CN-370000-BS136-T10.pdf

6/14/2022

Atkins North America, Inc.

Registered office: 4030 West Boy Scout Boulevard, Suite 700, Tampa FL 33607, United States

Atkins 800 NW 62nd Avenue

Miami, Florida, 33126

Tel: +1.305.592.7275

Fax: +1.305.597.9446 atkinsglobal.com snclavalin.com

May 25, 2022

Ms. Genita Alexander

Government Operations Consultant III

Florida Department of Environmental Protection

Division of Water Resource Management/Shared Services

2600 Blair Stone Road

Tallahassee, FL 32399

RE: DEP WR Contract: BS136 Project Proposal – Biscayne Bay Commission

Meeting Preparation, Coordination, Facilitation, and Reporting

Dear Ms. Alexander, Background

Florida Department of Environmental Protection (FDEP) requested Atkins to provide meeting facilitation services for the Biscayne Bay Commission meetings and reporting. Meetings are held quarterly (4 times per year) and Reports are submitted semiannualy (2 times per year).

FDEP requests that Atkins will initially provide planning and logistical support (June 2022) in preparation of the next meeting (July 2022) and drafting and coordinating Commission member submissions on the next semiannual report (due July 2022).

It is anticipated that Atkins will provide additional services in support of the Biscayne Bay Commission meetings and reportings thru subsequent authorizations if the initial services are provided to FDEP’s satisfaction.

Scope of Work

The scope of services, schedule, and deliverables for this task authorization are described fully as task 1 and task 4 in attached Scope of Work.

Project Costs and Deliverables

Deliverables will be submitted in the formats indicated in the attached scope of work. The not to exceed project cost is $17,948.46 and is summarized by subtasks below. The task order is proposed on a fixed-fee basis. Tasks 1 and 4 will be invoiced upon submittal of final deliverables and services provided. A detailed breakdown of costs by labor hours and rates is attached.

Table 2 Project Deliverables

Deliverable Cost Task 1: Planning and logistical support of meetings $12,370.24

Task 4: Draft and coordinate semiannual report $5,578.22

Total $ 17,948.46

Project Schedule

The proposed scope of work will begin immediately upon notice to proceed (NTP) and will follow the schedule shown in the scope of work.

Biscayne Bay Commission:

Meeting Preparation, Coordination, Facilitation, and Reporting

Scope of Work

Florida Department of Environmental Protection (FDEP) Office of Resilience and Coastal Protection (ORCP)

PROJECT TITLE:

Biscayne Bay Commission: Meeting Preparation, Coordination, Facilitation, and Reporting

PROJECT DATES:

Upon Task Assignment Execution to 6 /30/22 (Tasks 1 and 4 only) 7/1/22 to 6/30/23 (Tasks 1, 2, 3, and 4)

Satisfactory completion may result in potential for renewal for up to 3 additional years, as funding allows.

BACKGROUND:

The Biscayne Bay Commission was enacted by the Florida Legislature in 2021 (CS/HB 1177) as an advisory council to the Florida Department of Environmental Protection (DEP). The Commission serves as the official coordinating clearinghouse for all public policy and projects related to Biscayne Bay to unite all governmental agencies, businesses, and residents in the area to speak with one voice on bay issues; to develop coordinated plans, priorities, programs, and projects that might substantially improve the bay area; and to act as the principal advocate and watchdog to ensure that bay projects are funded and implemented in a proper and timely manner.

Per CS/HB 1177, the Commission shall:

(a) Consolidate existing plans, programs, and proposals, including the recommendations outlined in the June 2020 Biscayne Bay Task Force report, into a coordinated strategic plan for improvement of Biscayne Bay and the surrounding areas, addressing environmental, economic, social, recreational, and aesthetic issues. The Commission shall monitor the progress on each element of such plan and shall revise the plan regularly.

(b) Prepare a consolidated financial plan using the projected financial resources available from the different jurisdictional agencies. The Commission shall monitor the progress on each element of such plan and revise the plan regularly.

(c) Provide technical assistance and support as needed to help implement each element of the strategic and financial plans.

(d) Work in consultation with the United States Department of the Interior.

(e) Provide a forum for exchange of information.

(f) Act as a clearinghouse for public information.

(7) The Commission shall submit a semiannual report describing the accomplishments of the Commission and each member agency, as well as the status of each pending task [a-f above], to the Miami City Commission, the Miami-Dade County Board of County Commissioners, the Mayor of Miami, the Mayor of Miami-Dade County, the Governor, and the chair of the Miami- Dade County Legislative Delegation.

The commission is composed of nine voting members, including representatives from the Miami- Dade Board of County Commissioners, Miami-Dade County League of Cities, South Florida Water Management District, Department of Environmental Protection, Fish and Wildlife Conservation Commission, Florida Inland Navigation District, and an appointee of the Governor of Florida. The Commission is required to meet at least quarterly for four years, but may meet more frequently, as appropriate.

At their first meeting on January 4, 2022, the Commission elected their Chair and Vice-Chair, and reviewed sunshine law, their purpose, and a draft first report. They also viewed overview presentations for water quality and past and ongoing County projects in Biscayne Bay.

The Commission’s first semiannual report was submitted prior to its January 15, 2022 due date.

At their second meeting on April 8, 2022, the Commission reviewed presentations on Water Quality Impairments in Biscayne Bay, Miami-Dade County’s Reasonable Assurance Plan, and Tampa Bay Estuary Program’s Reasonable Assurance Program. The Commission members also reviewed the homework/action item generated during the January meeting and discussed its relevance to the presentations. Finally, the Commission reviewed and approved a process for DEP to draft their second semiannual report, which s due on July 15, 2022 – prior to their third meeting.

All Commission meetings are open to the public, have a public comment period prior to Commission member discussion, and are held as hybrid meetings (simultaneously online and in-person).

PROJECT GOALS AND OBJECTIVES:

The Commission requires a neutral facilitator to assist in planning, running, and all follow-up items after the quarterly Commission meetings. This individual will help guide the conversation to ensure effective collaboration among not only Commission members, but also between public stakeholders that may have divergent views or opinions. The facilitator will serve as the face and voice of the Commission meetings. Additionally, the facilitator will assist in meeting preparation (e.g., planning calls with the Chair and Vice-Chair, planning calls with DEP Communications staff, draft emails to Commissioners, draft responses to public emails, public and process agendas, homework/action item compilation, PowerPoint generation and presenter coordination, etc.) and follow up, including the coordination of any action items. Please note that this preparation and follow-up coordination may be extensive, both internally within DEP, and externally with the Commission members and their staff. Finally, the facilitator will draft and compile the semiannual report.

Specific tasks include: planning and logistical support in preparation for Biscayne Bay Commission Meeting(s); facilitation and in-meeting logistical support at Biscayne Bay Commission Meeting(s); conduct all meeting follow-up tasks; and draft and coordinate Commission member submissions of semiannual reports.

TASK DESCRIPTION & DELIVERABLES:

Task 1: Planning and logistical support upon execution through 6/30/2022 in preparation for 4 Biscayne Bay Commission Meeting(s), to be held quarterly between 7/1/22 and 6/30/23.

Contractor will:

i. Identify and secure location(s) for Biscayne Bay Commission meetings. Meetings will be located in Miami-Dade County, preferably on or adjacent to Biscayne Bay. Meetings will be hybrid (simultaneous virtual and in-person), including all necessary technical components (e.g., audio, visual, webinar, rental fees).

a. Secure all necessary meeting hosting services, and supplies and materials including audiovisual equipment (e.g., Zoom account, laptop, digital projector, microphones, speakers, etc.), and supplies (e.g., kiosks, flip charts, markers, etc.) deemed necessary for the meeting. Contractor will coordinate with DEP staff to assess staff resources and supplies and materials available, and those required for purchasing. Microphones are needed for each Commission member, presenter podium, and public comment podium; all should be mutable,

b. Contractor will conduct full tech check including audio and visual with presenters prior to the meeting date,

c. Contractor will set up meeting facility the day before the Commission meeting.

d. Develop logistics document, including maps and directions to venue, parking, and testing routes via Google Maps and Apple Maps. A second version of this document will be drafted for staff, to include meeting room setup diagram, and locations to place A-frames (visuals to aid in directions), NOTE: FIU Biscayne Bay campus was the venue for the 2nd Commission meeting.

Should A/V issues experienced during April be able to be rectified, this is the preferred location for future meetings, at no cost.

ii. Coordinate with DEP Office of Resilience and Coastal Protection (ORCP) to:

a. Establish 2-week window when Chair and Vice-Chair are available for the next meeting. Determine best meeting date via doodle poll to Commission members, CCing their staff. Send calendar hold, to be updated later with approved public agenda, Zoom link, and logistics document (maps/directions) to the venue.

b. Draft Florida Administrative Register (FAR) and submit to DEP for approval and posting

c. Develop meeting agendas (public, detailed internal, and process/Event Brief) with input from Commission Chair and Vice-Chair,

d. Prepare and print (meeting the requirements of the Florida State Statutes), agendas, sign-in sheets, handouts, etc.,

e. Print forms for submission of public comments; assist in tracking of public comment submission via BiscayneBayCommission@FloridaDEP.gov and draft responses for DEP review and submittal,

f. Identify and secure speakers, presenters, kiosk hosts, etc. with input from Commission members and DEP staff,

g. Coordinate internal (DEP) and external presenters, draft PowerPoint presentation, and review all meeting presentations and documents (meeting the requirements of FDEP identity guidelines and content approval). This involves explaining the context of their requested presentation to aid in meeting flow, and obtaining their presentation in advance, in order to compile all presentations into a master file,

h. Develop “Event Brief” to include “Run of Show” process agenda including talking points and directions for the Chair, Vice-Chair, facilitator, and any DEP staff providing assistance,

i. Coordinate with DEP law enforcement,

j. Conduct staff briefing meeting,

k. Coordinate any media with DEP Press Office staff.

NOTE: Templates of every document type exist from the Commission’s first two meetings.

Drafting and submission of every document for DEP review is a several-step internal process that the facilitator is responsible for shepherding, meeting the submission deadlines, and reminding others of their submission deadlines. While it is intended to be linear (i.e., from BBAP/SE Region to ORCP, to Chair and Vice-Chair, to Coms staff, to Coms approver), often later edits may need to be re-reviewed and re-approved by earlier staff. Using a shared file system where all drafters/reviewers have access to the most recent version of a particular document is essential. As such, plan on every document having between 4-10 drafts prior to being deemed finalized by DEP.

NOTE: Commission meetings occur under Florida Sunshine regulations. As such, the Contractor will not put Commission members in the position of speaking to each other outside of Commission meetings. Emails and calendar announcements will BCC all Commission members and their staff. Contact information will be provided by DEP.

NOTE: Costs for meeting venues, A/V, supplies, etc. are to come from the overall contract budget.

Deliverable(s):

All deliverables will be submitted to Jamie Monty by the dates listed in the table below. The deliverables listed below are only the that will be provided to DEP. Additional electronic products are listed in the table below. The content for what is required for each deliverable is described in the Description of Tasks above and will be provided in templates from previous meetings.

1. One (1) electronic copy(1) of Outlook calendar announcement for Biscayne Bay Commission Meetings(2).

2. One (1) electronic copy(1) of public, detailed internal, and process (Event Brief “Run of Show”) agendas for Biscayne Bay Commission Meetings(2).

3. One (1) electronic copy(1) of Final Combined PowerPoint for Biscayne Bay Commission Meetings(2).

4. One (1) electronic copy(1) of Florida Administrative Register announcement for Biscayne Bay Commission Meetings(2).

5. One (1) electronic copy(1) of Event Brief for Biscayne Bay Commission Meetings(2).

6. One (1) electronic copy(1) of all printed materials for Biscayne Bay Commission

Meetings(2).

NOTE: All tables estimate 13 weeks between meetings. Should a meeting date be selected less than 13 weeks from the previous meeting, deliverable dates will be moved up.

NOTE: DEP staff schedules for meetings are frequently booked solid for the subsequent two weeks; please schedule meeting as quickly as possible to hold the time necessary to conduct this work.

Quarterly Meeting Prep Items

Sub-Task Deliverable Due Date

Coordinate with Chair and Vice-Chair on their availability

CC Jamie Monty (JAM) on email(s)

Within 1 week of previous meeting

Send doodle to BBCom (allow for 1 week for their response)

CC JAM on email with doodle link

2 weeks after previous meeting

Send Save the Date Outlook calendar announcement to BBCom

CC JAM on Outlook calendar announcement

3 weeks after previous meeting

Find venue (including site visit/tech check to ensure AV needs will be met for hybrid meeting); update calendar announcement with location name and address

Conduct tech check at venue with Rachel Skubel (RS); CC JAM on Outlook calendar announcement update

4 weeks after previous meeting

Draft detailed internal agenda from list of previous meeting follow up and questions; review with JAM

Conduct virtual meeting with

JAM

Within 1 week of previous meeting

Agenda review by ORCP (Alex Reed - AR, Kristine Morris - KM, Adam Blalock

- AB) and BBCom Chair

CC JAM on Outlook calendar invite(s) for virtual meeting

2 weeks after previous meeting

Agenda review by Coms (Alex Kuchta

- AK, Lily Etemadi - LE, Emily Brown - EB) (allow for 1 week for their response)

CC JAM on email to Coms 3 weeks after previous meeting

Finalize internal agenda (incorporate edits, rename final, save to sharefolder)

Email final internal agenda to

JAM

4 weeks after previous meeting

Contact and confirm potential presenters; add to Outlook and internal agenda

CC JAM on email 5 weeks after previous meeting

Draft DEP Presentation w/ agenda breaks (holds for presenter slides)

Email JAM for review;

incorporate edits

5 weeks before next meeting

Obtain PPTs from presenters CC JAM on emails 2 weeks before next meeting

PPT review by OCRP (Shaniqua Miller

- SM, AR, KM, AB)

CC JAM on email 2 weeks before next meeting

PPT review by Coms (AK, LE, EB) CC JAM on email 2 weeks before next meeting

PPT review by Coms (Dee Ann Miller -

DAM)

CC JAM on email 2 weeks before next meeting

Draft FAR Notice (need date, location, and agenda)

Email JAM for review;

incorporate edits

7.5 weeks before next meeting

FAR review by OCRP (AR, KM, AB, OGC staff TBD)

CC JAM on email 7 weeks before next meeting

FAR review by Coms (AK, LE, EB) CC JAM on email 6.5 weeks before next meeting

FAR review by Coms (DAM) CC JAM on email 6 weeks before next meeting

Email Final FAR to Earl Pearson (EP) for posting

CC JAM on email 5 weeks before next meeting

Draft Public agenda – week prior, press release to announce

Email JAM for review;

incorporate edits

5 weeks after previous meeting

Public agenda review by OCRP (AR, KM, AB, OGC staff TBD)

CC JAM on email 6 weeks after previous meeting

Public agenda review by Coms (AK, LE, EB) (allow for 1 week for their response)

CC JAM on email 7 weeks after previous meeting

Public agenda review by Coms (DAM) (allow for 1 week for their response)

CC JAM on email 8 weeks after previous meeting

Email final public agenda to Elizabeth Khan (EK) to post on website

CC JAM on email 9 weeks after previous meeting

Draft map/directions; PDF and attached to calendar announcement

Email JAM for review;

incorporate edits

5 weeks after previous meeting

Draft Event Brief (include map/directions and process agenda/”Run of Show”)

Working document Finalized 1 week before next meeting

Print Final approved materials for existing binders (public agenda, previous minutes, full slide presentations, handouts, compiled homework/action items, note sheets)

Email JAM Final versions 1 week before meeting

Print Event Brief for Chair, Vice-Chair, JAM, and AK binders

Coordinate law enforcement scheduling with DEP (Sedar Mert – SM) and venue

CC JAM on email 1 month before meeting

Coordinate any media (if known in advance of meeting) with DEP Press Office (AK)

CC JAM on email 1 week before meeting

Coordinate with DEP for staff support for check-in; hold pre-meeting briefing

Conduct virtual meeting with staff

1 week before meeting

Tech Check A/V (microphones, cameras, computers, webinar, etc.)

Conduct tech check with RS Minimum 1 week before meeting

Task 2: Facilitation and in-meeting logistical support at 4 Biscayne Bay Commission Meeting(s), to be held quarterly between 7/1/22 and 6/30/23. Contractor will coordinate with DEP-ORCP to facilitate Biscayne Bay Commission meetings, as well as provide logistical support, including:

i. Providing meeting welcome and logistics overview (see Event Brief),

ii. Announcing and coordinating all speakers and presenters,

iii. Facilitating public comment (in-person, then via webinar) using on-screen 3 -minute timer, including encouraging quick wrap up for those whose comments run long,

iv. Management of all audiovisual equipment, room preparation, set-up, break down, and clean up,

v. Provision and distribution of agendas, handouts, and public comment forms,

vi. Printing and distribution of Commission member binders/binder materials (i.e., insert public agenda and presentation into all binders; additionally, insert “Event Brief” for Chair and Vice-Chair, and the binders of Jamie Monty and Alexandra Kutcha)

vii. Conduct/facilitate meetings,

viii. Conduct staff debrief meeting,

ix. Scan meeting sign-in sheet,

x. Scan meeting comment cards,

xi. Create master PDF of all public comments, to be <35 KB, including separate page headers: public comments received in person, public comments received via webinar, public comments received via email by deadline (1 week after meeting, emails received between post-meeting deadline and one week prior to next meeting,

xii. Enter comments into existing public comment database using comments , categorizing for easy sorting (e.g., by topic).

xiii. Record (during meeting) and draft meeting minutes

xiv. Obtain DEP review and approval of minutes; send Draft Minutes to Commission for review, compile edits into 2nd Draft Minutes, send to Commission.

Deliverable(s): All deliverables must meet the requirements of FDEP identity guidelines and content approval will be submitted to Jamie Monty by the dates listed in the table below. The deliverables listed below are only the that will be provided to DEP. Additional electronic products are listed in the table below. The content for what is required for each deliverable is described in the Description of Tasks above and will be provided in templates from previous meetings.

1. One (1) scanned electronic copy(1) of meeting sign-in sheet for Biscayne Bay Commission Meetings(2).

2. One (1) scanned electronic copy(1) of meeting comment cards for Biscayne Bay Commission Meetings(2).

3. One (1) electronic copy(1) of public comment PDF for Biscayne Bay Commission Meetings(2).

4. One (1) electronic copy(1) of public comment database (Excel) for Biscayne Bay Commission Meetings(2).

5. One (1) original copy(1) of each individual submitted public comment card from Biscayne Bay Commission Meetings(2).

6. One (1) original copy(1) of meeting sign-in sheet from Biscayne Bay Commission Meetings(2).

7. One (1) electronic copy(1) of meeting minutes of Biscayne Bay Commission Meetings for DEP (2) (3).

8. Eleven (11) printed copies(1) of meeting minutes report of Biscayne Bay Commission members (to be inserted into their binders, and the binders of Jamie Monty and Alexandra Kutcha)(2) (3).

Sub-Task Deliverable Due Date

Scan meeting sign-in sheet Meeting sign-in sheet 3 days after meeting

Scan meeting comment cards Meeting comment cards 3 days after meeting

Create public comment PDF Public comment PDF 1 week after meeting

Enter comments into existing database

Public comment database 1 week after meeting

Draft meeting minutes Email to JAM for review 4 weeks after previous meeting

Minute review by ORCP (SM, AR, KM, AB)

CC JAM on email 5 weeks after previous meeting

Minute review by DEP Coms (AK, LE, EB) (allow for 1 week for their response)

CC JAM on email 6 weeks after previous meeting

Minute review to DEP Coms (DAM) (allow for 1 week for their response)

CC JAM on email 7 weeks after previous meeting

EML Draft Minutes to BBCom for edits (allow for 1 week for their response)

CC JAM on email 8 weeks after previous meeting

EML Draft Minutes + BBCom edits to BBCom (allow for 1 week for their response)

9 9 weeks after previous meeting

Task 3: Conduct all meeting follow-up tasks for 4 Biscayne Bay Commission Meeting(s), to be held quarterly between 7/1/22 and 6/30/23. This includes the coordination of all materials with several offices within DEP and following up with Commission members and their staff to ensure homework/action items are being addressed

Drafting, coordination, review, and approval of all materials with several offices within DEP, including Biscayne Bay Aquatic Preserves, Office of Resilience and Coastal Protection, and Office of Communications.

Note that obtaining responses from Commission members may take follow-up emails and/or phone calls, reminder emails, to both themselves, their staff, and their contractors.

i. Draft response to each email received, for DEP staff to reply, at

BiscayneBayCommission@FLoridaDEP.org,

ii. Send Commission public comment PDF,

iii. Confirm meeting homework/action items with Chair and Vice-Cahir, create template or example to provide to Commission members and their staff, draft homework/action item request emails, draft reminder emails, compile homework/action item and conduct analysis as appropriate, answer Commission member questions regarding homework/action item as needed, NOTE: The league of Cities includes 32 municipalities, coordination and compilation of their submissions into one response from the League takes extra time, prior to adding that League response to that of the other 8 commission member’s responses.

Deliverable(s): All deliverables will be submitted to Jamie Monty by the dates listed in the table below. The deliverables listed below are only the that will be provided to DEP. Additional electronic products are listed in the table below. The content for what is required for each deliverable is described in the Description of Tasks above and will be provided in templates from previous meetings.

1. One (1) electronic copy(1) of draft email regarding homework/action items for Biscayne Bay Commission Meetings for DEP (2) (3).

2. One (1) electronic copy(1) of draft PowerPoint presentation with homework/action items summarized, analyzed, and presented for the next Biscayne Bay Commission Meetings for DEP (2) (3).

3. One (1) electronic copy(1) of public comment PDF of Biscayne Bay Commission Meetings for DEP (2) (3).

4. One (1) electronic copy(1) of PDF of each separate PowerPoint presentation given at previous Biscayne Bay Commission Meetings for DEP (2) (3).

5. One (1) electronic copy(1) of draft meeting minutes of Biscayne Bay Commission Meetings for DEP (2) (3).

6. One (1) electronic copy(1) of draft meeting minutes with Commissioner’s’ edits/comments of Biscayne Bay Commission Meetings for DEP (2) (3).

7. One (1) electronic copy(1) of Final meeting minutes incorporating Commissioner’s’ edits/comments of Biscayne Bay Commission Meetings for DEP (2) (3).

NOTE: As much as possible, try not to have multiple items out to the Commission members at one time (e.g., doodle poll, homework/action time, report review, etc.)

Quarterly Meeting Follow-Up Items

Sub-Task Deliverable Due Date

Hold post-meeting debrief with DEP staff

Conduct virtual meeting with staff

1 week after meeting

Confirm homework/action items with Chair and Vice-Chair

CC JAM on email Within 1week of previous meeting

Send BBCom homework/action item list (allow 3 weeks for their response)

CC JAM on email 2weeks after previous meeting

Incorporate homework/action item results into presentation and talking points (event brief)

Email draft presentation and brief to JAM for review

5weeks after previous meeting

Compile in-meeting public comments and emails received at BBCom email between one week before previous meeting and one week in advance of next meeting (e.g., 4Jan22-31Mar22), add section headers, and PDF (<35mb)

CC JAM on email 1 week before next meeting

Email PDF to BBCom as FYI for review before next meeting

CC JAM on email 1 week before next meeting

PDF individual presenter’s presentations; email to EK to post to website

CC JAM on email Within 1 week of previous meeting

Incorporate any edits to previous meeting minutes (that were brought up during the last BBCom meeting); email to EK to post to website

CC JAM on email Within 2 weeks of previous meeting

Task 4: Draft and coordinate Commission member submissions on 2 semiannual reports per year. Reports contain 3 main sections: 1) accomplishments of the Commission (meeting summaries); 2) accomplishments of each member agencies (Excel tracker and text); and 3) update the Commission’s progress on 6 tasks identified in the establishing legislation (including updating their financial plan).

i. Reports are due to the Governor/legislative delegation on January 15th and July

15th of each year. Final approved drafts must be submitted to DEP no later than

5 business days prior to January 15 and July 15.

ii. After the final PDF is sent to DEP, the agency will draft a transmittal letter, to be signed by the Secretary, and DEP staff will transmit the final report to the

Governor/legislative delegation.

Deliverable(s): All deliverables will be submitted to Jamie Monty by the dates listed in the table below. The deliverables listed below are only the that will be provided to DEP. Additional electronic products are listed in the table below. The content for what is required for each deliverable is described in the Description of Tasks above and will be provided in templates from previous meetings.

1. Two (2) electronic copies(1) of the draft report for Biscayne Bay Commission members

(2) (3).

2. Eleven (11) printed, spiral bound copies(1) of the final report for Biscayne Bay Commission members (to be inserted into their binders, and the binders of Jamie Monty and Alexandra Kutcha)(2) (3).

Semiannual Report Items

Sub-Task Deliverable Due Date

Send Excel tracker and request updated info from BBCom members (1mo draft)

CC JAM on email 8 weeks before report is due

Request info from DOI (Adam Gelber - AG, Erik Stabenau (ES), Morgan Elmer -

ME)

CC JAM on email 8 weeks before report is due

Draft report content incorporating BBCom member and DOI submissions

Email to JAM for review 6 weeks before report is due

Report review to RCP Coms (SM) CC JAM on email 5 weeks before report is due

Report review to RCP Leadership (AB, KM, AR)

CC JAM on email 5 weeks before report is due

Report review AP Scrub (Susan Beason

- SB)

CC JAM on email 4.5 weeks before report is due

Report review 508 Scrub (Kelly Fannon

- KF)

CC JAM on email 4.5 weeks before report is due

Report review to DEP Coms (AK, LE, EB)

CC JAM on email 4 weeks before report is due

Report review to DEP Coms (DAM) CC JAM on email 4 weeks before report is due

Report review to the Secretary’s Chief of Staff (Justin Wolfe - JW)

CC JAM on email 4 weeks before report is due

Report review to Tori Deal – TD (to provide to Shawn Hamilton - SH)

CC JAM on email 4 weeks before report is due

Report review to BBCom members (2wk rev)

CC JAM on email 3 weeks before report is due

Save clean file, incorporate edits/comments, remove watermark, rename doc, save PDF

Email to JAM for review 1 week before report is due

Final PDF to KM, AR, LE, AK, EK, DAM (to transmit to Governor and legislative delegation)

CC JAM on email No later than 5 business days before 1/15 and 7/15

Email report to KF to post on PFT website

CC JAM on email No later than 5 business days before 1/15 and 7/15

Email PFT link to EP to post on BBAP website

CC JAM on email No later than 5 business days before 1/15 and 7/15

Email report to AK to post on social media

CC JAM on email No later than 5 business days before 1/15 and 7/15

Email report and website link to BBCom CC JAM on email No later than 5 business days before 1/15 and 7/15

Email report to MDC for their website (Irela, Pamela, Ana)

CC JAM on email No later than 5 business days before 1/15 and 7/15

(1) DVDs or CDs must be used for submission of electronic files. DVD or CD labels must be approved by Jamie Monty before distribution.

(2) The Final Products will only be considered final when approved by Jamie Monty.

(3) For final reports and presentations all pages, including the cover, must adhere to FDEP formatting guidelines. An acknowledgement of the financial assistance provided by DEP’s CPR Program will be stated on the second page of the report. A template for formatting the final report and PowerPoint presentation will be provided.

TIMELINE: The table below details the invoicing and payment schedule for tasks/services and submitted deliverables. White-colored rows detail the tasks being completed within a date range and the cost associated with that portion of the task. Yellow-colored rows list all the deliverables (by task) that will be submitted by the specified due date.

NOTE: All final deliverables and invoice(s) will be submitted to DEP according to the schedule below. DEP may take up to two weeks to review deliverables.

Meeting /Report

Task # Task Short Name Service Dates

Task Amounts

Deliverable Due Dates

M1 1 Meeting Planning

Upon Task Assignment Execution to

06/30/2022 for July 27, 2022

Meeting

$x,xxx

June 30, 2022 and June 30, M1 2 Meeting Facilitation

Upon Task Assignment Execution to

08/30/2022 for July 27, 2022

Meeting

$x,xxx

June 30, M1 3 Meeting Follow up

Upon Task Assignment Execution to

08/30/2022 for July 27, 2022

Meeting

$x,xxx

June 30, M2 1 Meeting Planning

07/01/2022 – 11/30/2022 for

October/November 2022 Meeting

$x,xxx

June 30, M2 2 Meeting Facilitation

07/01/2022 – 11/30/2022 for

October/November 2022 Meeting

$x,xxx

June 30, M2 3 Meeting Follow up

07/01/2022 – 11/30/2022 for

October/November 2022 Meeting

$x,xxx

June 30, R1 4 Report to FL Legislature

07/16/2022 – 01/15/2023 for Report due to

Governor January 15, 2023

$x,xxx

June 30, M3 1 Meeting Planning

10/01/2022 – 02/28/2023 for

January/February 2023 Meeting

$x,xxx

June 30, M3 2 Meeting Facilitation

10/01/2022 – 02/28/2023 for

January/February 2023 Meeting

$x,xxx

June 30, M3 3 Meeting Follow up

10/01/2022 – 02/28/2023 for

January/February 2023 Meeting

$x,xxx

June 30, M4 1 Meeting Planning

01/01/2023 – 05/31/2023 for April/May 2022

Meeting

$x,xxx

June 30, M4 2 Meeting Facilitation

01/01/2023 – 05/31/2023 for April/May 2022

Meeting

$x,xxx

June 30, M4 3 Meeting Follow up

01/01/2023 – 05/31/2023 for April/May 2022

Meeting

$x,xxx

June 30, R2 4 Report to FL Legislature

Upon Task Assignment Execution to

06/30/2022 for Report due to

Governor July 15, $x,xxx

June 30, 2022 and June 30, FINANCIAL CONSEQUENCE: In the event that services rendered are not deemed satisfactory, the Contractor shall re-perform the work needed to ensure satisfactory service, at no additional cost to the Department. Partial Payments allowed. Failure to provide all services, or failure to provide services which are satisfactory, shall result in reduction of payment, non-payment, or termination of the agreement.

NOTE: The contractor must notify DEP when data from this project will be published. All deliverables, presentations, and social media posts will acknowledge the financial assistance provided by the State of Florida, as administered by DEP’s Coral Protection and Restoration Program.

BUDGET:

Line Description Task 1 Task 2 Task 3 Task 4 Notes TOTAL

1 Hours

Professional Salaries

3 Fringes

4 Supplies

5 Contractual

Total Direct Expense

Indirect Cost

Total Cost Per Task

9 Multiplier 4 4 4 2

Total Cost Per Task For 4 meetings and 2 reports

All budget items must be tied to deliverable(s) associated with that Task. Line items (rows) may be added for other additional costs (e.g. equipment) or removed if not applicable.

Tuition, publication costs, and conference attendance are not eligible for state funding.

No equipment > $5,000 per item may be purchased.

Hours, Salaries, and Fringe include PI costs; all subcontract costs are summed into Contractual.

Indirect Cost may not exceed 15% of the Total Direct Expense.

DEP STAFF TASKS:

• Review and approve items listed in deliverable tables above,

• Post items to https://protectingfloridatogether.gov/BiscayneBayCommission website,

• Check BBCommission@floridadep.gov email,

• Set up and run GoToMeeting/webinar,

• Coordinating with Secretary, send report to Governor/legislative delegation,

• Staff sign-in table, runner/photographer,

• Create press release,

• Coordinate with Florida Channel,

• Draft and send report Transmittal letter, CONTACTS:

Biscayne Bay Commission Members

Name Affiliation Role Email Office

Phone

Noah Valenstein

Brightwater Strategies Founder (Governor Appointed)

Chair noah@brightwaterstrategies.com 850-251-

Adam Blalock

DEP Ecosystem Restoration Deputy Secretary (area represented:

Miami-Dade County)

Vice- Chair

Adam.Blalock@FloridaDEP.gov 305-375-

Jean Monestime

Miami-Dade County Commissioner (District 2, northern coastal Biscayne Bay)

Member district2@miamidade.gov 305-375-

Rebeca Sosa

Miami-Dade County Commissioner (District 6, inland surrounding Miami)

Member district6@miamidade.gov 305-375-

Danielle Cohen Higgins

Miami-Dade County Commissioner (District 8, southern coastal Biscayne Bay)

Member district8@miamidade.gov 305-375-

Tim Meerbott

Town of Cutler Bay Mayor, Member tmeerbott@cutlerbay-fl.gov 305-416-

League of Cities Representative

Charlie Martinez

SFWMD Governing Board Member (area represented:

Miami-Dade County)

Member cmartinez@sfwmd.gov 561-682-

Thomas Reinert

FWC South Regional Director (area represented:

Miami-Dade County)

Member thomas.reinert@myfwc.com 561-625-

T. Spencer Crowley III

FIND

Commissioner (area represented:

Miami-Dade County)

Member tscrowley@aicw.org 305-982-

DEP Contacts

Name Initials Email Office Phone

Adam Blalock AB Adam.Blalock@FloridaDEP.gov 850-245-2031

Emily Brown EB Emily.Brown@floridadep.gov 850-245-2072

Tori Deal TD Tori.Deal@FloridaDEP.gov 850-245-2035

Lily Etemadi LE Lily.Etemadi@FloridaDEP.gov 850-245-2057

Elizabeth Khan EK Elizabeth.Khan@FloridaDEP.gov 850-245-2124

Alexandra Kuchta AK Alexandra.Kuchta@FloridaDEP.gov 850-245-2014

Sedar Mert SM Serdar.Mert@FloridaDEP.gov 561-681-6673

Dee Ann Miller DAM Dee.Ann.Miller@dep.state.fl.us 850-245-2114

Sheniqka Miller SM Sheniqka.L.Miller@FloridaDEP.gov 850-245-2095

Jamie Monty JAM Jamie.Monty@floridadep.gov 786-295-5357

Kristine Morris KM Kristine.P.Morris@FloridaDEP.gov 850-245-3188

Earl Pearson EP Earl.Pearson@FloridaDEP.gov 850-245-2104

Alex Reed AR Alex.Reed@FloridaDEP.gov 850-245-2101

Patricia Rose PR Patricia.Rose@dep.state.fl.us 786-798-4500

Rachel Skubel RS Rachel.Skubel@FloridaDEP.gov 786-798-4508

Justin Wolfe JW Justin.G.Wolfe@dep.state.fl.us 850-245-2214

BBAP Manager TBD TBD TBD

Office of General Council (TBD)

OGC

TBD

TBD TBD

External Contacts

Name Initials Email Office Phone

Irela Bague IB irela.bague@miamidade.gov 786-812-1556

Morgan Elmer ME Morgan_Elmer@nps.gov 305 281 0500

Ana Fiotte AF Ana.Fiotte@miamidade.gov 786-812-1557

Adam Gelber AG Adam_Gelber@ios.doi.gov 954-377-5967

Steven James SJ stejames@fiu.edu 305-919-4287

Kameesha Jones KJ kamejone@fiu.edu N/A

Jocelyn Martinez JM jomartin@fiu.edu N/A

Kimberly Rivera KR krivera@fiu.edu 305-348-4111

Erik Stabenau ES Erik_Stabenau@nps.gov 305-224-4209

Pamela Sweeney PS Pamela.Sweeney@miamidade.gov 305-372-6594

Noah Valenstein NV noah@brightwaterstrategies.com 850-251-2116