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Res No 125-18-15158RESOLUTION NO. 125-18-15158 A Resolution authorizing the City Manager to execute a grant agreement with Miami-Dade County for.the City of South Miami SoMi Tree Planting Project in an amount not to exceed $ 5,500. WHEREAS, Miami-Dade County, by and through its Office of Neat Streets Miami, has awarded the City a matching grant not to exceed $ 5,500. The grant will provide funding for the SoMi Tree Planting Project which will allow the City to plant twenty-four trees; and WHEREAS, the City is required to contribute an equal amount of funds for the grant program; and WHEREAS, the City will use the City's Tree Trust Fund Account 118-1750-519-3450 with a balance of $25,000, and WHEREAS, the Mayor and City Commission authorize the City Manager to execute the agreement with Miami-Dade County's Office of Neat Streets Miami and accept the funding amount of $ 5,500 for the City of South Miami SoMi 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 SoMi Tree Planting Project with an expiration date of July 27, 2018 and accept the funding amount not to exceed $5,500. The grant agreement is attached to this resolution. Section 2: Severability. If any section, clause, or phrase of this resolution is for any reason held invalid or unconstitutional by a court of competent jurisdiction, this holding shall not affect the legitimacy of the remaining portions of this resolution. Section 3: This resolution shall be effective immediately after the adoption hereof. PASSED AND ADOPTED this 3rd day of July, 2018. ATTEST: CITY OLE READ AND APPROVED AS TO FORM LANGUAGE,~LFGALITY AND EXECUTION THERfOF: .... ~ _/~'\ ... .. ./-II r"-', .r." ! ~!u i .. · ; ~ L:~ / i' ,~.. .' i. ; /? 'CITY A TTOR.'N"EY COMMISSION VOTE: 5-0 Mayor Stoddard: Yea Vice Mayor Harris: Yea Commissioner Gill: Yea Commissioner Liebman: Yea Commissioner Welsh: Yea City Commission Agenda Item Report Meeting Date: July 3, 2018 Submitted by: Angelica Bueno Submitting Department: Planning & Zoning Department ~em Type: Resolution Agenda Section: ADD-ON ITEM(S) Subject: Agenda Item No:Ba. A Resolution authorizing the City Manager to execute a grant agreement with Miami-Dade County for the South Miami (SoMi) Tree Planting Project in an amount not to exceed $ 5,500. 3/5 (City Manager) Suggested Action: Attachments: 02_Memo-Neat Streets .docx 04_EXECUTED -2018 STMG Contract -South Miami.pdf 1 THE CITY OF PLEASANT LIVING To: FROM : VIA : DATE: SUBJECT : BACKGROUND: GRANTOR: GRANT AMOUNT: MATCH AMOUNT: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE M EMORAN DU M The Honorable Mayor & Members of the City Commission Steven Alexander, City Manager Angelica Bueno, Planning & Sustainability Administrator July 3 rd , 2018 Agenda Item No.: __ A Resolution authorizing the City Manager to execute a grant agreement with Miami-Dade County for the South Miami (SoMi) Tree Planting Project in an amount not to exceed $ 5,500. Miami-Dade County, by and through its Office of Neat Streets Miami, has awarded the City a matching grant not to exceed $5,500. Based on the lowed bid received, the actual amount received from the County will be $5,400. The City will provide an equal amount in matching funds. The grant will provide funding for the SoMi Tree Planting Project which will allow the City to plant a total of twenty-four (24) trees. 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. Based on the recent competitive bid, the cost-break down is shown below: AMOUNT TYPE OF TREE COST TOTAL 8 PIGEON PLUM 12 FEET $450 $3,600 8 DAHOON HOLLY 12 FEET $450 $3,600 8 CRAPE MYRTLE $450 $3,600 24 TOTAL -$10,800 Miami-Dade County Office of Neat Streets Miami -Local Granting Agency $ 5,500 $ 5,400 MATCH ACCOUNT No.: City's Tree Trust Fund 118-1750-519-3450 with a balance of $25,000 GRANT PERIOD: Upon execution date through July 27 th, 2018 AnACHMENTS: Miami-Dade Contract 2 ~~~~~ "', c~ Million D ~~9 ea MIAMI·DADE "TREE S tIt-2mn / Miami Miami-Dade County Parks, Recreation, and Open Spaces Department STREET TREE MATCHING GRANT PROGRAM TREE PLANTING AGREEMENT Grantee: City of South Miami Amount: $5,500 5 ree 5 MIAM I. 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 SoMi Tree Planting (project name) to be completed by July 27,2018 RECITALS WHEREAS, the County desires to increase the tree canopy in Miami-Dade County and to reach the Million 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 $ $5,500 (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: 1 5 TERMS AND CONDITIONS OF AGREEMENT A. Requirements for approval of Gran t Award Agreement: As a prerequisite to its receipt of the Grant Funds, the Grantee shall meet the requirements set forth below to the County's satisfaction . Requirements for this grant are listed below . 1. Timeline: The following grant project start date, end date and reporting dates must be adhered to. Start date: Contract Execution Date End date: July 27,2018 Final report date: August 10, 2018 2. Scope of Work: It is mutually agreed and understood that the scope of work shall be as provided in Exhibit A {Grant Application Package}. 3. Budget: It is mutually ag r eed and understood that the project costs shall be as provided in Exhfbit A (Grant Application Package). The match amount has to equal or exceed the grant amount. If matching requirement will be 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 the percent referenced in the original application . 4. Promotions: The grantee will a,gree to prepare a draft of a Press Release which describes its project and acknowledges Neat Streets Miami and Million Trees Miami, wh ich shall be subject to tl:le County's approval in advance of publication . The County shall also be acknowledged in any subsequent media releases or in any print.ed, website, soc ial media or other communication materials related to the pr oject . Copies of any other publicity as well as copies of any major work products generated in connection with this grant shall be forwarded to the County fo r review. Miami-Dade County, Million Trees Miami and Neat Streets Miami logos should be i ncluded 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 M i llion Trees Miami Campaign is a community- wide effort to plant one million trees by 2020 in order to acl:lieve a 30 percent tree canopy cover for Miami-Dade County. Neat Streets Miami is a multi-jurisdictional county board dedicated to the maintenance and beautification of transportation corridors, gateways and connections. 5. Conditions and Con t ingencies: The Grantee agrees that the Grant Funds will be used only for the purpose as stated in this Agreement, as described in the Scope of Work and with no substantial variance to the approved Budget (See Exhibit A) unless prior approval in writing is obtained from the County. The Grantee certifies that the grantee organ ization operates under a tax-exempt status. If grantee determines that Grant Funds cannot be expended by July 27,2018 (end date), the grantee must notify liaison immediately and no later than-.:!.CJu'"-'n-'.!e=-'2=.:9e.J.,....::2""0""1""'8 _____ _ 2 6 B. Additional Requirements due throughout the funding period: 1. Reporting: Final Report must be submitted electronically by August 10,2018 . Refer to Exhibit B for reporting guidelines. 2. Data Tracking: All trees planted must be mapped according to County specifications. 3. Organizational Status Changes: The Grantee must notify the County l iaison within two weeks of changes in organizational status, including but not limited to: k~y personnel such as senior or project staff, organizational name, tax status, and organizational address. 4. 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 Subject to the limitations on liability set forth in Section 768.28, Florida Statues (to the extent the entity is a State or local government), 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 ofthe 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 for this grant. This is the person to whom all correspondence will be directed . Name : A~~Cb 1\.La.t)t) Title: ~\o."~:"d~ <;',J~~\~ A.b\~. Mailing Address: V I~"tl S~W\\~ City, State, Zip: ~~~\A.J,U· I F Phone: ~o-s--lR (p~ -2-S'\ a Email : 01. bve..\'\.l)g~\:)rh~~~t:-l.~v Website: _____________ _ 3 7 IN WITNESS WHEREOF, th,e parties hereto have' caused these present to be. executed on the day .and year first written above. NA~OFGRANTEE:~~~~L-~~~~~~~ __ ~-.~-, ______________ __ ADDRESS: lc:? \ -~~ \ 4 ~ MIAMI-DADE COUNTY, FLORIDA .tJ., ~. ~ Dlr~Ct.Pr P!,!rks, Recreation, a!1i:1 Open Spaces LEGAL SUFFICIENCY: -+-;;IC-.~~.-F-~...,.:::;;.....::r--- Ci;luijty Attorney 4 co MIAMI-. ttWmn iiiI' EXHIBIT A: GRANT APPLICATION PACKAGE SCOPE OF WORK [INSERT GRANT APPLICATION PACKAGE HERE] 5 "'''~ ~, ~~~ c~ Million " TREE S ~ Miami .. , ea 5 ree 5 MIAMI . 9 2I2/2018 Submission Date Name of Organization Address Municipality, Non-Profit or Community Group Contact Name (Person filling out application) Job Tide E-mail Phone Number Project Manager (If awarded) E-mail Phone Number Project Title Location of Planting Miami-Dade County Commission District (project location) County or Local Road? Please confirm you have received permission from governing jurisdiction of project location? Please state the local jurisdiction Description of Trees Target area's existing tree canopy Is the project area low-to- moderate income? Goals of Project Community Engagement Plan https:/lwww.jotform.comlmyforms The Easiest Online Form Builder I JotForm 2017-12-19 12:44:26 City of South Miami Street Address: 6130 Sunset Drive City: South Miami State! Province: FL Postal! Zip Code: 33143 Country: United States Municipality Angelica Bueno Planning & Sustainability Administrator abueno@southmiamifl.gov (305) 6682514 Angelica Bueno abueno@southmiamifl.gov (305 ) 6682514 Somi Tree Planting South portion of City Limits: North-South SW 74th St. to SW 87th St. West-East SW 59th Ave. to 57th Ave. 7 Local Road City of South Miami AMOUNT TYPE OF TREE 8 PIGEON PLUM 12 FEET 8 DAHOON HOLLY 12 FEET 8 CRAPE MYRTLE 30-38 % No 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 includes landscaping and street trees. Community Engagement Plan: During the project, residents will have the opportunity to learn about the project and the benefits trees offer. Tree planting technolo~, maintenance, and benefits of the project will be featured on the City's website as part of the education component. 10 1/2 2/2/2018 Mnintenance Plnn Three Anticipated Measurable Outcomes Project Timeline Amount of Grant Funds Requested Amount of Matched Funds Other Resources Please describe other resources, if any Total Budget Landscape Rendering: Before Photos Detailed Budget https:llwww.jotform.com/myforms The Easiest Online Form Builder I JotForm Maintenance Plan: The City of South Miami will be responsible for the landscape maintenance of this project. The Public Works Depaltment 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 Project Timeline: Design : 4 weeks Bidding: 3 weeks Implementing: 8 weeks Community outreach : 2 week Final report: I week 5450 5450 o N/A 10900 03 Exhibit D Landscape Map .pdf 02 Exhibit A Preliminary Scope & Photos 20l8.pdf 04 Exhib it B Budget.pdf 11 2/2 2018 -Miami-Dade Street Trees Matching Grant Project Title: Somi Tree Planting 2018 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 8 PIGEON PLUM 12 FEET 8 DAHOON HOLLY 12 FEET 8 CRAPE MYRTLE Target area's existing tree canopy: 30 -38 % 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 includes landscaping and street trees. Community Engagement Plan: During the project, residents will have the opportunity to learn about the project and the benefits trees offer. Tree planting technology, maintenance, and benefits of the project will be featured on the City's website as part ofthe education component. 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 Project Tlmellne: Design: 4 weeks Bidding: 3 weeks Implementing: 8 weeks Community outreach: 2 week Final report: 1 week 12 EXHIBIT A PHOTOGRAPHS 13 EXHIBIT A 14 LANDSCAPE MAP SQ U t if W72ntl'St t.b ~ u l '" S' :s SVl l6!b .Sl SW 79th 5\ sw 80th SI W/70,h SI /V!lam 'j ..:.sw nod St SWHld S; ~ '" '" s- l> ~ ~ '" S-a !:! -< !!! -< ; ~ <:T 50 :P !J . ~. •• • , .. ••• SY/ Tit\) torrace SW81$t St SW8,lh 5t SV/ BGU , St SV/ 87th S SlV 86th St • • ~ '" OJ 5-~ • • • sW 831<1 51 '1'1(8 7 0\ 5\ •• _ SW 12.hd St. S'oV ?4t 8\ SVI /Btll St SW80lh Sl S V/ 82nd S( SV/ ootl' St SlV 87th SI '----~.SWil Slh ....... ------------.=-: ... "::,---' Sw SS t N ~ ____ ~~~ __________ ~~~ ______ ~ __ Te_m_p_le_B_e_th_A_m ________ ~~~W ~. Not To Sca le 15 LOCATION ONE -SW 74th St. -SW 74th Tr. And 58th Ave. -SW 57th Ct. • 7 Pigeon Plum 16 LOCATION TWO -SW 77th Tr. Between 58th Ave. -SW 57th Ave. • 3 Dahoon Holly 17 LOCATION THREE -SW 59th Ave. Between SW 8pt St. -SW 82nd St. • 1 Pigeon Plum • 4 Dahoon Holly 18 LOCATION FOUR -SW 58th Ave. Between SW 84th St. -SW 87th St. • 1 Dahoon Holly (1 8 Crape Myrtle 19 City of South Miami THE CITY Of PLEASANT LIVING Somi Trees Planting Grant Funds Match Funds Total Estimated Trees Unit Price Budget DIRECT COSTS: 8 Crape Myrtle $400.00 $1,600.00 $1,600.00 $3,200.00 8 Pigeon Plum $450.00 $1,800.00 $1,800.00 $3,600.00 8 Dahoon Holly $450.00 $1,800.00 $1,800.00 $3,600.00 Partial Cost $5,200 .00 $5,200.00 $10,400 .00 Contengency $300.00 $300.00 $600.00 Total Number of Trees: 18 TOTAL ESTIMATED COSTS: $5,500.00 $5,5~0.00 $11,000.00 20 ~~n l9 # .... , ea MIAMI .• [(.ij j ~'i;' iiiiiI' ... ~ Million ~~9 " TREE S /" Miami s ree s Exhibit B: GRANTEE FINAL REPORT 20~Matching Street Trees Grants Program Organization's name: _____________ _ Person completing report and title: ________ _ Phone: __________________ _ Email:, ___________________ _ Submit Final Report by ---"A~u~gl:O!u~s~t~l:!!OL., 2~O~1~8~ ______ , Narrative: In no more than two pages, please share the information below about the program supported by Miami-Dade County and Neat Streets Miami. MI AMI, 1. Summarize in a few sentences III(hat you have accomplished to date: What you have done; for whom and how many; how they have benefitted? How many trees planted using grant funds and matched funds? 2, Have you accomplished to date what you expected to in terms of implementing the project? If not, why not? Did you encounter any unexpected challenges and if so what adjustments did you need to make? 3, Has this project had an impact on the broader 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 grant helped you secure other dollars or resources you need to sustain it? If so, please explain, Optional: Tell us a story about the program's impact -one that reflects how this program is making a difference i n people's lives 'or an accomplishment that makes you parti cularly proud, Performance & Results Report Form This form should reflect the same outcomes, measures and activities as in the one you submitted with your Grant Applicat ion Package (Exhibit A) and then report what you have achieved from the start of the grant to date, Outcomes: Re'fer 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 progr am? What results did you achieve? 6 21 Outreach and Activities: List the main activities listed in your outreach plan in the grant application and provide information related to each Financial Reporting: List invoice, invoice date, description of services, check number and check date associated with this project. Required Attachments: Final Approved Budget Invoices Proof of Payment Final Approved Landscape Plan Outreach Efforts: Press Release, educational materials and photos of outreach efforts or other materials that reflect your work, its impact and any references to Miami-Dade County and Neat Streets Miami support . "After" photos illustrating how corridor was transformed. Data Tracking Report: include DBH and latitude/longitude coordinates for each tree planted with grant and match funds Please submit this Exhibit B Grantee Final Report and related attachments by email in one PDF document to: Jennifer.Llorente@miamidade.gov 7 22