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HomeMy WebLinkAboutAgenda - 01-18-2001-8fORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 18, 2001 Action Agen '6 ,Aa Item No. . F SUBJECT: Hurricane Floyd„ Hazard Mitigation Grant Program Implementation DEPARTMENT: County Manager . PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 11/1/00 NC Dept of Crime Control and Public Safety Letter 11/29/00 PBS&J Letter PBS&J Scope of Services Grant Agreement -- HFPAR 4292-0067 (under separate cover) INFORMATION CONTACT: Rod Visser, ext 2300 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approval of a grant agreement with the State of North Carolina for the potential acquisition of two flood-damaged homes, and a separate agreement with PBS&J, Inc. to administer and implement the Hazard Mitigation Grant Program (HMGP) agreement. BACKGROUND: During the Fall of 1999, the Board directed staff to assist residents of the Heritage Hills subdivision in southern Orange County with obtaining any federal disaster program assistance for which they were eligible and interested in receiving. The County submitted an HMGP application on behalf of two homeowners whose properties had sustained substantial damage during Hurricane Floyd and related heavy rainfalls during September 1999. In November 2000, the State transmitted for County approval a Federal Emergency Management Agency (FEMA) approved agreement that would provide Federal and State funding for the acquisition and demolition of the two flood damaged homes. The implementation and administration of the HMGP agreement is fairly complex and time consuming. Staff proposes that the Board approve retaining the firm PBS&J, Inc. of Raleigh to carry out the requirements of the HMGP agreement, which would provide funds to pay the two homeowners for selling their property. The structures on those properties would then be demolished and the grounds restored to a natural state, with the County retaining title to the lots. Among other functions, PBS&J would arrange for and/or carry out HMGP requirements including (but not limited to): • land surveys • title searches • property appraisals • preparation of offers to purchase • preparation and filing of all FEMA required reports Staff estimates a cost of approximately $5,000 - $9,000 (depending on the amount of work actually required) per property to execute all elements of the HMGP agreement, as laid out in the attached scope of services. The Manager and staff also need the Board's authorization to work with the State and PBS&J to apply for and administer any other grant funding that is or may become available to protect the financial interests of the two homeowners. PBSU comes highly recommended by staff in Hyde County, which has retained the firm to provide services for more than 300 applicants for various hazard mitigation grant funds. The HMGP process is expected to take 6-8 months for completion, depending on whether the homeowners ultimately decide to accept offers for their property. The program is entirely voluntary, and both homeowners have indicated to staff that their decisions on whether to complete the acquisition process will depend on the offers they receive for their property. FINANCIAL IMPACT: No County funds are involved. Federal and State grant funds totaling $380,100 have been allocated for this project. This includes $18,100 of administrative costs that the County may recoup for its implementation efforts. Payments to PBS&J for their services would come from this portion of Federal and State grant funds. RECOMMENDATION(S): The Manager recommends that the Board: 1) approve the grant agreement with the NC Department of Crime Control and Public Safety; 2) authorize the Manager and staff to negotiate a final agreement with PBS&J based on the attached scope of services, in an amount not to exceed $18,000; 3) authorize the Manager to execute these two agreements, subject to final review by staff and the County Attorney; and 4) authorize the Manager and staff to execute any other agreements or documents pursuant to the full implementation of the HMGP and related grant programs, as they pertain to properties in the Heritage Hills subdivision, and subject to availability of funds through the Federal and State grant programs. n .F '-Wy J North Carolina Department of Crime Control and Public Safety James B. Hunt Jr., Governor David E. Kelly, Secretary November 1, 2000 NOV 3 20U' Mr. John M. Link, Jr., County Manager Orange County 200 South Cameron Street Hillsborough, NC 27278 Dear Mr. Link: Your application for the Hazard Mitigation Grant Program project for Orange County (HFPAR-4292-0067) has been submitted for approval. The total project amount of $380,100 has a federal share of $271,500 and a state share of $90,500. Subgrantee administrative expenses of $18,100 are also included in the total allocation of $380,100. Enclosed are two originals of the Hazard Mitigation Grant Agreement. Each document should be signed by you and witnessed. To expedite processing, please return these documents by overnight mail to the Finance Section, North Carolina Division of Emergency Management, 1830-B Tillery Place, Raleigh, North Carolina 27604. The overnight mail charges are billable as.part of administrative cost. When your application has been approved, one original of the fully executed contract will be forwarded to you for your records. You are reminded that monthly progress reports are a condition of this grant and should be submitted no later than the tenth of each month. The cost report form should also be attached. We look forward to working with you. Sincerely, c? ? 1 S David E. Kelly Secretary DEK/sls cc: Eric L. Tolbert, Director, Division of Emergency Management Gavin Smith, Assistant Director, Hazard Mitigation Section Enc. MAILING ADDRESS: OFFICE LOCATION: 4701 Mail Service Center 512 N. Salisbury Street Raleigh, NC 27699-4701 www.NCCrimeContiol.org Raleigh, NC 276041159 Telephone (919) 733-2126 An Equal Opportunity/Affirmative Action Employer Fax (919) 715-8477 4 November 29, 2000 Mr. Rod Visser Assistant County Manager Orange County 200 South Cameron Street Hillsborough, North Carolina 27278 Re: PBS&J Qualifications - Hazard Mitigation Services for Acquisition/Relocation and Re-Development Projects Dear Mr. Visser: PBS&J is pleased to provide the attached Scope of Services for Orange County's Hazard Mitigation Grant Program (HMGP). We understand how important this program is for the County, and we appreciate the opportunity to discuss our qualifications with you. We can offer all the services necessary for the successful implementation of this program. Having a single source for your program needs would be a tremendous benefit for the County. It is our understanding that the County has been approved to implement a Phase I Hazard Mitigation Grant Project for the Acquisition of two single-family homes. Our review of the project verifies that funding for this project has been made available through the Supplemental Funding for Hazard Mitigation. One advantage offered by PBS&J under this program is that we can provide the County the technical experience for acquisition, relocation and demolition. Internally, we have mitigation grant management experience, property acquisition and relocation experience, environmental experience, and demolition and disposal 'experience. Even more important, through the grant management expertise on our team, we provide an understanding of flood hazard mitigation grant ro ams that are the key com onents for this project. We are a "one-stop shop" for all services that you need. The performance of our staff has earned us a reputation for providing quality service to meet client needs, which has helped our clients attain their project objectives on time and in budget. A single firm, able to offer not only management but production capabilities as well, can: • Eliminate the time and money spent on developing contracts and documents necessary for the procurement of additional professional services • Eliminate the time and money spent in coordinating efforts among the different professional services • Eliminate potential scheduling conflicts involved in the coordination of these services • Have a positive impact on the overall project duration • Provide continuity throughout the life of the program 5. PBS&J does not propose that we would serve as a construction contractor for the demolition of units nor as an asbestos abatement contractor, but we can provide documents for the procurement and management of all associated construction activities. PBS&J is prepared to initiate the effort required to assist you and your staff to proceed with this project. Our experience in conducting similar project types will be helpful to the County. We would like to be your consultant of choice for this project. Very truly yours, Susan R Prather Susan R. Prather Hazard Mitigation Coordinator GAIlazard Mitigation\Addtl Project Info\OrangeCo.doc 6 Example (01-09-01) Attachment `A' Scope of Services Orange County Hazard Mitigation Grant Program PBS&J is providing this Scope of Services for Orange County's Hazard Mitigation Grant Project. This program will be funded with FEMA 404 funds pursuant to the Robert T. Stafford Disaster Relief Act, with a match provided by the State of North Carolina in accordance with its 404 Administrative Plan. The project will involve the acquisition of two (2) residential structures located in Orange County as approved under Project #: HFPAR-4292- XXXX. The primary objective of this program is to reduce future structural and contents damage that results from flooding. The program will also protect the health and safety of the citizens of Orange County and reduce the outlays from insurance claims and from disaster assistance provided by the federal, state, and local governments. SCOPE OF SERVICES Grant Administration (HPFAR-4292-XXXX) $XXXX.00/unit Assist Orange County in grant establishment requirements, monthly financial reporting, preparation of monthly reports, preparation of monthly draw down reports, preparation for monitoring visits by state and federal agencies, ongoing program interface with state and federal personnel, and grant closeout reporting. Maintenance of Official Records • Maintain the official records for Orange County throughout the project in a safe, secure environment. At completion, all records will be turned over to the County and/or State as appropriate. Notification of Property Owners + Conduct Public Meetings: Public Informational Meeting for Owners to explain in detail, the overall program plan including acquisition procedures, program requirements, etc. Determine Purchase Offer • Determine Just Compensation • Determine deductions of disaster assistance or insurance settlements to avoid duplication of benefits. • Prepare a written Offer to Purchase. This offer must be sent by certified or registered mail. Negotiations • Property owners will be given a reasonable opportunity to consider the offer (at least 30 days). The negotiator will. accept extension requests in writing. All requests will be forwarded to the County's Point of Contact for approval. Provide Property Appraisal(s) $400.00/unit • Provide appraisers licensed by the State of North Carolina who will derive pre-disaster fair market value using a reasonable methodology consistently applied through the community. • If during negotiations a third appraisal becomes necessary,. another North Carolina licensed appraisal will be provided at an additional fee of $400.00/unit. This service will only be provided when necessary to complete negotiations. 7 Example (01-09-01) Perform Title Work $250.00/unit • Obtain preliminary title evidence, such as legal description of the property from the seller and confirm ownership through the County Recorder of Deeds. • Secure title opinion from the community's attorney and transmit opinion to property owner. Provide Property Survey $400.00/unit • Provide a property survey completed by a professional or registered land surveyor on all properties being purchased. Provide Relocation Assistance to Tenants $N/A Preparation of Deed & Closing $550.00/unit • Prepare Voluntary Transaction Agreement • Prepare warranty deed for transfer of property • Prepare permanent deed restrictions that will be placed against property • Prepare Acquisition Agreement, which is used when the owner accepts the offer. By signing this agreement, the owner acknowledges that HMGP funds can not be used to purchase replacement housing within 100-year floodplain. • Upon receipt of the necessary title-clearing documents from the seller, the closing agent will prepare a closing statement and set up the closing. • Use HUD Form 1 (Settlement Statement) to assist Orange County in obtaining closing funds in advance of closing date. • Perform Closing and Transfer Deed to Orange County Property Clearance and Open Space Management • Conduct asbestos inspection by a NC accredited asbestos inspector who must thoroughly inspect the house for the presence of friable asbestos and non-friable asbestos. $450.00/unit • If necessary, prepare specifications and bid demolition and abatement services, if necessary. Demolition specifications to include clearing the lot, rough grading and seeding/planting. Total admin fees received upon completion of this project. • Monitor demolition and abatement services. Approximately 3% for monitoring demolition and abatement as included/approved in PA grant. Grant Writing PBS&J will provide the following professional services to the County to assist them in applying for other available and matching funding sources: • Develop and submit application for SARF funding as related to the acquisition of 2 owner- occupied residential dwelling units damaged by Hurricane Floyd and approved for acquisition under the Hazard Mitigation Grant Program Not to exceed $XX,XXX.XX