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Home My WebLink AboutA-2008-057 A-2008-057 p..~~ 10 '2.DG8 SANTA ANA FIRE DEPARTMENT MMRS TRANSFER AGREEMENT 2007 The transfer agreement was signed by the County on December 4, 2007 and requires Council approval. Included are four copies. The agreement will be executed when the County receives three signed copies. Santa Ana will retain one copy for our records. Signatures are required on pages 4, 20 and 22. A-2008-057 1 2 3 4 5 THIS AGREEMENT is entered into this 7 day of (};2/2/:/J 200_, which 6 date is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a AGREEMENT TO TRANSFER PROPERTY OR FUNDS FOR 2007 HOMELAND SECURITY GRANT PROGRAM PURPOSES 7 political subdivision of the State of California, hereinafter referred to as "COUNTY", and 8 City of Santa Ana , a (municipal corporation/special district/not-for- 9 profit corporation), hereinafter referred to as "SUBGRANTEE." 1 0 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 SUB GRANTEE 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 SUB GRANTEE as soon 24 after acquisition by COUNTY as is reasonably practicable. 25 2. If COUNTY transfers grant funds to SUB GRANTEE, SUB GRANTEE 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 1 expend grant funds. SUB GRANTEE shall provide COUNTY with a budget breakdown signed by the 2 authorized agent. 3 3. Throughout its useful life, SUB GRANTEE 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. SUB GRANTEE 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 SUB GRANTEE, 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. SUB GRANTEE 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, SUB GRANTEE agrees to comply with and be fully bound 28 by all applicable provisions of Attachments A and B hereto. SUB GRANTEE 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. SUB GRANTEE 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 ofthe parties hereto, and no oral understanding or 8 agreement not incorporated herein shall be binding on any of the parties hereto. 9 11. SUB GRANTEE may not assign this Agreement in whole or in part without the express 10 written consent of COUNTY. 11 12. For a period ofthree years after final payment hereunder or until all claims related to this 12 Agreement are finally settled, whichever is later, SUB GRANTEE 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 SUB GRANTEE 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. SUB GRANTEE shall provide to COUNTY all records and inform<,ltion 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 of4 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: 8 9 ,2007 COUNTY OF ORANGE, a political subdivision of the State of California /;/""'1 J)A \. ~'-- . Sheriff-Coroner "COUNTY" 10 11 By 12 13 14 APPROVED AS TO FORM: COUNTY COUNSEL By VW [' lit: d. ,-,t2e~ Nicole A. Sims, Deputy 15 /0/29 16 DATED: ,2007 17 18 DATED: 19 20 21 SUB GRANTEE By: {24t2.-- 22 23 24 By: ATTEST: 'T' I' f j1 1 By d"{'l'1i l, A,Ji(ft:{/\--(,1 il ity Clerk J . -A. .llr DATED: f ~JY' I I"> : /N-., 25 26 27 28 ,..2001 :fa a 8 '- c-jl"Lz iL? Page 4 of4 Attachment A Governor's Office of Homeland Security FY07 Homeland Security GraBt Program California Supplement Federal Program Guidance and Application Kit Revised June 1, 2007 Table of Contents Section One - Overview Federal Program Guidance and Updates Purpose of the California Supplement Eligible Subgrantees Approval Authority Body (SHSP and LETPP only) Subgrant Allocations Tribal Governments Public and Private Organizations Management and Administrative Costs State Contact Information Page 4 4 4 4 4 4 5 5 5 5 Section 2 - Subgrant Timeline Timeline Chart 6 6 Section 3 - Key Changes Key Changes and State Initiatives 7 7-10 Section 4 - Subgrant Applications State Application Components Regional Approach Applications Due Application Approval Governing Body Resolution Grant Assurances State Agencies 11 11 11 12 12 12 12 13 Section 5 - Post Subgrant Award Post Award Modifications Subgrantee Performance Reports Monitoring Subgrantee Performance Suspension or Termination Closeout Advances and Interest Earned on Advances Payment Request Process Non-G&T Developed Training Courses Authorized Equipment List Equipment Purchase Assistance Program 14 14 14 15 15 16 16 17 17 18 18 Section 6 - Forms Governing Body Resolution - OA and UASI Governing Body Resolution Instructions Signature Authority - State Agency State Agency Project Description Template 19 20 21 22 23 FY07 Homeland Security Grant Program Page 2 [ Left Blank Intentionally] FY07 Homeland Security Grant Program Page 3 Federal Program Guidance and Updates Information Bulletins Purpose of the California Supplement Eligible Subgrantees Approval Authority Body (SHSP and LETPP only) Subgrantee Allocations Section 1 - Overview The U.S. Department of Homeland Security (US DHS) published the FY 2007 Homeland Security Grant Program, Program Guidance and Application Kit on January 5, 2007. The Guidance and Application Kit may be obtained at: http://www.oip.usdoi.gov/odp/grantshsgp.htm. US DHS also issues information bulletins which provide grant updates, information, clarification, and requirements throughout the life of the grant. Information Bulletins: http://www.oip.usdoi.gov/odp/docslbulletins.htm The California Supplement to the Federal Program Guidance is intended to complement, rather than replace, the Guidance published by the United States 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 sub grant recipients, referred to as sub grantees, differ for each 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 (VAS!) State Agencies (SA) Operational Areas must appoint an Anti-Terrorism Approval Body (Approval Authority) to have final approval of the OA's application for SHSP and LETPP funds. The Approval Authority shall consist of the following 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. Subsequent to US DHS's announcement of funding to California on 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 Governments Public and Private Organizations Management and Administrative Costs State Contact Information Important Note: OHS web site Access to Secure portal Important Note: Grants Reporting Tool NOTE: All sub grantees are encouraged to coordinate with Tribal Governments to ensure that Tribal needs are considered in the subgrantees' applications. NOTE: Subgrantees may contract with any other public or private organizations to perform eligible activities on approved projects. The subgrantee Management and Administrative (M&A) allowance is a maximum of3% of the subgrant award on all FY 07 HSGP programs. All sub grantee application materials, related questions, comments and correspondence should be directed to the address below. Governor's Office of Homeland Security A TIN: 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/grants.html BANn IJELIVEREn APPLCAl'IONS WILL NOT HE ACCEPTED Governor's Office of Homeland Security Website http://www.homeland.ca.g:ov I Office for Domestic Preparedness Secure Portal https:llodp.esportals.com/index.cfm 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). Bi.biornson@ohs.ca.fi];ov Phone (916) 826-4488 The FY 07 HSGPEnhancement Plan, Threat Overview, Investment .Justifications arc posted on the secure portal. It is important that anyone needing acct.'Ss to these documents obtain access as soon as possible. The volume of reQuests to obtain portal access is !!reatlv increased as deadlines aPJlroach and Ilrocessin!! times alOC increased accordin!!lv. Office for Domestic Preparedness, Grant Reporting Tool (GRT) https:llwww.reporting.odp.dhs.gov FY07 Homeland Security Grant Program Page 5 Section 2 - Subgrant Timelines FY 07 HSGP Subgrantee Timeline US DHS Announcement ofFY 07 HSGP FY 07 HSGP California Supplement release First sub grantee application workshop Last sub grantee application workshop SAA application Due US DHS Award OHS release of Suballocations Subgrantee applications due to OHS Subgrantee awards (60 days-US DHS award) Subgrantee performance period begins Subgrantee performance period ends Final requests for reimbursement due SAA Performance Period Ends * Date approximate depending on US DHS award date January 5, 2007 March 27, 2007 March 27, 2007 April 10, 2007 April 5, 2007 July 5, 2007* July 9, 2007* August 9, 2007* Sept S, 2007* September 5, 2007 AprilS,2010 April IS, 2010 July 5, 2010 FY07 Homeland Security Grant Program Page 6 Key Changes and State Initiatives Section 3 - Key Changes and State Initiatives Counterterrorism Staffing Pilot for FY 07 VASI - As a pilot in FY 07, Tier 1 VASIjurisdictions may use FY 07 VASI 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 ofFY 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 sub recipients prior to the subaward of homeland security grant funds. CAL JRlES - 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 JRIES 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 (RITAC) 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 (SIT AC), 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 Initiatives (cont) Tactical Interoperable Communications Plans (TICP) - In FY 07 participation in the California Statewide Interoperability Executive Committee (CalSIEC) and the development of a Tactical Interoperable Communications plans is strongly suggested. It is the intention ofOHS to require participation in CalSIEC and the development ofa TICP as a condition ofFY 08 HSGP funding. CalSIEC 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 or' - 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 fundi[.lg 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 Initiatives (cont) Important Note: Golden Guardian Costs CDRCAP 10% Training Requirement - Generally, there are not state restrictions or preferences on how subgrantees allocate funds across eligible program 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, locatio'rl, and point of contact information. T &E will maintain a web-based master schedule of all exercises occurring throughout the state, to increase communication and coordination of all exercises. Exercise After Action Reports (AAR) and Improvement Plans (IP) must be 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. Subgrantees scheduled to participate in Golden Guardian (GG) exercise activities should program FY 07 HSGP funds into their subgrant 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 bye-mail to Bi.Biornson({i),ohs.ca.gov. 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 and State Initiatives (cont) Personnel Costs - In FY 07 HSGP the fifteen percent (15%) cap on personnel costs is not applicable to the Metropolitan Medical Response System (MMRS) or Citizen Corps Program (CCP) funding. Performance Bond - Many sub grantees 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 State Required Application Components State Agency Project Narrative Regional Approach Section 4- Subgrant Applications A completed application will include all of the following components. · Completed OHS 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 · Governing Body Resolution - Mailed · Project Narrative - (State Agency Only) - Mailed - Template available in Section 6 · 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 I NOTE: Subgrant awards will not be made until all required application components have been approved by the state. Subgrantees must take a regional approach when determining the best use of 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 Due Application Approval Governing Body Resolution Grant Assurances Important note: Completed financial management forms workbooks must submitted 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 A TTN: Grant Management Section State Capitol Sacramento, CA 95814 ODP Secure Portal https:l/odp.esportals.com/index.cfm The sub grantee will receive written notice of the state's approval of the subgrant application no later than 60 days after the federal grant award. The Governing Body Resolution appoints agents authorized to execute any actions necessary for each application and subgrant. 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. The Grant Assurances form lists the requirements to which the subgrantees 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. Self created grant assurances forms will not be accepted. FY07 Homeland Security Grant Program Page 12 Which State organizations may apply? Who may sign the Application for a State Agency? For which Programs may State Organizations Apply? Use ofUASI funding by State Agencies What are the State Priorities for FY 07 HSGP? Project Narrative State Agencies Any state agency, department, commission, board, etc., may apply for FY 2007 Homeland Security Grant Program (HSGP 07) funding, as long as the 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. The application cover sheet must be signed by the highest-level person at the state organization, or their designee. If a designee, the highest-level person at the state organization must execute and submit a Signature Authority form 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; - State Homeland Security Program (SHSP) - Law Enforcement Terrorism Prevention Program (LETPP) - Urban Areas Security Initiative (UASI) If a state organization applies for any ofthe VASI state allocation, the funds must be used to directly support one or more pre-selected urban area(s). The application's VASI project description must describe the project AND identify the urban area(s) that will be supported by the project. While the State Homeland Security Strategy broadly describes goals, objectives and implementation steps, the state's priorities for FY 07 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 In addition to the project description in the Financial Management Forms Workbook, a detailed project narrative is required. Project Narrative is included in Section 6 - Appendices FY07 Homeland Security Grant Program Page 13 Post Award Modifications Subgrantee Performance Reports Section 5- Post Award Requirements Post award budget, scope and time modifications must be requested using the 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 sub grantee 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 ofthe 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. Sub grantees must prepare and submit performance reports to the state for the duration of the grant performance period, or until all grant activities are 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://www.reporting.odp.dhs.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. FYO? Homeland Security Grant Program Page 14 Monitoring Subgrantee Performance Important note: Suspension or Termination The state is currently conducting a program of sub-grantee monitoring. The monitoring will be conducted on the subgrantees administrative, 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 sub grant 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. It is the responsibility of aU subgrantees to monitor and audit the grant activities oftheir subrecipients. This requirement includes, but is not limited, to on site verification of grant activities as required. The State may suspend or terminate subgrant funding, in whole or in part, or 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 Advances and Interest Earned on Advances Payment Request Process The State will close a sub grantee 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 sub grantee 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. The U.S. Department of Homeland Security allows subgrantees to request FY 07 HSGP funds up to 120 days prior to expenditure/disbursement, or on a reimbursement basis. The federal guide requires that advances must be deposited in interest-bearinl! 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. To request advance or reimbursement payment ofFY 07 HSGP funds, complete a payment request form using the OHS Financial management Forms Workbook and return it to the appropriate Program Representative in the Grant Administration Unit at the Governor's Office of Homeland Security . OHS Financial Management Forms Workbook V 1.07 http://www.homeland.ca.gov/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 Developed Training Courses When seeking US DHS approval of non-G&T developed courses, the most notable changes: . Course materials must be submitted with the approval request; and, . Conditional approvals are no longer offered. The Office of Homeland Security HSTEEP wiII release additional training related information at a later date. OHS Training Website: http://www.homeland.ca.gov/hseeplTrainingHome.html FY07 Homeland Security Grant Program Page 17 Authorized Equipment List Equipment Purchase Assistance Program The FY 07 Authorized Equipment List (AEL) may now be found on the web at http://www.rkb.mipt.org. The federal Department of Homeland Security's Equipment Purchase Assistance Program (EP AP)* allows grantees access to the Defense Logistics 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 sub grantee 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 http://www.homeland.ca.gov/grants.html.andindicates.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 sub grantee 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.fishersafety.com 2. Under the username enter "caprimevendor" 3. Under the password type "california" in lowercase. 4. Common reimbursable products can be view by SELl AEL categories under the Hotlist link in the top right comer 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 OHS/OES reviewed item. If anyone requires any additional help, they can call the Quartermaster Hotline 1-888-764-3572 or email at CS.Ouartermaster@fisherscLcom. Section 6 - Appendices FY07 Homeland Security Grant Program Page 18 1.) Governing Body Resolution - OA and VASI 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 Authorized 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 ,20_ Certification I, , duly appointed and (Name) of the (Governing Body) (Title) 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 ofthe Governing Body Resolution is to appoint individuals to act behalf of the governing body and the applicant. Authorized Agent(s) The Governing Body Resolution allows for the appointment of individuals 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: CJ Jurisdiction CJ Telephone CJ Grant Program CJ Fax # CJ Name CJ Cell Phone # CJ Title CJ E-Mail Address CJ Address CJ City CJ Zip Code Authorized Agent Changes . lfthe Governing Body Resolution identifies Authorized Agents by position and/or title, changes can be made by submitting new Authorized Agent information to the state. . lfthe 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 Signature Authority (For State Organizations) AS THE (Secretary/Director I President I Chancellor) OF THE (Name of State Organization) I hereby authorize the following individual(s) to execute for and on behalf ofthe 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 Project Description for each proposed project 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 !,rovide 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 ofthe 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 requestedfunding, by program: . . SHSP $ UASI $ LETPP $ . . For UASIfunding, indicate the Urban Area(s) supported by the project: FY07 Homeland Security Grant Program Page 23 CI.) ~ 5h 8 ~ ~ ~ ~ co 0 +-' .0 c Q) .t:: E .s:: B () ro CI) ~ r/.) '"d d ~ .--I e 0 ::0 l:'- 0 0 N ;~ j:l., a.. a.. 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