MANASOTA & PEACE RIVER BBDs Meeting Notebook 10-21-09.docx

M118
FEMA Map Modernization Management Support
XML-base Export System Purchase Order Termination 9/30/07
FY2008
Develop Mutally Agreeable Scope of Work for MMMS 6/25/08 6/25/08
Execute FEMA Agreement Articles 6/25/08 6/25/08
Execute 76-10A Form 7/3/08 8/12/08
Status As Of: August 24, 2009
FY2005: A fully executed FEMA Form 76-10 to MMMS Grant, EMA-2004-CA-5038 has been returned to the District. The
form awards funds pursuant to the approved Statement of Work. Forms SF424 and FEMA 20-20 have also been
executed by the Executive Director and transmitted to FEMA to support these funds. The consultant agreement with
URS Corporation Southern was executed on March 1, 2005. All FY2005 funds have been encumbered via an
amendment to URS' agreement, which was executed in September 2006. Work Orders #1, #2, and #3 have been
executed. Work Order #1 is to incorporate a Hazard Mitigation Component into the District's Business Plan for Map
Modernization. Work Order #2 is to develop a District-wide flood insurance rate map (FIRM) paneling scheme to support
the District's efforts in modernizing and updating the FIRMs throughout the District. The draft paneling scheme has been
prepared and submitted to surrounding water management districts (South Florida, St. Johns River, and Suwannee
River). Work Orders #3 & #4 supply a moderator for ongoing coordination meetings among staff from the five water
management districts regarding Map Modernization and a Sharepoint site for staff to access minutes and associated
documents. Work Order #5 has been executed as of February 23, 2007, to determine the District's ability and resulting
issues of reviewing Letters of Map Change (LOMC) simultaneously with ERPs. Two meetings have been held with
District staff (MAN, TPA-REG, RPM), FEMA Region 4, and Hillsborough County staff. Work Order #6 directs the
consultant team to present how different types of developments are reviewed and permited by the District, FEMA, and
local government (Hillsborough County). This agreement will expire on October 31, 2008. After the grant expires, the
remaining project funds will be released, and re-encumbered to other consultant services agreements for Map
Modernization Management Support. To date, $136,896 of the FY2005 funds have been expended. FY2006: An
additional $120,000 was provided by FEMA for the five water management districts. These funds were approved to
facilitate Map Modernization outreach for all five districts to support the development of statewide isopluvial maps for
various design storm events. The District will contract with consultants and manage the projects on behalf of the other
four water management districts. A purchase order was issued to UCF for $60,000 to begin resolving design rainfall
depth differences between WMDs. UCF has completed the literature review, data collection, data quality assurance,
statistical analysis of the rainfall data, and an initial spatial analysis of the data. UCF requested a no-cost time extension
to complete the project by December 30, 2007. Final deliverables have been received and approved, and the final
invoice has been paid. The District also received FEMA funidng for outreach consulting services to support the Map
Modernization effort of all the WMDs ($45,000), and for specific needs of the District ($48,000). These funds were used
to retain Bender Consulting to provide outreach planning support to review completed and ongoing outreach efforts
associated with each project and provide messages and direction to enhance future outreach. Bender Consulting has
completed all tasks and the purchase order has been closed out. A total of $93,000 was expended. $63,000 in FY2006
funds were also provided for the development of quality control and assurance tools. The funds were encumbered
through an amendment to JEA's service agreements for the Sarasota County Map Modernization (M115) project. The
FY2005 consultant agreement with URS has been amended to include $20,000 in FY2006 and $15,000 in FY2007 funds
for ongoing meeting facilitators services. Work Order #4 was executed with URS to provide facilitation services for four
(4) additional quarterly meetings. Remaining funds are to reimburse the District for travel and video conferencing
expenses. Funds that have not been expended have been board encumbered ($13,000). FY2007: The District was
granted an additional $60,000 in competitive MMMS for FY2007 to develop tools to export from the District enhanced
ArcHydro database to FEMA's data capture standards. In addition, the District has been awarded $69,200 in MMMS from
FEMA to continue travel associated with Map Modernization, coordination meeting facilitation, and programmatic
assistance. A Purchase Order was executed with ESRI to develop the export tool within the ArcHydro environment, and
a total of $59,479 was expended for this work. The remaining $521 of the grant funds will be used for a future purchase
order with ESRI. FY2008: The District received $69,620 in FY2008 funding for ongoing programmatic assistance, and to
reimburse the District for travel expenses related to Map Modernization projects. An Areement with Dewberry was
executed on May 23, 2008 for Map Modernization programmatic assistance. The agreement encumbered the $39,620 in
FY2007 funds, and $63,620 in FY2008 funds. Notice to Proceed for Work Order #1 was provided on June 25, 2008.
FY2007 and FY2008 travel funds ($10,000 and $6,000 respectively) were board encumbered at the end of the respective
fiscal year. To date, a total of $782,339 has been provided by FEMA for Map Modernization Management Support, of
which $430,146 has been expended.
020 - Peace River Basin 370