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Sheriff-Coroner Department - County of Orange - 2008-03-19
i 1 2 AGREEMENT TO TRANSFER PROPERTY OR FUNDS 3 FOR 2007 HOMELAND SECURITY GRANT PROGRAM PURPOSES 4 5 THIS AGREEMENT is entered into this day of 200_, which 6 date is enumerated for purposes of reference only; by and between the COUNTY OF ORANGE, a 7 political subdivision of the State of California, hereinafter referred to as "COUNTY', and 8 , a (municipal corporation/special district/not-for- 9 profit corporation), hereinafter referred to as "SUBGRANTEE." 10 WHEREAS, COUNTY, acting through its Sheriff-Coroner Department in its capacity as the 11 lead agency for the Orange County Operational Area, has applied for, received and accepted a grant 12 from the State of California, acting through its Office of Homeland Security, to enhance county-wide 13 emergency preparedness, hereinafter referred to as "the grant", as set forth in the grant documents that 14 are attached hereto as Attachments A (FY 07 CA Supplement to Federal Program Guidelines) and B 15 (2007 Homeland Security Grant Programs) and incorporated herein by reference. 16 WHEREAS, the terms of the grant require that COUNTY use certain grant funds to purchase 17 equipment, technology or services that will be transferred to SUBGRANTEE to be used for grant 18 purposes. 19 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 20 1. COUNTY shall transfer to SUBGRANTEE the equipment, technology or services as 21 specified in Attachment B hereto, which is incorporated herein by reference. If the grant requires 22 COUNTY to transfer to SUBGRANTEE equipment, technology or services that COUNTY has not yet 23 acquired, COUNTY shall transfer said equipment, technology or services to SUBGRANTEE as soon 24 after acquisition by COUNTY as is reasonably practicable. 25 2. If COUNTY transfers grant funds to SUBGRANTEE, SUBGRANTEE shall use said 26 grant funds only to acquire equipment, technology or services as set forth in Attachment B hereto and/or 27 to perform such other grant functions, if any, for which Attachments A and B permit SUBGRANTEE to 28 Page 1 of 4 I expend grant funds. SUBGRANTEE shall provide COUNTY with a budget breakdown signed by the 2 authorized agent. 3 3. Throughout its useful life, SUBGRANTEE shall use any equipment, technology or 4 services acquired with grant funds only for those purposes permitted under the terms of the grant, and 5 shall make it available for mutual aid response. 6 4. SUBGRANTEE shall exercise due care to preserve and safeguard equipment acquired 7 with grant funds from damage or destruction and shall provide regular maintenance and repairs for said 8 equipment as are necessary, in order to keep said equipment in continually good working order. Such 9 maintenance and servicing shall be the sole responsibility of the SUBGRANTEE, who shall pay for 10 material and labor costs for any maintenance and repair of the said equipment throughout the life of the 11 said equipment. 12 5. SUBGRANTEE shall assume all continuation costs of said equipment, technologies 13 and/or services to include but not limited to upgrades, licenses and renewals of said equipment, 14 technologies and/or services. 15 6. If equipment acquired with grant funds becomes obsolete or unusable, SUBGRANTEE 16 shall notify COUNTY of such condition. SUBGRANTEE shall transfer or dispose of grant-funded 17 equipment only in accordance with the instructions of COUNTY. 18 7. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and their 19 elected and appointed officials, officers, agents and employees from any and all claims and losses 20 accruing or resulting to any and all contractors, subcontractors, laborers, and any other person, firm or 21 corporation furnishing or supplying work services, materials or supplies in connection with 22 SUBGRANTEE's use of grant-funded equipment, technology or services and SUBGRANTEE's 23 performance of this Agreement, including Attachments A and B hereto, and from any and all claims and 24 losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by 25 SUBGRANTEE in SUBGRANTEE's use of grant-funded equipment, technology or services and 26 SUBGRANTEE's performance of this Agreement, including Attachments A and B hereto. 27 8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully bound 28 by all applicable provisions of Attachments A and B hereto. SUBGRANTEE shall notify COUNTY Page 2 of 4 1 immediately upon discovery that it has not abided or no longer will abide by any applicable provision of 2 Attachments A and B hereto. 3 9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State 4 Auditor General with respect to this Agreement for a period of three years after= final payment 5 hereunder. 6 10. No alteration or variation of the terms of this Agreement shall be valid unless made in 7 writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or 8 agreement not incorporated herein shall be binding on any of the parties hereto. 9 11. SUBGRANTEE may not assign this Agreement in whole or in part without the express 10 written consent of COUNTY. 11 12. For a period of three years after final payment hereunder or until all claims related to this 12 Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all 13 documents, papers and records relevant to the work performed or property or equipment acquired in 14 accordance with this Agreement, including Attachments A and B hereto. For the same time period, 15 SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency 16 from which COUNTY received grant funds or their duly authorized representative(s), for examination, 17 copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request during 18 usual working hours. 19 13. SUBGRANTEE shall provide to COUNTY all records and information requested by 20 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be 21 required to provide to the agency from which COUNTY received grant funds or other persons or 22 agencies. 23 14. COUNTY may terminate this Agreement and be relieved of the payment of any 24 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained 25 in this Agreement, including Attachments A and B hereto, at the time and in the matter herein provided, 26 or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with 27 the work in any manner deemed proper by COUNTY. 28 Page 3 of 4 1 15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the 2 performance of this Agreement, including Attachments A and B hereto, and shall not be considered 3 officers, agents or employees of COUNTY or of the agency from which COUNTY received grant funds. 4 IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange, 5 State of California. 6 7 DATED: , 2007 COUNTY OF ORANGE, apolitical subdivision of the State of California 8 9 By 10 Sheriff-Coroner "COUNTY" 11 APPROVED AS TO FORM: 12 COUNTY COUNSEL 13 14 By C`���Ac a G, Nicole A. Sims, Deputy 15 16 DATED: , 2007 17 18 DATED: SUBGRANTEE 19 ( i 20 21 Duane Olson 22 By: Huntington Beach Fire Chief 23 ATTEST: 24 25 rty Cl( r APPROVED AS TO FORM jt P�tI�TIFER McGRA 26 DAT March 19 ,2007 2008 By 27 Depu City AttowW 28 Page 4 of 4 Attachment A Governor's Office ®f Homeland Security ,f FY07 Homeland Security Grant Program Californiae t Federal Programl d ce a Applicationit Revised June 19 2007 Table ®f Contents Page Section One—Overview 4 Federal Program Guidance and Updates 4 Purpose of the California Supplement 4 Eligible Subgrantees 4 Approval Authority Body(SHSP and LETPP only) 4 Subgrant Allocations 4 Tribal Governments 5 Public and Private Organizations 5 Management and Administrative Costs 5 State Contact Information 5 Section 2—Subgrant Timeline 6 Timeline Chart 6 Section 3—Key Changes 7 Key Changes and State Initiatives 7-10 Section 4—Subgrant Applications 11 State Application Components 11 Regional Approach 11 Applications Due 12 Application Approval 12 Governing Body Resolution 12 Grant Assurances 12 State Agencies 13 Section 5—Post Subgrant Award 14 Post Award Modifications 14 Subgrantee Performance Reports 14 Monitoring Subgrantee Performance 15 Suspension or Termination 15 Closeout 16 Advances and Interest Earned on Advances 16 Payment Request Process 17 Non-G&T Developed Training Courses 17 Authorized Equipment List 18 Equipment Purchase Assistance Program 18 Section 6-Forms 19 Governing Body Resolution—OA and UASI 20 Governing Body Resolution Instructions 21 Signature Authority—State Agency 22 State Agency Project Description Template 23 FY07 Homeland Security Grant Program Page 2 [ Left Blank Intentionally ] FY07 Homeland Security Grant Program Page 3 Section 1 - Overview Federal The U.S. Department of Homeland Security(US DHS)published the FY2007 Program Homeland Security Grant Program, Program Guidance and Application Kit Guidance and on January S, 2007. Updates The Guidance and Application Kit may be obtained at: http://www.ojp.usdoj.i.�ov/odp/ rg ants hsap.htni. Information US DHS also issues information bulletins which provide grant updates, Bulletins information, clarification, and requirements throughout the life of the grant. Information Bulletins: http://www.oip.usdoi.gov/odp/does/bulletins.htm Purpose of the The California Supplement to the Federal Program Guidance is intended to California complement,rather than replace,the Guidance published by the United States Supplement Department of Homeland Security's (US DHS), Office of Grants and Training. The Supplement will emphasize differences between the FY 06 and FY 07 Homeland Security Grant Programs, and will include additional California policies and requirements applicable to FY 07 HSGP. Eligible Eligible subgrant recipients, referred to as subgrantees, differ for each Subgrantees program. Generally,eligible subgrant recipients will remain the same as in FY 06. - Operational Areas(OA) - includes Metropolitan Medical Response(MMRS) - Urban Area Security Initiative Jurisdictions(UASI) - State Agencies(SA) Approval Operational Areas must appoint an Anti-Terrorism Approval Body(Approval Authority Body Authority)to have final approval of the OA's application for SHSP and (SHSP and LETPP funds. The Approval Authority shall consist of the following LETPP only) representatives, and additional voting members may be added by a simple majority vote of the following standing members: © County Public Health Officer or designee responsible for Emergency Medical Services • County Fire Chief or Chief of Fire Authority • Municipal Fire Chief(selected by the Operational Area Fire Chiefs) • County Sheriff • Chief of Police(selected by the Operational Area Police Chiefs) Each member of the Approval Authority must provide written agreement with the OA's application for SHSP and LETPP funds. NOTE. A list of the Approval Authority Body members, and associated contact information,must be submitted with the FY07 HSGP application. Subgrantee Subsequent to US DHS's announcement of funding to California on Allocations approximately July 5, 2007, subgrantee allocation information will be made available via a OHS Grant Management Memorandum (GMM) FY07 Homeland Security Grant Program Page 4 Tribal NOTE. All subgrantees are encouraged to coordinate with Tribal Governments Governments to ensure that Tribal needs are considered in the subgrantees' applications. Public and NOTE. Subgrantees may-contract with any other public or private Private organizations to perform eligible activities on approved projects. Organizations Management The subgrantee Management and Administrative(M&A) allowance is a and maximum of 3% of the subgrant award on all FY 07 HSGP programs. Administrative Costs State Contact All subgrantee application materials, related questions, comments and Information correspondence should be directed to the address below. Governor's Office of Homeland Security ATTN: Grants Management Section State Capitol Sacramento, CA 95814-4900 (916) 324-8908 (916) 324-5902 Fax OHS Regional Representatives may be located on the regional map at: http://www.homeland.ca.gov/a,raiits.htmi I-IANI) 1)FLIVERED APPLCATIONS WILL NOT BE ACCEPTED Important Note;: Governor's Office of Homeland Security Website OHS website http://www.homeland.ca.aov/ Office for Domestic Preparedness Secure Portal Access to https:Hodp.esportals.com/index.cfiii Secure portal To obtain access to the ODP Secure Portal please contact BJ Bjornson, Secure Portal Administrator, Office of Homeland Security, Training and Exercise Program(T&E). Bj.bjornsonnohs.ca.gov Phone(916) 826-4488 The FY 07 HSGP Enhancement Plan,Threat Overview, Investment Justifications are posted on the secure portal. It is important that Important anyone needing access to these documents obtain access as soon as Dote: possible:. The volume of re nests to obtain portal access is greatly increased as deadliness approach and rocessin ,times are increased accord Grants Office for Domestic Preparedness,Grant Reporting Tool(GRT) Reporting Tool https://www.reportiniz.odp.dhs.gov FY07 Homeland Security Grant Program Page 5 Section 2 ® Subgrant Timelines FY 07 HSGP US DHS Announcement of FY 07 HSGP January 5, 2007 Subgrantee Timeline FY 07 HSGP California Supplement release March 27, 2007 First subgrantee application workshop March 27,2007 Last Subgrantee application workshop April 10, 2007 SAA application Due April 5, 2007 US DHS Award July 5, 2007* OHS release of Suballocations July 9, 2007* Subgrantee applications due to OHS August 9,2007* Subgrantee awards (60 days-US DHS award) Sept 5,2007* Subgrantee performance period begins September 5,2007 Subgrantee performance period ends April 5,2010 Final requests for reimbursement due April 15,2010 SAA Performance Period Ends July 5, 2010 * Date approximate depending on US DHS award date FY07 Homeland Security Grant Program Page 6 Section 3 — Key Changes and State Initiatives Key Changes and Counterterrorism Staffing Pilot for FY 07 UASI—As a pilot in FY 07, State Initiatives Tier 1 UASI jurisdictions may use FY 07 UASI funds to support non- overtime(or regular time) operational costs for existing positions that are currently assigned to full-time counterterrorism duties, including intergovernmental assignments. Counterterrorism duties include such activities as intelligence gathering, information sharing, and surveillance. Costs associated with newly hired personnel or regular time for personnel at all engaged in traditional public safety or non-counterterrorism duties in these jurisdictions are ineligible. FY 06 UASI funds may also be used retroactively for this activity. Law Enforcement Training Set Aside—Local law enforcement and the Peace Officers Standards and Training(POST) shall make available funds for training law enforcement officers in terrorism awareness and in becoming a Terrorism Liaison Officer(TLO).The OHS will be holding back ten percent(10%)of LETPP funds to awarded to California and award them to POST for this purpose. Terrorism Liaison Officer(TLO)—In an effort to continue to build towards a comprehensive, integrated prevention network of information sharing, all recipients of FY 07 Homeland Security Grant funds will be required to demonstrate connectivity to a trained TLO;however,the TLO does not have to reside in their agency. An initial roster must be submitted at the time of application. Subgrantees must require documentation for their subrecipients prior to the subaward of homeland security grant funds. CAL JRIES -The State Terrorism Threat Assessment Center(STTAC) and Regional Terrorism Threat Assessment Centers (RTTAC) are all linked by a common information sharing system,the California Joint Regional Information Exchange System(CAL JRIES), which provides date sharing capabilities throughout the state. The JRIES is an integral component in the information sharing network throughout the state. Applicants shall document Cal JRIES access or an application for access to CAL DRIES in their grant application to be eligible for funding. Access of an application for access will be confirmed with the STTAC prior to final application approval. Regional Terrorism Threat Assessment Centers (RTTAC)—To compliment federal efforts, California has created four(4)mutually supporting Regional Terrorism Threat Assessment Centers(RTTAC) aligned with the four(4)FBI Field Offices in the state(San Diego, Los Angeles, San Francisco, and Sacramento), and a State Terrorism Threat Assessment Center (STTAC), all linked by a common information sharing system (CAL JRIES). Each RTTAC shall receive $1,000,000 in homeland security funding for FY 07. FY07 Homeland Security Grant Program Page 7 Key Changes and State Tactical Interoperable Communications Plans(TICP) -In FY 07 Initiatives participation in the California Statewide Interoperability Executive Committee (cont) (CaISIEC) and the development of a Tactical Interoperable Communications plans is strongly suggested. It is the intention of OHS to require participation in CaISIEC and the development of a TICP as a condition of FY 08 HSGP funding. Ca1SIEC is coordinating the development of the Statewide Communications Interoperability Plan(SCIP)by November 2007 as required by the federal guidance. Technical assistance in developing TICP is available. Failure to Submit Required Reports—Many Subgrantees fail to fulfill the periodic reporting requirements as required by the grant. Subgrantees who miss a single reporting deadline will receive a letter addressed to their Board of Supervisors informing them of the failure to report. Subgrantees who fail to report twice in a row will have subsequent awards reduced by ten percent (10%)until timely reporting is reestablished. Corrective Action Plans—The Monitoring and Audits Unit(MAU) is actively�conducting monitoring visits, both desk review and on-site, among subgrantees.Many of these jurisdictions receive"findings"which necessitate a Corrective Action Plan (CAP) on their part. Those subgrantees who fail to submit a CAP as required shall have a"hold"placed on any future reimbursements until the `finding" is resolved. "On Behalf Of"—Consistent with the federal guidelines,the OHS may, in conjunction with local approval authorities, designate funds"on behalf of local entities that choose to decline or fail to utilize their homeland security award in a timely manner. Stakeholders Conference—OHS will conduct an annual stakeholder's conference to receive statewide input across all disciplines. In FY 06 and FY 07 these conferences were call the"Program and Capability Review". For planning purposes, the conference will be he Sacramento each year the first two weeks of December. This conference is an eligible planning activity. Please be sure to include the cost to attend this stakeholder's conference in your FY 07 HSGP application. State Initiative Funding—In FY 07 HSGP,the OHS shall retain twenty percent(20%)of the SHSP, UASI, and LETPP funding awarded to California for state initiatives. The State will pass 100%of the MMRS and CCP funding to eligible subgrantees. FY07 Homeland Security Grant Program Page 8 Key Changes and State 10% 'Training Requirement-Generally,there are not state restrictions or Initiatives preferences on how subgrantees allocate funds across eligible program (cont) activities. However, not less than ten percent(10%) of all subgrantee applications must be allocated to G&T approved'Training activities. Exercises- Subgrantees must conduct threat-and performance-based exercises in accordance with G&T's Homeland Security Exercise and Evaluation Program (HSEEP)manuals. Once an exercise paid for with grant funds has been scheduled, subgrantees must notify the Office of Homeland Security, Training and Exercise Program(T&E) of the exercise date,time, location, and point of contact information. ME will maintain a web-based master schedule of all exercises occurring throughout the state,to increase communication and coordination of all exercises. Important Exercise After Action Reports (AAR) and Improvement Plans(IP) must be Note: provided to G&T within 60 days following the completion of each exercise. Delivery to G&T is accomplished by posting the AAR and IP in the appropriate portion of the G&T secure portal. Exercise costs will not be reimbursed until an after action report has been posted on the secure portal. Golden Subgrantees scheduled to participate in Golden Guardian (GG)exercise Guardian activities should program FY 07 HSGP funds into their subgrant Costs application. OHS program representatives will be checking applications from subgrantees scheduled to participate GG activities within the FY 07 HSGP grant performance period for adequate exercise funding. T&E is the subgrantee's point of contact for exercise related issues and questions. Subgrantees may contact the T&E at(916) 826-4488, or by e-mail to Bj.Bjornson a ohs.ca.gov. CDRCAP California Disaster Resource and Capability Assessment Project (CDRCAP)—Travel costs to participate in the CDRCAP is an eligible planning cost. Participants should coordinate with their operational area, urban area or state agency to ensure the costs of participating in the project are reflected in their respective application. Allocations by Discipline—Subgrantees are no longer required to follow the 20/20/20/40 split regarding allocation percentages for SHSP funding. FY07 Homeland Security Grant Program Page 9 Key Changes Personnel Costs—In FY 07 HSGP the fifteen percent(15%)cap on personnel and State costs is not applicable to the Metropolitan Medical Response System (MMRS) Initiatives or Citizen Corps Program(CCP) funding. (cont) Performance Bond—Many subgrantees were unable to procure large equipment items due to problems with vendor delivery scheduled to occur after the federal reporting period had expired. To assist with this issue,US DHS allowed purchase of a"performance bond"wherein subgrantees procured the item(s) in question, paid the money up front, and purchased a performance bond to ensure delivery of the item after the grant period had expired. Subgrantees must purchase a performance bond for any equipment item over $250,000 or any vehicle(aircraft or watercraft) financed with homeland security dollars. Grant Management Capabilities—Applicants will be required to document their grant management capabilities and include this information with their application. Financial Management Forms Workbook—an electronic copy of the OHS Financial Management Forms Workbook V 1.07 must be submitted to the ODP Secure Portal via email. Documents requiring an original signature will need to be sent in hardcopy. Late or Incomplete Applications -Late or incomplete applications will be reviewed and/or denied at the sole discretion of the OHS. FY07 Homeland Security Grant Program Page 10 Section 4- Subgrant Applications State Required A completed application will include all of the following components. Application Components . Completed OBIS Financial Management Forms Workbook V 1.07 - Submitted electronically via email on the ODP Secure Portal Application Cover Sheet Grant Management Roster Project Ledger Project Description Project— A thru T - Investment Justification—Goals and Objectives - Project Description - Need for Project - Status of Project Equipment Inventory Ledger Training Roster Exercise Roster Terrorism Liaison Officer(TLO) Roster Authorized Agent form with appropriate signatures ® Project Description Narrative for State Agencies—Mailed O Governing Body Resolution—Mailed State Agency ® Project Narrative—(State Agency Only)—Mailed Project -Template available in Section 6 Narrative • Signature Authority-Mailed ® Signed Original Grant Assurances—Mailed - Available only in PDF format on the OHS website The Financial Management Forms Workbook V 1.07 can be found at http://www.homeland.ca.gov/grants.htm] NOTE: Subgrant awards will not be made until all required application components have been approved by the state. Regional Subgrantees must take a regional approach when determining the best use of Approach FY 07 HSGP funds. Subgrantees must consider the needs of local units of government and applicable volunteer organizations in the projects and activities included in their FY 07 HSGP application. FY07 Homeland Security Grant Program Page 11 Applications Completed financial management forms workbooks must submitted Due electronically to the ODP secure portal. Detailed instructions on the electronic submittal process will be issued in an OHS Grant Management Memo prior to application due date. Project description narratives and original grant assurances must be mailed to the address below. All application materials are due no later than Thursday,August 9,2007. Only applications postmarked by the due date will be accepted. Additional information will be requested or accepted from subgrantees at the sole discretion of the Governor's Office of Homeland Security(OHS). Applications lost in transit are the responsibility of the applicant and will not be considered for funding. The mailing address for all applications is: Governor's Office of Homeland Security ATTN: Grant Management Section State Capitol Sacramento, CA 95814 ODP Secure Portal https://odp.esportals.com/index.cfin Application The subgrantee will receive written notice of the state's approval of the Approval subgrant application no later than 60 days after the federal grant award. Governing The Governing Body Resolution appoints agents authorized to execute any Body actions necessary for each application and subgrant. Resolution NOTE: All applicants will be required to submit a new Governing Body Resolution with their FY 07 HSGP application. A sample Resolution can be found in Appendix A-Forms. Grant The Grant Assurances form lists the requirements to which the subgrantees Assurances will be held accountable. NOTE: All applicants will be required to submit new Grant Assurances with their FY 07 HSGP application. The required Grant Assurances form can be found only in PDF format on the OHS website. Important Self created grant assurances forms will not be accepted. note: FY07 Homeland Security Grant Program Page 12 State Agencies Which State Any state agency, department, commission, board, etc., may apply for FY organizations 2007 Homeland Security Grant Program (HSGP 07) funding, as long as the may apply. organization: •Has, or can obtain, appropriate state Department of Finance budget authority for awarded funds; and, • Will comply with all grant requirements contained in the federal and state grant guidance documents, and in the Grant Assurances form. Who may sign The application cover sheet must be signed by the highest-level person at the the Application state organization, or their designee. If a designee,the highest-level person at for a State the state organization must execute and submit a Signature Authority form Agency? g g y with the Application Package. NOTE: The requirement for the creation of an Approval Authority Body does not apply to state organizations. State organizations may apply for; For which Programs may - State Homeland Security Program(SHSP) State -Law Enforcement Terrorism Prevention Program (LETPP) Organizations -Urban Areas Security Initiative(UASI) Apply? Use of UASI If a state organization applies for any of the UASI state allocation,the funds funding by must be used to directly support one or more pre-selected urban area(s). The State Agencies application's UASI project description must describe the project AND -identify the urban area(s)that will be supported by the project. What are the State Priorities While the State Homeland Security Strategy broadly describes goals, for FY 07 objectives and implementation steps,the state's priorities for FY 07 HSGP HSGP? are: (1) Interoperable Communications (2) Catastrophic Planning (3) Medical Surge (4) Citizen Preparedness and Participation (5) Mass Prophylaxis (6) Critical Infrastructure Protection (7) Training for First Responders Project In addition to the project description in the Financial Management Forms Narrative Workbook, a detailed project narrative is required. Project Narrative is included in Section 6 -Appendices FY07 Homeland Security Grant Program Page 13 Section 5- Post toward Requirements Post Award Post award budget, scope and time modifications must be requested using the Modifications OHS Financial Management Forms Workbook V 1.07, by the subgrantee's Authorized Agent, and submitted to the Subgrantees Program Representative in the Grant Administration Unit at the Governor's Office of Homeland Security. Upon approval the subgrantee will be instructed to make the required changes in the Office for Domestic Preparedness(ODP), Grants Reporting Tool (GRT)https://www.reporting.odp.dhs.gov . The subgrantee may implement the modifications, and incur associated expenses, after receiving written final approval of the modification from the State. NOTE. Modifications can be requested once per quarter during the grant performance period. Failure to submit modification requests, and receive written approval prior to expenditure, could result in a reduction or disallowance of that part of the grant. Subgrantee Subgrantees must prepare and submit performance reports to the state for the Performance duration of the grant performance period, or until all grant activities are Reports completed and the grant is formally closed. Subgrantees must complete a Biannual Strategy Implementation Report (BSIR)using the Office for Domestic Preparedness (ODP), Grants Reporting Tool (GRT) https://Nvww.reportina.odp.diis.gov , and will also be required to submit additional information and data requested by the state. Subgrantees who miss a single reporting deadline will receive a letter addressed to their Board of Supervisors informing them of the failure to report. Subgrantees who fail to report twice in a row will have subsequent awards reduced by ten percent(10%) until timely reporting is reestablished. FY07 Homeland Security Grant Program Page 14 Monitoring The state is currently conducting a program of sub-grantee monitoring. The Subgrantee monitoring will be conducted on the subgrantees administrative, Performance programmatic and fiscal management of the grant(s). These reviews may include, but are not limited to: • Eligibility of expenditures • Comparing actual subgrantee activities to those approved in the subgrant application and subsequent modifications, if any. • Ensuring that advances have been disbursed in accordance with applicable guidelines. • Confirming compliance with: — Grant Assurances. — Information provided on performance reports and payment requests. — Needs and threat assessments and strategies. Important It is the responsibility of"all subgrantees to monitor and audit tile grant note; activities of their subrccipients. This requirement includes, but is not limited, to can site verification of grunt activities as required. Suspension or The State may suspend or terminate subgrant funding, in whole or in part, or Termination other measures may be imposed for any of the following reasons: • Failing to expend funds in a timely manner consistent with the grant milestones, guidance and assurances. • Failing to comply with the requirements or statutory objectives of federal or state law. • Failing to make satisfactory progress toward the goals or objectives set forth in the subgrant application. • Failing to follow grant agreement requirements or special conditions. • Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding. • Failing to submit required reports. • Filing a false certification in the application or other report or document. • Failing to adequately manage, monitor or direct the grant funding activities of their subrecipients. Before taking action, the state will provide the subgrantee reasonable notice of intent to impose corrective measures and will make every effort to resolve the problem informally. FY07 Homeland Security Grant Program Page 15 Closeout The State will close a subgrantee award after: • Receiving a subgrantee Performance Report indicating that all approved work has been completed, and all funds have been disbursed; • Completing a review to confirm the accuracy of reported information; and, • Reconciling actual costs to awards, modifications and payments. If the closeout review and reconciliation indicates that the subgrantee: • is owed additional funds,the state will send the final payment automatically to the subgrantee. • did not use all funds received,the state will issue an Invoice or Grant Modification letter to recover unused funds. In the Grant Closeout letter,the state will notify the subgrantee of the start of the record retention period for all programmatic and financial grant related records. NOTE. Failure to maintain all grant records for the required retention period could result in a reduction of eligible grant activities, and an invoice to return costs associated with the unsupported activities. Advances and The U.S.Department of Homeland Security allows subgrantees to request FY Interest Earned 07 HSGP funds up to 120 days prior to expenditure/disbursement, or on a on Advances reimbursement basis. The federal guide requires that advances must be deposited in interest-bearing accounts, and describes how interest earned should be returned quarterly to the federal government. In addition to returning interest in accordance with the prescribed federal guidance, subgrantees must also inform the grantees Program Representative in the Grant Administration Unit at the Governor's Office of Homeland Security, of any interest returned on program funds. Payment To request advance or reimbursement payment of FY 07 HSGP funds, Request complete a payment request form using the OHS Financial management Process Forms Workbook and return it to the appropriate Program Representative in the Grant Administration Unit at the Governor's Office of Homeland Security. OILS Financial Management Forms Workbook V 1.07 http://www.homeland.ca.aov/grants.html NOTE. Payments can only be made if the subgrantee has an approved application, valid Governing Body Resolution and valid Grant Assurance form. FY07 Homeland Security Grant Program Page 16 Non-G&T When seeking US DHS approval of non-G&T developed courses,the most Developed notable changes: Training Courses . Course materials must be submitted with the approval request; and, ® Conditional approvals are no longer offered. The Office of Homeland Security HSTEEP will release additional training related information at a later date. OHS Training Website: hLtp://www.homeland.ca.gov/hseep/TrainingHome.htmi FY07 Homeland Security Grant Program Page 17 Authorized The FY 07 Authorized Equipment List(AEL)may now be found on the web Equipment List at hqp://www.rkb.mipt.org. Equipment The federal Department of Homeland Security's Equipment Purchase Purchase Assistance Program(EPAP)* allows grantees access to the Defense Logistics Assistance Program Agency's(DLA) "prime vendors". California has established an on-line purchase process with Fisher Safety, a DLA prime vendor that will allow subgrantees access to the EPAP. Benefits of the program include shorter procurement lead time, online ordering and a diverse inventory of products. However, Fisher Safety may not carry all items on the AEL and standard subgrantee procurement processes should be followed to obtain those items. Subgrantee participation in EPAP is voluntary. Subgrantees must submit an Equipment Inventory from the OHS Financial Management Workbook with their application package. The Workbook is available at hqp://www.homeland.ca.gov/arants.htiul , and indicates, by project and funding source,the value of equipment purchases to be made through Fisher Safety, or through the subgrantee's standard procurement processes. Subgrantee funds committed to Fisher Safety will be paid by the state, directly to DLA, upon Fisher Safety's notification that subgrantee ordered equipment has been shipped. Consequently,the funds committed to Fisher Safety will not be available for subgrantees to request as either an advance or reimbursement payment. To view Prime Vendor pricing on the Quartermaster website and try out the site without placing an order. 1. Go to Fisher Safety's website www.fishersafgly.com .com 2. Under the username enter"caprimevendor" 3. Under the password type "califomia" in lowercase. 4. Common reimbursable products can be view by SEL/AEL categories under the Hotlist link in the top right corner 5. All Products can be found in Search by typing in part numbers, descriptions, and manufacturer's names. Search will show all items in Fisher's system but will highlight the reimbursable ones with a small green "P"and labeled CA OHSIOES reviewed item. If anyone requires any additional help, they can call the Quartermaster Hotline 1-888-764-3572 or email at CS.Quartermaster2fishersei.com. Section 6 — Appendices FY07 Homeland Security Grant Program Page 18 1.) Governing Body Resolution — ®A and UASI 2.) Signature Authority — State Agency 3.) State Agency Project Description Template FY07 Homeland Security Grant Program Page 19 Governing Body Resolution (For Operational Areas and Urban Areas) BE IT RESOL VED BY THE (Governing Body) OF THE THAT (Name of Applicant) OR (Name or Title of Authonzed Agent) OR (Name or Title of Authorized Agent) (Name or Title of Authorized Agent) is hereby authorized to execute for and on behalf of the named applicant, a public entity established under the laws of the State of California, any actions necessary for the purpose of obtaining federal financial assistance provided by the federal Department of Homeland Security and sub-granted through the State of California. Passed and approved this day of 720 Certification duly appointed and (Name) of the (Title) (Governing Body) do hereby certify that the above is a true and correct copy of a resolution passed and approved by the of the on the (Governing body) (Name of Applicant) day of , 20 (Official Position) (Signature) (Date) FY07 Homeland Security Grant Program Page 20 Instruction Sheet for the Governing Body Resolution Purpose The purpose of the Governing Body Resolution is to appoint individuals to act behalf of the governing body and the applicant. Authorized The Governing Body Resolution allows for the appointment of individuals Agent(s) or positions. For each person or position appointed by the governing body, submit the following information,with the resolution,to the state on the applicant's letterhead: ❑ Jurisdiction ❑ Telephone ❑ Grant Program ❑ Fax# ❑ Name ❑ Cell Phone# ❑ Title ❑ E-Mail Address ❑ Address ❑ City ❑ Zip Code Authorized ® If the Governing Body Resolution identifies Authorized Agents by Agent Changes position and/or title, changes can be made by submitting new Authorized Agent information to the state. ® If the Governing Body Resolution identifies Authorized Agents by name, a new Resolution is needed when any changes are made. The information list above must also be submitted with the new Resolution. FY07 Homeland Security Grant Program Page 21 S Council/Agency Meeting Held:_r c_Za � Deferred/Continued to: AAppr ved O Conditionally Approved 0 Denied '�R� Ci erk' Sig ire Council Meeting Date: 1/2/2007 Department ID Number: FD 07-001 f CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY 06 UNCIL MEMBERS SUBMITTED BY: PE711 PE LB�RETJ� , CITY ADMINISTRATOR PREPARED BY: DUANE OLSON, FIRE CHIEF SUBJECT: ADOPT RESOLUTION NO, 2007- I AUTHORIZING CERTAIN CITY OFFICIALS TO EXECUTE APPLICATIONS AND RELATED DOCUMENTS FOR EMERGENCY MANAGEMENT AND HOMELAND SECURITY GRANTS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment($) Statement of Issue: The City Council is requested to adopt the attached resolution designating specific City officials to execute applications and related documents for emergency management and homeland security non-matching grants. Funding Source: The Fire Department or the Emergency Management and Homeland Security Office will only apply for emergency management or Weapons of Mass Destruction (WMD) grants which require no City funding. There will be no direct costs to the City of Huntington Beach and the grants do not obligate the City for future funding. ' Recommended Action: Motion to: Approve Resolution No. _200 7-1, authorizing the Fire Chief or the Emergency Services Coordinator to obtain emergency management and homeland security grants and to execute related documents. ; Alternative Action(s): Do not approve the resolution and continue the present practice of executing a new request for City Council action for emergency management and homeland security grants as they become available. This could result in the loss of some grant opportunities due to short application timeframes. F REQUEST FOR CITY COUNCIL. ACTION ` MEETING DATE: 1/2/2007 DEPARTMENT ID NUMBER: FD 07-001 Analysis: Over the past four years, the City's Office of Emergency Management and Homeland Security has obtained 24 federal and state grants bringing $4.8 minion to the City to improve emergency preparedness and WMD response. i These grants have been obtained from a number of federal and state agencies, often with short application periods. They include Emergency Management Program (EMPG), Citizen Corps, Hazard Mitigation, Americorps Plan Writing Grants and Department of Homeland Security Grants, such as Urban Area Security Initiative (UASI), Metropolitan Medical Response System (MMRS) and other related grants. The attached resolution (Attachment 1)will allow designated City staff members (Fire Chief, or the Emergency Services Coordinator)to quickly develop and submit additional applications and execute related documents to obtain grant funding to enhance emergency preparedness and response to WMD incidents. These grants allow for enhanced training of emergency response personnel and emergency managers, creation of training exercises, and purchase of specialized equipment. Environmental Status: None Attachment(s): i r . 00 o- a Yo o e 1. Resolution No. 2 0 0 7 abthorizing certain City officials to execute grant a Ilcations and documents -2- 12M812006 12.32 AM i RESOLUTION NO. 2 0 0 7-1. A RESOLU711ON OF TIME CITY COUNCIL OF THE ; CITY OF HUNTINGTON BEACH AUTHORIZING CERTAIN CITY OFFICIALS TO EXECUTE*GRANT APPLICATIONS AND DOCUMENTS WHEIZEAS,the City Council of the City of Huntington Beach desires to designate and authorize certain classifications in the city service as the City's agents for purposes of applying for and obtaining Emergency Management and Department of Homeland Security Grants (hereinafter collectively referred to as "Eligible Grants"). NOW,THEREFORE,the City Council of the City of Huntington Beach does hereby ' resolve as follows: 1. That the Fire Chief or the Emergency Services Coordinator is hereby authorized to execute for and on behalf of the City of Huntington Beach,a public entity established under the laws of the State of California,any application and related documents to file for non- matching Eligible Grants. ; 2. That the City of Huntington Beach,a public entity established under the laws of the State of California,hereby authorizes its agents to provide to the federal or state agency providing the Eligible Grant for all matters pertaining to any such grant,the assurances and agreements required. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 2nd day of _ January ,2007. REVIEWED AND APPROVED: APPROVED AS TO FORM: C'ty Admi isirator Ci y Attot7ie .� MATED AND APPROVED: Fire Chief 06-646/55,17 Res. No, 2007-1 : STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) 1, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at an regular meeting thereof held on the 2nd day of January, 2007 by the following vote: AYES: Bohr, Carchio, Cook, Coerper, Green, Hansen, Hardy NOES: None ABSENT: None ABSTAIN: None Cit Jerk and ex-officio Verk of the City Council of the City of Huntington Beach, California Signature Authority (For State Organizations) AS THE (Secretary/Director/President/Chancellor) OF THE (Name of State Organization) I hereby authorize the following individual(s)to execute for and on behalf of the named state organization, any actions necessary for the purpose of obtaining federal financial assistance provided by the federal Department of Homeland Security and sub-granted through the Governor's Office of Homeland Security. OR (Name or Title of Authorized Agent) OR (Name or Title of Authorized Agent) (Name or Title of Authorized Agent) Signed and approved this day of ,20 FY07 Homeland Security Grant Program Page 22 State Agency Project Description FY 2007 Homeland Security Grant Program Applicant (state organization) NOTE: Complete a separate Protect Description for each proposed proec Project Title: State Strategy Goal and Objective Supported by the-Project: Indicate the State Priority Supported by the Project: Interoperable Communications Catastrophic Planning Medical Surge Citizen Preparedness and Participation Mass Prophylaxis Critical Infrastructure Protection Training for First Responders Provide a detailed description of the proposed project and how it supports the state priority indicated. For construction and/or renovation projects,provide the following additional information: • A description and location of the facility; • A description of the vulnerability assessment that has already been conducted of the facility, and the date of the assessment(the assessment does not have to be submitted with the application); • A description of how the proposed project will address the vulnerabilities identified in the assessment; • A description of the consequences if the project is not funded under HSGP 07 • Indicate the requested funding, by program: • SHSP $ UASI $ LETPP$ • • For UASI funding, indicate the Urban Area(s) supported by the project: FY07 Homeland Security Grant Program Page 23 t Attachment B 2007 Homeland Security Grant Programs Project Title Description Amount This project will integrate the Automated Vehicle Location(AVL) and Geospatial Information Systems(GIS)projects,currently being installed or already in place in the Urban Area,with the Mobile Data Computers(MDC) installed in fire apparatus.The project includes the purchase of Fire Agencies hardware and software,and the installation of the purchased equipment to establish a Wireless $676,444 AVL/GIS/Wireless Network at each fire station in the Operational Area.The Wireless Network will automatically From SHSG Network update the data loaded on the MDC's. The data will include GIS layers such as building addresses, fire hydrant locations, location of hazardous materials,etc. The automatic update will provide the responding firefighters with access to the latest available information.This will result in quicker and more effective responses. The need for this Investment is the continuation to enhance the all-hazard response capabilities within the County. It will emphasize a coordinated multi-discipline, multi jurisdiction response to $650,000 a CBRNE event.Projects in this Investment will sustain and enhance previous OA/UA From LETPP PPE Replenish/Joint investments.It will replenish Personal Protective Equipment used during training/deployment and ($100,000 for Hazard Assessment improve equipment standardization&response methods among all disciplines/jurisdictions within PPE; TeandMobile EOC the County.Some of the projects will be PPE replenishment,CBRNE equipment,fit Testing $200,000 for Machines,and Maintenance.This project will include equipment and supplies for the JHAT Team JHAT Team; for enhancement and sustainment. This project will also include Enhancements/Upgrades for $350,000 for Emergency Operation Centers within the Operational Area. In addition,the purchase of a Mobile Mobile EOC) EOC,to include necessary equipment and a trailer and/or vehicle. The goal of this project will be accomplished by expanding the existing Orange County Terrorism Early Warning Group to a co-managed regional intelligence center,which will consist of a multi- disciplined team(Police, Sheriff,Fire, &Health).This team will be,tasked with implementing Enhance/Expand information sharing collaborative that expands and improves upon'existing communication $654,617 the ance/ExpanOCSDIOA's practices,intelligence and information analysis,critical infrastructure protection and risk From LETPP &include assessments.This task force will enable the team to strengthen information sharing,collaboration and TEWG TEWG capabilities and law enforcement investigations and risk assessments enhance information $335,024 collection,analysis and dissemination.Completion of infrastructure data entry into ACAMS; and From SHSG enhance protection at Cl/KR sites.The primary goal will be a collaborative process to improve intelligence sharing,and ultimately increase the ability to detect,prevent,and solve crimes while safeguarding our homeland.This project will include equipment,supplies,and personnel. Page 28 of 30 Page 1 of 3 i Distribution of Grant Funds or Property Project Title lDescri Lion Amount The OA and UASI must continue with NIMS integration into local and county Emergency Management Programs, including emergency plans,emergency operations centers(EOC) Upgrades,emergency management software,business continuity plans and hazard mitigation EOC Upgrades Plans.This investment will enhance current County Business Continuity Plans and Hazard $816,870 Mitigation Plans through comprehensive plan updates incorporating all hazards and business From SHSG operations. Hazard Mitigation Plan updates will incorporate all hazards affecting Orange County and appropriate cost benefit analysis for mitigation projects.Web EOC maintenance and upgrades will also be a focus.This project will include the purchase of equipment and supplies. This investment currently funds various volunteer preparedness programs coordinated by the Orange County California Citizen Corps(OCCCC)as well as a multi-media public awareness campaign.The volunteer programs prepare residents of all ages and abilities for catastrophic Citizen Corps events and provide ongoing opportunities to volunteer,become better prepared,and respond to Program-increase emergencies and disasters.This investment also currently funds the multi-media public awareness Community campaign.This campaign,named ReadyOC,was modeled off of the DHS sponsored Ready.gov $194,000 Preparedness, campaign. ReadyOC and its Spanish-language equivalent(ListoOC) is a preparedness campaign From SHSG Participation and aimed at informing businesses and residents about the importance of preparing for emergencies Awareness and disasters.The objectives of this investment are to enhance volunteer preparedness programs, enhance the coordination activities of the OCCCC,and enhance awareness and participation from UA residents and businesses in the ReadyOC campaign.This project will include the purchase of equipment and supplies. This project focuses on the continuation of training on equipment,and Incident Command System. This will also focus on the OA being compliant with HSPD-8,the OA and UASI instituted NIh4S $348,682 training for public employees at all levels.City representatives in the County attend monthly From SHSG Training meetings to discuss issues related to NIMS compliance activities including NIMS training. To And sustain ongoing training for Command Officer Response to Terrorism, Law Enforcement $234,439 Response to Terrorism,Terrorism Liaison Officer and other State approved training programs. From LETPP This project will include the purchase of equipment and supplies. The purpose of this investment is to develop a new 3-year exercise plan and to design and deliver the exercises outlined in the plan.A Full-Scale exercise will be in conjunction with the State's "Golden Guardian"exercise which is designed to test the State's capability to respond to $334,756 Exercises catastrophic events.The overall objective of this investment is to develop and implement a new 3- From SHSG year exercise plan which will test the capabilities in the OA. This project will include the purchase of equipment and supplies. Page 29 of 30 Page 2 of 3 Distribution of Grant Funds or Property Project Title Description Amount Enhance Information $250,000 Collection,Analysis From LETPP and Dissemination- Orange Alert funding for heightened threat levels. $104,605 Management& From SHSG Administration of Administration and Program Management of Homeland Security Grant Programs(SHSG,LETPP, $55,332 the SHSGP &MMRS).The OCSD/OA will use the 3%of its total 2007 HSGP allocation to continue to pay From LETPP for grant management staff,hire additional staff,and purchase the supplies/equipment to $23,233 successfully administer the State Homeland Securi Grant Program. From MMRS This investment will provide a means to prophylaxis first responders and their families in the )Mass Prophylaxis event of a bioterrorism attack of disease outbreak and will support protection of the community at large.The storage will be used to receive,manage,distribute and store medicine and medical and Medical Surge $676,444 HCA supplies.This facility provides critical support to the region in the event of a disaster or disease From SHSG outbreak.The need to obtain Mark-1 NAAK Kits for Law Enforcement and First Responders will provide a means to rapid intervention to first responders during a nerve agent attack or or ano hos hate chemicals ill.This project will include the purchase of equipment and supplies. MMRS funds support the three cities of Anaheim,Huntington Beach,and Santa Ana to further enhance and sustain a regionally integrated,systemic mass causality incident preparedness program that enables a response during the first crucial hours of an incident. The programs prepares jurisdictions and the Operational Area of Orange County for response to all hazards mass causality incidents, including CBRNE terrorism,epidemic disease outbreaks,natural disasters,and $751,202 MAIRS large scale hazardous materials incidents. MMRS further works,plans,and integrates with its From MMRS UASI and SHSP partners to provide an effective response to these incidents. It will emphasize a coordinated multi-discipline,multi jurisdiction response to a CBRNE event. Projects in this Investment will sustain and enhance previous OA/UA investments.The funds are passed through to these cities to manage. The County retains 3%for Administrative and Management costs.This ro'ect will include the purchase of equipment and supplies. Page 30 of 30 Page 3 of 3