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Home My WebLink AboutCOM 0792.000 2000-2002 ~.V OP,h Harry Kim William Takaba yle;~> Mayor ?r Director Nancy E. Crawford Deputy Director qPE OR'11P•B, County of Hawaii Finance Department 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720 C ? (808) 961-8234 • Fax(808)961-8248 October 21, 2002 Honorable James Arakaki, Chairperson and w Members of the County Council, Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 Re: Operating Budget The Civil Defense Agency has received a FEMA pre-disaster mitigation grant, passed through the Civil Defense Division of the State Department of Defense, to develop a GIS street layer for the entire County. The GIS street layer is a key component to develop the Hazard Mitigation Plan for Hawai'i County. Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of Hawaii, Department of Defense. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $75,000 grant for the Pre-disaster mitigation - GIS street layer project. If there are any questions, please do not hesitate to call the Civil Defense Agency. William Takab Director of Finance Jarry OVER:K Mayor Comrano° File Ada Enc. , Ref. To' Res cc: Civil Defense Bef° Date f1(°T U Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Civil Defense Agency DATE: October 2, 2002 STAFF CONTACT: William Davis PHONE: 961-8229 A. REQUEST: The Civil Defense Agency has received a federal FEMA pre-disaster mitigation grant, passed through the Civil Defense Division of the State Department of Defense, to develop a GIS street layer for the entire County. The GIS street layer is a key component to develop the Hazard Mitigation Plan for the County. The grant amount is $75,000, with $25,000 in-kind County matching. The request is to set up a revenue account to accommodate this grant and appropriate this amount as detailed below: 1. Consultant Services ($75,000): To enter into a consultant services contract to develop a GIS street layer as part of the Hazard Mitigation Plan. The consultant services contract will be in the amount of $98,000. The source of funds for the balance of the contract amount is an EDA grant (or the County match) previously approved by the Council. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The GIS street layer is essential to analyze evacuation capabilities and for the 911 emergency system. This dataset will include the road alignment, street name, address ranges, ownership, pavement conditions, and other information. The Police Department has a street layer for its 911 system, but the data is incomplete and outdated. The purpose of this grant is to update the data and to develop an interagency system to maintain the data. The core agencies that will be involved;'include Civil Defense, Public Works, Police, Fire, Data Systems, and Planning. See attachment for the State Department of Defense approval of the project and commitment of funds. 3 w SIGNED: - DATE: Zot Depa ent Head BENJAMIN J. CAYETANO ,~c ° • W GOVERNOR s ,95a- MAJOR GENERAL EDWARD L. CORREA, JR. d DIRECTOR OF CIVIL DEFENSE EDWARD T. TEIXEIRA PHONE (808) 733-4300 VICE DIRECTOR OF CIVIL DEFENSE p ^ATE OF HAWAII STFAX (808) 733-4287 DEPARTMENT OF DEFENSE OFFICE OF THE DIRECTOR OF CIVIL DEFENSE 3949 DIAMOND HEAD ROAD HONOLULU, HAWAII 96816-4495 TO I,I! Fi!~- September 13, 2002 Cpl C_ % C°13 ..'4 ~.Yia 1~i lIJ Mr. William Davis Administrator Hawaii County Civil Defense Agency 920 Ululani St. Hilo, Hawaii 96720 Dear Mr. J i js I Pre-Disaster Mitigation (PDM) Project On County of Hawaii GIS Street Layer Enclosed is the completed Memorandum of Agreement regarding the subject project. If you have any questions, please call me at 733-4300. Sincerely, LARRY M. KANDA Staff Hazard Mitigation Officer Enclosure C0 FCeceived n, Hawaii County ti Civil Defense tiv, MEMORANDUM OF AGREEMENT between CIVIL DEFENSE DIVISION DEPARTMENT OF DEFENSE STATE OF HAWAII and the CIVIL DEFENSE AGENCY COUNTY OF HAWAII 1. This MEMORANDUM OF AGREEMENT (MOA), entered into on this 1 st day of August 2002, by and between the Department of Defense, State of Hawaii, on behalf of its' Civil Defense Division, hereinafter referred to as "STATE," and the County of Hawaii, on behalf of its' Civil Defense Agency, hereinafter referred to as "COUNTY." 2. The purpose of the MOA is to support the development of the County of Hawaii Hazard Mitigation Plan. The COUNTY will be developing a GIS street layer for the entire island. The dataset will include the road alignment, the County's official street name for each street segment, and the County's official address range on the segment. The dataset will be converted into a usable format for the County Mitigation Plan and State Hazard Mitigation Plan. The scope of work is attached. 3. Period of Performance: This MOA covers the period beginning August 1, 2002, and ending January 31, 2004. 4. Modifications: Any extensions, changes or alternations to the MOA shall be agreed to by both parties in writing before being undertaken and the same shall be evidenced by written amendment to this MOA. 5. Project Budget: The STATE will provide a maximum amount of $75,000 for this project. The COUNTY is required to provide a minimum cost of $25,000 (cash or in- kind). All projects must be associated with the categories of activities cited in paragraph 2. 6. Method of Payment: Payments will be made on a reimbursable basis after review and approval by the STATE. If other payment arrangements for costs incurred as a result of this MOA are desired, agreement must be reached after consultation between the fiscal offices of the STATE and COUNTY. 7. Termination: Either party to this MOA shall have the privilege, with or without cause, to cancel or annul this MOA at any time upon written notice given thirty (30) days in advance of such termination. Upon termination, the total amount to be paid to the COUNTY shall be determined on the basis of the total work completed up to the time of such termination. IN WITNESS THEREOF, the parties have executed this MEMORANDUM OF AGREEMENT on the day, month, and year mentioned above. CIVIL DEFENSE AGENCY COUNTY OF HAWAII (COUNTY) APPROVED AS TO FORM AND LEGAI.I By LLIAM DAVIS ate _ Administrator DEPUTY RPORATION COUNSEL COU OF HAWAII CIVIL DEFENSE DIVISION DEPARTMENT OF DEFENSE STATE OF HAWAII (STATE) 131, EDWARD T. TEIXEIRA Date Vice Director of Civil Defense APPROVED AS TO FORM: ll'eputy Att rney General GRANT SUMMARY (Supplement to B-52, Request for Council Action T e of Grant A ro riation being requested: (New or an additional appropriation) ® New (for this fiscal year period). OR F] Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to 0 Yes R No Council? [I Yes [-]No Name of Grant Program: Pre-Disaster Mitigation Grant Grantor: FFMA through State Department of Defense County Grantee Department or Agency: Civil Defense Agency County Grantee Contact Person: William Davis Phone Number: 961-5229 Amount of Grant: $75,000.00 Grant Period (Commencement & Completion): August 1, 2002 to January 31, 2004 Purpose of Grant: Development of specifications for a GIS street layer as an integral part of the County Hazard Mitigation Plan. County Match required?: 0 Yes No If yes, Matching Amount? $25,000.00 Budgeted in account# : S&W (in-kind)_ In-kind? Explain: Labor from Data Systems and Planning will be documented with timesheets to count as the in-kind match. Explanation: County's personnel requirements: Amount of new position(s)? Qty: 0 Permanent: Temporary: Duration: Full-time: Part-time: Time Element: Qty:0 Contractual: Explain: Explanation: The entire grant amount will be used to retain a GIS consultant. Additional Comments about Grant: B-52 Grant Summary Form