform Administrative Requirements for Grants and Agreements with institutions of Higher Education, Hospitals, and Other Non-Profit Organizations OMB Circular A-102 Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Governments OMB Circular A-87 Cost Principles for State and Local Governments OMB Circular A-21 Cost Principles for Educational Institutions OMB Circular A-122 Cost Principles for Nonprofit Organizations OMB Circular A-133 Audits of States, Local Governments, and Non-Profit Organizations Commonly Applicable Statutes and Regulations The Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, 42 U.S.C. §§ 5121-5206 (Stafford Act). Title 44 of the Code of Federal Regulations (CFR) ARTICLE VIII — GRANT REVISIONS A. In compliance with 44 CFR 13.30, revisions to the grant award shall follow prior approval requirements found in 44 CFR Part 13.30. If the FEMA share of the cooperative agreement exceeds $100,000, for non-construction cooperative agreements, FEMA's approval is required prior to the transfer of funds between total direct cost categories in the approved budget when such cumulative transfers exceed ten percent of the total budget. For all cooperative agreements, regardless of the amount of funding, the Grantee shall obtain prior written approval for any budget revision that would result in the need for additional funds. If a grant provides funding for both construction and non-construction activities, the Grantee must obtain written approval from FEMA before making any fund or budget transfer from non-construction to construction or vice versa. 3 B. No transfer of funds to agencies other than those identified in the approved cooperative agreement application shall be made without prior approval from FEMA. C. Cost share contributions, cash and in-kind, must be in compliance with 44 CFR 13.24 or Cost Principles contained in the appropriate OMB Circular (A-87.) Except as allowed by Federal statute, no other Federal grant funds can be used as a match. The following documentation is required for cash contributions: Record of source of donor, dates, rates, amounts, and deposit slips. The following documentation is required for in-kind contributions: Record of donor, dates, rates, and amount. Requirements for in-kind contributions can be found in 44 CFR, Part 13.24 or OMB Circular A-110.23. D. If a Grantee estimates that it will have un-obligated funds remaining after the end of the performance period, the Grantee should report this to the FEMA Regional Office for disposition instructions. E. Requests for time extensions to the performance period will be considered but will not be granted automatically and must be supported by adequate justification in order to be processed. The justification shall contain the reason for the delay, an outline of remaining funds available to support the extended performance period and a description of the performance measures necessary to complete the project. ARTICLE IX — OTHER TERMS AND CONDITIONS The other terms and conditions of this agreement are as follows: A. Prior to the start of any construction activity, the Grantee shall ensure that all applicable Federal, State, and local permits and clearances are obtained. B. Prior to the start of any project, it must be reviewed by FEMA for compliance with the National Environmental Policy Act (NEPA), as implemented under 44 CFR, Part 10. Grantees are encouraged to seek guidance from the FEMA Environmental Officer in complying with NEPA and other environmental requirements. C. The Grantee shall transfer to FEMA the appropriate share, based on the Federal support percentage, of any refund, rebate, credit or other amounts arising from the performance of this agreement, along with accrued interest, if any. D. The Grantee is free to copyright original work developed in the course of or under the agreement. FEMA reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work for Government purposes. Any publication resulting from work performed under this agreement shall include an acknowledgement of FEMA financial support and a statement that the publication does not necessarily reflect FEMA's views. 4 OMB Circular A-87 OMB Circular A-110 ARTICLE X — AUDIT REQUIREMENTS All Grantees must follow the audit requirements of OMB Circular No. A-133, Revised. Non-Federal entities that expend $300,000 or more in Federal awards in a year shall have a single or program- specific audit conducted for that year in accordance with the provisions of A-133. ARTICLE XI — GENERAL PROVISIONS The following are hereby incorporated into this agreement by reference: 44 CFR Emergency Management and Assistance Regulations (This publication is available at www.4.law.cornell.edu/cfr/44cfr.htnz#start) 44 CFR Part 10 Environmental Considerations 44 CFR Part 13 Uniform administrative requirements for grants and cooperative agreements to state and local governments 44 CFR Part 7 Nondiscrimination In Federally-Assisted Programs (FEMA) 44 CFR Part 17 Government-wide debainient and suspension (non- procurement) and government wide requirements for drug- free workplace (grants) New restrictions on lobbying SUBCHAPTER B - Insurance and Hazard Mitigation SUBCHAPTER C - Fire Prevention and Control SUBCHAPTER D - Disaster Assistance SUBCHAPTER E - Preparedness 31 CFR 205.6 Funding techniques (This publication is available at www.4.law.cornelLedu/cfr/31cfr11.htm#start) OMB Circular A-102 Uniform Administrative Requirements for grants and Cooperative Agreements with State and Local Governments 44 CFR Part 18 44 CFR 44 CFR 44 CFR 44 CFR Cost Principles for State and Local Governments Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations 5 OMB Circular A-21 Cost Principles for Educational Institutions OMB Circular A-122 Cost Principles for Nonprofit Organizations (All Circulars are available at WWW.whitehouse.p,ov/OMB/krants/index.html) Application Cooperative Agreement Application and Assurances contained therein received by FEMA on August 25, 2003. 6 FEDERAL EMERGENCY MANAGEMENT AGENCY See reverse for Paperwork OMB No. 3067-0206 BUDGET INFORMATION--NONCONSTRUCTION PROGRAMS Burden Disclosure Notice Page of pages Expires February 29, 2004 1. PROGRAM AGENCY AND ORGANIZATION 2. FEDERAL GRANT OR OTHER IDENTIFYING 3. RECIPIENT ORGANIZATION (Name and complete address, including zip code) ELEMENT TO WHICH REPORT IS SUBMITTED NUMBER ASSIGNED OAkMAO CooNTy 1 iW- FEM A 8 .3 . 5-5C / 2tiO A/ reiffa7wApty ea4Z, RW77,4c,M.r 1034/ --8073— 4. EMPLOYER IDENTIFICATION 5. RECIPIENT ACCOUNT NUMBER OR I.D. NO. 6 BUDGET PERIOD 7. Mark "X" in Appropriate Box (Month, Day, Year) F2 New Budget gg — '9b' 76 Beginning Date:/'Q/003 Revised Budget. Enter Grant Number in Box 2 above Ending Date:T(22/04 Date of Budget Revision: 8. FEDERAL RATE SHARING (%) (%) (A) (%) (%) Total 9. PROGRAM ACRONYM --0.- ap APpucANT CFDA NUMBER g 3. 555 gmAgE 10. a. Personnel 33,404 • 00 fl, 242. 00 htlia24/6 '0E2 b. Fringe Benefits 131 a 61 • 00 414 417 -00 11 I R 58 • 00 c. Travel It 278 • 00 0 g, z7 g • ioey d. Equipment a. 00 0' .00 0 • 00 Object e Supplies Z, 0a0 • 00 0* I l 'e9 2/__42 t, 0 • oo Class 1. Contractual 19. ae9 0.o io o - do g. Construction 0 • t90 0• 00 0 • e') h. Other 0 ' 00 0 • 0 • Oa i. Total Direct Charges (10a to 10h) 51,O 1/3 00 15,73q. 00 6 4782 • ,oq_ , r. Indirect Charges 0" 00 o- 00 k. Total (Sum of 10i & 10j) c2#3. °I' /5,739 . AO 66 792 ' co I. Federal Share 00 57, 0413 •00 Non-Federal Resources: m. Applicant /5;739. 00 15,731 •00 Source n. State o. Local p. Other Sources q. Total (Sum of 101 to 10p) 51 043 '01 ic, 739.00 44', 76 z , oo 1 , Income r. Program Income o• 00 0 ' ea s. Detail on Indirect Cost Indirect Type of Rate (mark "X" in one box) Provisional-Final Predetermined Fixed with Carry-Forward Cost Rate: % Total Amount of Indirect Cost: Base: 11. Sign e ye f uthorizing Official 12. Name and Title (Type or print) 13. Telephone Number (Area code, Number and Extension) Date Report Submitted mows A. 1...Aw ami kr•vesaN oAxLAAlb Goovry 00e_ 240— gs-o -0/.00 , 09/2.-/t9 orm Oakland County, Michigan Cooperating Technical Partners Mapping Activity Statement Statement 2003-02 Countywide Floodplain Re-delineation In accordance with the Cooperating Technical Partners (CTP) Memorandum of Agreement dated September 17, 2002 between Oakland County, MI and the Federal Emergency Management Agency (FEMA), Mapping Activity Statement 2003-02 is as follows: 1. Statement Objective: 1.1 Objective The objective of this Mapping Activity for Oakland County, MI is two-fold: 1) To assist in FEMA's objective of countywide redelineation of floodplains and preliminary DFIRM production for Oakland County. The Oakland County Department of Information Technology will serve as the liaison between FEMA (and its agents/contractors) and Oakland County departments, Cities, Villages and Townships (CVTs). It will assist in collecting local level GIS data, engineering studies and provide feedback to FEMA regarding the development of DERMs. In addition, the Oakland County Department of Information Technology will share GIS data necessary for DERM production. It will coordinate the local quality control and assurance of the preliminary DFIRMs. In some cases, maintenance on the DFIRMs resulting from the local quality control will be performed. The Department will also help in the creation of additional data necessary for DFIRM production. 2) To assess the need for new engineering (hydraulic and hydrologic) studies in the County. This effort can facilitate the acceptance of DFIRMs and will be a resource for other jurisdictions throughout the country. For the purposes of statement, the Oakland County Department of Information Technology will be the Mapping Partner and will act as project manager. 2.0 Mapping Activities: Activity 1 — Project Coordination, Outreach and Data Creation for Oakland County DFIRNI Production The following sections describe the specific mapping activities associated with this mapping project. The activity description identifies the responsible mapping partners, the scope and task descriptions, the standards that must be met, and resultant map component. 2.1 Responsible Entity: Oakland County Department of Information Technology 2.2 Scope and Task Descriptions: Oakland County, Michigan Agreement 2003-02 Page 1 In order to meet the objectives discussed above, this mapping activity is divided into many tasks and subtasks. Detailed description of all the tasks and subtasks, the deliverables and resource needs for each task are identified below. 2.2.1 Task 1, Project Coordination and Outreach to Support Countywide DFIRM Production: This task involves overall coordination of the countywide floodplain redelineation project undertaken by FEMA (through their contractors) with local Oakland County Cities, Villages and Townships. By providing a single point of contact to FEMA for information collection and dissemination, this task aims to streamline the overall redelineation efforts for the County. It also promotes widespread acceptance from local agencies for the new DFIRMs, hence reducing conflicts in the process of issuance of the preliminary DFIRMs. 2.2.1.1 Subtask 1.1: Project coordination and outreach This task will involve coordinating the collection of engineering/H&H studies and other local level data from various sources such as: • Oakland County departments • Oakland County cities, villages, and townships (CVTs) • State of Michigan departments Various stakeholders will be informed about the status of the countywide redelineation project through regular meetings facilitated by Oakland County Department of Information Technology as well as regular mailings. The Department will host an Internet site where stakeholders can retrieve a repository of documents and information about the project and track the progress of countywide redelineation. Outreach to agencies will inform local agencies about the floodplain delineation process, deliverables, timelines, milestones and project updates. Deliverable: Meeting agendas and minutes, Internet site with project information and tools to track the project status, and project support to CVTs and FEMA contractors as needed. Resource: This subtask will be completed by a GIS Project Manager, an asset of the Oakland County Department of Information Technology, and is expected to take about 10 hrs per month for a duration of 12 months (a total of 120 hrs). This subtask shall be fully funded by FEMA. 2.2.1.2 Subtask 1.2: Local QA/QC of preliminaiy DFIRMs In addition to coordinating the provision of data and engineering studies to FEMA and its contractors, Oakland County Department of Information Technology will proactively involve local communities in the QA/QC of preliminary DFIRMs as they are completed. The data will be provided to the relevant local authorities for review. Consistent review criteria and procedures will be created for CVTs to check the redelineated floodplain data and provide feedback to FEMA in a consistent mamier. Resolution on outstanding issues will be achieved through meetings and discussions between the local agencies and FEMA Oakland County, Michigan Agreement 2003-02 Page 2 (and its agents). Oakland County Department of Information Technology will maintain the DFIRMs by making changes resulting from local QA/QC. Deliverable: Report on errors and issues by community, resolution of errors, and delineation of changes on the DFIRMs as a result of resolution of issues. Resource: A GIS Project Manager and a GIS User Support Specialist, both assets of the Oakland County Department of Information Technology, will accomplish this subtask. There are 61 local CVTs in Oakland County. It is anticipated that an average of 10 hours per CVT will be needed to accomplish this subtask, divided between the GIS Project Manager and the GIS User Support Specialist. Hence a total of 610 hrs is programmed into this subtask. This subtask will involve travel expenses as well. An estimated 50 trips is budgeted over the course of the project with an average of 50 miles per roundtrip. This subtask shall be fully funded by FEMA. 2.2.2 Task 2, Data Creation for DFIRM Production This task will involve the creation of various datasets that will support the DFTRM production process. Oakland County Department of Information Technology has various local GIS data that can assist in the creation of many datasets. By automating such datasets, the accuracy of the floodplain redelineation and maintenance of the DFTRMs is significantly improved and expedited. 2.2.2.1 Subtask 2.1: Creation of spatially enabled LOMCs Oakland County Department of Information Technology will research and locate all the Letters of Map Changes (LOMCs) that have been recorded by FEMA. Letters of map changes often do not carry addresses that can be used to create a spatial dataset. Sometimes description of the property location is available which specifies subdivision name and a lot number. Oakland County has automated its parcel data and other related datasets such as boundaries of subdivisions and condominiums. Through the use of such local data and in conjunction with local agencies, approximately 1100 LOMCs will be spatially enabled. This is an important step in the redelineation and DFIRM production effort. Deliverable: Location of all LOMCs in a standard GIS format. All the LOMCs will be located as a point feature at the centroid of the tax parcel they represent. Resource: This subtask will be accomplished by a GIS User Support Specialist and is anticipated to take 100 hrs. This subtask shall be fully funded by FEMA. 2.2.2.2 Subtask 2.2: Creation of spatially enabled repetitive loss claims Oakland County Department of Information Technology will research and locate all repetitive loss claims data maintained by FEMA. Once such data is spatially enabled, it will help identify where flooding problems have occurred consistently over time so that appropriate mitigation strategies can be adopted and changes in floodplain delineation can be affected if necessary. Oakland County, Michigan Agreement 2003-02 Page 3 Deliverable: Location of repetitive loss claims in a standard GIS format. All repetitive loss claims will be located as a point feature at the centroid of the tax parcel they represent. Resource: A GIS User Support Specialist will accomplish this subtask. A sample database has not been made available for proper assessment of the resource requirement. Hence a not to exceed amount of 150 hrs is allocated for this subtask. Oakland County Department of Information Technology matching funds will fully fund this subtask. Subtask 2.2.2.3: Additional GPS of structures (bridges/culverts, etc) Information on structures such as bridges and culverts may be needed by FEMA for countywide redelineation. A reliable dataset for these features along with the required attributes is currently not available. Hence Oakland County Department of Information Technology will collect such data on an as needed basis. The Department will make site visits to identified structure and use its GPS equipment to capture the spatial location of the structure, digital cameras to capture images of the structure and will obtain attributes necessary in the redelineation. Deliverable: Improved bridge and culvert data necessary in countywide redelineation. Resource: This subtask will be performed on an as needed basis. Therefore a not to exceed amount of 100 hrs is allocated to this subtask and will be assigned to a GIS User Support Specialist. Travel costs for an estimated 20 trips are budgeted over the course of the project with an average of 50 miles per roundtrip. The cost for this subtask will be funded by FEMA. 2.2.3 Task 3, Research and Reports This task involves the documentation of redelineation results that could be shared with all stakeholders who are interested in, and responsible for, floodplain management. 2.2.3.1 Subtask 3.1: Analysis of Future Needy Once the DFIRMs are created, one can integrate it with other GIS data and analyze the change in floodplains due to the redelineation effort. It will also help illustrate areas that need engineering restudies so that more holistic improvements can be made in the future to the floodplain redelineation process. Deliverable: Report on future needs will be made available to FEMA and will be distributed throughout the County and to other stakeholders. Resource: This subtask will be completed by a GIS Project Manager and is estimated to take 60 hrs. Oakland County matching funds will be used to fully fund this subtask. Subtask 2.2.3.2: Impacts of Redelineation Oakland County, Michigan Agreement 2003-02 Page 4 , The redelineation effort will result in significant changes to those in floodplains (currently vs. in the future). In other words, on the one hand a lot of properties that were in a floodplain before redelineation will no longer be in the floodplains due to the new redelineation. On the other hand, some properties that were never in the floodplain will now be part of the floodplain. All of this results in changes in risk patterns and potential financial impact to the citizens of the County. The impacts of redelineation (both qualitative and quantitative) will be assessed, documented and made available to FEMA for publication. Information on the impacts of redelineation will be useful for all stakeholders nationwide. Deliverable: A report on the impacts of redelineation will be provided to FEMA for informing future use of resources. Resource: All work for this subtask will be performed by the GIS Project Manager and is estimated at 100 hrs. This task will be fully funded by Oakland County funds. Standards: All work conducted under this Activity shall conform to the standards specified in Section 6 of this Mapping Activity Statement. Products: Upon completion of project, Oakland County Department of Information Technology will provide all documents (reports, datasets, meeting agendas, and minutes) to FEMA along with additional data that is created. At the end of this process, the Department will be fully prepared to maintain DFIERMs in the County. 3.0 Technical and Administrative Support Data Submittal: Oakland County Department of Information Technology, MI shall comply with the following data submittal requirements: • All supporting documentation for the activities in this Mapping Activity Statement shall be submitted in accordance with Appendix M, Section M.2.1 of the Guidelines and Specifications for Flood Hazard Mapping Partners, prepared by FEMA, dated February 2002. The following table indicates the sections of the TSDN that apply to each activity. 3.1 TSDN—Annlicable Sections Activities Section of TSDN 1 GeneritDocumentation Special Problem Reports 4 Telephone Conversation Reports 4 _. Meeting Minutes/Reports 4 General Correspondence 4 Engineering. Analyses Hydrologic and Hydraulic Analyses . Draft Report aii4'. -"?'4' ,-, ,e.,.. n ,-, - .16grala ' 1111iiii _Or ... e Oriii4:Materials 4_ Oakland County, Michigan Agreement 2003-02 Page 5 Note: If any issue arises that could affect the completion of an activity within the proposed scope or budget, the party responsible for that activity must complete a Special Problem Report (SPR) immediately and submit it to FEMA. The SPR must describe the issue and propose possible resolutions. Additionally, Oakland County Department of Information Technology will be responsible for collecting and maintaining a set of products for all Activities and shall compile a comprehensive TSDN for the entire project. 4. Period of Performance: The period of performance will be October 2003 through September 2004. 5. Project Cost - Funding/Cost-Sharing: The total project cost is estimated at $66,782.00. This cost will be distributed between FEMA and the County with FEMA funding $51,043.00 and Oakland County, MI funding $15,739.00 respectively. A detailed-break down of the cost is provided below for various phases. 5.1 Project Cost Task #: Subtask #1 Description Resource Time FEMA OC Cost (S) Task 1, Subtask 1.1: Project GIS Project 120 his 100% 6,569.00 DFIRM Coordination and Outreach Manager Project Subtask 1.2: Local QA/QC of GIS Project 305 hrs 100% 30,889.00 Coordination Preliminary DFIRMs Manager + 305 hrs and Outreach User Support = 610 his to Support Specialist Oakland County DFIRM Production: Task 2, Data Subtask 2.1: Creation of User Support 100 hrs 100% 4,654.00 Creation to spatially-enabled LOMCs Specialist Support DFIRM Subtask 2.2: Creation of User Support 150 his 100% 6,980.00 Production spatially enable repetitive loss Specialist claims Subtask 2.3: Additional UPS of User Support 100 his 100% 4,654.00 structures (bridges/culverts, Specialist etc) Task 3, Subtask 3.1: Analysis of Future GIS Project 60 his 100% 3,284.00 Research and Needs . Manager Reports Subtask 3.2: Impacts of GIS Project 100 his 100% 5,474.00 Redelineation Manager Travel (See budget narrative for 100% 2,278.00 details) Oakland County, Michigan Agreement 2003-02 Page 6 I Supplies 100% 2,000.00 (paper, ink for plotter, office supplies, mailing, etc.) Data Cost of local data has not 100% _ been attributed to this project but will be borne by Oakland County and is an intangible match by the County Total 66,782.00 6. Standards: Table 6-1 indicates the standards and documentation relevant to this Mapping Activity Statement. Table 6-2 shows the applicable sections of FEMA's Guidelines and Specifications for Flood Hazard Mapping Partners for each activity. Table 6-1 Applicable Standards per Activity Applicable Standards Activities _ 1 Guidelines and Specifications for Flood Hazard Mapping Partners, February 2002 4 Content Standards for Digital Geospatial Metadata (Federal Geographic Data 4 Committee, 1998) Table 6-2 Mapping Activities and Applicable Sections of Guidelines and Specifications for Flood Hazard Mapping Partners Task / Task Description Applicable Volume, Section/Subsection, and Subtask Appendix of Guidelines and Specifications Number 1.1 Project Coordination and Volume 1, Section 1.4 (specifically Subsections Outreach — DFIRM Production 1.4.2.2 and 1.4.2.3) Appendices K. L, and M 1.2 Local QA/QC of preliminary Volume 1, Section 1.4 (specifically Subsection DFIRMS 1.4.1, 1.4.2.3 and 1.4.3) and 1.5 (specifically Subsection 1.5.2.1 and 1.5.2.2) Appendix C, Sections C.4 and C.6 Appendices K. L, and M 2 Data Creation for DF1RM Volume 1, Section 1.4 (specifically Subsections Production 1.4.2.3 and 1.4.3.2) Appendices K, L, and M Oakland County, Michigan Agreement 2003-02 Page 7 7. Schedule and Milestones: Task #: Subtask #1 Description _ Start Date Finish Date Task 1, DFIRM Project Subtask 2.2.1.1: Project Coordination and October 2003 September 2004 Coordination and Outreach Outreach to Support Oakland Subtask 2.2.1.2: Local QA/QC of November 2003 September 2004 County DFIRM Preliminary DFIRMs Production: Task 2, Data Creation to Subtask 2.2.2.1: Creation of spatially October 2003 December 2003 Support DFIRM enabled LOMCs Production Subtask 2.2.2.2: Creation of spatially December 2003 February 2004 enabled repetitive loss claims Subtask 2.2.2.3: Additional GPS of November 2003 July 2004 structures (bridges/culverts, etc) Task 3, Research and Subtask 2.2.3.1: Analysis of Future Needs July 2004 August 2004 Reports Subtask 2.2.3.2: Impacts of Redelineation _ August 2004 _ September 2004 8. Certification: The following certifications apply to this Mapping Activity Statement : The DFIRM metadata files will include a description of the horizontal and vertical accuracy of the DFIRM base map and floodplain information. County official or responsible party will provide written certification that the digital data meet FEMA's minimum standards and specifications. 9. Technical Assistance and Resources: Oakland County Department of Information Technology will receive copies of FEMA-issued LOMCs (Letter of Map Changes), archived engineering backup data, and data collected as part of the Mapping Needs Assessment Process from the MCC. The MCC may be contacted at 1-877 FEMA MAP (1-877-336- 2627). General technical and programmatic information, such as FEMA 265, the Quick-2 computer program, and the MT-2 forms, can be downloaded from FEMA's Flood Hazard Mapping website (www.fema.govimit/tsd/). Specific technical and programmatic support should be coordinated with the FEMA Regional Project Officer. Assistance for this MAS • may be available from FEMA's MCC or the Study Contractor. Should assistance from FEMA's MCC be deemed necessary, such assistance should be requested through the FEMA MCC Project Officer. Oakland County Department of Information Technology may also consult with the FEMA Regional Project Officer to request support in the areas of selection of data sources, digital data accuracy standards, assessment of vertical data accuracy, data collection methods or sub-contractors, and GIS-based engineering and modeling training. 10. Contractors: Oakland County, MI will ensure that procurement of subcontractors as part of this Mapping Activity Statement complies with the requirements of 44 CFR 13.36. 11. Financial Reporting: Financial reporting requirements will be in accordance with Cooperative Agreement Articles V & VI. 0 'I Oakland County, Michigan Agreement 2003-02 Page 8 Oaklaiii County Bo 611 Chairman Oakland County, MI ,-/ Date '• • 12. Points of Contact: Oakland County's CTP Project Manager is Sudha Maheshwari, GIS Project Manager, or subsequent personnel appointed to fulfill this responsibility. The FEMA contacts are: Ken Hinterlong, Project Officer, and Mary Jo Mullen, Technical Monitor. Each party has caused this Mapping Activity Statement to be executed by its duly authorized represerltlative. Terry Reusktell Date Federal Emergency Management Agency Oakland County, Michigan Agreement 2003-02 Page 9 % FISCAL NOTE MISC. 103313 November 20, 2003 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: MEMORANDUM OF UNDERSTANDING WITH FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) FOR COORDINATING DIGITAL FLOOD INSURANCE RATE MAP PRODUCTION FOR OAKLAND COUNTY TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. The purpose of this project is to coordinate the redelineation of floodways and floodplains for Oakland County undertaken by the Federal Emergency Management Agency (FEMA) and liaison with the local agencies to ensure accurate mapping and successful adoption of new Digital Flood Insurance Rate Maps (DFIRMS) in Oakland County. 2. The resolution accepts funding that will assist in collecting local level GIS data, coordinate the production of digital flood insurance rate maps, undertake QA/QC, create auxiliary datasets and provide feedback to FEMA. The digital flood insurance rate maps may lower the cost of flood insurance for residents of Oakland County. 3. Total project cost is estimated to be $66,782. The funding will be split with seventy-five percent coming from the Federal Government of $51,043 and twenty-five percent will consist of in-kind contribution provided by the Department of Information Technology operating budget of $15,739. 4. Funding will be utilized for personnel costs, travel, and supplies as delineated in the Mapping Activity Statement. No additional General Fund/General Purpose appropriation is required. 5. The period of this agreement shall be 24 months from 9/30/03 through 9/29/05. No budget is recommended as the 25 match has been included in Information Technology FY 2004 budget. FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote with Crawford and Middleton absent. G. William Caddell, County Clerk '• • Resolution #03313 November 20, 2003 Moved by Wilson supported by Hatchett the resolutions on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Coleman, Coulter, Crawford, Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson, Zack, Bullard. (24) NAYS: None. (0) A sufficient majority having voted therefore, the resolutions on the Consent Agenda were adopted (with accompanying reports being accepted). 'INN* I HEREBY APPv; THE FOREGO'S RESOLUTION a) STATE OF MICHIGAN) COUNTY OF OAKLAND) I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 20, 2003 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 20th day of November, 2003.