7SoutOOiami
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
THE CITY OF PLEASANT LIVING
To:
FROM:
VIA:
DATE:
SUBJECT:
BACKGROUND:
GRANTOR:
GRANT AMOUNT:
MATCH AMOUNT:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Angelica Bueno, Planning & Sustainability Administrator
Agenda Item No.:l April 4, 2017
A Resolution authorizing the City Manager to execute a grant agreement with Miami-Dade
County for the South Miami Community Redevelopment Area (CRA) Tree Planting Project in
an amount not to exceed $10,000.
Miami-Dade County, by and through its Office of Neat Streets Miami, has awarded the City a
matching grant not to exceed $10,000. The City will provide an equal amount in matching
funds. The grant will provide funding for the CRA Tree Planting Project which will allow the
City to plant a total of fifty (50) trees.
The South Miami CRA meets the grant program's requirements for being a low-income area
and within the Miami-Dade County Urban Tree Map boundaries.
The grant will help the Office of Neat Streets Miami reach their goal of planting one million
trees and developing a thirty percent (30%) tree canopy in the County by 2020. Staff has
verified the lower cost for trees of our selection based on our most recent competitive bid as
shown below.
AMOUNT TYPE OF TREE COST TOTAL
10 BLACK LIVE OAK TREES 12 FEET $350 $3,500
10 BLACK IRONWOOD 12 FEET $400 $4,000
10 PIGEON PLUM 12 FEET $400 $4,000
10 DAHOON HOLLY 12 FEET $400 $4,000
10 CRAPE MYRTLE $400 $4,000
50 TOTAL -$19,500
Miami-Dade County Office of Neat Streets Miami -Local Granting Agency
$10,000
$10,000
MATCH ACCOUNT No.: 301-1730-541-6450 with a balance of $41,956
GRANT PERIOD: Upon execution date through August 31,2017
AnACHMENTS: Miami-Dade Contract
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RESOLUTION NO, __ _
A Resolution authorizing the City Manager to execute a grant agreement
with Miami-Dade County for the City of South Miami CRA Tree Planting
Project in an amount not to exceed $10,000,
WHEREAS, Miami-Dade County, by and through its Office of Neat Streets Miami, has
awarded the City a matching grant not to exceed $10,000. The grant will provide funding for the
CRA Tree Planting Project which will allow the City to plant trees inside the CRA; and
WHEREAS, the City is required to contribute an equal amount of funds for the grant
program; and
WHEREAS, the City will use account No. 301-1730-541-6450 with a balance of
$41,956.00; and
WHEREAS, the Mayor and City CoIhmission authorize the City Manager to execute the
agreement with Miami-Dade County's Office of Neat Streets Miami and accept the fundirig
amount of $10,000 for the City of South Miami CRA Tree Planting Project.
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 agreement with Miami-
Dade County's Office of Neat Streets Miami for the City of South Miami CRA Tree Planting
Proj ect with an expiration date of August 31 st, 2017 and accept the funding amount not to exceed
$10,000. The grant agreement is attached to this resolution.
Section 2: This resolution shall be effective immediately after the adoption liereof.
PASSED AND ADOPTED this _ day of _____ , 2017.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM
LANGUAGE, LEGALITY AND
EXECUTION THEREOF:
CITY ATTORNEY
APPROVED:
MAYOR
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Edmond:
Commissioner Harris:
Commissioner Liebman:
~'l~'/iJ,
.,;j#"
Miami-Dade County
Parks, Recreation, and Open Spaces Department
STREET TREE MATCHING GRANT PROGRAM
TREE PLANTING AGREEMENT
Grantee: City of South Miami
Amount: $ 10,000.00 Grant PerIod: 2017 . .. . ~.
Grant Description: To plant trees with municipalities and organizations on Miami-Dade's corridors as
part of our efforts to reach the Million Trees Miami goal of planting 1 million trees and reaching a 30%
tree canopy by 2020.
This Agreement (the ({Agreement"), made and entered into this __ day of ,20_,_, by and
between City of South Miami, (the "Grantee") and Miami-Dade County (the "County"),
, hereinafter called the "County" through its Parks, Recreation, Open Spaces Department (the
"Department").
The County and Grantee have agreed to partner on the implementation of CRA Tree Planting
(project name) to be completed in August 31, 20_, _.
RECITALS
WHEREAS, the County desires to increase the tree canopy in Miami-Dade County and to reach
theMillion Trees Miami goal of planting 1 million trees and a 30% tree canopy by 2020; and
WHEREAS, the County has provided a subaccount to the tree trust fund for the procurement of
street trees along county and local roads and of this amount $ 10,000 (the "Grant Funds") will be
provided to the Grantee on the terms and conditions set forth in this Agreement; and
WHEREAS, the Grantee wishes to undertake such activities provided in the scope of work in
Exhibit A of this Agreement; and
WHEREAS, the Grantee is responsible for the maintenance of the street trees after completion
of the project; and
NOW, THEREFORE, the County and Grantee agree as follows:'
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TERMS AND CONDITIONS OF AGREEMENT
A. Reqoirements for approval of Grant Award Agreement: As a prerequisite to its receipt of the
Grand Funds, the Grantee shall meet the requirements set forth below to the County's
satisfaction. Requirements for this grant are listed below.
1. Timelioe: The following grant project start date, end date and reporting dates must be
adhered to.
Start date: _Contract Execution Date
"End date: _August 31, 2017 ____ _
Final report date: _September 30,2017 ___ _
2. Scope of Work: It is mutually agreed and understood that the scope of work shall be as
provided in Exhibit A.
3. Budget: It is mutually agreed and understood that the project costs shall be as provided
in Exhibit B. The match amount has to equal or exceed the grant amount. If matching
requirement will b'e met through the provision of in-kind service, the County shall
approve the value or cost or the in-kind services to be provided to fulfill the matching
requirements. Match must remain the same or exceed th'e percent referenced in the
original application.
4. Promotions: The grantee will agree to prepar~ a draft of a Press Release which
describes its project and acknowledges Neat Streets Miami and Million Trees Miami,
which shall be subject to the County's approval in advance of publication. The County
shall also be acknowledged in any subsequent media releases or in any printed, website,
social media 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 shall forwarded to the County for review. The Miami-Dade, Million Trees
Miami and Neat Street's Miami logos should be included in all 'printed materials. Please
include the following copy in the Press Release:
About Million Trees Miami and Neat Streets Miami
Launched by Neat Streets Miami, the Million Trees Miami Campaign is a community-
wide effort to plant one million trees by 2020 in order to achieve a 30 percent tree
canopy coverfor Miami-Dade County, Neat Streets Miami is a multi-jurisdictional county
boa rd dedicated to the maintenance a nd beautification of tra nsportation corridors,
gateways and connections,
S. Conditions and ContingenCies: The Grantee (lgrees that the Grant Funds will be used
only for the purpose as stated in this Agreement, as described in the Scope of Work
(Exhibit A) and with no substantial variance to'the approved Budget (Exhibit B) unless
prior approval in writing is obtained from the County. The Grantee certifies that the
grantee organization operates under a tax-exempt status. If grantee determines that
Grant Funds cannot be expended by August 31,2017, the grantee must notify liaison
immediately and no later than May 31, 2017.
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B. Additional Requirements due throughout the funding period:
1. Evaluation Consultant: The Grantee may be required to work with an evaluation
consultant who will be assigned by the County. . .
2. Reporting: Final Report must be submitted electronically 30 days following the
completion of the grant period. Refer to Exhibit C for reporting guidelines.
3. Data Tracking: All trees planted must be mapped according to County specifications.
4. Organizational Status Changes: The Grantee must notify the County 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 organizationa I
address.
5. Other Organizational Changes: The Grantee will notify the County's liaison of any
organizational changes, such as new address or contact information
C. Indemnification of County
The Grantee agrees to indemnify, save, and hold the County harmless from all liability, loss, cost,
and expense, including attorneys' fees and court costs at all trial and appellate levels, which may
be sustained by the County~ to any person, natural or artifiCial, by reason of the death of or
injury to any person or damage to any property, whether or not due to or caused by the
negligence of the Grantee, arising from or in connection with the Grantee's (or its employees,
agents, contractors, subcontractors, licensees, or invitees) installation and/or maintenance of
trees on County property or in the County right-of-way. The Grantee agrees to defend, at its
sole.cost and expense, but at no cost and expense to the County, any and all suits or actions
instituted against the County for the imposition of such liability, loss, cost, and expense arising
from or in connection with the Grantee's (or its employees, agents, contractors, subcontractors,
licensees, or invitees) installation and/or maintenance of trees on County property or in the
County right-of-way.
Primary Grant Contract:
Provide the information below for the primary contact person forthis grant. This is the person to whom
all correspondence will be directed.
Name: Angelica Bueno
Title: Planning & Sustainability Administrator
Mailing Address: 6130 Sunset Drive
City, State, Zip: South Miami, FL, 33143
Phone: (305) 668-2514
Email: abueno@southmiamifl.gov
Website: http://www.southmiamifl.gov/
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IN WITNESS WHEREOF, the parties hereto have caused these present to be executed on the
day and year first written above.
NAME OF GRANTEE: City of South Miami
ADDRESS: 6130 Sunset Drive, South Miami, FL 33143
By: ________________________________ __ DATE: ____________________ _
Grantee Representatives' Signature
PRINT NAME Steven J. Alexander TITLE: City Manager
MIAMI-DADE COUNTY, FLORIDA
BY: DATE: ______ ~ ________ _
Director Parks, Recreation, and Open Spaces
LEGAL SUFFICIENCY: ______________ ---,-_ DATE: ____ ~ _____________ _
County Attorney
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.aII··
EXHIBIT A: SCOPE OF WORK
The Scope of Work must include the following:
Landscape plan with location, number of trees, species
All trees must be canopy natives or Florida Friendly trees.
All trees must be Florida Grade #1
Must confirm street trees are located on local or county right-of-way
Maintenance plan -must specifically identify who will provide on-going maintenance oftrees
Outreach and education plan
ea . "h srree"s
MIANU.
Three anticipated outcomes: What were the top three outcomes you wanted to achieve for
those you reached and served that would show how participants were better off as a result of
the program? .
Project must conform to the County's Landscape Code.
Must provide "before" photos ofthe corridor.
[INSERT GRANTEE SCOPE OF WORK]
SEE EXHIBIT A
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EXHIBIT B: BU DGET
SEE EXHIBIT B
[INSERT GRANT~E BUDGET]
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MIAMI.
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sPrees
Exhibit c: GRANTEE REPORT GUIDELINES
2017 Matching Street Trees Grants Program
Organization's name': _____________ _
Person completing report and title:
Phone:~-----------------
Email:
Final Report is due 30 days following the completion of the grant period.
Narrative: In no more than two pages, please share the information below about the program
supported by Miami-Dade County and Neat Streets Miami.
IVlIAMI.
1.' Summarize in a few sentences what you have accomplished to date: What you have done; for
whom and how many; how they have benefitted?
2. Have you accomplished to date what you expected to in terms of implementing the program? If
not, why not? Did you encounter any unexpected challenges and if so what adjustments did you
need to make?
3. Tell us a story about the program's impact -one that-reflects how this program is making a
difference in people's lives or an accomplishment that makes you particularly proud.
4. Has this program, or some other I~adership role you have taken on, had an impact on the
bro.ader community issue or systems you seek to improve? If so, how? Do you plan to sustain
this program when our grant ends, and if so, what are your plans for doing so? Has our gra nt
helped you secu re other dollars or resources you need to sustain it? If so, please explain.
Performance & Results Report Form
This form should reflect the same outcomes, measures and activities as in the one you submitted with
your Scope of Work (Exhibit A) and then report what you have achieved from the start of the grant to
date.
Outcomes: Refer to Three Anticipated Outcomes, as described in awardee's grant application. What
were the top three outcomes you wanted to achieve for those you reached and served that would show
how participants were better off as a result ofthe program? What results did you achieve?
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Outreach and Activities: List the main activities you conducted and the information related to each,
Financial Reporting: List invoice, invoice date, description of services, check number and check date
associated with this project.
Attachments:
'Invoices
Proof of Payment
Photos or other materials that reflect your work, its impact and any references to Miami-Dade
County and Neat Streets Miami support
Data Tracking Report
Please submit this form by email as a PDF document to: Jennifer.Llorente@miamidade.gov
8
Miami-Dade Street Trees Matching Grant
Project Title: CRA Tree Planting
Location of Planting: City of South Miami CRA area as per Landscape Plan Local Roads
Miami-Dade County Commission District 7
EXHIBIT A
Description of Trees: All trees will be a minimum of 12' Ft. in height and as per schedule below
AMOUNT TYPE OF TREE
10 BLACK LIVE OAK TREES 12 FEET
10 BLACK IRONWOOD 12 FEET
10 PIGEON PLUM 12 FEET
10 DAHOON HOLLY 12 FEET
10 CRAPE MYRTLE
Target area's existing tree canopy: 0-10%
Goals of Project: Enhance roads in the designated area to integrate connectivity and improve walk-
ability among local residents and transit users, and provide benefits to the community such as: reduce
humidity and reduce heat-island effect, encourage physical activity, reduce air pollution and storm
water runoff. The planting of street trees is also consistent with the City's requirement that new
development include landscaping and street trees.
Community Engagement Plan: During the Design and Construction phases, the public outreach effort
will take place, and residents will have the opportunity to learn about the project and the benefits trees
offer. The public meeting will take place at the City's community center. The project will also be
featured on the City's website.
Maintenance Plan: The City of South Miami will be responsible for the landscape maintenance of this
project. The Public Works Department already has a maintenance program in place and will continue its
program to ensure the survivability of these trees.
Three Anticipated Outcomes:
Increase the tree canopy
Increase walk-able areas
Provide community education on native planting
Project Timeline:
Design: 4 weeks
Bidding: 3 weeks
Implementing: 8 weeks
Community outreach: 2 week
Final report: 1 week
EXHIBIT A
PHOTOGRAPHS
SW 59th Avenue Looking North SW 58 th Avenue Looking North
SW 57th Place Looking North . SW 5th Court Looking North
EXHIBIT A
SW 6th Street Looking West SW 68 th Street Looking East
SW 68th Street Looking East SW 69 th Street Looking East
EXHIBIT A
sw nth Street Looking East
THE CITY OF PLEASANT LIVING CRA Trees Planting
~ South Miami
City of South Miami
Trees Unit Price Grant Funds Match Funds
Total Estimated
Budget
DIRECT COSTS:
10 Crape Myrtle $350.00 $1,750.00 $1,750.00 $3,500.00
10 Black Ironwood $400.00 $2,000.00 $2,000.00 $4,000.00
10 Live Oak $400.00 $2,000.00 $2,000.00 $4,000.00
10 Pigeon Plum $400.00 $2,000.00 $2,000.00 $4,000.00
10 Dahoon Holly $400.00 $2,000.00 $2,000.00 $4,000.00
Partial Cost $9,750.00 $9,750.00 $19,500.00
Contengency $250.00 $250.00 $500.00
Total Number of Trees: 33
TOTAL ESTIMATED COSTS: $10,000.00 $10,000.00 $20,000.00
..
LANDSCAPE PLAN
Location of Planting
SW 68th Street between 62 Ave & 57 Ave -14 Trees
SW 67 Street between 59 PI & 58 PI-2 Trees
Between 66 to 64 Streets & 59 Ave to 57 Ct. -11 Trees
SW 69 Street between 62 Ave & 59 PI -4 Trees
SW 72 Street between 62 Ave & 61 Ct. -2 Trees
Tree Specifications
AMOUNT TYPE OF TREE
10 BLACK LIVE OAK TREES 12 FEET
10 BLACK IRONWOOD 12 FEET
10 PIGEON PLUM 12 FEET
10 DAHOON HOLLY 12 FEET
10 CRAPE MYRTLE
Total of 50 trees
Note: All trees will be a minimum of 12' Ft. in height
W.-t-.. Not To Scale