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HomeMy WebLinkAboutLandslide Risk Assessment and Management – Approved by Council 10-23-23City of Tukwila, WA COOPERATING TECHNICAL PARTNERS (CTP) FEMA -APPROVED FLOOD RISK PROJECTS (FRP) MAPPING ACTIVITY STATEMENT (MAS) FRP MAS No. 1 Fiscal Year 2023 FEMA CTP Flood Risk Project Mapping Activity Statement This page intentionally left blank City of Tukwila, WA FRP MAS No. 1 CTP Flood Risk Project Mapping Activity Statment Table of Contents Document Organization and Instructions 1 1. Part 1 - Custom Mapping Activity Statement Information 2 1.1. Project and Point of Contact Information 2 1.2. Identify Tasks and Deliverabies to be Completed Under this MAS 5 1.2.1. Project Tasks and Deliverabies 5 Task 1 - Project Management and Earned Value Data Entry 6 Task 2 - Project Outreach and Communication PIan 7 Task 3 - Event Data Capture 9 1.3. Schedule, Performance, and Risk dentification (Required) 11 1.3.1. Schedule 11 1.3.2. Performance 11 1.3.3. Risk ldentification And Mitigation 12 1.4. Project Management 13 1.5. Standards 14 1.6. Use of Contractors 15 1.7. Reporting and Performance 16 1.8. Privacy and Protection of Personally Identifiable Information 17 1.9. Technical and Administrative Support Data Submittal 17 1.10.1. Data Capture 17 1.10.2. Perform Field Surveys and Develop Topographic Data 17 1.10.3. Prepare Base Map 17 1.10.4. Develop Hydrologic Data, Develop Hydraulic Data, Perform Coastal Analysis, and Perform Floodplain Mapping 18 1.11. Technical Assistance and Resources 18 2. Part 2 - Available FRP Scope Activities 19 2.1. Earned Value Data Entry 19 2.2. Project Outreach and Communication PIan 20 2.3. Event Data Capture 20 2.3.1. Risk Communication and Outreach 20 Authorized Representative Signatures 22 City of Tukwila, WA FRP MAS No. 1 CTP Flood Risk Project Mapping Activity Statement Acronyms 23 City of Tukwila, WA FRP MAS No. 1 ii CTP Flood Risk Project Mapping Activity Statement Document Organization and Instructions Partners (CTPs) should use this template complete Flood Risk Project activities, 0 apply for an award to This document is organized into two parts. The goal is to simplify and streamline the Mapping Activity Statement (MAS) completion and improve its use for both CTPs and the Federal Emergency Management Agency (FEMA). Part 1 lists MAS elements that the CTP can customize (formatted in tables). Part 1 has required elements which cannot be modified: Parts 1.1 - 1.3. In these sections, the CTP will describe the project and identify the scope elements to be completed under this MAS. The CTP can clarify or modify the standard descriptions and deliverables on fundable activities (as shown in Part 2). The CTP will also indicate the schedule for delivery, leverage, budget, performance measures and other related components of the MAS. Parts 1.4 - 1.11. These sections include standard language, to which the CTP is agreeing, that addresses standards, hiring of contractors, reporting and performance, and protection of Personally Identifiable Information (PII). The CTP may not edit this language. Part 2 provides standard language on scope activities that can be funded. If the CTP is applying for an individual fundable activity, they agree to the scope as written in Part 2 under that subsection unless otherwise noted in Part 1. CTPs can customize this language (by note/deliverable additions, subtractions, and other mechanisms) after each scope element in the "Custom Scope Elements" field. If the text is accepted as is, there is no need to copy text from Part 2 into Part 1. It incorporated by reference. City of Tukwila, WA FRP MAS No. 1 CTP Flood Risk Project Mapping Activity Statment Part 1 - Custom Mapping Activity Statement Information In accordance with the CTP Partnership Agreement referenced in Table 1 between the city of Tukwila, WA (herein referred to as "CTP") and FEMA, the FEMA -Approved National Flood Risk Projects (FRP) MAS No. 1 is as follows: 1.1. Project and Point of Contact Information Instructions: Complete Table 1 with the basic project information and points of contact (POCs) for both the CTP and FEMA staff. Table 1. Project and Point of Contact Information Information Type Insert Information Project Name/Title (if applicable) Landslide Risk Assessment and Management CTP Organization Name: City of Tukwila, WA CTP Contractor Working on the activities in this Not yet identified MAS: Optional, only if contractors have already been identified. Please see Part 1.6 for more information Sub -Recipient Working on the activities in this N/A MAS: Optional, only if sub -recipients have already been identified CTP Period of Performance: | 10/1/2023 to 9/30/2025 Sherry Edquid CTP Project Manager: FEMA Regional Project Officer (P0): When necessary, ask for FEMA assistance through the FEMA RegionalPO. Kara Jacobacci FEMA Region 10 FEMA Funding to Complete this FRP MAS: ( $150,000 City of Tukwila, WA FRP MAS No. 1 2 CTP Flood Risk Project Mapping Activity Statement CTP Estimated Leverage: Leverage dollars or units will be entered throughout the project lifecycle within most purchases. This includes Discovery, all data development types, Preliminary, Due Process, Outreach, and Final Mapping. Leverage entries should follow the guidance in the Estimating the Value of Partner Contributions to Flood Ma: r. rin! Pro'ects "Blue Book" 'Blue Book Project Team Coordination Activities: During the project, all members of the Project Team will coordinate, as needed, to see that activities, products, and deliverables meet FEMA requirements and contain accurate, up- to-date information. The city of Tukwila will provide an estimated total $15,000 in leverage (not committed cost share) to this grant through the following services, licenses, and equipment: For the staff members supporting the activities associated with this grant, the following support (not funded under this grant) will be provided: • Office facilities at city offices • Computer and office equipment (e.g. desktop/laptop, monitors, keyboard, mouse, webcam, printers, office supplies). • Computer systems infrastructure (such as IT systems, server space, support, security, and software licenses) Supporting subscriptions such as Zoom and Microsoft Teams. Meetings, teleconferences, and video conferences with FEMA and other Project Team members as needed Telephone or video conference with FEMA and other project team members on a scheduled quarterly basis and ad hoc basis, as required Email as needed Instructions: Complete Table 2 with a high-level narrative of the work to be done under this FRP MAS, and the intended audience of the project. Table 2. Narrative and Audience Information Type MAS Narrative: Insert In The Landslide Risk Assessment and Management phase I project will build upon the state and county landslide information to identify landslide hazards and provide an understanding of comprehensive risks within the City of Tukwila, with the goals of reducing property damage and life loss from landslides. Project objectives will include reviewing state and county landslide information, assessing overall forest health of steep slopes, utilities and roadways age and condition in landslide prone areas. All information will be compiled in a GIS layer and they be included into a report summarizing findings, recommendations and areas requiring further study and field work to be completed in phase 11. City of Tukwila, WA FRP MAS No. 1 3 CTP Flood Risk Project Mapping Activity Statement Information Type Intended Audience: Inser Internal project stakeholders will include Public Works, Community Development, GIS and Emergency Management. Other stakeholders include the residents and businesses of Tukwila. We also hoped to partner with the U.S. Citizenship and Immigration Services Tukwila's field office -12500 Tukwila International Boulevard, located within an existing active landslide. Instructions: Table 3 outlines the watersheds and jurisdictions in which FRPs will be performed. It also details their applicable project types and activities. The table below should identify all applicable project types (e.g., Data Investments [2D BLE], Pre -Discovery, Discovery with BLE, Data Development, Produce Preliminary Map Products, Distribute Preliminary Map Products, Post - Preliminary Processing/Due Process, or Other [with description]). Watershed reports will be created and distributed to counties and communities identified to include Discovery in the Project Type. Funding information is also required for each watershed and/or project. Please indicate the leverage for each watershed/project as follows: A - FEMA Contribution. This is the funding FEMA is providing to the CTP for to complete this FRP MAS. B - Partner Contribution. These are other required resources that the CTP will provide to complete the assigned activities for this FRP MAS (also known as Leverage). Use Blue Book values or actual costs where Blue Book values do not exist. The current Blue Book is dated April 2017, but a revision is expected to be published in 2023. You can download it from FEMA's Information Resource Library at: Estimating the Value of Partner Contributions to Flood Main Pro'ects "Blue Book". A+B - Total Project Cost. The sum of A and B. City of Tukwila, WA FRP MAS No. 1 4 CTP Flood Risk Project Mapping Activity Statment Table 3. Project Watersheds and Jurisdictions No. Proje Geog Count Project (A) FEMA (B) Partner (A+B) Total Project Cost ct raphi ies/ Type Cont. ($) Cont. ($) ($) Nam c Paris m Footp hes rint and Com munit les |no|u ded in Proje ct Land Steep Tukwi Multi $150,00 $0 $150/000 slide slope la, Hazard - 0 hazar s WA landslide d, within and steep veget city of slopes ation Tukwi and |a- uti|ity map mapp to be ing inclu for ded Tukwi with |e, proje WA ct plan 1.2. Identify Tasks and Deliverables to be Completed Under this MAS 1.2.1. PROJECT TASKS AND DELIVERABLES Instructions: List tasks and deliverables that can be done under this FRP MAS the tables in Part 1.2.1. Please fill out the table for each task by checking the boxes with the deliverables the CTP will complete. Describe the custom scope elements for each relevant task. The following 24 tasks can be done under this FRP MAS: 1. Project Management and Earned Value Data Entry. 2. Project Outreach and Communication Plan (POCP). 3. Event Data Capture. City of Tukwila, WA FRP MAS No. 1 5 CTP Flood Risk Project Mapping Activity Statement Task 1 - Project Management and Earned Value Data Entry Instructions: Add the required information to Table 5. The CTP will deliver the checked item(s) to the FEMA Regional P0. Table 4. Task 1- Project Management and Earned Value Data Entry Deliverable Jlark "X" if deliverable will be done under thii ask All Projects Monthly earned value data report through the Mapping Information Platform (MIP), explaining variance to support the management of technical mapping activities in the stated time frame for Regulatory and Flood Risk Products Management of Schedule Performance Index (SPI) and Cost Performance Index (CPI) for an organization Overall project Quality Management Plan (QMP), with QA/QC maintenance information, by maintaining a QA/QC log and providing a QA/QC approach to FEMA to review and approve (early in the grant lifecycle) Managed adherence to the quality and scope of work for an organization Other: Project Risk Identification and Monitoring (included in the project plan and quarterly reporting Custom Scope Element Note that if you do not modify this cell, you agree to the scope as written in Part 2.1. Earned Value Data Entry. If you accept the text as is, you do not need to copy the wording here. Detail here only what you plan to change. The MIP data will be entered on behalf of CTP by Region 10 RPMLs. CTP is to include relevant information in quarterly reports to facilitate this task. City of Tukwila, WA FRP MAS No. 1 6 CTP Flood Risk Project Mapping Activity Statment Task 2 - P'eot Outreach and Communication PIan Instructions: Add the required information to Table 6 below. In the custom scope elements cell, add the start and end dates for this task. Justify the omission of this task and/or specific deliverables if needed. Table 5. Task 2 - Project Outreach and Communication Plan Deliverable A Project Communication Plan that detalis outreach and coordination activities (Required unless part of a COMS overarching Outreach plan). NOTE: The MIP includes tasks that capture outreach activities. Once you complete these tasks, upload relevant data to those tasks in the MIP 2 Watershed/Community Assessment outputs with logs of telephone discussions Meeting invitation, format (in person, virtual, hybrid), agenda, presentation slides (as requested), and meeting notes for FEMA review Action Identification and Advancement Plan Mark "X" if deliverable will be done under this task All Projects Project update status reports for project communities Provide documentation of adherence with the requirements for the community 30 -day review of proposed models and 30 -day review of work maps, completed models, and associated information Other: (Insert additional details} 1- Upload all products to the MIP. Submit them to MIP Help on a hard drive if they are larger than the size listed in the MIP Guidance document. rYouoenfinUthoFEMAFNnURiskCommunicetionTookhfoxCommunhy0ffioials:CommunicationMonGuid*on|inoat FEMA Flood Rick Cornmunication Toolkit for Comrnunity Officials City of Tukwila, WA FRP MAS No. 1 7 CTP Flood Risk Project Mapping Activity Statement Mark 'X" if deliverable will be done under this task Scope Ele Note that if you do not modify this cell, you agree to the scope as written in Part 2.2. Project Outreach and Communication Plan. If you accept the text as is, you do not need to copy the wording here. Enter any other deliverables for development in the "Other" row in the table above. Detail the tasks that were chosen for this activity here. Project plan to be completed within 60 days of contractor selection. Project updates and status reports to be included in quarterly reporting and as needed. Region 10 RPML staff will enter data into the MIP on behalf of the CTP. City of Tukwila, WA FRP MAS No. 1 8 CTP Flood Risk Project Mapping Activity Statement Task 3 - Event Data Capture Instructions: Add the required information to Table 7. In the custom scope elements cell, add the start and end dates for this task. Justify the omission of this task and/or specific deliverables if needed. Complete all sections in Part 2.3 (including 2.3.1-2.3.9) for this project for each watershed identified. Deliverables include submitting each document listed in the Data Capture Technical Reference. Table 6. Task 3 - Geological Hazard Mapping Products By watershed, mark "X" if deliverable will be done unde this; task Deliverable Risk Communication and Outreach Supplemental Data (FGDC-compliant, feature class -level metadata) Watershed and Community Assessment Project Initiation/Coordination Calls Status Reports Other: Contractor report(s) and/or related deliverables Other: Spatial files (GIS database(s) that include all draft data Other: Spatial files (GIS database(s) that include all final data Custom Scope Elements City of Tukwila, WA FRP MAS No. 1 9 CTP Flood Risk Project Mapping Activity Statment Note that if you do not modify the ceII, you agree to the scope as written in Part 2.3. Event Data Capture. If you accept the text as is, you do not need to copy the wording here. Enter any other deliverabies for development in the "Other" row in the table above. Detail the tasks that were chosen for this activity here. Ongoing between beginning of period of performance until end of period of performance. The Watershed and Community assessment will be part of the contractor's deliverabies and contained within the report or related items. Project coordination calls and updates will take place throughout the Iife of the grant. Quarterly reports will be submitted to the FEMA Regional P0. The CTP will include FEMA on emails to selected contractor regarding project scope. FEMA will review the task order before it is sent to the contractor. FEMA will receive copies of all draft and final materials produced by the contractor and be able to provide input. City of Tukwila, WA FRP MAS No. 1 10 CTP Flood Risk Project Mapping Activity Statement 1. . Schedule, Performance, and Risk Identification (Required) 1.3.1. SCHEDULE Instructions: Identify each deliverable for all activities included in this FRP MAS in Table 37. FRP Deliverables Schedule. Deliverables can be listed individually or grouped by a single date. Add more rows to the table as needed. Due dates will be discussed with the FEMA Regional P0. Table 7. FRP Deliverables Schedule MAS Activi es [insert Flood Risk Project Activities in this column] Landslide hazard and vegetation mapping Landslide hazard and vegetation mapping COMS Engagement Plan Deliverable Deliverable Due Date Submitted To Draft materials produced by contractor Final materials produced by contractor COMS Engagement Plan Ex. two months from FEMA Regional PO award date No later than one week after receipt by CTP FEMA Regional PO No later than one FEMA Regional PO week after receipt by CTP 60 days after contractor selection FEMA Regional PO The activities documented in this MAS shall be completed in accordance with Table 37. FRP Deliverables Schedule. If this schedule needs to change, the CTP shall coordinate with the FEMA Regional PO and other necessary Mapping Partners as soon as possible. Deliverables must be uploaded to the MIP unless otherwise approved by the FEMA Regional P0. The CTP must upload final deliverables in the MIP before the period of performance ends. 1.3.2. PERFORMANCE The CTP must report performance of the grant in the progress report. The performance of the CTP is assessed by the measures below. The 2023 CTP Performance Measures Matrix and your FEMA Regional PO will define quantitative targets for performance measures. Table 38. Performance Measures Targets lists those measures. Instructions: Add measures to the table below. Base them on the 2023 CTP Performance Measures Matrix and coordination with your FEMA Regional P0. Note: Performance rhea Performance Measures City of Tukwila, WA FRP MAS No. 1 res are parameters captured to track project performance. The CTP ix, included in the Appendix of the Notice of Funding Opportunity 11 CTP Flood Risk Project Mapping Activity Statment (1'40F0)., shows how project details and action items can be used to demonstrate a project aligns with its stated goals. Identify the appropriate performance measures in Table 38 based on the "2023 CTP Performance Measures Matrix." Coordinate with your FEMA Regional PO. Delete this instrLictiorlal note before submitting the application. Table 8. Performance Measures Targets Outcome 3 Advancement of program metrics and/or accomplishment of project performance measures, captured as Earned Value Avoidance of Change Requests Maintain high-quality CTP partnerships {Insert Outcome) Output Measurement 4 (with customized Target) Report on SP and CPI. Must be between O/92and 1J]8. If it is not, provide information on what is being done to correct the problem. Excessive CRs that are due to project management issues within the CTP's control will require additional discussion and possible development of a quality performance plan. CTP and FEMA PM will communicate at Ieast quarterly on project status, ensuring region is aware of any coming risks to current project pipeline {Insert Output Measurement) 1.3.3. RISK IDENTIFICATION AND MITIGATION Recorded Milt/Scale SPI ratio (BuCost of Work Performed/ Budgeted Cost of Work Scheduled [planned]) CPI ratio (Budgeted Cost Work Performed/ Actual Cost Work Performed) Achieved: 0-2 amendments/CRs needed outside of control Not Achieved: More than 2 amendments/CRs needed outside of control of CTP Achieved/Not Achieved {Insert Recorded Unit/Scale) Risks to the planned completion of a project may come from many sources. Identify risks in the planning phase. Monitor them throughout the project to assess their potential impact. Form plans to solve those issues and carry out those plans as needed. »AnoutcomoismnoUnomoNomnUmoenu,eNooUangoofknowleUgo.Uohavior,aN|lsanU/orefficionoymoulting from the MAS project. *AnomputisadimotopooifioandquontifiallopmUuotnfCTPaotivkoo1het|oadto/inUicat success of the intended outcome, expressed in units of measure that allow quantifiable recording of performance. City of Tukwila, WA FRP MAS No. 1 12 CTP Flood Risk Project Mapping Activity Statment Instructions: {Add risk, impact and solution strategy information to this paragraph and the table below, as needed. Add an Integrated Baseline Review for the project. The Regional Office requires this.} Table 9. Project Risk Identification and Mitigation Project Risk Potential implact Solution Strategy Staff Capacity Contractor Delays Delay in completion Delay in completion Seek additional staff resources for other departments and/or extend the period of Extend the period of performance. 1.4. Project Management Project management is the active planning, organizing and managing resources to meet project goals and objectives. The CTP will coordinate project management and technical mapping with the FEMA Regional Office. The CTP will work with FEMA or its designee to set a baseline schedule for each project activity. FEMA or its designee will use the individual project task schedule and create the FRP in the MIP. It will also set goals for the project activities. It will do so with schedule and cost information, within 30 days of the funds being awarded, and with FEMA's approval of the final cost and schedule. The baseline schedule for individual project activities may be modified in the MIP with approval from the FEMA Regional PO. This does not require a change to this MAS unless the project end date changes. For projects that start after Discovery, the Discovery Database for the with study scope (in DCS_S_Discovery_Map feature class), study watershed (in DCS_S_HUC feature class), and FIRM panels to be updated (in DCS_S_Prp_FirmPan feature class) is provided. The available Light Detection and Ranging (lidar) footprint is also provided. The CNMS database is updated after Discovery. The CTP will alert FEMA and all applicable parties of all meetings with community officials and other relevant meetings three to six weeks before the meeting. These notifications will list the intended audience and meeting type (in person, virtual, hybrid). FEMA and/or its contractor may choose to attend the community meetings. The CTP will maintain an archive of all data submitted. It must retain all supporting data for three years after a funding recipient submits its final expenditure report to FEMA. The CTP must demonstrate to FEMA compliance with Subpart 24.1 of the Federal Acquisition Regulation (FAR). This relates to the handling of P|| associated with the activities in this MAS. City of Tukwila, WA FRP MAS No. 1 13 CTP Flood Risk Project Mapping Activity Statement The CTP must provide a QMP to include an independent QA/QC plan for all assigned activities. The CTP will submit a summary report. This report will share and explain the results of all automated or manual QA/QC review steps. It should include the process for all assigned activities. The QMP is delivered directly to the FEMA Regional Office. Guidance for Flood Risk Anal sis and Ma in . ual Management for Flood Risk Projects offers guidance and recommended approaches to support quality management. The CTP or FEMA's contractor may perform independent QC review activities at the discretion of FEMA. If the CTP will be responsible for the QC review, state who will perform QC in this MAS. The CTP will need to submit its QC plan to the FEMA Regional PO for approval. Please note that FEMA will also perform periodic audits and overall study/project management. This includes national QRs required per FEMA standards for all FRPs. The CTP must address all comments that result from national QRs and any other QRs the FEMA Regional Office requires. This includes the re -submittal of deliverables to pass technical or quality review. This applies even if the CTP does not perform the independent QC review mentioned above. The CTP will submit regulatory products to FEMA's designated National QR reviewer (for QR 1-8 reviews) for review and approval. It must do so before public issuance. Some activities require metadata. FIRM -related tasks require a passing QC report from FEMA's National FIRM database auto -validation tool: the Database Validation Tool (DVT) for QRs #1, #2, and #5. The DVT is FEMA's national FIRM database auto -validation tool. FEMA standards require this step. You can find the DVT in the MIP tasks that relate to the QRs above: Draft FIRM Database Capture, Produce Preliminary Products Data Capture, and Final Mapping Products Data Capture. Training materials for this step are available on the MIP at MIP User Care Trainin: Materials. FEMA will provide download/upload capability for data submittals through the MIP. As each activity is completed, the CTP or other designee must submit the data to the MIP. After data is submitted, a Validation task must be completed. FEMA's designee will complete a validation task. The CTP assigned to the activity will respond to any comments that come from the mandatory quality control checks by the Production and Technical Services (PTS) contractor. The PTS QC process is nationally funded. Each non -PTS study requires it. With help from the FEMA Regional P0, the CTP will establish a Project Management Team (PMT). This team consists of representatives from the CTP, FEMA's Regional Engineer, and other appropriate parties (e.g., FEMA contractors) at the discretion of FEMA. The PMT will manage the activities in this MAS. The FEMA Regional Office will be provided with documentation that identifies the PMT. 1.5. Standards The standards relevant to this MAS are found in FEMA Policy 204-078-1 Standards for Flood Risk Anal sis and Maw in•. Revision 13 (dated December 2022). City of Tukwila, WA FRP MAS No. 1 14 CTP Flood Risk Project Mapping Activity Statement This Policy supersedes all previous standards in the Guidelines and Specifications for Flood Hazard Mapping Partners. This includes all related appendices and procedure memoranda. Find more information and links to guidance documents, technical references, templates, and other resources that support these standards on the FEMA Guidelines and Standards website. This is at: Guidelines and Standards for Flood Risk Anal.sis and Ma in Activities Under the Risk MAP Program. FEMA reviews standards each year. Please use the most current version of the policy. For any studies with Floodplain Mapping Data Capture tasks, the CTP shall perform self -certification audits to confirm compliance with the required Floodplain Boundary Standards (FBS) for all flood hazard areas. All FIRM database work shall comply with applicable standards and requirements specified in the FIRM Data Technical Reference and other related documents. You can find these at "Guidelines and Standards for Flood Risk Anal sis and Marin Activities Under the Risk MAP Program." All studies must also pass the required automated and visual national QRs before the distribution of Preliminary or effective copies of the FIS report, SOMA letters, FIRM panels or FIRM database. You can find more information about coastal flood hazard analysis and mapping at Coastal Flood Risk. CTPs and their sub-awardees must comply with the regulations in Chapter 44 of the Code of Federal Regulations (CFR), specifically CFR Parts 65, 66 and 67. They must also comply with the appropriate year CTP Notice of Funding Opportunity (NOFO) and Agreement Articles. CTPs shall also coordinate with their FEMA Regional Office to determine if any additional requirements must be met. 1.6. Use of Contractors Check the applicable statement in Table 40. Table 10. Use of Contractors CTPs may engage contractor support for all activities in this MAS, except staffing and mentoring, which must be completed by the CTP. The CTP intends to engage the services of the contractor in Table 1 for this MAS. The CTP shall ensure that the procurement for all contractors employed for this program management activity complies with the requirements of 2 CFR Part 200. Guidance provided in this part includes, but is not limited to, contract administration and recordkeeping, notification requirements, review procedures, competition, methods of procurement, and cost and pricing analysis. View the 2 CFR 200 documents at: Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Contractors must not pose a conflict-of-interest issue. City of Tukwila, WA FRP MAS No. 1 15 CTP Flood Risk Project Mapping Activity Statement ❑ The CTP does not intend to engage a contractor for this SOW. It will not transfer funds to agencies other than those identified in the approved cooperative agreement application without prior approval from FEMA. The CTP shall ensure that the procurement for any contractors complies with the requirements of 2 CFR Part 200. Guidance provided in this part includes, but is not limited to, contract administration and recordkeeping, notification requirements, review procedures, competition, methods of procurement, and cost and pricing analysis. View the 2 CFR 200 documents at: Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Contractors must not pose a conflict-of-interest issue. 1.7. Reporting and Performance Financial Reporting: Because it is using FEMA funding, the CTP's financial report requirements will meet the terms of the NOFO, Articles of Agreement or Award Notice for this MAS. Refer to 2 CFR Part 200. The CTP will provide financial reports to the FEMA Regional PO and Assistance Officer in accordance with the terms of the signed Cooperative Agreement for this MAS. Performance Reporting: CTPs will provide a signed performance report using the required list of information shown in the NOFO. This will be done quarterly during the period of performance, including partial calendar quarters and periods during which no grant award activity occurs. CTPs may substitute an old Standard Form -Performance Progress Report (SF -PPR) for the performance report, if preferred. See the minimum requirements for progress reporting in 2 CFR Part 200. The FEMA Regional PO may request more information on progress as needed. The CTP will meet with FEMA and/or its contractor(s) as frequently as needed to review the project's progress and the quarterly financial and status submittals. These meetings may alternate between the FEMA Regional Office, the CTP office, and conference calls. The CTP will communicate with communities during each project. Continued engagement is needed and appropriate. It will build upon the relationships established or enhanced during Discovery and will provide transparency into the Risk MAP process. Community engagement may occur through monthly or quarterly updates or project status calls with community leaders, project websites with updates at milestones or along a timeline, or other methods. CTPs are responsible for entering their quarterly performance of each measure into the CTP Performance Measures Reporting Tool (Tool) each quarter, unless otherwise directed by their FEMA Regional P0. Each output measurement identified above must have a quarterly performance reported in the Tool within one month of the end of the quarter. Quarterly performance data can be exported from the Tool and attached to the Quarterly Report that must be uploaded to FEMA GO. City of Tukwila, WA FRP MAS No. 1 16 CTP Flood Risk Project Mapping Activity Statement 1.8. Privacy and Protection of Personally identifiable Information A CTP's organizational access to the MIP provides you access to PII. Please have your organization coordinate with the FEMA Regional Office. Each user must currently meet the new Risk Analysis Management Access Portal (RAP) process requirements. Please contact your FEMA Regional PO for more information. 1.9. Technical and Administrative Support Data Submittal This project will not require a Technical and Administrative Support Data Submittal. All outputs will be captured within a "General" task within the MIP. 110. Certifications 1.10.1. DATA CAPTURE Data Capture: See the current Data Capture Technical Reference document for instructions on certifications. Most data capture tasks include certification forms and a project narrative. CTPs should complete and submit only one Certification of Completeness and/or one Certification of Compliance form when the task is complete. 1.10.2. PERFORM FIELD SURVEYS AND DEVELOP TOPOGRAPHIC DATA A registered Professional Engineer or licensed land surveyor will provide an accuracy statement for field surveys and/or topographic data used. They must also confirm that these data meet the accuracy statement provided. Assess state data accuracy per the Federal Geographic Data Committee National Standards for Spatial Data Accuracy. The American Society for Photogrammetry and Remote Sensing standards are also acceptable. 1.10.3. PREPARE BASE MAP A community official or responsible party shall provide written certification that the digital data meet FEMA minimum standards and specifications. The CTP shall provide documentation that the digital base map can be used by FEMA. The CTP must also show that the map can be freely made available to the public. Uploading base map data to the MIP does not mean that FEMA can use the digital base map. The CTP still must document that FEMA can use the digital base map. Certifications are required when the intermediate or final data are submitted. City of Tukwila, WA FRP MAS No. 1 17 CTP Flood Risk Project Mapping Activity Statement 1.10.4. DEVELOP HYDROLOGIC DATA, DEVELOP HYDRAULIC DATA, PERFORM COASTAL ANALYSIS, AND PERFORM FLOODPLAIN MAPPING ■ A registered Professional Engineer shall certify hydrologic and hydraulic and coastal analyses data per 44 CFR 65.6(f). Any levee systems to be accredited will be certified by the levee owner or other appropriate entity per 44 CFR 65.10. Certifications are required when the intermediate or final data are submitted. 1.11. Technical Assistance and Resources Project team members may obtain copies of FEMA -issued Letters of Map Change (LOMCs), archived engineering backup data, and data from the CNMS process from FEMA and/or your FEMA Regional P0. You can download general technical and programmatic information from the FEMA website at: Coo. eratin: Technical Partners Program. FEMA and/or its contractor can provide specific technical and programmatic support. Request such aid through the FEMA Regional PO noted in Table 1. Project and Point of Contact Information. Project team members also may consult with the FEMA Regional PO to request support for selection of data sources, digital data accuracy standards, assessment of vertical data accuracy, data collection methods or subcontractors, and Geographic Information System (GIS) -based engineering and modeling training. Please contact the FEMA Regional Office to obtain the current Risk MAP timeline. You may request help with the MIP at FEMA-RiskMAP-ITHeta @fema,dhs.ov. City of Tukwila, WA FRP MAS No. 1 18 CTP Flood Risk Project Mapping Activity Statement Part 2 - Available FRP Scope Activities Note, unless otherwise noted in Part 1.x.1, the CTP is required to fulfill a scope requirements the tasks described below. Submit ail relevant documentation and correspondence to FEMA in upon completion of those tasks, The objective of the FRP documented in this MAS is to develop and/or support flood hazard data and program -related tasks through technical risk analysis and mapping activities. These activities may result in a new or updated FIRM and FIS report for one or more communities in the project area. The mapping activities in this MAS will be completed as specified in the NOFO, Award Notice and/or Articles of Agreement. Either FEMA or the CTP may terminate the mapping activities per the provisions of the Partnership Agreement. If these mapping activities are terminated, the CTP must submit and update into the MIP (if applicable) all products produced to date. It will also return any remaining funds provided by FEMA for this MAS, from uncompleted activities to FEMA. 2.1Earned Value Data Entry Scope: The FEMA MIP tracks the earned value of FRPs. The MIP automatically calculates this information. It compares the actual cost and schedule of work performed, or "actuals," to the expected cost and schedule of work performed, or "baseline." Once the FEMA Regional Office has funded a project, FEMA or its contractor will create the tasks in the MIP. This step sets the baseline for the project in the MIP. It uses the cost and schedule information for each task as outlined in this document. The MIP study application lets FEMA and the CTP manage the status of these projects at a task level. The cost and schedule information are updated monthly by the CTP for each contracted task. These are compared to the baseline for each task. This information is rolled up to a project level. The FEMA Regional Office monitors this to assess progress and Earned Value. Earned Value data entry requires the CTP to update cost, schedule, and performance (physical percent complete), and as -of date in the MIP each month for each task. Once the baseline has been set in the MIP, the CTP will input the performance and actual cost to date. The CTP does so for all tasks within each project for which they are responsible. The CTP must complete this at least once every 30 days and at the task's completion. When a task is completed and has been validated (if applicable), the CTP will enter "100% complete," the actual completion cost, and the actual completion date within the Track Task Progress Workbench as applicable. The tasks will be available on the Track Progress workbench up to 90 days after the completion of the producer task in each purchase. The CTP must also populate the MIP with appropriate leverage information regarding who (CTP or community) paid for the data provided and the amount of data the FRP used. The CTP will maintain City of Tukwila, WA FRP MAS No. 1 19 CTP Flood Risk Project Mapping Activity Statement an SPI and CPI between 0.92 and 1.08. The CTP must submit any SPRs explaining any variance in a timely manner as required. The CTP will report each month on the Earned Value of projects that are in the MIP. They must explain variances outside of the tolerance defined in Table 38. Performance Measures Targets. FEMA Regional Offices must carry out a Corrective Action Plan (CAP) when a CTP is outside of the tolerance. A CAP must define the reason for the variance and the intended resolution. FEMA Regional Offices must coordinate with FEMA Headquarters when CAPs are formed. The MIP now tracks Program Management and overarching Community Outreach and Mitigation Strategies (COMS) Statement of Work (SOW) tasks. Document and define cost and schedule performance measures in those separate MASs or SOWs. Use these measures to monitor partner performance and to determine future funding eligibility. This exception only applies to tasks that cannot be conducted or tracked in the MIP. The FEMA Regional P0, as needed, may request additional status information on an ad hoc basis. 2.2. Project Outreach and Communication Plan Scope: The CTP will develop the Project Outreach and Communication Plan (POCP) with the FEMA Regional Office at the start of this activity. This will help to support the implementation of the mapping project. The FEMA Regional Office will have access to many customizable outreach tools. These tools were made for this process. They support each touchpoint that the PMT has with the community. 2.3. Event Data Capture Note: Community engagement and outreach takes place throughout the fife of the FRP. Work with your FEMA Regional Office to develop a Project Outreach and Communication Plan. A different tracking method is acceptable with approval from the FEMA Regional Office. Up to 0% of the total budget can be used for Community Engagement. An additional (up to) 1O% of the total budget can be used for Project Outreach. The activities here are for project -specific munity engagement and outreach. The main COMS SOW can be used for broader program wide engagement activities. Com 2.3.1. RISK COMMUNICATION AND OUTREACH Scope: Risk Communication and Outreach activities funded through this MAS shall not replace or duplicate Community Engagement activities that other grants or contracts fund. Document other program -wide COMS activities that CTPs perform in a separate SOW document. The activities below support ongoing efforts that relate to this project. These efforts support working relationships among federal, state, tribal and local governments with private and public interests to reduce the impact of natural disasters where a community may change or avoid its interaction with a City of Tukwila, WA FRP MAS No. 1 20 CTP Flood Risk Project Mapping Activity Statement natural hazard. Review how these activities are carried out throughout the Risk MAP lifecycle. Include the meetings defined within it. These approaches should help to increase risk awareness and develop actionable steps to reduce risk within the FRP footprints. Carry out these activities as directed by the FEMA Regional PO to: Increase the understanding of natural hazard risk within a community. Support local efforts to reduce natural hazard risk within a community or watershed area. Make meetings and engagement opportunities with communities more effective throughout the Risk MAP life cycle. City of Tukwila, WA FRP MAS No. 1 21 CTP Flood Risk Project Mapping Activity Statement Authorized Representative Signatures Each party has caused this MAS to be executed by its duly authorized representative. Sherry Edquid CTP Project Manager Landslide Risk Assessment and Management 6/15/2023 7 j Date 6/15/2023 Kara Jacobacci Regional Project Officer Federal Emergency Management Agency, Region 10 Date City of Tukwila, WA FRP MAS No. 1 22 CTP Flood Risk Project Mapping Activity Statement List of Tables Table 1. Project and Point of Contact Information 2 Table 2. Narrative and Audience 3 Table 3. Flood Risk Project Watersheds and Jurisdictions 5 Table 5. Task 1 - Project Management and Earned Value Data Entry 6 Table 6. Task 2 - Project Outreach and Communication Plan 7 Table 7. Task 3 - Event Data Capture 9 Table 37. FRP Deliverables Schedule 11 Table 38. Performance Measures Targets 12 Table 39. Project Risk Identification and Mitigation 13 Table 40. Use of Contractors 15 Table 41. TSDN Section Mapping Activities Error! Bookmark not defined. Acronyms AMP Automated Map Production AoMI Area of Mitigation Interest ASPRS American Society for Photogrammetry and Remote Sensing BFE Base Flood Elevation BLE Base Level Engineering CAP Corrective Action Plan CCO Consultation Coordination Officer CDS Customer and Data Services CEO Chief Executive Officer CFR Code of Federal Regulations CNMS Coordinated Needs Management Strategy COMS Community Outreach and Mitigation Strategies CPI Cost Performance Index CSLF Changes Since Last FIRM City of Tukwila, WA FRP MAS No. 1 23 CTP Flood Risk Project Mapping Activity Statment CTP Cooperating Technical Partner DB Database DFIRM Digital Flood lnsurance Rate Map DVT Database Validation Tool EAP Expanded Appeals Process FAQs Frequently Asked Questions FAR Federal Acquisition Regulation FBFM Flood Boundary and Floodway Map FBS Floodplain Boundary Standards FDAG Flood Depth and Analysis Grid FEDD Flood Elevation Determination Docket FEMA Federal Emergency Management Agency FHBM Flood Hazard Boundary Map FHD Flood Hazard Determination FIRM Flood lnsurance Rate Map FIS Flood lnsurance Study FPA Floodplain Administrator FRA Flood Risk Assessment FAD Flood Risk Database FRM Flood Risk Map FRP Flood Risk Project FRR Flood Risk Report FWDT Floodway Data Table GDC Geospatial Data Coordination City of Tukwila, WA FRP MAS No. 1 24 CTP Flood Risk Project Mapping Activity Statment GIS Geographic Information System KDP Key Decision Point LAMP Levee Analysis and Mapping Procedures LFD Letter of Final Determination Lidar Light Detection and Ranging LiMVVA Limit of Moderate Wave Action LLPT Local Levee Partnership LOMC Letter of Map Change LULC Land Use Land Cover MAS Mapping Activity Statement MIP Mapping Information Platform MSC Map Service Center NAVD88 North American Vertical Datum of 1988 NFHL National Flood Hazard Layer NHP National Flood Insurance Program NLCD National Land Cover Database NLD National Levee Database NOFO Notice of Funding Opportunity OFA Other Federal Agencies PFD Primary Frontal Dunes P|| Personally Identifiable Information PMT Project Management Team PO Project Officer POCP Project Outreach and Communication PIan City of Tukwila, WA FRP MAS No. 1 25 CTP Flood Risk Project Mapping Activity Statment PPP Post -Preliminary Processing PSA PubIic Service Announcement PTS Production and Technical Services QA Quality Assurance QC Quality Control (}MP Quality Management PIan QR Quality Review RAMSAR Risk Analysis Management Access Request RSC Regional Service Center SFHA Special Flood Hazard Area SID Standard Identification SOMA Summary of Map Actions SOW Statement of Work SPI Schedule Performance Index SPR Special Problem Report TSDN Technical Support Data Notebook USGS United States Geological Survey City of Tukwila, WA FRP MAS No. 1 26