PPA Phase II: Design and Construction
After participating property owners have received their Phase I Assessment Reports and completed Phase I of the PPA Program, they are ready to move into Phase II: Design and Construction. During Phase II, participants identify, hire, and work with contractors to complete the flood risk mitigation projects that will make their properties more resilient. These projects can be pulled from the flood risk mitigation alternatives specified within their Phase I Reports or from a list of other flood risk mitigation strategies provided by the City, which include green roofs, permeable pavers, seawall enhancements, and rain gardens among other strategies.
By completing the processes and adhering to the requirements specified within the Phase II Grant Agreement, owners can take steps to ensure they will maintain their funding eligibility through the PPA program and receive reimbursement when their projects are completed.
Phase II Details
The Miami Beach Environment and Sustainability Department is excited to host our Fight the Flood PPA program Phase II: Design and Construction Kickoff event on August 29 from 6:00 PM – 7:30 PM at the MB Botanical Garden.
The kickoff will serve as an excellent opportunity for PPA participants to network with other participants, review timelines, and ask questions about eligibility with the program. There will be a 15-minute presentation followed by a networking open house and project workshop in which participants network with each other and can meet city staff from various relevant departments. We are expecting to receive a significant number of questions about permitting processes, flood mitigation design options, legal implications of the grant agreements, and compliance with codes and ordinances. Thank you for your interest and dedication to making Miami Beach a more resilient, safer place to live!
After the grant agreement has been signed by both the participant and the City, participants should work to get their permits issued so construction work can be commenced. The City requires that participants provide regular status updates on their projects until they are completed. These reports must describe the progress on the project since the previous update. They also must include photos of work conducted, any changes in timelines and/or budget, and notes on any issues encountered. Depending on the duration of the project, these reports are due monthly on the 15th of each month or quarterly on the periods noted below:
If under or equal to 1 year, monthly reports are due the 15th of each month after the reporting month.
If over 1 year, 1 quarterly reports are due:
- Period of Oct. 1 - Dec. 31: Due Jan. 15
- Period of Jan. 1 - Mar. 31: Due Apr. 15
- Period of Apr. 1 - Jun. 30: Due Jul. 15
- Period of Jul. 1 - Sept. 30: Due Oct. 10
At the end of the project, a final report is due with the reimbursement request. Additional information is provided under the “Grant Funds Disbursement” section of this page.
Once a project is completed, the property owner must ensure permits are closed and the contractor(s) is paid in full. The property owner then submits a reimbursement request for the lesser of $17,500 or 50% of the project cost to the city. This final reimbursement request must include:
- Project Completion Report
- Proof of passed inspections and closed permits
- Photo documentation of work completed
- Proof of final payments on invoices to design professionals and contractors
The city reviews the reimbursement requests and sends an inspector to the work site. The city then either a) returns the request to the participant if additional information is required or if remedies must be made or b) notifies the participant they will be receiving a check in the mail from the city within 45 days of the accepted request being submitted.
**LMI participants do not need to match grant funds if the project is under $17,500 and can receive the lesser of 100% of the project cost or $17,500. Additionally, this funding may be received in the form of cash advances with proper documentation.
Frequently Asked Questions (FAQ)
Q. Will there be more phases in the future to assist participants once projects are underway?
A. Phase II: Design and Construction is the last phase of the grant program. During this phase, program participants must seek their own contractors to complete the projects that they desire. The City will assist with program-related questions, eligibility, and reimbursement processing.
Q. When will the grant money be available to participants?
A. For most of our participants, grant money will be made available through a reimbursement for project costs once the project has been completed, all permits have been closed, and a final reimbursement request has been processed. Reimbursement will occur within 45 calendar days after the final reimbursement request has been approved.
Q. Will there be opportunities to meet and collaborate with other participants of this program?
A. Yes! The City will be hosting a Phase II Kickoff event on August 29th from 6:00 PM to 7:30 PM at the MB Botanical Garden. This event will introduce participants to the team supporting the program, the consulting team, and to the Phase II process. This meeting will also serve as an excellent opportunity to network and share information with other participants.
Q. Who is the point of contact during Phase II?
A. The City of Miami Beach Environment and Sustainability team is the primary point of contact during Phase II. To reach out team, please contact us at MBRisingAbove@miamibeachfl.gov or at (305) 673-7084.
Q. What is the deadline for apply for permits for work related to the program?
A. Permits must be applied for, and work commenced within 1 year of the Grant Agreement Effective Date.
Q. What is the reimbursement process and when will I receive reimbursement?
A. For most projects, reimbursement will occur after all work on the project has been completed, a final reimbursement request has been submitted and approved, permits have been closed, and an inspection completed. After approval, reimbursement will be received in the form of a check from the City of Miami Beach at the Grantee address.
A. For qualifying low-to-moderate income households, payment advances will be provided to participants.
Q. Can I spend program funds on something other than the approved flood risk mitigation project?
A. No. Only approved expenditures will be funded by the program. All expenditures will be checked by the City through the project reporting, budget review, final invoice review, and final inspection. Any discrepancies between approved expenditures and actual expenditures will be investigated, and if found to be noncompliant, the participant will be required to pay back the amount funded in full.
Q. Will there be additional support or feedback offered before the completion of the grant agreements?
- A. The City will be hosting Phase II Kickoff event on August 29th from 6:00 PM to 7:30 PM at the MB Botanical Garden. This workshop will serve as a great opportunity to receive additional feedback on your desired flood risk mitigation project and to receive guidance on permitting and code restrictions. If you have any additional questions, please contact us at MBRisingAbove@miamibeachfl.gov.
Q. Where do participants provide their suggestions for their project going forward?
A. Participants will submit their desired flood mitigation projects to the City in their Notice of Intent to move forward with the program. Participants will also send designs, quotes, and project plans to the City with their Phase II Grant Agreement. For additional feedback and inquiries about reimbursement eligibility for a flood mitigation project, please contact us at MBRisingAbove@miamibeachfl.gov.
Q. When are the Phase II Agreements due?
A. The supporting documents for the Phase II Agreements are due on October 15, 2023. These supporting documents include the Exhibit A: Project Details and Exhibit B: Project Budget from the Phase II agreement as well as any available plans, drawings, and quotes from contractors.
Q. What do participants need to submit with my Phase II grant agreement to move forward with my project?
A. Participants must submit all quotes, drawings, and plans from their contractor(s) and designer(s) as well as a project description and project budget (Exhibits in the Phase II Grant Agreement) to receive a signed agreement from the City. The participant must then review, sign, and return the Agreement to the City within X day.
Q. Where can participants find more eligible projects in addition to those presented in the Phase I report?
A. The alternatives presented in the report have been provided specifically for each property by the City’s consultants. However, if the participant is interested in other flood mitigation alternatives, they should review Exhibit E of their Phase II Grant Agreements, the Standard Details document on the PPA website, or call the E&S Office at (305) 673-7084.
Q. Who should participants contact for questions on permitting and project costs.
A. For specific questions on costs related to participants’ desired projects, please consult with your contractor for the project. If there are questions on permitting costs, you may contact the City of Miami Beach Buildings Department or, for seawalls and other marine projects, contact Miami-Dade Department of Environment and Resources Management (DERM).
Q. Where can participants find support for seeking contractors and design professionals?
A. The City cannot provide endorsements or recommendations for specific contractors over others. However, participants can view lists of contractors that the City has worked with and directories to those that are certified by the City and State at our PPA Resource Center page.
Q. Will participants be provided with products to be utilized in flood risk mitigation projects (pavers, barriers, etc.)?
A. The City cannot provide endorsements or recommendations for specific products over others. For additional information on general flood mitigation designs that are effective and comply with City, County, and State ordinances, please refer to the Standard Details document on the PPA Resource Center page.
Q. Would regrading the property be covered by the grant?
A. Regrading of property would be reimbursable through the PPA program if it is included in the Phase I Report alternatives or if it is associated with a flood mitigation alternative, such as creating rain gardens, bioswales, French drains, permeable pavers, garage floor elevation, and other projects.
Q. Can a participant find a specific type of product to use for flood mitigation, like a permeable paver, and receive reimbursement through the program?
A. If the product is a necessary component of a flood mitigation project, directly relates to flood risk mitigation, and maintains compliance with all applicable codes and ordinances, it may be eligible for PPA funding pending PPA Team review.
Q. Can a participant receive reimbursement for a flood risk mitigation project that is not included in the Phase I Report?
A. The City’s engineering consultants provide the alternatives in the report as the most effective and feasible options for flood risk mitigation on the property based upon their assessment of the property. However, other flood mitigation options noted in the Phase II Grant Agreement could be permissible upon review and approval by the City.