5THE CITY OF PLEASANT LIVING
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
May 5,2015 Agenda Item No.: 5
A Resolution authorizing the City Manager to execute FY 2015 Health
Foundation of South Florida (HFSF) grant agreement for Complete
Streets Policy in the amount not to exceed $20,000.
The City of South Miami was awarded funding for the Complete Streets
Policy project in the amount of $20,000 by the Health Foundation of
South Florida. The grant will provide funding for a Complete Streets
Policy upgrade, which aims to provide safe access for all users, including
pedestrians, bicyclists, motorists and transit riders of all ages and abilities.
As a corollary with the goals of the South Miami Intermodal
Transportation Plan (SMITP), this project will create recommended
amendments to the existing Land Development Code (zoning code) to
implement smart growth, complete streets policies, and where necessary,
the City's comprehensive plan will be updated to address these policy
guidelines. The complete street policy measures would be required of
all new development and redevelopment projects, where applicable.
Where possible, the City would examine the feasibility of retrofitting
existing facilities and infrastructure. The goals of the City are to achieve
meaningful physical improvement while providing economic development
tools and other means of achieving long-term community sustainability.
This grant will serve as match funding to the Miami-Dade Metropolitan
Planning Organization (MPO) for the Pedestrian Safety and Mobility
Infrastructure Improvements (Complete Streets Policy) in the amount
not to exceed $40,000.
The grant period begins upon the execution of this agreement and shall
be completed within twelve (12) months from the date of execution.
GRANT AMOUNT: $20,000.00
ATTACHMENTS: Health Foundation of South Florida Grant Agreement
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RESOLUTION NO., __ _
A Resolution authorizing the City Manager to execute FY 2015 Health
Foundation of South Florida (HFSF) grant agreement for Complete Streets
Policy in the amount not to exceed $20,000.
WHEREAS, the Mayor and City Commission desire to accept the grant from HFSF in
an amount not to exceed $20,000; and
WHEREAS, the Agreement will provide funding for Complete Streets Policy project,
which aims to provide safe access for all users, including pedestrians, bicyclists, motorists and
transit riders of all ages and abilities for an estimated cost of $60,000; and
WHEREAS, the Agreement serves as match funding to the Miami-Dade Metropolitan
Planning Organization (MPO) for the Pedestrian Safety and Mobility Infrastructure
Improvements (Complete Streets Policy) in the amount not to exceed $40,000; and
WHEREAS, the grant period begins upon the execution of this agreement and shall be
completed within twelve (12) months from the date of execution, but this period might be
extended with the consent ofHFSF; and
WHEREAS, the Mayor and City Commissioners desire to have the City Manager
execute the grant agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1: The City Manager is hereby authorized to execute the grant agreement with
the Health Foundation of South Florida (HFSF) for the Complete Streets Policy project in the
amount not to exceed $20,000. The grant agreement is attached to this resolution.
Section 2: This resolution shall be effective immediately after the adoption hereof.
Section 3. Severability. If any section clause, sentence, or phrase of this resolution is for
any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall
not affect the validity of the remaining portions of this resolution.
Section 4. Effective Date. This resolution shall become effective immediately upon
adoption by vote of the City Commission.
PASSED AND ADOPTED this __ , day of ___ " 2015.
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ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM
LANGUAGE, LEGALITY AND
EXECUTION THEREOF:
CITY ATTORNEY
2
APPROVED:
MAYOR
Mayor Stoddard:
Vice Mayor Harris:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Welsh:
HEALTH FOUNDATION OF SOUTH FLORIDA
GRANT AWARD AGREEMENT
BOARD APPROVAL DATE: December 3,2014
GRANT NO.: 2031-60
GRANTEE: City of South Miami
AWARD AMOUNT: $20,000
AWARD DURATION: 12 months
PROJECT CONTACT: Ms. Jennifer Korth
PROJECT TITLE: Complete Streets Policy
In accordance with the policy of Health Foundation of South Florida, the undersigned,
(either the President/CEO or Executive Director of the above listed Grantee or an agent
with signatory authority), does hereby acknowledge that a Foundation Grant of $20,000
over 12 months has been approved for the above stated project and as further
described in the grant proposal.
The undersigned further agrees that the Grant Award will be used only for the purpose
as stated in this Agreement, as described in the grant proposal and with no substantial
variance to the approved budget unless prior approval in writing is obtained from the
Foundation. The undersigned certifies that the grantee organization operates under a
tax-exempt status. The undersigned also agrees to retum to the Foundation any grant
funds not expended for the purposes of the grant within the grant period.
A. Requirements for approval of Grant Award Agreement: Requirements for this grant
are listed below. Each requirement must be sent to your liaison via email. Please
make sure each requirement is sent as a separate file in a Microsoft format (i.e.,
Excel or Word).
1. Start/End Date: Provide grant project start date, end date and reporting dates.
For all projects, start date must be on the first or 15th day of the month. A
progress report is due 30 days following the completion of the first six month
period. Two year grant recipients must submit a progress report 30 days following
each 6-month period. A final report is due 30 days following the completion of
the grant period. Please mark all applicable report due dates in the space
provided.
Start date: ___ _ End date: ___ _
First Progress report date: ___ _
Second progress report date (for two-year grants only): ___ _
Third progress report date (for two-year grants only): ___ _
Final report date: ___ _
2. Work Plan: Please revise your Work Plan (outcome objectives, outcome measures
and process objectives) to include responsible parties and "by when" dates.
Email your Work Plan to your liaison as a Word document.
3. Budget: Please finalize your project budget and include a budget narrative.
Email your Budget to your liaison as an Excel document.
4. Letter of Employment Engagement: If applicable, a signed Letter of Employment
Engagement (see Letter of Employment Engagement Sample, attached) for any
staff over 40% FTE hired for the project with grant funds (this does not apply to
currently employed personnel).
5. Job Descriptions: Please provide a job description for each staff person
supported with Health Foundation grants funds.
6. Equipment Policy: If applicable, please demonstrate adherence to Health
Foundation's equipment policy. The equipment policy can be found on our
website, www.hfsf.org, on the Grantee page under the Grants tab.
7. Press Release: Please prepare a draft of a Press Release which describes your
project and acknowledges Health Foundation of South Florida. Email the draft
Press Release to your liaison as a Word document. A media guide to help you in
drafting a release may be accessed on our website, www.hfsf.org, under the
Grants tab.
Upon approval by the Foundation, the release should be disseminated to the
media. The Foundation should also be acknowledged in any subsequent media
releases or in any printed, website or other communication materials related to
the project. Copies of any other publicity as well as copies of any major work
products generated in connection with this grant should be forwarded to the
Foundation.
Please include the following copy in the Press Release:
Health Foundation of South Florida, a nonprofit grant making organization, is dedicated
to improving health in Broward, Miami-Dade and Monroe Counties. By funding
providers and supporting programs to promote health and prevent disease, the
Foundation makes a measurable and sustainable impact in the health of individuals
and families. Since 1993, the Foundation has awarded more than $108 million in grants
and program support. For more information, please call 305.374.7200 or visit the
website, www.hfsf.org.
8. Conditions and Contingencies: N/ A
B. Additional Requirements due throughout the funding period:
1. Evaluation Consultant: You may be required to work with an evaluation
consultant who will be assigned by the Foundation. If required, you will find
details on the evaluator and the requirements in an attached document.
2. Outreach with Elected Officials: Health Foundation recognizes that only through
collaborative effort can we successfully establish a more health promoting
public policy environment. As a result, you may be asked to work with your
Health Foundation liaison to engage and inform selected elected officials on
public policy issues relating your HFSF grant supported project and your
organization as a whole.
3. Reporting: Progress and Final Reports must be submitted electronically via a .Iink
that will be e-mailed to you at the appropriate times.
4. Data Tracking: Please track the Income/Poverty level and the Race/Ethnicity of
your program participants and report the data in the Final Report.
5. Organizational Status Changes: Notify your liaison within two weeks of changes in
organizational status including but not limited to: key personnel such as senior or
project staff, organizational name, tax status, and organizational address.
6. Other Organizational Changes: Notify your liaison of any organizational changes,
such as new address or contact information to ensure that you maintain proper
communications with the Foundation and receive payments promptly. If a grant
payment has to be reissued, it will be subject to a $35 change fee.
7. Budget Modifications: Notify your liaison and submit a budget modification form
if budget changes greater than $3,000 are required during the course of the
project. Please advise your liaison if the budget change is due to an increase or
decrease in committed funding from other sources. A Request for Budget
Modification Form is available on our website, www.hfsf.org, on the Grantees
page under the Grants tab.
8. Success Stories: Provide at least two stories of individuals who have benefited
from the grant and have given permission to share their success stories. The
stories should be submitted before the end of your grant. For your convenience
a "Share Your Success" electronic form is available on our website, www.hfsf.org,
under the Grants tab.
ACCEPTED and AGREED by the President/CEO, Executive Director, or agent with
signatory authority:
By: ___________ _
Title: ____________ _
Date: ___________ _
A. Requirements for approval of Grant Award Agreement: Requirements for this grant
are listed below. Each requirement must be sent to your liaison via email. Please
make sure each requirement is sent as a separate file in a Microsoft format (i.e.,
Excel or Word).
1. Start/End Date: Provide grant project start date, end date and reporting dates.
For all projects, start date must be on the first or 15th day of the month. A
progress report is due 30 days following the completion of the first six month
period. Two year grant recipients must submit a progress report 30 days following
each 6-month period. A final report is due 30 days following the completion of
the grant period. Please mark all applicable report due dates in the space
provided.
Start date: 5/1/2015 End date: 4/30/2016
First Progress report date: 9/1/2015
Second progress report date (for two-year grants only): ___ _
Third progress report date (for two-year grants only): ___ _
Final report date: 4/30/2016
City of South Miami Work Plan: Complete Streets
Organization: I City of South Miami
Project Title: I Complete Streets Policy
Goal: Instituting a Complete Streets policy that ensures transportation planners and engineers consistently design and aperate the entire
raadway with all users in mind -including bicyclists, public transportation vehicles and riders, and pedestrians of all ages and abilities, increasing
access ta physical activity opportunities for all users.
Outcome Objectives Outcome Measurements Process Objectives
Measureable Quantifiable Evidence/Track Outcomes How Outcome Objectives will be attained
Base line data information Quality of life issues
Specific Target Number of persons impacted
Time Frame for Completion
1. By April 2016, develop a Complete 1.1 Complete Streets Design Standard lola Develop and have approved a
Streets Design Standard Manual for Manual to serve the entire City of Complete Streets Design Standard Manual
the City of South Miami. (Baseline: 0, South Miami population (n=12,088). Scope of Services.
Target: 1) (Consultant, 03/30/2016)
1.1b. Select a consultant who
1.2 Manual excerpts that specifically demonstrates an ability to meet the
highlight the importance of Complete desired goal and objectives of this grant.
Streets elements that fosters the
opportunity for incidental physical 1.1c. Execute contract and monitor
activity for the purpose of improving Consultant's progress on the project.
the health and well being of the
community. The manual excerpts will 1.2a The City will ensure consultants have
be available to the entire population a strong understanding of the relationship
(n=12,088) (Consultant 3/30/2016) between health and implementing
Complete Streets elements by providing
1.3 Public involvement records (South them with literature to assist in the
Miami Intermodal Transportation Plan development of the manual context.
Outreach Efforts, One Charrette
Workshop Attendance Sheet, 1.2b. The City will review the manual
Summary of demographics and outline and provide guidance on specific
information pravided, Moss Outreach L._ sections that can appropriately highlight
City of South Miami Work Plan: Complete Streets
Survey Copy, and Public Involvement the relationship between Complete
Plan Evaluation Metrics) that illustrate Streets, active transportation (incidental
a diverse 2.5% percent of the physical activity), and health benefits.
population (approximately 300
individual) where involved in the 1.3a Develop and evaluate the
creation ofthe Complete Streets effectiveness of a Public Involvement Plan
Design Standard manual and the that will actively engage the community
benefits of active transportation were and inform them of the benefits of
communicated to the public in the Complete Streets.
process. (Planning Department,
3/30/2016) 1.3b. Gather information from recent
(within the past 18 months) outreach
efforts that can inform the Consultants on
the community's vision for a Complete
Streets Design Standard Manual.
1.3c. Conduct at least one (1) public
charrette workshop to include input from
a diverse group of stakeholders such as
older adults, youth, individuals with
disability, or limited mobility, and
residents from different geographical
areas within the City of South Miami.
1.3d. Employ a combination of
complimentary tactics such as web and
social media postings, print media, and
community surveys that will highlight the
impacts of Complete Streets on the well
being ofthe community.
City of South Miami Work Plan: Complete Streets
2. By December 2015, define and create 2.1. Create grading system for each mode 2.1a. Develop and have approved a Scope
a Level of Service (LOS) grading of transportation (Planning Department, of Services that requires consultant to
system for each mode of 3/30/2016). provide a grading system for each mode
transportation (pedestrian, bicyclist, of transportation.
automobile, transit), and establish
strategies and recommendations to 2.1b. Select a consultant who
improve bicycle and pedestrian LOS to demonstrates an ability to meet the
increase by one grade throughout the desired goal and objectives ofthis grant.
City of South Miami's street network
(City Specific LOS System for Each 2.1c. Execute contract and monitor
Transportation Made (pedestrian, Consultant's progress on the project.
bicycle, automobile, Jransit, Baseline:
0; Target: 1). 2.2a. Create plan to periodically measure
LOS against grading system
3. By March 2016, receive approval from 3.1 Percent of commissioners in support 3.1. Conduct an outreach and education
the City of South Miami elected of proposed development policy changes campaign with legislators
officials on recommendations for that incorporate complete streets
Complete Streets policies and requirements (Planning Department, 3.2a. Develop and have approved a Scope
procedures to be incorporated into 3/30/2016). of Services that requires consultant to
the Comprehensive Development Plan provide policies that promote incidental
and Zoning Code. (Policy, Baseline: 0, 3.2 Requirements in policy to promote physical activity.
Target: 1; Procedures, Boseline: 0, incidental physical activity, such as wider
Target: 1) sidewalks, bicycle parking, and traffic 3.2b. Select a consultant who
calming measures (Planning Department, demonstrates an ability to meet the
3/30/2016). desired goal and objectives of this grant.
3.3 Requiring these standards as part of 3.2c. Execute contract and monitor
the land development approval process Consultant's progress on the project.
(Planning Department, 3/30/2016).
City of South Miami Work Plan: Complete Streets
3.3a. Develop and approve a Scope of
Services that requires consultant to
provide complete streets standards that
are part of the land development approval
process.
3.3b. Select a consultant who
demonstrates an ability to meet the
desired goal and objectives of this grant.
3.3c. Execute contract and monitor
Consultant's progress on the project.
n HEALTH
fOUNDATION
of south florida
Master Budget or Year one Budget (for 1 year programs)
'"'-¢"'" Proposal Budget Form
Ii --._-._----------Organization:1 Cit of South Miami
II _ Project Title: Complete Streets Polic'
BUDGETED OPERATING EXPENSES
FUNDING I
SOURCE
NAME OF FUNDING SOURCE: HFSF
REVENUE & SUPPORT: $ 20,000,00
EXPENSES:
Salaries:
Position & % by Funding Source
Position & % by Funding Source
Position & % by Funding Source
Position & % by Funding Source
Position & % by Funding Source
Benefits & % by Funding Source
Rents & Leases
Utilities
Insurance
Office Supplies & Copying
Medical I Educational I Program Supplies
Laboratory Fees
Travel (Mileage I Other)
Professional Fees $ 20,000,00
Total Capital Items from Capital Budget form"
Meetings I Seminars I Workshops (Project Related)
Other (please specify):
Indirect Costs"
TOTAL EXPENSES '-------------------_. -
~ ---.3.0 ,000,00
Change in Net Assets $
'Capital Expenditures over $500 must be detailed in the Capital Budget form.
-Please refer to the indirect costs pOlicy located on Health Foundation's website.
""·*Allin-kind Support must be reflected in the In-kind budget column.
--
FUNDING
SOURCE
MPO
I $ 40,000,00
I
I
$ 40,000,00
~ _40,000,00
$
I
FUNDING
SOURCE
FUNDING
SOURCE
---
IN-KIND TOTAL
$ 60,000,00
$ 60,000,00
I
i
I
I
I
$ 60,000,00 I
$
n .......... .,..,.
Organization:
Project Title:
HEALTH
FOUNDATION
of south florida
City of South Miami
Complete streets Policy
Grant Number:
CAPITAL ITEMS
List All Requested Capital Items
TOTAL
Proposal Capital Budget Form
L DESCRIPTION 1 1 ~c:;;~
Complete Streets Policy
Data Collection
Civic Engagement
Policy, Procedures, and Design Standards Manual
Analysis and Needs Assessment
Final Report
Complete Street Policy
60,000.00
60,000.00
5/1/2015
5/112015
1
_-FUNDING
SOURCE
HFSP MPa
20,000.00 40,000.00
20,000.00 40,000.00
" 90% will be distributed to the grantee at execution of agreement. 10% will be distributed when the project has been completed.
"Capital Expenditures over $500 must be detailed in this form.
It should be noted that the selected Consultant will provide the services described in Items 1 through 6 on a negotiated lump sum basis. Individual
item amounts are informational only, as they will adjust based on contract negotiation process. Lump sum fees will be invoiced monthly based upon
the overall percentage of services performed.
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