HomeMy WebLinkAboutORANGE, COUNTY OF (4)-20092
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INSURANCE N07 REQUIRED
~~ WORK MAY PROCEED
CLERK OF COUNC
A-2009-018
Exhibit B of ASR
narF~ a
+-~T-, FEB 0 4 20Dg
3 oiig - AGREEMENT TO TRANSFER FUNDS
~) ~, B.tOo~o~
FOR 2008 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
THIS AGREEMENT is entered into this 14th day of.Tanuarv 2009 ,which date is~
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY", and I
City of Santa Ana a municipal corporation, hereinafter referred to as
"SUBGRANTEE."
WHEREAS, COUNTY, acting through its Sheriff-Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and
accepted the Emergency Management Performance Grant from the Governor's Office of Emergency
Services (hereinafter referred to as "the grant").
WHEREAS, the purpose of the grant is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of mitigation, preparedness, response
and recovery capabilities for all hazards, as set forth in Attachment A hereto (08 EMPG Program
Narrative), which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBGRANTEE grant funds, in arrears, as necessary to
reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order
to obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all
required information and documentation, as set forth in Attachment B (EMPG City Application) hereto,
which is attached hereto and incorporated herein by reference.
2. Throughout their useful life, SUBGRANTEE shall use grant property and equipment
only for grant purposes in accordance with Attachment A hereto.
3. SUBGRANTEE shall exercise due care to preserve and safeguard grant property and
equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
Page 1 of 80
'Sheriff 2008 Page I of 4
Exhibit B of ASR
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property and equipment as are necessary, in order to keep said grant property and equipment
continually in good working order.
5. If grant property or equipment becomes obsolete, SUBGRANTEE shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
grant funds.
6. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in the Attachment C (Emergency Management
Performance Grant Program: Recipient Subgnmt Guide for Local Governments Fiscal Year 2008),
which is attached hereto and incorporated herein by reference.
7. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully
bound by this Agreement and all applicable provisions of Attachments A, B, and C hereto.
SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer
will abide by any applicable provision of this Agreement or Attachments A, B, or C hereto.
8. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after final payment
(hereunder.
9. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, and their elected and appointed officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBGRANTEE's performance of this Agreement,
including Attachments A, B, and C hereto, and from any and all claims and losses accruing or resulting
to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the
performance of this Agreement, including Attachments A, B, and C hereto.
10. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
iheriR2008
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Page 2 of BO
ExhibR B of ASR
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11. SUBGRANTEE may not assign this Agreement in whole or in part without the express
written consent of COUNTY.
12. For a period of three years after final payment hereunder or until all claims related to
II this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
documents, papers and records relevant to the work performed or property or equipment acquired in
accordance with this Agreement, including Attachments A, B, and C hereto. For the same time period,
SUBGRANTEE shalt make said documents, papers and rewrds available to COUNTY and the agency
from which COUNTY received the grant funds or their duty authorized representative(s), for
examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon
request, during usual working hours.
13. SUBGRANTEE shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or
agencies.
14. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained
in this Agreement, including the applicable terms of Attachments A, B, and C hereto, at the time and in
the manner herein provided, orb) COUNTY loses funding under the grant. In the event of termination,
COUNTY may proceed with the work in any manner deemed proper by COUNTY.
15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A, B, and C hereto, and shall not be considered
officers, agents or employees of COUNTY or SHERIFF or of the agency from which COUNTY
received grant funds.
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Exhibit B of ASR
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: ~ , 200 ~
COUNTY OF ORANGE, a political
subdivision of the State of California
13y s/
Sheri -Cores r
"C '
APPROVED AS TO FORM:
COUNTY COUNSEL
BY Zl~ GUI ~~
Nicole A. Sims, Deputy
DATED: Z2- 200
DATED: FEB O 4 2009 ,200_
SUBGRANTEE:
~w
haiR2ooe
APPROVED AS TO FORM
f _.~ e ,~7
Laura Stit eedy
Assistant y Attorney
Page 4 of 80
Page 4 of4
DATED: ~~~ 0 ~ cuu3
.200
ATTACHMENT A
FY 08 EMPG PROGRAM NARRATIVE
Exhibit B of ASR
Overview:
The Orange County Operational Area's COCOA) mission is to promote, facilitate, and support
the County and the Operational Area efforts to prevent, prepare for, respond to, recover from and
mitigate all hazards with the potential to affect the Orange County area. The OCOA works to
promote a progressive inclusive emergency management program. Funds provided under the
EMPG will be used to support activities that contribute to the OCOA's mission.
COAL/ ACTIVITY MILESTONES
OBJECTIVE
AZ Communicate and collaborate on local Participate in monthly Orange County
emergency management, planning, and Emergency Management Organization
partnerships. meetings, facilitate quarterly Orange
County Operational Area Executive
Board mcetings, and participate in
functional local emergency planning
subcommittee meetin
AS Support regional emergency Build the Orange County WebEOC
management capabilities and network with local jurisdictions as
infrastructure. partners to allow access to Cities,
County Agencies, School Districts and
Special Districts; and develop a
Memorandum of Understanding with
the four lead agencies involved with
WebEOC.
B 1 Integrate the National Incident Produce NIMS compliant plans and
Management System (NIMS), National procedures and integrate the NRF and
Response Framework (NRF), and the NPGs into theses plans and procedures.
National Preparedness Goal (NPG)
with emer enc lens and rocedures.
B3 Support local and regional risk Coordinate and participate in regional
assessment and hazard mitigation planning meetings regarding risk
planning. assessments and hazard mitigation;
initiate the update of existing hazard
mitt lion lens.
C2 Ensure compatible emergency Continue working on a solution for
management communications systems mass notificatian for community
with Operational Area (OA) partners. members and rapid notification systems
for emergency responders, develop
policies and procedures for both mass
notification and responder notifications,
and develop a user manual for WebEOC
for OA partners.
Page 5 of 80
ATTACHMENT A
Exhibit B ofASR
Page 6 of 80
ATTACHMENT B
FY08 Emergency Management Performance Grant
City Application Cover Sheet
Applicant (City);
Exhibit B of ASR
Authorized Agent Information:
Name of Authorized Agent
Mailing Address
City, State, Zip Code
Contact Information:
Name of grant contact person
Contact Email Addtess
Contact Phone Number
Maximum EMPG Amount Authorized (from Allocation Sheet)
Total Amount Requested from Budget Worksheet
Application Checklist -All items below must be attached to this coversheet
^ EMPG Application Form
^ Project Goals & Objectives
^ Budget Sheet (50/50 Match)
^ Ciry Council Resolution
^ Grant Assurances
Statement ofCertification -City Authorized Agent
By signing below, I hereby cert fy that I am the duly appointed Authorized Agent and have the
authority to apply jor the FY 2008 Notneland Security Grant Program, and the Ciry s
appficalion represents the needs for the Emergency Management Performance Grant.
Signature of Authorized Agent
Panted Name
Title
Date
Page 7 of 80
ATTACHMENT B
Exhibit B of ASR
Emergency Management Performance Grant Application Form
For the Period Octohar 1, 2007 -June 30, 2009
Federal Fiseal Year 2008
It is hereby agreed that the City of
shall meet the following requirements to receive an Emergency Management
Pertormance Grant for the Federal Ftscal Year 2008:
To receive 100% of your city's allocated funds you must complete all of the items below.
Completion of items #1 & #2 entitles the city to 50% grant funding, Item #3, 25°k and
Item #4, 25 °k.
1. A city representative will attend at least slx of the 12 OCEMO meetings per year.
2. The city will activate Its EOC this year for an exercise, unless it is activated for an
actual emergency.
3. The city will participate in the Operational Area functional exercise this year by:
^ Activating their City EOC.
^ Providing staff to support the OA EOC.
^ Provide staff to another City's EOC.
r 4. A city representative will participate in one of the OCEMO subcommittees as chair,
1 co-chair or active member.
Note: The City will receive a per capita allocation of the total funds available to cities,
dependent upon the number of cities that are participating In the EMPG funding
program. The aty will complete the Orange County Operational Area EMPG Activities
Certification Form which must be attested to by the City Manager or designee.
City Manager Signature:
Date:
Page 8 of 80
ATTACHMENT B
Exhibit B of ASR
2008 EMPG Project Goals & Objectives
Applicant Name:
Operational Area Goals:
1. Communicate and collaborate on local emergency management, planning, and
partnerships.
2. Support regional emergency management capabilities and infrastructure.
3. Integrate the National Incident Management System (NIMS), National Response
Framework (NRF), and the National Preparedness Goal (NPG} with emergency plans
and procedures.
4. Support local and regional risk assessment and hazard mitigation planning.
5. Ensure compatible emergency management communications systems with Operational
Area (OA) partners.
6. Operational Area training and exerases wiN address critical areas for emergency
planning and preparedness.
7. Support public education for residents, local government leadership, and the private
sector regarding hazards and emergency preparedness.
8. Ensure emergency management funding will be effective and equitably distributed
Applicant Goals:
Pro act #1
Goal
ob}actives
Description:
Pertormance Measures:
Pro act #2
Goal
Objectives
Page 9 of 80
ATTACHMENT B
Exhibit B of ASR
Description:
Pertormance Measures:
Pro ect #3
Goal
Objectives
Description:
Pertormance Measures:
Pro ect #4
Goal
Objectives
Description:
Pertormance Measures:
Pro ect #5
Goal
Objectives
Description:
Pertormance Measures:
Page 10 of 80
ATTACHMENT B
Exhibit B of ASR
Governing Body Resolution
BE /T RESOLVED BY THE
(Governing Body)
OF THE
(Nome of Applicant) ~~ T
Marne ofTitk of Authorized AgeaQ , OR
(Name ofTilic of Authorized Agem) OR
(Name ofTille of Authorized Aaent)
is hereby authorized to execute for and on behalf oFthe 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 subgranted through the State of
California.
Passed and approved this ~_ day of , 20
Certification
duly appointed and
frttte) of the
(Govanm;Body)
do hereby certify that the above is a true and correct copy of a resolution passed and approved by
the of the
(Governing Body) ~~ of A Orl the
pplicant)
day of , 20
(OtGcisl position)
(Siptature)
(Dak)
Page 11 of 80
ATTACHMENT B
FY08 Emergency Management Performance Grant Exhibit t3 of ASR
Assurances, Certtflcations, Terms, and Conditions
ASSURANCES
The applicant hereby assures and certifies compliance with all applicable Federal statutes,
regulations, policies, guidelines, end requirements, including OMB Circulars A-87, A-102, A-
133; Executive Order 12372 (intergovernmental review of federal progams); and 28 C.F.R. pts.
66 (administrative requirements for grants and cooperative agreements). The applicant also
specifically assures and certifies that:
1. It has the legal authority to apply for federal assistance and the institutional, managerial, and
financial capability {including funds sufficient to pay any required non-federal share of project
cost) to ensure proper planning, management, and completion of the project described in this
application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or
personal gain.
3. It will give the awarding agency, the General Accounting Office, or the State of California,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance, and will establish a proper accounting
system in accordance with generally accepted accounting standards or agency directives.
4. It will comply with all lawful requirements imposed by the awarding agency, specifically
including any applicable regulations, such as 28 C.F.R. pts. 18, 22, 23, 30, 35, 38, 42, 61, and
63.
5. It will assist the awarding agency (if necessary) in assuring compliance with section 106 of the
National Historic Preservation Act of 1966 (16 U.S.C. § 470), Executive Order 11593
{identification and protection of historic properties), the Archeological and Historical
Preservation Act of 1974 (16 U.S.C. § 469 a-1 et seq.), and the National Environmental Policy
Act of 1969 (42 U.S.C. § 4321).
6. It will comply (and will require any subgrantees or contractors to comply) with any applicable
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42
U.S.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C.
§ 5672(b)); the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d); the Rehabilitation
Act of 1973 (29 U.S.C. § 794); the Americans with Disabilities Act of 1990 (42 U.S.C. §
12131-34); the Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); and the
Age Discrimination Act of 1975 (42 U.S.C. §§ 6101-07); see Ex. Order 13279 (equal
protection of the laws for faith-based and community organizations).
7. It will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.C. §4601 et seq.), which govern the treatment of persons
displaced as a result of federal and federally-assisted programs;
Page 12 of 80
ATTACHMENT B
8. It will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28, whic~'1~~ ~~I1~R
political activities of State or local government employees whose principal employment is in
connection with an activity fmanced in whole or in part by federal assistance.
9. It will initiate and complete the work within the approved performance period after receipt of
approval of the State of California.
10. It will comply with Standardized Emergency Management (BEMs) requirements as stated in
the California Emergency Services Act, Government Code, Chapter 7 of Division l of Title 2,
Section 8607. I (e) and CCR Title 19, Sections 2445, 2446, 2447, and 2448.
11. It has complied with Homeland Security Presidential Directive #5, dated February 2003 which
directed the establishment of a nationwide incident management system for all hazards, which
is the National Incident Management System, or NIMS, and will continue to comply each
year. Current compliance includes integration of NIMS into training, preparedness, and
emergency plans.
I2. It has requested through the State of California, federal financial assistance to be used to
perform eligible work approved in the applicant's application for federal assistance. It will
after the receipt of federal financial assistance, through the State of California, agree to the
following:
a. To return to the State of California such part of the funds so reimbursed pursuant to the
above numbered application, which are excess to the approved actual expenditures.
b. In the event the approved amount of the above numbered project application is reduced, the
reimbursement applicable to the amount of the reduction will be promptly refunded to the
State of California.
13. In general, grantees are not required to comport with the restrictions of the Buy American Act
(4l U.S.C. l0a). However, grants authorized under the Stafford Act, including the EMPG
program, must follow these standards. The Buy American Act requires that all materials
purchased be produced in the United States, unless such materials are not available, or such a
purchase would not be in the public interest.
CERTIFICATIONS
Applicants should refer to the regulations cited below to determine the certification to which they
are required to attest. Applicants should also review the instructions for certification included in
the regulations before completing this form. Signature of this form provides for compliance with
certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR
Part 67, "Government-wide Debarment and Suspension (Non-procurement) and Govemment-
wide Requirements for Drug- Free Workplace (Grants)." The certifications shall be treated as a
material representation of fact upon which reliance will be placed when the State of California
determines to award the covered transaction, grant, or cooperative agreement.
1. LOBBYING: As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28
CFR Part 69, for persons entering into a grant or cooperative agreement over $]00,000, as
defined at 28 CFR Part 69, the applicant certifies that:
Page 13 of SO
ATTACHMENT B
(a) No Federal appropriated funds have been paid or will be paid, by or on beh:ril~~t~of ASR
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the making of any Federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grantor cooperative agreement;
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an oflcer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal grant or cooperative agreement, the undersigned
shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in
accordance with its instructions found at www,whitehouse.gov/omb/grants,
{c) The undersigned shall require that the language of this certification be included in the
award documents for ell subawards at all tiers (including subgrants, contracts under grants
and cooperative agreements, and subcontracts) and that all sub-recipients shall certify and
disclose accordingly.
2. DEBARMENT. SUSPENSION A OTHER RESPON IBILITY MATTERS (D F T
RECIPIENT).
As required by Executive Order 12549, Debarment and Suspension, and implemented at 28
CFR Part 67, for prospective participants in primary covered transactions, as defined at 28
CFR Part 67, Section 67.510
A. The applicant certifies that it and its principals:
(I) Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily
excluded from covered transactions by any Federal department or agency;
(2) Have not within athree-year period preceding this application been convicted of ar had
a civil judgment rendered against them for commission of fraud or a criminal offense
in connection with obtaining, attempting to obtain, or performing a public (Federal,
State, or total) transaction or contract under a public transaction; violation of Federal
or State antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen
ProPerh''~
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses
enumerated in paragraph (A)(2) of this certification; and
(4) Have not within athree-year period preceding this application had one or more public
transactions (Federal, State, or local) temtinated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in this certification, he or
she shall attach an explanation to this application.
Page 14 of 80
ATTACHMENT B
3. CERTIFICATIONS REGARDING LOBBYING• DE RMFNT SUSPENSI~~"~t~pf ASR
OTHER RESPONSIBILITY MATTERS: AND DRUG F F . WORKPLA E
REOUIItEMENT: This certification, which is a required component of the on-line
application, commits the applicant to compliance with the certification requirements under 28
CFR part 67, Government-wide Debarment and Suspension t7Vonprocurement); 28 CFR part
69, New Restrictions on Lobbying; and 28 CFR part 83 Government-wide Requirements for
Drug-Free Workplace (Grants). All of these can be referenced at:
httn'//www access e4o eov/nara/cfr/waisidx 04/28cfrv2 04 html.
4. SWEATFREE CODE OF COND tt-r•
a. All applicants contracting for the procurement or laundering of apparel, garments or
corresponding accessories, or the procurement of equipment, materials, or supplies, other
than procurement related to a public works contract, declare under penalty of perjury that
no apparel, garments or corresponding accessories, equipment, materials, or supplies
famished to the state pursuant to the subgrant have been laundered or produced in whole or
in part by sweatshop labor, forced labor, convict labor, indentured labor under penal
sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or
with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under
penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor.
The applicant further declares under penalty of perjury that they adhere to the Sweatfree
Code of Conduct as set forth on the Califomia Department of Industrial Relations website
located at www.dir.ca.gov. and Public Contract Code Section 6108.
b. The applicant agrees to cooperate fully in providing reasonable access to the applicant's
records, documents, agents or employees, or premises if reasonably required by authorized
officials of the contracting agency, the Department of Industrial Relations, or the
Department of Justice to determine the contractor's compliance with the requirements
under paragraph (a).
5. DOMESTIC PARTNERS: For subgrants executed or amended after July 1, 2004, the
applicant may elect to offer domestic partner benefits to the applicant's employees in
accordance with Public Contract Code section 10295.3. However, the applicant cannot
require an employee to cover the costs of providing any benefits which have otherwise been
provided to all employees regardless of marital or domestic partner status.
TERMS AND CONDITIONS
The following laws apply to persons or entities doing business with the State of Califomia.
1. CONFLICT OF INTEREST: Applicant needs to be aware of the following provisions
regarding current or former state employees. If subgrantee has any questions on the status of
any person rendering services or involved with the Agreement, the awarding agency must be
contacted immediately for clarification.
Current State Employees (Public Contract Code §10410):
1) No officer or employee shall engage in any employment, activity or enterprise from which
the officer or employee receives compensation or has a financial interest and which is
sponsored or funded by any state agency, unless the employment, activity or enterprise is
required as a condition of regular state employment.
Page 15 of 80
ATTACHMENT B
2) No officer or employee shall contract on his or her own behalf as an indeperilplt~r~ct~
with any state agency to provide goods or services.
Former State Employees (Public Contract Code ~'l0411J:
1) For the two-year period from the date he or she left state employment, no former state
officer or employee may enter into a contract in which he or she engaged in any of the
negotiations, transactions, planning, arrangements or any pact of the decision-making
process relevant to the contract while employed in any capacity by any state agency.
2) For the twelve-month period from the date he or she left state employment, no former state
officer or employee may enter into a contract with any state agency if he or she was
employed by that state agency in apolicy-making position in the same general subject area
as the proposed contract within the 12-month period prior to his or her leaving state
service.
If applicant violates any provisions of above paragraphs, such action by applicant shall
render this Agreement void. (Pub. Contract Code § 10420)
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment of each meeting of the board or commission, payment for
preparatory time and payment for per diem. (Pub. Contract Code § 10430 (e))
2. LABOR CODENVORKFRS' COMPENSATION: Applicant needs to be aware of the
provisions which require every employer to be insured against liability for Worker's
Compensation or to undertake self-insurance in accordance with the provisions, and applicant
affirms to comply with such provisions before commencing the performance of the work of
this Agreement. (Labor Code Section 3700)
3. AMERICANS WITIi DISABILITIE Ate: Applicant assures the State that it complies with
the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the
basis of disability, as well as all applicable regulations and guidelines issued pursuant to the
ADA. (42 U.S.C. 12101 et seq.)
4. APPLICANT N ME HAN E: An amendment is required to change the applicant's name
as listed on this Agreement. Upon receipt of legal documentation of the name change the
State will process the amendment. Payment of invoices presented with a new name cannot be
paid prior to approval of said amendment.
5. RESOLUTION: A county, city, district, or other local public body must provide the State
with a copy of a resolution, order, motion, or ordinance of the local governing body which by
law has authority to enter into an agreement, authorizing execution of the agreement.
6. AIR OR WATER PO TION VIOLATION: Under the State laws, the applicant shall not
be:
(1) in violation of any order or resolution not subject to review promulgated by the State Air
Resources Board or an air pollution control district;
(2) subject to cease and desist order not subject to review issued pursuant to Section ] 3301 of
the Water Code for violation of waste discharge requirements or discharge rphibit~'pns•
p Page 16 of 80~
ATTACHMENT B
(3) finally determined to be in violation ofprovisions of federal law relating to~~~~~~~SR
pollution.
Failure to comply with these requirements may result in suspension of payments under the
Ageement or termination of the Agreement or both and applicant maybe ineligible for award of
any future State agreements if the department determines that any of the following has occurred:
the applicant has made false certification, or violated the certification by failing to carry out the
requirements as noted above. (Gov. Code §8350 et seq.)
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly
authorized to legally bind the prospective jurisdiction to the assurances and certifications listed
above.
Page 17 of 80
ATTACHMENTB
2008 EMERGENCY MANAGEMENT PERFORMANCE GRANT
FUNDING ALLOCATION
Funding allornt/on Js based upon the popufatlon/I puresore from the CoBjorn/a Departm ent ojfinonce
lonuary ZOOSCilies
and Counties Ranked b Size, Numeric, and percen t Cho . Socromento, Call ornlo, Moy 2008. ,
Oran a County Operational Area Allocatio n $ 44
Orange County Operational Area Emergen
cy Mana ement
$ 6,880
223,440
Legislative and Grant Trackin (OA Execut ive Board a roved $ 10,000
Estimated distribution to Cities (based up on all cities artici sting) $ 213 440
I
Total Population
ORANGE COUNTY CITIES As of 1.1-06 Percent Pro osed Allocation
i Aliso Viejo 45,249 1.5% $ 3,220
2 Anaheim 346,823 11.6% $ 24,682
3 Brea 40,081 1.3% $ 2,852
4 Buena Park 82,768 2.8% $ 5,890
5 Costa Mesa 113,955 3.8% $ 8,110
6 Cypress 49,541 1.7% $ 3,526
7 Dana Point 36,982 1.2% $ 2,632
8 Fountain Valley 57,925 1.9% $ 4,122
9 Fullerton 137,437 4.6% $ g,7gi
10 Garden Grove 173,067 5.8% $ 12,316
11 Huntin on Beach 201,993 6.7% $ 14,375
12 Irvine 209,806 7.0% $ 14,931
13 La Habra 62,635 2.1% $ 4,457
14 La Palma 16,176 0.5% $ 1,151
15 Laguna Beach 25,131 0.8% $ 1,7gg
16 Laguna Hills 33,421 1.1% $ 2,378
17 La una Niguel 66,877 2.2% $ 4,759
18 Laguna Woods 18,442 0.6% $ 1,312
19 Lake Forest 78,317 2.6% $ 5,573
20 Los Alamitos 12,191 0.4% $ g6g
21 Mission Viejo 98,572 3.3% $ 7,015
22 Newport Beach 84,554 2.8% $ 6,017
23 Oran a 140,849 4.7% $ 10,024
24 Placentia 51,727 1.7% $ 3,681
25 Rancho Santa Margarita 49,764 1.7% $ 3,541
26 San Clemente 67,892 2.3% $ 4,832
27 San Juan Capistrano 36,782 1.2% $ 2,618
28 Santa Ana 353,184 11.8% $ 25,134
29 Seal Beach 25986 0.9% $ i,ggg
30 Stanton 39,276 1.3% $ 2,795
31 Tustin 74,218 2.5% $ 5,282
32 Villa Park b,259 0.2% $ 445
33 Westminster 93,027 3.1% $ 6
620
34 Yorba Linda 68,312 2.3% $ ,
4,861
Total for Oran a Coun 2,999,219 100.0% $ Pa a dY~AA9
E S Exhibit B of ASR
~*
Governor's Office of Emergency Services
Emergency Management Performance Grant
Recipient Subgrant Guide for Local Governments
Fiscal Year 2008
April 1, 2008
Page 19 of 80
Table of Contents
Exhibit B of ASR
Foreword: Director's Message to Subgrant Recipients ..............................................................3
Section One: Subgrant Overview ...............................................................................................4
Purpose of this Subgrant ..........................................................................................................5
Eligible Subgrant Recipients ....................................................................................................5
Purpose of this Subgrant Guide ...............................................................................................5
Performance Period ..................................................................................................................5
Matching Requirements ...........................................................................................................5
Allocations and Methodology ..................................................................................................5
OA Responsibilities ................................................................................................................6
Applicable Laws, Regulations, Guidance Documents and Websites ......................................7
Subgrant Timelines ..................................................................................................................8
Contact Information ................................................................................. g
................................
Section Two: Program Specific Information ..............................................................................9
Program Overview .................................................................... .............................................10
What's New? ............................................................................. .............................................10
Director's Emphasis .................................................................. ...................
11
Goals and Objectives ................................................................ ..........................
.............................................12
Eligible Activities ..................................................................... .............................................12
Other Unallowable Costs .......................................................... .............................................16
Eligible Costs ............................................................................ .............................................17
Section Three: Application Requirements and Process .............. .............................................18
Application Components .......................................................... ..................
19
Mailing Address ........................................................................ ...........................
.............................................19
Application for Assistance ......................................................... ..
19
Program Narrative ...................................................................... ..........................................
............................................19
Budget Worksheet ...................................................................... ............................................19
Governing Body Resolution ...................................................... ............................................20
Grant Assurances ....................................................................... ............................................20
Application Due Date ................................................................ .......
20
Approval of Application ............................................................ .....................................
...........
20
Section Four: Performance Period Activities ............................... .................................
............................................21
Reimbursement of Eligible Costs .............................................. .................
.....
22
Revision Requests ...................................................................... ......................
...................................
22
Performance Reports .................................................................. .........
.......................
22
[nterest Earnings ........................................................................ .....................
............................................23
Monitoring Subgrant Performance ............................................. ...........................................23
Record Retention Requirements ................................................. ..........................
23
Accessibility of Records ............................................................. .................
............
23
Suspension or Termination ......................................................... ...............................
...........................................24
Section Five: Subgrant Closeout ................................................... ...........................................25
Final Subgrant Report ................................................................. ......................
26
Closeout Review and Notification .............................................. .....................
...........................................26
Audit Re uire t
q men s ...............................................................................................................26
Appendices ................................................................................................................................27
Appendix A -Allocations to Operational Areas ..................................................................28
Appendix B -State OES Goals and Objectives ...................................................................29
Appendix C -Forms .............................................................................................................32
Appendix D -Sample Forms ................................................................................................50
Appendix E -Acronyms ......................................................................................pa9e•EDvF~~
FY08 EMPG Grant Guide for Local Government 2
Exhibit B of ASR
Foreword: Director's Message to Subgrant Recipients
I am pleased to announce the Emergency Management Performance Grant (EMPG) application
material for Fiscal Year 2008. The EMPG allocation distributed by the Governor's Office of
Emergency Services (OES) to the Operational Areas (OAS) provides critical funding assistance to
sustain and enhance local emergency management capabilities in Califomia in order to effectively
prepare for, respond to and recover from the human-caused and natural disasters. To this end,
State OES has selected ten fundamental, measurable, and achievable activities to be accomplished
within the FY 2008 performance period. Beyond these activities, State OES staff will work with
you to develop EMPG work plans in accordance with your emergency management program needs,
as appropriate. The fundamental activities for 2008 are:
• OA Coordination: Conduct OA council meetings in which the participants approve and
monitor the EMPG 08 projects submitted to State OES as part of the Subgrant application.
• Regional Coordination: Participate in Mutual Aid Regional Advisory Committee (MARAC)
and Standardized Emergency Management System (BENS) Specialist Committee meetings as
assigned, and in accordance with, committee meeting schedules.
• National Incident Management System (NIMS): Comply with NIMS requirements as
established by Department of Homeland Security (DHS) by implementing SEMS in a manner
consistent with NIMS.
• Planning: Review and revise the jurisdiction's Emergency Operations Plan in accordance with
the schedule established in the plan, and submit the revised plan to State OES at least every
three years for their review according to published emergency plan criteria.
• Private and Volunteer Coordination: Coordinate with businesses, private-non-profits,
volunteer organizations and tribal governments to establish and maintain emergency
management roles and responsibilities in the emergency plan.
• Interoperable Communications: Participate in committees and programs to improve the
ability to communicate with other agencies.
• Training: Train personnel to perform the emergency management functions in the
jurisdictions' emergency plan and to comply with SEMS and NIMS training requirements
established for the current year.
• Exercises: Participate in disaster exercises that test the jurisdiction's emergency plan,
emergency facilities and equipment.
• After Action -Corrective Action: Evaluate exercises and emergency response and make
improvements to the emergency management system based on recommendations established in
after action reports.
• Response and Recovery: Provide for a method to ensure the ability for 24/7 contact from State
OES on emerging or active emergency activities related to emergency management.
State OES personnel will be available to assist you throughout the Subgrant process. I am confident
that through our combined efforts, and with the assistance of the EMPG grant, the State of
California and local governments will be better able to manage any emergency event.
~~
HENRY R. RENTERIA, Director
Office of Emergency Services
Page 21 of 80
FY08 EMPG Recipient Subgrant Guide for Local Govenwrent g
Section One: Subgrant Overview ExhibitBofASR
Contents This section contains the following:
• Purpose of this Subgrant
• Eligible Subgrant Recipients
• Purpose of this Subgrant Guide
• Performance Period
• Matching Requirements
• Allocations and Methodology
• OA Responsibilities
• Applicable Laws, Regulations, Guidance Documents and
Websites
Subgrant Timelines
• Contact Information
Page 22 of 80
FY08 GMPG Recipient Subgrant Guide for Local Government 4
Section One: Subgrant Overview, continued ExhibitBofASR
Purpose of this The purpose of the Fiscal Year 2008 Emergency Management Performance
Subgrant Grant (FY08 EMPG) is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of
mitigation, preparedness, response, and recovery capabilities for all hazards.
Funds provided under the EMPG must be used to support activities that
contribute to the Operational Area's capability to prevent, prepare for,
mitigate against, respond to, and recover from emergencies and disasters,
whether natural or man-made.
Eligible The eligible grant recipients are the 58 Operational Areas (OAS).
Subgrant
Recipients
Purpose of this This Recipient Subgrant Guide will provide the OAs with guidance and forms
Subgrant Guide to apply for, perform, and closeout the FY08 EMPG Subgrant. This Guide
specifies the performance period, allocations, eligible activities, and other
subgrant related information and requirements.
Performance The FY08 EMPG performance period is October 1, 2007 through
Period June 30, 2009.
Matching The FY08 EMPG requires adollar-for-dollar match. This can be cash or in-
Requirements kind. Please refer to 44 Code of Federal Regulations (CFR), 13.24 for
specific details.
Allocations and California will subgrant a total of $9,100,000 to OAs. The OA allocations
Methodology were determined using a $80,000 base award, with remaining funds
distributed using per capita figures in the Department of Finance's yearly
report called
E-1: City/County Population Estimates with Annual Percent Change
This report can be accessed at the following website:
htto:!!v/ww dof ca oov/HTMUDEMOGRAP/ReoortsPaoers/Estimates/E1/documents/E
1 table.xls
The data for January 1, 2007 were used for calculating allocations. A
complete listing of the allocations for the FY08 EMPG can be found in
Appendix A.
Page 23 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 5
Section One: subgrant Overview, continued ExhibitBofASR
OA The OAs responsibilities are to:
Respoosibi0ties
I . Submit a subgrant application package to State OES by May 30, 2008,
that represents the consensus of the OAs Operational Area Council and
includes minutes of the meeting.
2. Comply with all assurances and certifications contained in the Grant
Assurances submitted with the FY08 EMPG application. In addition, if
the OA subgrants funds to other entities, their subgrant
agreements/contracts must also include these same assurances and
certifications along with any local requirements.
3. Prepare performance reports for the duration of the performance period.
Further reporting details are included in Part Four, Performance Period
Activities, under "Performance Reports".
4. Maintain financial management systems that support subgrant activities in
accordance with 44 CFR Part 13.20.
5. If changes are required. after the initial subgrant award, submit revision
requests to State OES, rior to incurring any associated expenditures.
Further details are included in Part Four, Performance Period Activities,
under "Revision Requests".
6. Remit unexpended subgrant funds to State OES after all work has been
completed and reimbursements have been disbursed.
7. Maintain property, programmatic, and financial records in accordance
with the grant record retention requirements. Further details on the
retention requirement are contained in Part Four, Performance Period
Activities, under "Record Retention Requirements".
8. Comply with the audit requirements contained in Office of Management
and Budget (OMB) Circular A-133, and Title 44 CFR, Part 13.26.
Page 24 of 80
FY08 EMPG Recipient Sabgrant Guide for Local Government 6
Section One:
nt Overview, continued Exhibit B of ASR
Applicable OAs must ensure that local and internal depardnents are aware of the
Laws, following laws, regulations, and guidance documents that apply to this
Regulations, subgrant:
Guidance
Documents and • Robert T. Stafford Disaster Relief and Emergency Assistance Act
Websites as amended.
• Office of Management and Budget (OMB) Circulars A-87, A-102,
A-133 httn://www.whitehouse Gov/omb/circulars/index html
• California Emergency Services Act, Chapter 7 of Division I of
Title 2 of the Government Code -Provides the legal basis for
Emergency Management activities in California. Government
Code Section 8607 describes the Standardized Emergency
Management System.
• Recipient Subgrant Guide for Local Governments provided by State
OES.
The following documents produced and distributed by State OES can be
used as additional resources. They can be found on the State OES website
at: www.oes.ca.eov.
• Local Emergency Planning Guidance
• State Emergency Plan
• SEMS/NIMS Regulations
• Statewide Emergency Management Strategic Plan
Page 25 of 80
FYOR EMPG Recipient Subgrant Guide for Local Government ~
Section One: Subgrant Overview, continued Exhibit B ofASR
Subgrant
Timelines
May 30, 2008 Submit applications to the appropriate OES Regional
Office.
July 11, 2008 A performance report is due to the appropriate OES
Regional Office for the period October 1, 2007 through
June 30, 2008.
October 17, 2008 A performance report is due to the appropriate OES
Regional Office for the period July 1, 2008 through
Se tember 30, 2008.
January 16, 2009 A performance report is due to the appropriate OES
Regional Office for the period October 1, 2008 through
December 31, 2008.
Apri117, 2009 A performance report is due to the appropriate OES
Regional Office for the period January I, 2009 through
March 31, 2009.
June 30, 2009 All subgrant activities must be completed and all funds
disbursed.
July 31, 2009 A final performance report is due to the appropriate
OES Regional Office for the period of April 1, 2009
through June 30, 2009.
• A final Reimbursement Request is due to the
a ro riate OES Re final Office.
Contact Technical assistance is available throughout the application and subgrant
Information performance process. Contact your OES Regional Office at one of the
following numbers:
Coastal Region (510) 286-0895
Inland Region - (916) 845-8470
Southern Region (562) 795-2900
Page 26 of 80
FY08 EMPG Recipient Subgrant Guide for Local Govenunent $
Section Two:
ram Specific Information Exhibit B ofASR
Contents This section contains the following:
• Program Overview
• What's New?
• Director's Emphasis
• Goals and Objectives
• Eligible Activities
• Other Unallowable Costs
• Eligible Costs
Page 27 of 80
FY08 EMPC Recipient Subgrant Guide for Local Government 9
Section Two: Program Specific Information, continue~xnibit B ofASR
Program The purpose of the FY08 EMPG is to support comprehensive emergency
Overview management and to encourage the improvement of mitigation, preparedness,
response, and recovery capabilities for all hazards. Funds provided under
the EMPG must be used to support activities that contribute to the OA's
capability to prevent, prepare for, mitigate against, respond to, and recover
from emergencies and disasters, whether natural or man-made. Towards
this end, State OES has established emergency management priorities,
goals, and objectives for California. OA activities under this subgrant must
be tied to these priorities, goals, and objectives.
What's New? . FEMA increased funding to the states this yeaz, but has indicated this will
be a one-time only increase, and funding will be reduced next yeaz.
Therefore, State OES is passing through an additional $2,000,000 this
year to the OAs in the form of a $30,000 increase to the baseline amount
and the remainder on aper-capita basis. The performance period has been
extended to June 30, 2009. Those OAs who wish to change the funding
cycle from the federal fiscal year to the July-June state fiscal yeaz can take
advantage of this one-time increase to do so.
• FEMA is requiring that at least 25% of the subgrants funds be used for
planning purposes.
• The funds cannot be used for EOC construction or renovation because a
separate grant is being made available by the federal government
specifically for that purpose.
• State OES is not requiring a Program Narrative by project. There is no
requirement to sepazately budget by project or to track reimbursement
requests by project. Basically, OAs will submit narratives that indicate
their funds will be used for emergency management activities and then list
the activities to be completed over the performance period.
~ State OES is collecting information relative to the actual total
expenditures of your emergency management program. This information
will be collected on your reimbursement request form (see Appendix C).
In the past, we have been asked by various state and federal agencies
regarding statewide total emergency management costs, often in an effort
to obtain additional federal funding. This information has never been
captured before. With your cooperation in supplying us with your
estimated total program costs for each quarter, we will have this
information available at the click of a button.
Page 28 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 1D
Section Two: Program Specific Information, continue~n~b~t s ofasR
Director's Listed below are key elements the Director is emphasizing for the 2008
Emphasis EMPG program. These are to be considered the minimum program activities
for the Operational Areas to accomplish within the program period.
• OA Coordination: Conduct OA council meetings in which the
participants approve and monitor the EMPG 08 projects submitted to
State OES as part of the subgrant application.
• Regional Coordination: Participate in Mutual Aid Regional
Advisory Committee (MARAC) and SEMS Specialist Committee
meetings as assigned, and in accordance with, committee meeting
schedules.
• National Incident Management System (NIMS): Comply with
NIMS requirements as established by Department of Homeland
Security (DHS) by implementing SEMS in a manner consistent with
NIMS.
• Planning: Review and revise thejurisdiction's Emergency
Operations Plan in accordance with the schedule established in the
plan, and submit the revised plan to State OES at least every three
years for their review according to published emergency plan criteria.
• Private and Volunteer Coordination: Coordinate with businesses,
private non-profits, volunteer organizations and tribal governments to
establish and maintain emergency management roles and
responsibilities in the emergency plan.
• Interoperable Communications: Participate in committees and
programs to improve the ability to communicate with other agencies.
• Training: Train personnel to perform the emergency management
functions in the jurisdictions' emergency plan and to comply with
SEMS and NIMS training requirements established for the current
year.
• Exercises: Participate in disaster exercises that test the jurisdiction's
emergency plan, emergency facilities and equipment.
• After Action -Corrective Action: Evaluate exercises and
emergency response and make improvements to the emergency
management system based on recommendations established in after
action reports.
• Response and Recovery: Provide for a method to ensure the ability
for 24/7 contact from State OES on emerging or active emergency
activities related to emergency management.
Page 29 of 80
FYOS EMPG Recipient Subgrant Guide for Local Government t ~
Section Two: Program Specific Information, continue~h'b't s ef,asR
Goals and The goals and objectives of the state are described in Appendix B. The goals
Objectives address five main categories:
I. Partnership and Leadership
2. Planning and Operations
3. Infrastructure and Communication
4. Education, Training, and Exercises
5. Funding and Resources
Eligible PLANNING
Activities FY 2008 EMPG funds may be used for a wide range of emergency
management planning activities. These activities may include, but are not
necessarily ]invited to, the following:
• Planning for continued NIMS/SEMS implementation
• Modifying existing incident management and emergency operations
plans to ensure proper alignment with the NIMS and National
Response Framework coordinating structures, processes, and protocols
• Developing/enhancing comprehensive emergency management plans
• Conducting a hazard analysis and risk assessment prior to mitigation
plan development
• Developing/enhancing all-hazards mitigation plans
• Developing/enhancing catastrophic incident plans
• Developing/enhancing COOP/COG plans
• Developing/enhancing logistics and resource management plans
• Developing/enhancing evacuation plans, including sheltering efforts
• Developing/enhancing mass casualty and mass fatality plans
• Developing/enhancing financial and administrative procedures for use
before, during, and after disaster events in support of a comprehensive
emergency management program
• Public education and awareness
• Developing/enhancing a crisis communications plan
• Developing/enhancing other response and recovery plans
• Developing/enhancing emergency management and operations plans to
integrate citizen/volunteer and other non-governmental organization
resources and participation
• Other EMPG-related planning activities
Page 30 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government l2
Section Two: Program Specific Information, continue~n~b~t a ofASR
Eligible TRAINING
Activities, EMPG funds may be used far a range of emergency management-related training
continued activities to enhance the capabilities of local emergency management personnel
through the establishment, support, conduct, and attendance of training. Types
of training include, but are not limited to, the following:
• Developing/enhancing systems to monitor training programs
• Conducting all hazards emergency management training, including NIMS
training requirements
• Attending Emergency Management Institute (EMI) training or delivering
EMI train-the-trainer courses, not limited to terrorism-related courses
• Attending other FEMA-approved emergency management training
• Other EMPG-related training activities
Allowabletraining-related costs include the following:
Funds used to develop, deliver, and evaluate training: Includes costs
related to administering the training; planning, scheduling, facilities,
materials and supplies, reproduction of materials, and equipment.
Overtime and Backfill: Overtime costs which are the direct result of
attendance at FEMA and/or approved training courses and programs are
allowable. Overtime payments related to backfilling personnel who have
been sent to training are also allowable, but only for the marginal added
cost to the subgrantee of having to pay overtime instead of regular time.
The subgrantee must maintain financial responsibility for the regular time
portion of backfill costs. These costs are allowed only to the extent the
payment for such services is in accordance with the policies of the unit(s)
of local government and has the approval of the state or the awarding
agency, whichever is applicable. In no case is dual comnensation
allowable. That is, an employee of a unit of government may not receive
compensation from their unit or agency of government AND from an
award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though
such work may benefit both activities. Fringe benefits on overtime hours
are limited to Federal Insurance Contributions Act, Workers'
Compensation and Unemployment Compensation.
Travel: Travel costs (e.g., airfare, mileage, per diem, hotel) are
allowable as expenses by employees who are on travel status for official
business related to approved training.
Hiring of Full orPart-Time Staff or Contractors/Consultants: Full-
or part-time staff may be hired to support direct training-related activities.
Payment of salaries and Fringe benefits must be in accordance with the
policies of the State or unit(s) of local government and have the approval
of the State or awarding agency, whichever is applicable.
Page 31 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 13
Section Two: Program Specific. Information, continue~h'b't a otasR
Eligible • Certification/Recertification of Instructors: Costs associated with the
Activities, certification and re-certification of instructors are allowed. OAs are
continued encouraged to follow the FEMA Instructor Quality Assurance Program to
ensure a minimum level of competency and corresponding levels of
evaluation of student Teaming. This is particularly important for those
courses which involve training of trainers.
EXERCISE
EMPG funds may be used to design, develop, conduct, and evaluate emergency
management related exercises. Exercises must be consistent with the principles
outlined in the Homeland Security Exercise and Evaluation Program (HSEEP),
as well as applicable existing emergency management standards. HSEEP
Volumes I-III contains guidance and recommendations for designing,
developing, conducting, and evaluating exercises. HSEEP Volume IV provides
sample exercise materials. All four volumes can be Found at the HSEEP website
(h~1v:/ihseeu.clhs ov). Exercises conducted using EMPG funding must be NIMS
compliant.
Types of exercises include, but are not limited to, the following:
• Developing/enhancing systems to monitor exercise programs
• Conducting all-hazards exercises, based on the likely hazards/scenarios a
jurisdiction may encounter
• Conducting emergency management exercises, while incorporating
NIMS exercise requirements
• Other EMPG-related exercise activities
Allowable exercise-related costs include:
Funds Used to Design, Develop, Conduct, and Evaluate an Exercise:
Includes costs related to planning, meeting space and other meeting costs,
facilitation costs, materials and supplies, travel, and documentation.
Hiring of Full or Part-Time Staff or Contractors/Consultants; Full-
or part-time staff may be hired to support direct exercise activities.
Payment of salaries and fringe benefits must be in accordance with the
policies of the State or unit(s) of local government and have the approval
of the State or the awarding agency, whichever is applicable. The
services of contractors/consultants may also be procured to support the
design, development, conduct, and evaluation of exercises. The
applicant's formal written procurement policy or the Federal Acquisition
Regulations (FAR) must be followed. http://www.acquisition.gov/far/
Page 32 of 80
Fl'OS EMPG Recipient Subgrant Guide for Local Government 14
Section Two: Program Specific Information, continue~xnibit s ofasR
Eligible Overtime and Backfill: Overtime costs which are the direct result of
Activities, time spent on the design, development, and conduct of exercises are
continued allowable expenses. Overtime payments related to backfilling
personnel who have been sent to exercises are also allowable but only
for the marginal added cost to the subgrantee of having to pay
overtime instead of regular time. The subgrantee must maintain
financial responsibility for the regular time portion of backfill costs.
These costs are allowed only to the extent the payment for such
services is in accordance with the policies of the State or unit(s) of
local government and has the approval of the state or the awarding
agency, whichever is applicable. In no case is dual compensation
allowable. That is, an employee of a unit of government may not
receive compensation from their unit or agency of government AND
from an award for a single period of time (e.g., 1:00 pm to 5:00 pm),
even though such work may benefit both activities. Fringe benefits on
overtime hours are limited to Pederal Insurance Contributions Act,
Workers' Compensation and Unemployment Compensation.
• Travel: Travel costs (e.g., airfare, mileage, per diem, hotel) are
allowable as expenses by employees who are on travel status for
official business related to the planning and conduct of the exercise
project(s).
• Supplies: Supplies are items that are expended or consumed during
the course of the planning and conduct of the exercise project(s) (e.g.,
copying paper, gloves, tape, non-sterile masks, and disposable
protective equipment).
• Other Items: These costs are limited to items consumed in direct
support of exercise activities such as the rental of space/locations for
planning and conducting an exercise, rental of equipment (e.g.,
portable toilets, tents), and the procurement of gasoline, exercise
signs, badges, and other essential nondurable goods.
Unauthorized exercise-related costs include:
Reimbursement for the maintenance and/or wear and tear costs of
general use vehicles (e.g., construction vehicles) and emergency
response apparatus (e.g., fire trucks, ambulances). The only vehicle
costs that are reimbursable are fuel/gasoline or mileage.
Equipment that is purchased for permanent installation and/or use,
beyond the scope of exercise conduct (e.g., electronic messaging
signs).
Durable and non-durable goods purchased for installation and/or use
beyond the scope of exercise conduct.
Page 33 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government t S
Section Two: Program Specific Information, continue~nib~t s ofASR
Other Other Unallowable costs include the following:
Unallowable
Costs • Expenditures for items such as general-use software (word processing,
spreadsheet, graphics, etc), general-use computers and related equipment
(other than for associated preparedness or response funcfions), general-use
vehicles, licensing fees, weapons systems and ammunition.
• Personnel costs (except for costs as detailed above). Costs to support the
hiring of sworn public safety officers for the purposes of fulfilling
traditional public safety duties or to supplant traditional public safety
positions and responsibilities.
• Activities unrelated to the completion and implementation of the EMPG.
• Other items not in accordance with the portions of the Authorized
Equipment List.
• Construction and Renovation Costs. As a separate grant program is being
established in the near future to support construction and renovation of
emergency operations centers, these costs are no longer permitted under
EMPG.
• Management and Administration Costs. Costs associated with general
management and subgrant administration.
Page 34 of 80
FYOR EMPG Recipient Subgrant Guide for Local Government 16
Section Two:
Specific Information, continue~nibit a ofASR
Eligible Costs To be allowable under federal awards, costs must meet the criteria as stated in
OMB Circular No. A-87, Attachment A.
Eligible cost categories are as follows:
Personnel Services This includes salary, overtime,
time off and asmc;arrA ,r;,,,,A t
This is defined as property having a useful life of
more than one year and an acquisition cost of
$5,000 or more per unit. Allowable equipment
categories for FY 2008 EMPG are listed on the
web-based Authorized Equipment List (AEL) on
the Responder Knowledge Base (RKB), at
httn://www.rkb mint org. The FY 2008 EMPG
AEL is housed on the RKB and relies heavily on
the Standardized Equipment List (SEL)
developed by the Inter-Agency Board (IAB) for
Equipment Standardization and Interoperability.
The AEL maintains the cross-referencing to the
SEL in an effort to eliminate redundancy. Both
the AEL and SEL are available on the RKB,
which also offers an interactive version that
provides links to corresponding SEL items and
Operating expenses This includes all items not defined as equipment
such as printing, postage, communications, data
rocessin ,etc.
Pass through to locals This includes the funds being passed through to
cities and/or other political er,r;r;Pc
Another useful Financial Guide for determining eligible costs can be found
at: htto://www.dhs.aov/xlibrarv/assets/Grants FinancialManaaementGuide odf
Page 35 of 80
FY08 EMPG Recipient Subgrent Guide for Local Government
17
Section Three
~lication Requirements and Proc~t B ofasR
Contents This section contains the following:
• Application Components
• Mailing Address
• Application for Assistance
• Program Narrative
• Budget Worksheet
• Governing Body Resolution
• Grant Assurances
• Application Due Date
• Approval of Application
Page 36 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 18
Section Three: Application Requirements and Proc;t@6hh~ted
Application The application must include the following:
Components
• Application far Assistance
• Program Narrative
• Budget Worksheet
• Governing Body Resolution
• Grant Assurances
Mailing The application must be mailed to your Regional office:
Address
Office of Emergency Services Office of Emergency Services Office of Emergency Services
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 400 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
Application for The Application for Assistance form is the coversheet for the application. It
Assistance identifies the applicant, the authorized agent and contact person for the
subgrant and their addresses, the maximum award amount and the amount the
OA is requesting. It must be signed by the authorized agent and, after review,
it is approved by State OES. This doctunent serves as the contractual basis
for the award of funds.
Program The Program Narcative must include the following:
Narrative • Program activities that will be accomplished during the performance
period, by category, i.e.: Planning, Organizational, Equipment,
Training, and Exercises.
• Associated goal(s) and objective(s) (from Appendix B) with each
activity.
• Activities should be presented in terms of what will be accomplished.
For example, if training is planned, the jurisdiction must indicate what
the training is expected to accomplish. The jurisdiction should clearly
indicate how it would know its purpose has been accomplished.
The Program Narrative forms the basis for the performance reports. The OAs
will be expected to report progress on each activity identified.
Budget The following expenses need to be itemized:
Worksheet • Personal Services
• Operating Expenses
• Equipment
• Pass through to locals
Page 37 of 80
FY08 EMPG Recipient subgrant Guide for Local Government 19
Section Three:
n
uirements and Proc;t@aFlhl~led
Governing The Governing Body Resolution appoints agents authorized to execute any
BOdy actions necessary under this subgrant. The OAs are not required to create a
Resolution new Governing Body Resolution with the FY08 EMPG application if the one
on file with State OES is current, however, a copy of your resolution needs to
be filed with your application.
Grant The Grant Assurances form lists the requirements to which the OA will be
Assurances held accountable. OAs are required to file a new Grant Assurances form with
the FY08 EMPG application.
Application The application package must be submitted to State OES by May 30, 2008.
Due Date Incomplete applications will not be approved.
Approval of State OES will notify the OA, in writing, of the approved application, award
Application amount, and performance period.
Page 38 of 80
FYOS EMPG Recipient Subgrant Guide for Local Government
20
Section Four: Pertormance Period Activities Exhibit B ofASR
Contents This section contains the following:
• Reimbursement of Eligible Costs
• Revision Requests
• Performance Report
• Interest Earnings
• Monitoring Subgrant Performance
• Record Retention Requirements
• Accessibility of Records
• Suspension or Termination
Page 39 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 21
Section Four: Pertormance Period Activities, continu€~ibit a ofasR
Reimbursement The FY08 EMPG funds will be disbursed on a reimbursement basis, using the
of Eligible Reimbursement Request form included in Appendix C. The cost of employee
Costs labor and expenses has been incurred as soon as the time has been worked or
the expense has been paid. Vendor costs have been incurred when the
purchasing jurisdiction has paid the vendor's invoice. Encumbrances,
purchase orders or signed contracts do not qualify as incurred costs.
The OAs are strongly encouraged to submit reimbursement requests on a
quarterly basis; but, are allowed to submit reimbursement requests monthly.
NOTE: Payments can only be made if the OA has an:
Approved Application
Valid Governing Body Resolution
Valid Grant Assurance
Revision All changes to the OAs approved Program Narrative and Budget Worksheet
Requests must be submitted to State OES in writing and approved p Bor to initiating
any revised scope of work or incun•ing the associated expenditures. The OAs
may submit revision requests to State OES at any time during the
performance period.
Failure to submit revision requests and receive approval prior to expenditure
could result in a reduction or disallowance of that part of the subgrant.
Performance The OAs must submit performance reports as required. The report must
Report include the progress made on identified activities, as well as other requested
information and data.
The last performance report is due to State OES by July 31, 2009 (unless
extended), and will serve as the final subgrant report.
Failure to submit a performance report could result in subgrant reduction,
termination or suspension.
Page 40 of 80
PY08 EMPG Recipient subgrant Guide for Local Government 22
Section Four: Performance Period Activities, continu~~'ibit B ofASR
Interest
Earnings In accordance with Title 44, Code of Federal Regulations, Part 13.21
any
i
,
nterest earned, in excess of $100 per federal fiscal year, must be remitted
quarterly to:
United States Department of Health and Human Services
Division of Payment Management Services
Post Office Box 6021
Rockville, MD 20852
NOTE: The transmittal letter included with the check should indicate that th
e
OA is returning interest earned on FY08 EMPG funds.
A copy of the transmittal letter should be sent to your Regional office at:
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 400 3650 Schriever Avenue 4671 Liberty Avenue
O
akland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
Monitoring
Subgrant The state may perform periodic reviews of the OAs subgrant performance
Performance .
These reviews may include, but are not limited to:
• Comparing actual subgrant activities to those approved on the
Program Narrative and Budget Worksheet.
• Confirming compliance with:
- Grant Assurances.
- Information provided on the performance reports.
• Reviewing and monitoring financial and administrative records
Record Specific requirements for record retention can be found in Title 44, CFR, Part
Retention 13.42
Requirements
In the Subgrant Closeout letter, State OES will notify the OA of the start of
the record retention period for programmatic and financial records.
Accessibility of The federal Department of Homeland Security, the DHS Office of Inspector
Records General, the Comptroller General of the United States, State OES, and any of
their authorized representatives, shall have the right of access to any books,
documents, papers, or other records which are pertinent to the subgrant, in
order to make audits, monitoring review, examinations, excerpts, and
transcripts. The right of access is not limited to the required retention period
but shall last as long as the records are retained. Refer to 44 CFR 13.42 far
more information about accessibility of records.
Page 41 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government
23
Section Four: Performance Period Activitipc_ rnntint~Fixhibit B ofASR
Suspension or Should a jurisdiction materially fail to comply with any term of an award,
Termination whether stated in a Federal statute or regulation, an assurance, in a state plan
or application, a notice of award, or elsewhere, State OES may take one or
more of the following actions:
• Temporarily withhold cash reimbursements pending correction of the
deficiency by thejurisdiction;
• Disallow all or part of the cost of the activity or action not in
compliance;
• Wholly or partly suspend or terminate the current awazd for the
jurisdiction's program;
• Withhold further awards for the program; or
• Take other remedies that may be legally available.
Before taking action, the state will provide the jurisdiction reasonable notice
of intent to impose measures and will make efforts to resolve the problem
informally. For more details on enforcement, see 44 CFR Part 13.43.
Page 42 of 80
PY08 EMPG Recipient Subgrant Guide for Local Government 24
Section Five:
ciOSeOUt Exhibit B of ASR
Contents This section contains the following:
• Final Subgrant Report
• Closeout Review and Notification
• Audit Requirements
Page 43 of 80
EY08 EMPG Recipient Subgrant Guide for Local Government 25
Section Five: Subgrant Closeout, continued
Exhibit B ofASR
Final Subgrant The performance report due to State OES by July 31, 2009 (unless extended)
Report will serve as the final Subgrant report. (see timeline on page 8)
Closeout State OES will review the OA's Final Performance Report for compliance
Review and with all Subgrant conditions. After compliance has been verified, State OES
Notification will notify the OA, in writing, of the Subgrant closure and record retention
requirements.
Audit The OAS, and their sub-recipients, must comply with the audit requirements
Requirements contained in OMB Circular A-133 and Title 44, CFR, Part 13.26.
Page 44 of 80
FY08 F,MPG Recipient Subgrant Guide for Local Government 26
dices
Exhibit B of ASR
List of A: Allocations to Operational Areas
Appendices B: State OES Goals and Objectives
C: Forms
D: Sample Forms
E: Acronyms
Page 45 of 80
FY08 FMPG Recipient Subgrant Guide for Local Government 27
Appendix A: Allocations to Operational Areas ExhibitBofASR
O eretional Area
ALAMEDA FY
Po ulatlon OB EMPG Allocations
Base
Per Ca Ita
Total Allocation
ALPINE 1,528,14 6 $80000
$180 727
$260,727
AMADOR 1.261 $80,000 $149 $80,149
BUTTE 38,435 $80,000 $4 551 $84,551
CALAVERAS 218,069 $80,000 $25,824 $105,824
COLUSA 46'028 $80,000 $5,451 $85,451
CONTRA COSTA 21,951 $80,000 $2,599 $82 599
DEL NORTE 1,042,341 $80,000
$123,434
$203,434
EL DORADO 29.341 $80,000 $3 475
$83,475
FRESNO 178,674 $80,000 $21,159 $101159
GLENN 817515 $80,000 $108,652 $188,652
HUMBOLDT 28,915 $80,000 $3424 $83424
IMPERIAL 131,959 $80,000 $15,627 $95,627
INYO 172,672 $80 000 $20,448
$100,448
KERN 18,383 $80,000 $2,177 $62,177
KINGS 801,646 $80,000 $94,931 $174,931
LAKE 151,381 $80,000 $17,927
$97 927
LASSEN 64,276 $80,000 $7,612 $87,612
LOS ANGELES 36,375
10
331
939 $80 000 $4,308 $84 308
MADERA ,
,
~~o ~o~ $80,000
..__ ___ $1,223,508 $1,303508
Page 46 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government
28
~endix B: State OES Goals and Ob
VISION
A safe, secure, and disaster-resistant Califomia.
Exhibit B of ASR
MISSION
California's emergency management community protects lives, property, the economy, and the
environment from all hazards through mitigation of, preparation for, response to, and recovery from
natural and human-caused disasters.
GUIDING PRINCIPLES
Disaster and Hazard Awareness -California's leaders, emergency managers, and residents will be
well-educated with regard to the extent and effects of all hazards.
Prevention and Mitigation -California will reduce the impact of disasters on lives, property, the
economy, and the environment by reducing vulnerability to all hazards.
Preparedness -California will be ready to respond to disasters effectively and to accelerate
recovery efforts.
Response -California will deliver an effective, efficient and coordinated response to disasters,
reducing injuries and loss of life, destruction of property, damage to the economy, and harmful
effects to the environment.
Recovery -California will have an efficient, integrated, and comprehensive process to restore and
improve communities after disasters.
Diversity -California's diverse population and geography must be considered in all aspects of
emergency
GOALS AND OBJECTIVES
A. Partnership and Leadership
The combined expertise and capabilities of the emergency management community are required to
mitigate against, prepare for, respond to, and recover from natural and human-caused disasters
within California. Partnerships in emergency management ensure that the needs of Califomia
residents are met expeditiously. California has an opportunity to increase its leadership in
emergency management by strengthening the partnerships upon which the system is based.
l . Emergency management will remain a core function of Califomia government.
2. Communication and collaboration among the members of the emergency management
community will be strengthened, and new partnerships will be formed.
3. California's mutual aid system will be expanded.
4. The leaders of the emergency management community will pursue federal and state funding as
well as laws that further strengthen California's emergency management system and all-hazards
preparedness.
S-California's regional emergency management capabilities and infrastructure will be improved.
Page 47 of 80
FY08 F.MPG Recipient Subgrant Guide for Local Government
29
endix B: State OES Goals and Ob
contin€~it B ofASR
B. Planning and Operations
California's emergency management community has historically planned for disasters and
emergencies with an all-hazards approach. The recent emphasis on terrorism has shifted
California's attention towards preparing for incidents involving chemical, biological, radiological,
nuclear, and explosive weapons. Nonetheless, it is critical for California to evaluate its current
emergency management programs to ensure that Califomia functions effectively for all types of
events and within the larger context of national and Federal systems. Effective cooperation within
the California emergency management community, as well as with other states, is critical to
meeting the needs of California's residents, particularly during regional, statewide, and catastrophic
events.
1. California's emergency management systems will be fully integrated with, and operate
successfully with, federal emergency management initiatives, including NIMS, the NRP, and
the National Preparedness Goal.
2. California's emergency management planning efforts will be integrated to achieve common
goals.
3. California will institutionalize hazard identification, risk assessment, and hazard mitigation
planning to reduce vulnerability and provide pazameters for planning and prepazedness.
4. In the event of a disaster, government functions and the community at large will be restored
rapidly.
5. California will have an effective statewide system for evaluating and deploying emergency
management resources.
6. California's emergency management community will leverage all available resources.
C. Infrastructure and Communication
California has extensive emergency operations infrastructure for emergency management and has
led the nation in the development of communications systems such as the Operational Area Satellite
Information System and the Response Information Management System (RIMS). The State is also
fortunate to have capable amateur radio and other volunteer organizations to further bolster its
communications backbone. To continue to deliver services effectively, California must ensure that
its facilities and communications systems aze updated and eliminate obstacles to interaction
between agencies. Just as importantly, California must implement consistent exercising of these
capabilities to ensure effective use.
1. California's emergency operations facilities will be improved.
2. California's emergency management communications systems will be compatible for partners
within the emergency management community.
3. The emergency management community will have access to a comprehensive Geographic
Information System (GIS) that supports all phases of emergency management.
Page 48 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 30
Appendix B: State OES Goals and Objectives, continF~NP'~B°fa,sR
D. Education, Training, and Exercises
California is rich with experienced emergency management professionals, due to the frequency with
which disasters and emergencies have occurred as well as to the investments made over decades of
building the emergency management system. However, this level of professionalism must be
strengthened to ensure that institutional knowledge is maintained. Continuous training and
exercising that includes all partners in emergency management are critical to ensuring that services
are de] ivered effectively when crises occur. Additionally, California must ensure that its level of
preparedness is consistent with national priorities to ensure maximum effectiveness in the delivery
of emergency management services.
I . California will have professionally-trained emergency managers and be a "Center of
Excellence" in the profession.
2. Califomia will meet the standards identified in the National Preparedness Goal.
3. California's training and exercises programs will address critical needs.
4. California's residents, government leadership, and private sector will be educated about the
hazards facing the state, the role of the emergency management community, and what to expect
if a disaster occurs.
E. Funding and Resources
All partners in the emergency management community are concerned with the lack of a continuous
funding stream dedicated to emergency management. There is a shared responsibility to pursue
adequate funding and to ensure stewardship of scarce resources, thereby addressing California's
overall emergency management needs efficiently and building long-term sustainability.
1. California's emergency management funding will be effectively and equitably distributed.
2. California will develop along-term, statewide approach to sustainable emergency management
funding.
Page 49 of BO
FY08 EMPG Recipient Subgrant Gvide for Local Government 31
Appendix C: Forms ExhibitBofASR
Forms The forms required for this subgrant include the following:
• Application for Assistance
• Program Narrative
• Budget Worksheet
• Governing Body Resolution
• Grant Assurances
• Performance Report
• Reimbursement Request
• Final Performance Report
Page 50 of 80
FYOS EMPG Recipient Subgrant Guide for Loca] Government 32
FY08 Emergency Management Performance Grant Exhibit B of ASR
Application for Assistance
Applicant:
(County)
Artthorized Agent Mailing Address
City, State, Zip Code
Allocated Amount (from Appendix A)
Amount Requested per Budget
Worksheet
Contact Information:
Name/Tttle
Area Code/O~ce Telephone Number
E-Mail Address
Application Checklist -The following items must be included with this subgrant application package:
Application for Assistance
Program Narrative
._ Budget Worksheet
Certification and Signature of Authorized Agent
Governing Body Resolution (if required)
Grant Assurances (if required)
1 hereby cert~ L am vested with the authority, and have the approval of the Operational Area, to enter into this
subgrant award agreement; and all funds receivedpursuant to this agreement will be spent exclusively on the purposes
specified %he grant recipient signifies acceptance of this grant award and agrees to administer the subgrant in
accordance with the laws, regulations, guidance documents that apply to this grant program; the State OFS Recipient
subgrant Cndde for Local Governments; and the State OF.S audit requirements.
Signature ofAuthorizedAgent
Title
Printed Name
Date
For State OES USE ONLY
Application Reviewed/Subgrant Award Approved:
Signature
Dare
Subgrant Performance Period: October 1.2007 to J ~ e 30 2009
OES ID # -00000 Catalog of Federal Domestic Assistance #97.042 Award # EMF-200~T~r ~~
FY08 EMPG Recipient subgrant Guide for Local Government 33
PROGRAM NARRATIVE Exhibit B of ASR
Overview;
GOAL/ ACTIVITY MILESTONES
OBJECTIVE
Page 52 of 80
PY08 EMPG Recipient Subgrant Guide for Local Government 34
BUDGET WORKSHEET Exhibit B of ASR
Double click on the chart below to open it as an Exce] spreadsheet
Personal Services
O eratin Ex erases
E ui ment
Pass thru to locals
TOTAL $ -
Page 53 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 35
Governing Body Resolution Exhibit B of ASR
BE IT RESOLVED BYTHE
(Governing Body)
OF THE
THAT
(Name oFAppficant)
(Name or Tile of Authoriud Agent) ~R
(Name or Title of Authorized Agent) OR
(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 subgranted
through the State of California.
Passed and approved this
(Name)
(Title)
,2~_
duly appointed and
of the
(Governing Body)
do hereby certify that the above is a true and correct copy of a resolution passed and approved by
the of the
(GOVermng body) on the
(Name of Applicant)
day of
,20
(Official Position)
(Signature)
(Date)
day of
Certification
Page 54 of 8D
FYOB CMPG Recipient Subgrant Guide for Local Government
36
Instruction Sheet for the Governing Body Resolution Exhibit B of ASR
Purpose The purpose of the Governing Body Resolution is to appoint individuals to
act on behalf of the governing body and the OA.
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 State
OES on the applicant's letterhead:
^ Jurisdiction
^ Grant Program
^ Name
^ Title
^ Address
^ city
^ Zip Code
^ Telephone
^ Fax #
^ Cell Phone #
^ E-Mail Address
Authorized If the Governing Body Resolution identified Authorized Agents by
Agent Changes position andlor title, changes can be made by submitting new
Authorized Agent information to State OBS, as indicated above.
• If the Governing Body Resolution identified 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.
Page 55 of 80
FY08 EMPG Recipient Subgrant Guide for Loca] Government 37
FY 08 Emergency Management Performance Grant Exhibit B of ASR
Assurances, Certifications, Terms, and Conditions
ASSURANCES
The applicant hereby assures and certifies compliance with all applicable Federal statutes,
regulations, policies, guidelines, and requirements, including OMB Circulars A-87, A-102, A-133;
Executive Order 12372 (intergovernmental review of federal programs); and 28 C.F,R, pts. 66
(administrative requirements for grants and cooperative agreements). The applicant also
specifically assures and certifies that:
1. It has the legal authority to apply for federal assistance and the institutional, managerial, and
financial capability (including funds sufficient to pay any required non-federal share of project
cost) to ensure proper planning, management, and completion of the project described in this
application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or
personal gain.
3. It will give the awarding agency, the General Accounting Office, or the State of California,
through any authorized representative, access to and the right to examine all paper or electronic
records related to the financial assistance, and will establish a proper accounting system in
accordance with generally accepted accounting standards or agency directives.
4. [t will comply with all lawful requirements imposed by the awarding agency, specifically
including any applicable regulations, such as 28 C.F.R. pts. 18, 22, 23, 30, 35, 38, 42, 61, and 63.
5. It will assist the awarding agency (if necessary) in assuring compliance with section 106 of the
National Historic Preservation Act of 1966 (16 U.S.C. § 470), Executive Order 11593
(identification and protection of historic properties), the Archeological and Historical
Preservation Act of 1974 (16 U.S.C. § 469 a-1 et seq.), and the National Environmental Policy
Act of 1969 (42 U.S.C. § 4321).
6. It will. comply (and will require any subgrantees or contractors to comply) with any applicable
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of ] 968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C.
§ 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. §
5672(6)); the Civil Rights Act of ]964, as amended (42 U.S.C. § 2000d); the Rehabilitation Act
of 1973 (29 U.5.C. § ? 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131-34);
the Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); and the Age
Discrimination Act of 1975 (42 U.S.C. §§ 6101-07); see Ex. Order 13279 (equal protection of
the laws for faith-based and community organizations).
7. It will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the treatment of persons
displaced as a result of federal and federally-assisted programs;
8. It will comply with requirements of 5 U.S.C. §§ 150]-08 and §§ 7324-28, which limit certain
political activities of State or local government employees whose principal employment is in
connection with an activity financed in whole or in part by federal assistance.
9. It will initiate and complete the work within the approved perfarmance period after receipt of
approval of the State of California.
Page 58 of 80
FY08 L'MPG Recipient Subgrant Guide for Local Government 38
Exhibit B of ASR
10. It will comply with Standardized Emergency Management (SEMS) requirements as stated in the
California Emergency Services Act, Government Code, Chapter 7 of Division 1 of Title 2,
Section 8607.1(e) and CCR Title 19, Sections 2445, 2446, 2447, and 2448.
1 1, It has complied with Homeland Security Presidential Directive #5, dated February 2003 which
directed the establishment of a nationwide incident management system for all hazards, which is
the National Incident Management System, or NIMS, and will continue to comply each year.
Current compliance includes integration of NIMS into training, preparedness, and emergency
plans.
12. It has requested through the State of California, federal financial assistance to be used to perform
eligible work approved in the applicant's application for federal assistance. It will after the
receipt of federal financial assistance, through the State of California, agree to the following:
a. To return to the State of California such part of the funds so reimbursed pursuant to the above
numbered application, which are excess to the approved actual expenditures.
b. In the event the approved amount of the above numbered project application is reduced, the
reimbursement applicable to the amount of the reduction will be promptly refunded to the
State of California.
l 3. [n general, grantees are not required to comport with the restrictions of the Buy American Act
(4] U.S.C. i Oa). However, grants authorized under the Stafford Act, including the EMPG
program, must follow these standards. The Buy American Act requires that all materials
purchased be produced in the United States, unless such materials are not available, or such a
purchase would not be in the public interest.
CERTIFICATIONS
Applicants should refer to the regulations cited below to determine the certification to which they
are required to attest. Applicants should also review the instructions for certification included in the
regulations before completing this form. Signature of this form provides for compliance with
certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR Part
67, "Government-wide Debarment and Suspension (Non-procurement) and Government-wide
Requirements for Drug- Free Workplace (Grants)." The certifications shall be treated as a material
representation of fact upon which reliance will be placed when the State of California determines to
award the covered transaction, grant, or cooperative agreement.
1. LOBBYING: As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28
CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as
defined at 28 CFR Par[ 69, the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with the making of any Federal grant, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal grant or cooperative agreement;
Page 57 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 39
Exhibit B of ASR
4. SWEATFREE CODE OF CONDUCT:
a. All applicants contracting for the procurement or laundering of appazel, garments or
corresponding accessories, or the procurement of equipment, materials, or supplies, other than
procurement related to a public works contract, declare under penalty of perjury that no
apparel, garments or corresponding accessories, equipment, materials, or supplies furnished to
the state pursuant to the subgrant have been laundered or produced in whole or in part by
sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive
forms of child labor or exploitation of children in sweatshop labor, or with the benefit of
sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive
forms of child labor or exploitation of children in sweatshop labor. The applicant further
declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct as set
forth on the California Department of Industrial Relations website located at www.dir.ca ov
and Public Contract Code Section 6108.
b. The applicant agrees to cooperate fully in providing reasonable access to the applicant's
records, documents, agents or employees, or premises if reasonably required by authorized
officials of the contracting agency, the Department of Industrial Relations, or the Department
of Justice to determine the contractor's compliance with the requirements under paragraph (a).
5. DOMESTIC PARTNERS: For subgrants executed or amended after July 1, 2004, the applicant
may elect to offer domestic partner benefits to the applicant's employees in accordance with
Public Contract Code section 10295.3. However, the applicant cannot require an employee to
cover the costs of providing any benefits which have otherwise been provided to all employees
regardless of marital or domestic partner status.
TERMS AND CONDITIONS
The following laws apply to persons or entities doing business with the State of California.
l . CONFLICT OF INTEREST: Applicant needs to be aware of the following provisions regarding
current or former state employees. If subgrantee has any questions on the status of any person
rendering services or involved with the Agreement, the awazding agency must be contacted
immediately for clarification.
Current State Employees (Public Contract Code §10410):
1) No officer or employee shall engage in any employment, activity or enterprise from which the
officer or employee receives compensation or has a financial interest and which is sponsored
or funded by any state agency, unless the employment, activity or enterprise is required as a
condition of regulaz state employment.
2) No officer or employee shall contract on his or her own behalf as an independent contractor
with any state agency to provide goods or services.
Former State Employees (Public Contract Code ,¢10417):
1) For the two-year period from the date he or she left state employment, no former state officer
or employee may enter into a contract in which he or she engaged in any of the negotiations,
transactions, planning, arrangements or any part of the decision-making process relevant to
the contract while employed in any capacity by any state agency.
Page 59 of 80
PY08 rMPG Recipient Subgrant Guide for Local Government
41
Exhibit B of ASR
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal grant or cooperative agreement, the undersigned
shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in
accordance with its instructions found at www.whitehouse.gov/omb/grants.
(c) The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subgrants, contracts under grants and
cooperative agreements, and subcontracts) and that all sub-recipients shall certify and
disclose accordingly.
2. DEBARMENT SUSPENSION, AND OTHER RESPONSIBILITY MATTERS (DIRECT
RECIPIENT):
As required by Executive Order 12544, Debarment and Suspension, and implemented at 28 CFR
Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR Part
67, Section 67.510
A. The applicant certifies that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily
excluded from covered transactions by any Federal department or agency;
(2) Have not within athree-year period preceding this application been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State, or
local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses
enumerated in paragraph (A)(2) of this certification; and
(4) Have not within athree-year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in this certification, he or she
shall attach an explanation to this application.
3. CERTIFICATIONS REGARDING LOBBYING• DEBARMENT. SUSPENSION, AND
OTHER RESPONSIBILITY MATTERS: AND DRUG-FREE WORKPLACE
REQUIREMENT: This certification, which is a required component of the on-line application,
commits the applicant to compliance with the certification requirements under 28 CFR part 67,
Government-wide Debarment and Suspension (Non procurement); 28 CFR part 69, New
Restrictions on Lobbying; and 28 CFR part 83 Government-wide Requirements for Drug-Free
Workplace {Grants). All of these can be referenced at:
http~/lwww access.4po.gov/naralcfrlwaisidx 04/28cfrv2 04.htm1.
Page 58 of 80
FYOR EMPG Recipient Subgrant Guide for Local Government 40
Exhibit B of ASR
2) For the twelve-month period from the date he or she left state employment, no former state
officer or employee may enter into a contract with any state agency if he or she was employed
by that state agency in apolicy-making position in the same general subject azea as the
proposed contract within the ] 2-month period prior to his or her leaving state service.
If applicant violates any provisions of above paragraphs, such action by applicant shall render
this Agreement void. (Pub. Contract Code §10420)
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment of each meeting of the board or commission, payment for
preparatory time and payment for per diem. (Pub. Contract Code § ] 0430 (e))
2. LABOR CODElWORKERS' COMPENSATION: Applicant needs to be aware of the provisions
which require every employer to be insured against liability for Worker's Compensation or to
undertake self-insurance in accordance with the provisions, and applicant affirms to comply with
such provisions before commencing the performance of the work of this Agreement. (Labor
Code Section 3700)
3. AMERICANS WITH DISABILITIES ACT: Applicant assures the State that it complies with
the Americans with Disabilities Act (ADA) of 1490, which prohibits disceimination on the basis
of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42
U.S.C. 12101 et seq.)
4. APPLICANT NAME CHANGE: An amendment is required to change the applicant's name as
listed on this Agreement. Upon receipt of legal documentation of the name change the State will
process the amendment. Payment of invoices presented with a new name cannot be paid prior to
approval of said amendment.
5. RESOLUTION: A county, city, district, or other local public body must provide the State with a
copy of a resolution, order, motion, or ordinance of the loca] governing body which by law has
authority to enter into an agreement, authorizing execution of the agreement.
6. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the applicant shall not be:
(1) in violation of any order or resolution not subject to review promulgated by the State Air
Resources Board or an air pollution control district;
(2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the
Water Code for violation of waste discharge requirements or discharge prohibitions; or
(3) finally determined to be in violation of provisions of federal law relating to air or water
pollution.
Failure to comply with these requirements may result in suspension of payments under the
Agreement or termination of the Agreement or both and applicant may be ineligible for award of
any future State agreements if the department determines that any of the following has occurred:
the applicant has made false certification, or violated the certification by failing to carry out the
requirements as noted above. (Gov. Code §8350 et segJ
Page 6D of 80
FY08 EMPG Recipient Subgran[ Guide for Local Government A2
Exhibit B of ASR
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly
authorized to legally bind the prospective jurisdiction to the assurances and certifications listed
above.
Jurisdiction (Printed)
By (Authorized Signature)
Printed Name and Title of Person Signing
Date Executed
Page 61 of 80
FY118 EMPG Recipient Subgrant Guide for Local 6ovemment 43
FY08 Emergency Management Performance Grant Exhibit B of ASR
Performance Report
Juri
Summary of Activities:
Activity:
Status:
Activity:
Status:
Activity:
Status:
Issues affecting completion or outcome:
OES ID # Date
State OES use onl
Reviewed by: Date:
Comments:
Page 62 of 80
FYDS EMPG Recipient Subgrant Guide for Local Government 44
FY08 Emergency Management Performance Grant Exhibit B of ASR
Reimbursement Request
Award #
Mail Reimbursement Request to vour Regional Office Subgrantee:
OES ID #:
Office of Emergency Services Office of Emergency Services
Coastal Region Inland Region
1300 Clay Street, Suite 400 3650 Schriever Avenue
Oakland, CA 94612 Mather, CA 95655
Office of Emergency Services
Southern Region
4671 Liberty Avenue
Los Alamitos, CA 90720
1. Reimbursement Request far which state fiscal year? (Check only onefrscal year box per Reimbursement
request) Check the Final Reimbursement Request boz if this is your final request:
^ 10/01/07 to 6/30/08
2 Federal Funds Expended
(A3=AI+A2)
^ 07/01/08 to 06/30/09 ^ Final Reimbursement Request
Loca] Subgrant Match Expended
(B3=B7 +B2)
Total Subgrant Expenditures
(C = A3 + B3)
3 Total Emergency Program Expenditures
(C + Additional Local Expenditures)
Cumulative Previously Currctd iteques[ed Cumulative Amount
:oestedAmount Amount to Date
AI ,u _
9/ g1 _
Under penalty of perjury, I certify that:
^ I am the duly Authorized Agent of the claimant herein.
This reimbursement request is in all respects true, correct, and in accordance with applicable
laws, rules, regulations, subgrant conditions and assurances.
^ All funds requested as a reimbursement have been matched with local funds.
• Emergency Program Expenditures may not be used for any other match.
Authorized Agent (Per Governing Body Resolution/State Agency Signature Authority Form)
Printed
Phone
E-Mail Address
Mailing Address
City, State, Zip Code
Signature
Fax No.
Date
^ Check this box if this is a new address for the Authorized AgP9~je 63 of 80
FY08 EMPG Recipient Subgran[ Guide for Local Government 45
Instruction Sheet for the Reimbursement Request Exhibit a of AsR
Award Number The Awazd Number is identified on the Notification of Application Approval letter.
Subgrantee The Subgrantee is the agency identified in the original Subgrant application and indicated in the
A'ot~cation of Application Approval letter. Do not identify any sub-departments or offices as the
Subgrantee.
OES ID # The OES ID# is identified on the Notification of Application Approval letter.
1. Reimbursement Indicate the State Fiscal Yeaz (SFY) for which funds are being requested. For reimbursements
the
Request Period ,
SFY chosen should represent the SFY in which the Subgrant funds have been expended. Only one
SFY can be chosen per reimbursement request and cannot cross SFYs; therefore, separate requests
must be submitted for expenditures incurred on or before June 3Q, 2008 and on or a@er July I, 2008.
2. Federal Funds Expended Cumulative Previously Requested Amount (Box A lY In this box include cumulative federal funds
previously requested on all previous reimbursement requests. If this is the first reimbursement
request submitted, leave this box blank.
Current Requested Amount (Box A2)• In this box include current requested fedeml funds for this
reimbursement request.
Cumulative Amount to Date (Box A31• The amount in this box (A3) should equal box Al plus box
A2.
Local Subgrant Match
Expended Cumulative Previously Requested Amount (Box B 1~ In this box include the cumulative local
b
Su
grant match previously requested on all previous reimbursement requests (Box B 1 equals
Box A 1). If this is the first reimbursement request submitted, leave this box blank.
Current Requested Amount (Box B21• In this box include the current local Subgrant match expended
for this reimbursement request (Box B2 equals Box A2).
Cumulative Amount to Date (Box B31• The amount in this box (B3) should equal box Bl plus box
B2 (Box B3 equals Box A3).
(This ensures compliance with non-federal match requirements.)
Total Subgrant Cumulative Amount to Date (Box C~ The amount in this box (C) should equal box A3 plus box B3
Expenditures .
(This figure is used to calculate your payment in the Automated Ledger System (ALS). ALS uses the
following formula to calculate your payment: Box C divided by 2 minus previous payments =this
payment)
3. Total Emergency In this box, indicate all cumulative program funds expended. This includes box C plus all additional
Program Expenditures ]ocal non-federal expenditures. Exclude any local expenses that aze being used as a match
requirement(s) for other federal programs.
Definition of Expenditure For the purpose of this form, expenditure is defined as the actual payment of funds, by subgrantees, to
contmc[ors, vendors, employee labor, equipment, etc.
Authorized Agent Complete all line items requested and ensure that the form is signed by an Authorized Agent named in
Information the Governing Body Resolution, or the State Agency Signature Authority form.
Address Changes Indicate a change of address by checking the box shown and noting the address in the area marked
"mailing address". The new address will be used to update State OES' records.
Page 64 of 80
FY08 EMPG Recipient Subgant Guide for Local Government 46
Instruction Sheet for the Reimbursement Request, conti€it a of asR
Supporting Documents Supporting documents are not required to be submitted with the Reimbursement Request; however, the
state reserves the right to request documentation at any time. Subgrantees are reminded to maintain
documents that support the expenditure and reimbursement amounts shown on the request.
Mail Mail the original Reimbursement Request form to your Regional OES office at:
Office of Emergency Services
Coastal Region
1300 Clay Street, Suite 400
Oakland, CA 94612
Office of Emergency Services
Inland Region
3650 Schriever Avenue
Mather, CA 95655
Office of Emergency Services
Southern Region
4671 Liberty Avenue
Los Alamitos, CA 90720
Page 65 of 80
FY08 FMPG Recipient Subgmnt Guide for Local Government 47
FY08 Emergency Performance Graot EXhlbit B of ASR
Final Performance Report
Jurisdiction: OES ID#
Summary of Activities for the entire performance period:
Activity:
Complete? Yes ^ No ^
Activity:
Complete? Yes ^ No ^
Activity:
Complete? Yes ^ No ^
(sues affecting completion or outcome:
Final Subgrant Expenditures:
Double click on the chart below too en it as an Excels eadsheet)
Personal Services
O eratin Ex enses
E ui ment
Pass thru to locals
TOTAL $ -
/ am the duty appointed Authorized Agent and certify that the above activities and expenditures are true and correct.
Signature o Aut arize Agent Printed Name
Date
Reviewed b
Comments:
Page 66 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 48
Instruction Sheet for Final Performance Report Exhibit B of ASR
Jurisdiction Enter the Operational Area name.
OES ID# Enter the OES ID#.
Date of Report This would be the date the report is completed.
Summary of Activities Provide a summary of all activities completed with the grant funds.
Activity List one of the specific activities you had in your application.
Complete? Indicate whether or not you completed this activity. Double click on the appropriate box and apop-
up window will allow you to put an "x" in the box.
In the space below these boxes, describe what was done from start to finish on this activity.
Repeat for each of your activities.
Copy and paste the Activity and Complete? lines as needed until all activities are reported on.
Issues affecting completion If you had any activities [hat were not completed, please indicate in this section, the reason(s) why,
or outcome
Final Subgrant Double click on this chart and it will open as an Excel spreadsheet. Enter the final figures of your
Expenditures program expenditures by category. The total should be equal to or less than your Subgrant awazd
(federal portion only, not your match funds,)
Certification Have the authorized agent sign the form. Please print the name, title and date as well.
Mailing InstruMions Mail the original Fina] Performance Report to your Regional OES office at:
Office of Emergency Services
Coastal Region
1300 Clay Street, Suite 400
Oakland, CA 94612
Office of Emergency Services
Inland Region
3650 Schriever Avenue
Mather, CA 95655
Office of Emergency Services
Southern Region
4671 Liberty Avenue
Los Alamitos, CA 90720
Page 67 of 80
EY08 EMPG Recipient Subgrant Guide for Local Government 49
Exhibit B of ASR
Appendix D -Sample Forms
Sample Forms The following are samples of the required forms for this Subgrant.
• Application for Assistance
• Program Narrative
• Budget Worksheet
• Governing Board Resolution
• Performance Report
• Example: 1 ~ Reimbursement Request
• Example: 2"d Reimbursement Request
• Final Performance Report
Page 68 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 50
FYOS Emergency Management Performance Grant Exhibit B of ASR
Application for Assistance
Applicant: Narnia Coun
(County)
Contact Information:
1234 Broadway Street Marv Ann Smith, Program Mana¢er
Authorized Agent Mailing Address Name/Title
Anytown, CA 91919 X530)-666-5544
City, State, Zip Code Area Code/Office Telephone Number
MAS(a) arniaoes.gov
E-Marl Address
Allocated Amount (from Appendix A)
Amount Requested per Budge[ Worksheet
89 111.00
89 111.0
Application Checklist -The following items must be included with this subgtant application package:
_~ Application for Assistance
.~ Program Narrative
X Budget Worksheet
X Governing Body Resolution (if required)
X Grant Assurances (if required)
Certification and Signature of Authorized Agent
t am the duly appointed Authorized Agent and have the authority to applyfor this subgrant and submit this application on beha f of
the Operational Area.
~JO~'A'I'~~'t'~ Cf10 John Adams,CAO
Signature ofAuthorized Agent Printed Name
CAO/Dir. of OES 5/30/2008
Title Date
For State OES USE ONLY
Application Reviewed/Subgrant Award Approved:
Signature
Subgrant Performance Period: October 1.2007 to June 30 2009
OES ID # 000-00000 Catalog ofFederal Domestic Assistance #97.042
Date
Award # F1~iF-2008-GR-
Page 69 of 80
FY08 EMPG Grant Guide for Local Government 51
PROGRAM NARRATIVE Exhibit B of ASR
Overview: The county ofNarnia's mission is to support comprehensive emergency management and to
encourage the improvement of mitigation, preparedness, response, and recovery capabilities for all hazards.
Funds provided under the EMPG will be used to support activities that contribute to Namia's capability to
prevent, prepare for, mitigate against, respond to, and recover from emergencies and disasters, whether natural
or man-made.
GOAL/
OBJECTIVE ACTIVITY MILESTONES
D2 SEMS/NIMS 700 Provide at least two opportunities for
local partners to attend
D4 Train shelter managers Provide ARC Shelter management
trainin to volunteers and H.S. Staff
B2 Local planning for vulnerable
o ulations Continue bi-monthly meetings of local
work ou
D3 MCI Exercise Monthly Planning meetings
Mid ear coun ide MCI exercise
Page 7D of 80
FY08 EMPG Recipient Subgrant Guide £or Local Government 52
BUDGET WORKSHEET Exhibit B of ASR
(Federal Funds Only)
Double click on the chart below to open it as an Excel spreadsheet
Personal Services $ 80,000.00
O eratin Ex enses $ 5,000.00
E ui ment $ 4,11.1.00
Pass tluu to locals $ _
TOTAL $ 89,111.00
Page 71 of 80
EY08 EMPG Recipient Subgrant Guide for Local Government 53
Governing Body Resolution Exhibit B of ASR
BE IT RESOLVED BYTHE Board of Supervisors
(Goveming Body)
OF THE Cozen of Narnia THAT
(Name of Applicant)
County Administrative Office (CAOI/ Director of Emereency Services OR
(Name or Title of Authorized Agent)
County Fire Warden/ Duty Director of Emer ency Services` ,
(Name or Tifle of Authorized Agent)
OR
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 subgranted through the State of California.
Passed and approved this 30 day of April , 20 9$_
Certification
I, Allison Bixbv ,duly appointed and
(Name)
Clerk of the County of Narnia
(Title) (Goveming 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
(Goveming body) (Name of Applicant)
30 day of April , 20 08
Clerk .County of Narnia
(Official Position)
AhSOn BIXbV
(Signature)
4/30/2008
(Date)
Page 72 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 54
FY08 Emergency Management Performance Grant Exhibit B of ASR
Performance Report
Jurisdiction: Narnia County OES ID# 123-00000 Date of report: 07/05/08
Summary of Activities:
The Narnia Operational Area has continued to move forward with our preparedness and response activities.
Training has been provided to local partners in shelter management, SEMS, ICS, NIMS, and HazMat refresher.
Local EMC has met quarterly as needed. Upgrades to EOC equipment has progressed. State OES Rep has
visited monthly. Progress continues in planning for sheltering and evacuation of vulnerable local populations.
Planning continues for spring/summer exercise.
Activity: SEMSMIMS 700 Training
Status: Training continues for local partners.
ICS/SEMS/NIMS courses have been provided to local partners on 2/15-16/OS and 2/21-22/08.
Activity: Shelter Management Training
Status: Training continues for local partners. ARC Shelter management classes have trained 150 locals.
Activity: Planning for vulnerable populations
Status: Local planning continues with P.H., Co. Fire, S.O., CERT Leaders, County Wide Neighborhood
Watch, and local Home Health Agencies. Progress is slow, but we are working through all the perceived legal
issues.
Activity: Multi-casualty exercise
Status: Planning meetings for this years local exercise are continuing. Co. Fire has taken the lead role and all
of the exercise design group are committed to having it ready for Mid-June. Exercise this year is a Multi-
Casualty Incident on t-5 midway between Yreka and Mt. Shasta with patients transported to both facilities as
well as air-lifrs to Trauma Centers North and South.
Issues affecting completion or outcome: Only issue at this time will be Fire Season Starts and/or
deployments. All other items on schedule
use
Reviewed by:
Comments:
Date:
Page 73 of 80
FY08 P,MPG Recipient Su6grant Guide for Local Government 55
FY08 Emergency Management Performance Grant Exh~R~OfS491f~ Request
Reimbursement Request
Award # 2008-GR-XXX
Mail Reimbursement Request to vour Re Tonal Once Subgantee
oES ID #: X00-00000
Office of Emergency Services Office of Emergency Services Office of Emergency Services
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 400 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 946]2 Mather, CA 95655 Los Alamitos, CA 90720
1. Reimbursement Request for which state fiscal year? (Cbeckonlyone/iscatyearboxperBermbursenenrrequest) Check
the Final Reimbursement Request box if this is your final request:
® 10/01/07 to 6!30/08
2 Federal Funds Expended
(A3 = A I + A2)
^ 07/01/08 to 06/30/09
Local Subgrant Match Expended
(B3 = B I + g2)
Total Subgrant Expenditures
(C=A3+B3)
3 Total Emergency Program Expenditures
[C r Additional Local Expenditures (if applicable)]
^ Fiual Reimbursement Request
Cumulative Previously
Requested
Amount
Ar
$0.00
Current Requested
Amount
A2
$22,278
el s:
$0.00 $22,278 =
Cumulative Amount
to Date
~ $22,278
t
$22,278
c $44,556
$48,556
Under penalty of perjury, I certify that:
^ 1 am the duly Authorized Agent of the claimant herein.
^ This reimbursement request is in all respects true, correct, and in accordance with applicable laws, rules,
regulations, subgrant conditions and assurances.
• All funds requested as a reimbursement have been matched with local funds.
• Emergency Program Expenditures may not be used for any other match.
Authorized Ageut (Per Governing Body Resolution/State Agency Signature Authority Form)
John Adams (000) 000-00000
Printed Name Phone No.
CAO/Director of OES iala~narniaoes.EOv
Tttle E-Mail Address
1234 13roadwav Street
Mailing Address
Anytown, CA 91191
City, State, Zip Code
Joiwt.At-
Signature
(0001000-0000
Fax No.
7/10/08
Date
^ Check this box if this is a new address for the Authorized Agent. Page 74 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 56
FY08 Emergency Management Performance Grant ExhibB'9'BP~A'S~'E'~ Re<1°e`i
Reimbursement Request
Award # 2008-GR-XXX
Mail Reimbursement Request to vour Re>;ional Ofi:ce: Subgrantee
OES ID #: 000-00000
Office of Emergency Services Office of Emergency Services Office of Emergency Services
Coasta] Region Inland Region Southern Region
1300 Clay Street, Suite 400 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
1. Reimbursement Request for which state fiscal year? (Check only onefescalyear box per Relnrburstment request) Cheek
the Final Reimbursement Request boa if this is your final request:
^ 10!01/07 to 6/30108
2 Federal Funds Expended
(A3 = A I + A2)
® 07101!08 to 06/30!09 ^ Final Reimbursement Request
Local Subgrant Match Expended
(B3=B1+ffi)
Total Subgrant Expenditures
(C=A3+s3)
3 Total Emergency Program Expenditures
[C+Addi[ional Local Expenditures (if applicable)]
Cumuiativc Previouglp Cumnt RequeSicd
ReQuested Amount
Amount
e~ .~
$22,278 $30,000 =
^i B2
$22,278 $30,000 =
Cumulative Amount
to Date
~ $52,278
t
$52,278
c $104,556
$108,556
Under penalty of perjury, I certify that:
^ I am the duly Authorized Agent of the claimant herein.
This reimbursement request is in all respects true, correct, and in accordance with applicable laws, rules,
regulations, Subgrant conditions and assurances.
All funds requested as a reimbursement have been matched with local funds.
• Emergency Program Expenditures may not be used for any other match.
Authorized Agent (Per Governing Body Resolution/State Agency Signature Authority Form)
John Adams (000)000-00000
Printed Name Phone No.
CAO/Direc[or of OES 'a namiaoes. ov
Title E-Mail Address
1234 Broadway Street
Mailing Address
Anytown, CA 91191
City, State, Zip Code
TnLi,n,Arl~a.vn.~ _ _
Signature
(0001000-0000
Fax No.
9/15/OR
Date
^ Check this box if this is a new address for the Authorized Agent. Page 75 of 80
FY08 PMPG Recipient Subgrant Guide for Local Govemment 57
FY 08 Emergency Management Performance Grant Exhibit B of ASR
Final Performance Report
Jurisdiction: Narnia OES ID #: 000-00000 Date: 6/30/09
Summary of Activities for the entire performance period:
Namia provided two SEMS/NIMS 700 training sessions for city and county employees training a total of 305
people. Shelter management training was also provided to our volunteer and H.S. staff. We held by-monthly
meeting of the planning group for vulnerable populations. We conducted monthly planning meetings for our
MCI exercise and, in November 2008, the planning efforts culminated in a county-wide exercise with over 200
staff and volunteers participating.
Activity: SEMS/NIMS 700 training
Complete? Yes ®No ^
Two SEMS/NIMS 700 training sessions were held as follows:
September 20, 2008 - 225 city and county participants
March 15, 2009 - 80 city and county participants
Activity: Shelter Management Training
Complete? Yes ®No ^
The local chapter of the ARC provided shelter management training to 20 volunteer and health services
personnel on Apri130, 2009.
Activity: Local planning for vulnerable populations
Complete? Yes ®No ^
The vulnerable population work group held by-monthly meetings and provided input into the planning process
to help us meet some of the needs of our vulnerable population.
Activity: MCl Exercise
Complete? Yes ®No ^
A major planning effort was undertaken which eventually resulted in a countywide multi-casualty incident
exercise. Over 200 staff and volunteers participated, making the event very successful. Our afrer action report
has been completed and submitted.
Issues affecting completion or outcome:
All activities were able to be completed with no problems.
Final Subgrant Expenditures:
(Double click on the chart below to o en it as an Excel s readsheet)
Personal Services $ 75,216.00
O eratin Ex enses $ 8,425.00
E ui ment $ 5,470.00
Pass thru to locals $ _
TOTAL $ 89,111.00
Page 76 of 80
FY08 EMPG Recipient Subgrant Guide for Local Government 58
Exhibit B of ASR
I am the duly appointed Authorized Agent and cert~ that the above activities and expenditures are true and
correct.
Joluv Ada.n~y
Signature ofAuthorizedAgent
CAO/Director of OES
Tit e
John Adams
Printed Name
6/30/09
Date
State OES use onl
Reviewed by: Date:
Comments:
Page 77 of 80
FYOR EMVG Recipient Subgrant Guide for Local Government 59
ixE-
Exhibit B ofASR
A & W Alert and Warning
AAR Afrer Action Report
ARC American Red Cross
ARP Accidental Risk Prevention
BSA California Bureau of State Audits
CAER Community Awareness & Emergency Response
CaIARP Califomia Accidental Release Prevention
CaIEPA California Environmental Protection Agency
CAR Capability Assessment for Readiness
CBO Community based organization
CBRN Chemical, Biological, Radiological, or Nuclear materials
CDF California Department of Forestry and Fire Protection
CDMG California Division of Mines and Geology
CEC Califomia Energy Commission or Califomia Emergency Council
CERCLA Comprehensive Environmental Response, Compensation, and Liability Act
CERT Community Emergency Response Team
CEPEC Califomia Earthquake Prediction Evaluation Council
CESRS Califomia Emergency Services Radio System
CFDA Catalog of Federal Domestic Assistance
CFR Code of Federal Regulations
CHiP Califomia Hazard Idenfification Program
CHMIRS Califomia Hazardous Material Incident Reporting System
CHP California Highway Patrol
CLETS California Law Enforcement Telecommunications System
COG Continuity of Government
COOP Continuity of Operations
CSTI California Specialized Training Institute
CUPA Certified Unified Program Agency
DAD Disaster Assistance Division (of the state Office of Emergency Services)
DFO Disaster Field Office
DGS Califomia Department of General Services
DHS U.S. Department of Homeland Security
DHS-RHB Califomia Department of Health Services, Radiological Health Branch
DOC Department Opemtions Center
DOE Departnent of Energy (U.S.)
DOF California Department of Finance
D07 Califomia Department of Justice
DSR Disaster Survey Report
DSW Disaster Service Worker
DWR California Department of Water Resources
EAS Emergency Alerting System
ED1S Emergency Digital Information System
EERI Earthquake Engineering Research Institute
EMA Emergency Management Assistance
EMAP Emergency Management Accreditation Program
EMF Emergency Management Function
EMI Emergency Management Institute
EMMA Emergency Managers Mutual Aid
EMPG Emergency Management Performance Grant
EMS Emergency Medical Services
EOC Emergency Operations Center
EOP Emergency Operations Plan
EPA Envimnmental Protection Agency (U.S J
EPEDAT Eazly Post Earthquake Damage Assessment Tool
EPI Emergency Public Information
EPIC Emergency Public Information Council
EP&R Emergency Preparedness and Response (DHS Directorate)
FY08 EMPG Gran[ Guide for Local Government
Page 78 of 80
60
Appendix E -Acronyms, continued Exhibit B ofASR
ESF Emergency Service Functions (Federal)
FEMA Federal Emergency Management Agency
FIR Final Inspection Reports
FIRESCOPE Fire Fighting Resources of Southern California Organized for Potential Emergency
FMA Flood Management Assistance
FSR Feasibility Study Report
FY Fiscal Yeaz
GIS Geographical Information System
HAZMAT Hazardous Material
HAZMIT Hazardous Mitigation
HAZUS Hazards-United States (an earthquake damage assessment prediction tool)
HCD Housing and Community Development
HEICS Hospital Emergency Incident Command System
HEPG Hospital Emergency Planning Guidance
HIA Hazard Identification and Analysis Unit
HMEP Hazardous Materials Emergency Preparedness
HMGP Hazard Mitigation Grant Program
IDE Initial Damage Estimate
IA Individual Assistance
IFGP Individual & Family Grant Program
IPA Information and Public Affairs (of state Office of Emergency Services)
IRG Incident Response Geographic Information System
LEMA Law Enforcement Mutual Aid
LEPC Local Emergency Planning Committee
MARAC Mutual Aid Regional Advisory Council
MOU Memorandum of Understanding
NBC Nuclear, Biological, Chemical
!VEMA National Emergency Management Agency
NEMIS National Emergency Management Information System
NFIP National Flood Insurance Program
NIMCAST National Incident Management Capability Assessment Tool
NIMS National Incident Management System
NOAA National Oceanic and Atmospheric Association
NPP Nuclear Power Plant
NSF National Science Foundation
NWS National Weather Service
OA Operational Area
OASIS Operational Area Satellite Information System
OCC Operations Coordination Center
OES Califomia Governor's Office of Emergency Services
OSHPD Occupational Safety and Health Protection Division
OSPR Oil Spill Prevention and Response
PA Public Assistance
PDA Preliminary Damage Assessment
PIO Public Information Office
POST Police Officer Standards and Training
PSA Public Service Announcement
PTAB Planning and Technological Assistance Branch
RAMP Regional Assessment of Mitigation Priorities
RAPID Railroad Accident Prevention & Immediate Deployment
RDO Radiological Defense Officer
RDMHC Regional Disaster Medical Health Coordinator
REOC Regional Emergency Operations Center
REPI Reserve Emergency Public Information
RF,S Regional Emergency Staff
RIMS Response Information Management System
RMP Risk Management Plan Pa a 79 Of 80
RPU Radiological Preparedness Unit (OES) 9
FY08 EMPG Recipient Subgrant Guide for Local Government 61
Appendix E -Acronyms, continued ExhibitB ofASR
RRT Regional Response Team
SARA Superfund Amendments & Reauthorization Act
SAP Safety Assessment Program
SBA Small Business Administration
SEMS Standardized Emergency Management System
SEPIC State Emergency Public Information Committee
SLA State and Local Assistance
SONGS San Onofre Nuclear Generating Station
SOP Standard Operating Procedure
SWEPC Statewide Emergency Planning Committee
TRU Transuranic
UPA Unified Program Account
USAR Urban Search and Rescue
USGS United States Geological Survey
WC California State Warning Center
W IPP Waste Isolation Pilot Project
WMD Weapons of Mass Destnrction
Page 80 of 80
FY08 F,MPG Recipient Subgrant Guide for Local Government 62
FY08 Emergency Management Performance Grant
City Application Cover Sheet
Applicant (City): Santa Ana
Authorized Agent Information
Fire Chief Marc E. Martin
Name of Authorized Agent
1439 S. Broadway St.
Mailing Address
Santa Ana, Calif. 92707
City, State, lip Code
Contact Information:
Capt. Steve R. Snyder
Name of grant contact person
ssnyder(a~santa-ana.org
Contact Email Address
(714)647-5755
Contact Phone Number
Maximum EMPG Amount Authorized (from Allocation Sheet) $25,134
Cotal Amount Requested from Budget Worksheet $25,134
Application Checklist -All items below must be attached to this coversheet
® EMPG Application Form
® City Council Resolution
~' Prgjcct Goals & Objectives
® Budget Sheet (50/50 Match)
® Grant Assurances
Statement ofCertification -City Authorized Agent
By signing below, 7 hereby certify That I am the duly appointed Authorized Ageni and have the
authority to apply. for the FY 2008 Homeland Security Grant Program, and the City's
application represents the needs, for the Emergency Management Performance Grant.
-'---~_
~~ ~- Marc E. Martin
Signature of Authorized Agent Printed Name
Fire Chief January t3s', 2009
Title Date
Emergency Management Performance Grant Application Form
For the Period October 1, 2007 -June 30, 2009
Federal Fiscal Year 2008
It is hereby agreed that the City of Santa Ana
shall meet the following requirements to receive an Emergency Management
Performance Grant for the Federal Fiscal Year 2008:
To receive 100% of your city's allocated funds you must complete all of the items below.
Completion of items #1 i~ #2 entitles the city to 50% grant funding, item #3, 25% and
item #4, 25 %.
1. A city representative will attend at least six of the 12 OCEMO meetings per year.
2. The city will activate its EOC this year for an exercise, unless it is activated for an
actual emergency.
3. The city will participate in the Operational Area functional exercise this year by:
® Activating their City EOC.
® Providing staff to support the OA EOC.
^ Provide staff to another City's EOC.
4. A city representative will participate in one of the OCEMO subcommittees as chair,
co-chair or active member.
Note: The City will receive a per capita allocation of the total funds available to cities,
dependent upon the number of cities that are participating in the EMPG funding
program. The city will complete the Orange County Operational Area EMPG Activities
Certification Form which must be attested to by the City Manager or designee.
City Manager Signature:
Date: ~ r` ~3/o cl
2008 EMPG Project Goals 8~ Objectives
Applicant Name: City of Santa Ana
Project #t Emergency Plannine
Goal
Update emergency plans and procedures to be compliant with the Emergency Services
Act (which includes SEMS and NIMS).
Objectives
• Maintain a regular EOP review cycle (not more than 3 years) and maintenance
plan.
• Integrate lessons learned from after action reports for disasters into documents.
Procedures and processes.
• Participate in local and regional planning efforts such as:
1. Dam Evacuation Planning
2. Mass Evacuation Planning
3. Health and Medical Planning
4. Care and Shelter Planning
5. Communications Planning
6. Public/Private Partnerships and Community Based Organizations (CBOs) and
recovery efforts
7. Catastrophic Disaster Planning
8. Planning for persons with disabilities and the elderly
Descriation•
Kevise EOP to include NIMS and other areas needed. Coordinate NIMS training to meet
current requirements. Participate in and attend emergency planning meetings as available.
Performance Measures:
Revise EOP to include integrating NIMS. Implementation of NIMS training. Afrer
Action Reports completed as necessary.
Project #2 Emereencv Preparedness
Goal
Promote and support local and regional emergency preparedness efforts.
Objectives
• Enhance and/or maintain emergency preparedness public education programs.
• Promote individual and business preparedness and mitigation through building
constituencies, contacts and relationships.
• Maintain local jurisdiction's programs and procedures to utilize volunteers and
volunteer resources.
Description:
Provide emergency prepazedness information at public events and as requested to
businesses and agencies. Coordinate meetings and training for volunteers including the
Santa Ana Radio Team (BART), businesses and others as necessary.
Performance Measures:
Provide emergency preparedness information to residents and businesses as well as
public venues. Conduct SART training meetings. Participate in local and regional
programs, volunteer exercises, and programs as able.
Project #3 Training, Exercise and Evaluation
Goal
Develop, present and participate in EOC and emergency prepazedness training classes
and evaluation process of exercises.
Objectives:
• Participate in SEMS/NIMS training and other Emergency Management training.
• Complete after action reports.
• Implement corrective actions.
Description
Coordinate emergency management, SEMS/NIMS, and WebEOC training.
Performance Measures:
Coordinate classes on SEMS/NIMS and WebEOC. Complete After Action Reports as
necessary. Implement corrective actions. Assist in training and evaluation of exercises.
Project #4 Communications. Alert, and Warnines:
Goal
Enhance and maintain emergency communications systems. Provide for rapid assessment
and, as appropriate, verification, and timely notification of emergency information or
warning of potential and/or actual emergencies or disasters, including terrorism and
weapons of mass destmction (WMD), in order to maximize protective actions,
emergency preparedness and to enhance response effectiveness.
Obiectives•
Maintain and/or enhance City EOC interoperable communications systems, including,
but not limited to:
• Radio systems
• Intranet systems
• Emergency management systems such as WebEOC.
Description•
Coordinate training and testing of communications systems.
Performance Measures:
Exercise communications capabilities at training and exercises. Implement
communications procedures as necessary for EOC activations.
Project #5 Emereency Response:
Goal:
Maintain or enhance EOC facilities, equipment and capabilities.
Obiectives•
• Maintain and/or enhance EOC facilities, equipment and capabilities.
• In coordination with local jurisdiction, Operational Area, and Sate CaIEMA
Regions, support Emergency Manager's Mutual Aid (EMMA) and EOC support
teams.
Description•
F,nhance EOC facilities and equipment as necessary. Support EMMA and development of
EOC support team.
Performance Measures:
Maintain EOC in a state of readiness. Provide support to EMMA and development of an
EOC spport team.
Iss:072406
RESOLUTION NO. 2008-055
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA AUTHORIZING THE CITY MANAGER AND
THE FIRE CHIEF TO SUBMIT A GRANT APPLICATION TO
THE STATE OF CALIFORNIA OFFICE OF EMERGENCY
SERVICES FOR THE FY2006 EMERGENCY
MANAGEMENT PERFORMANCE GRANT PROGRAM
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1 The City Council of the City of Santa Ana hereby, finds, determines and
declares as follows:
A. The State of California Office of Emergency Services is responsible for
implementing the United States Department of Homeland Security, Office of
Domestic Preparedness, Emergency Management Performance Grant
Program.
B. Emergency Management Performance Grants provide funds to build state and
local emergency management capabilities.
Section 2. The City Council of the City of Santa Ana hereby authorizes and
directs the City Manager and the Fire Chief to submit a grant application in the amount
of $22,490.00, to the California Office of Emergency Services, Office of Homeland
Security for the fiscal year 2006 Emergency Management Performance Grant funding
program. The grant funds will be used to purchase radio equipment for emergency
services to communicate with emergency shekers.
Section 3. The City Council of the City of Santa Ana hereby authorizes and
directs the City Manager and/or the Fire Chief to execute and submit all documents and
take any actions necessary, for and on behalf of the City of Santa Ana, a public entity
established under the laws of the State of California, for the purpose of obtaining federal
financial assistance provided by the federal Department of Homeland Security and
subgranted through the State of California.
Section 4 This Resolution shall take effect immediately upon its adoption by the
City Council, and the Clerk of the Council shall attest to and certify the vote adopting
this Resolution.
Resolution No. 2006-055
Page ~ of 2
ADOPTED this 5t" day of 5eatember, 20D6.
Mayor
APPROVED AS TO FORM:
Joseph W. Fletcher, City Attomey
~ "' ,
Laura 5. Sheedy
Assistant City Attorney
AYES Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
Alvarez, Bist. Bustamante. Christv. Garcia.
Pulido, Solorio (71
None (0)
None (O)
NOT PRESENT: Councilmembers None (Ol
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, PATRICIA E. HEALY, Clerk of the Council, do hereby attest to and certify the
attached Resolution No. 2006-055 to be the original resolution adopted by the City
Council of the City of Santa Ana on September 5, 2006.
Date: ~~
~ts~~
~h Cledc of the Council
City of Santa Ana
Resolution No. 2006-055
Page 2 of 2
FY08 Emergency Management Performance Grant
Assurances, Certifications, Terms, and Conditions
ASSURANCES
The applicant hereby assures and certifies compliance with all applicable Federal statutes,
regulations, policies, guidelines, and requirements, including OMB Circulars A-87, A-102, A-
133; Executive Order 12372 (intergovernmental review of federal programs); and 28 C.F.R. pts.
66 (administrative requirements for grants and cooperative agreements). The applicant also
specifically assures and certifies that:
l . It has the legal authority to apply for federal assistance and the institutional, managerial, and
financial capability (including funds sufficient to pay any required non-federal shaze of project
costj to ensure proper planning, management, and completion of the project described in this
application.
2. It will establish safeguazds to prohibit employees from using their positions for a purpose that
constitutes or presents the appeazance of personal or organizational conflict of interest, or
personal gain.
It will give the awarding agency, the General Accounting Office, or the State of California,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance, and will establish a proper accounting
system in accordance with generally accepted accounting standards or agency directives.
4. It will comply with all lawful requirements imposed by the awarding agency, specifically
including any applicable regulations, such as 28 C.F.R. pts. 18, 22, 23, 30, 35, 38, 42, 61, and
63.
5. It will assist the awazding agency (if necessary) in assuring compliance with section 106 of the
National Historic Preservation Act of 1966 (16 U.S.C. § 470), Executive Order 11593
(identification and protection of historic properties), the Archeological and Historical
Preservation Act of 1974 (16 U.S.C. § 469 a-1 et seq.), and the National Environmental Policy
Act of 1969 (42 U.S.C. § 4321).
6. It will comply (and will require any subgrantees or contractors to comply) with any applicable
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42
U.S.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C.
§ 5672(b)); the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000dj; the Rehabilitation
Act of 1973 (29 U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. §
1213]-34); the Education Amendments of 1972 (20 U.S.C. §§1681, 1683, 1685-86); and the
Age Discrimination Act of 7975 (42 U.S.C. §§ 6101-07); see Ex. Order 13279 (equal
protection of the laws for faith-based and community organizations).
It will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the treatment of persons
displaced as a result of federal and federally-assisted programs;
8. It will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28, which limit certain
political activities of State or local government employees whose principal employment is in
connection with an activity financed in whole or in part by federal assistance.
9. It will initiate and complete the work within the approved performance period after receipt of
approval of the State of California.
10. It will comply with Standazdized Emergency Management (BEMs) requirements as stated in
the California Emergency Services Act, Government Code, Chapter 7 of Division 1 of Title 2,
Section 8607.1(e) and CCR Title 19, Sections 2445, 2446, 2447, and 2448.
11. It has complied with Homeland Security Presidential Directive #5, dated February 2003 which
directed the establishment of a nationwide incident management system for all hazards, which
is the National Incident Management System, or NIMS, and will continue to comply each
year. Current compliance includes integration of NIMS into training, preparedness, and
emergency plans.
12. It has requested through the State of Califomia, federal financial assistance to be used to
perform eligible work approved in the applicant's application for federal assistance. It will
after the receipt of federal financial assistance, through the State of Califomia, agree to the
following:
a. To return to the State of California such part of the funds so reimbursed pursuant to the
above numbered application, which aze excess to the approved actual expenditures.
b. In the event the approved amount of the above numbered project application is reduced, the
reimbursement applicable to the amount of the reduction will be promptly refunded to the
State of California.
13. in general, grantees are not required to comport with the restrictions of the Buy American Act
(41 U.S.C. l0a). However, grants authorized under the Stafford Act, including the EMPG
program, must follow these standards. The Buy American Act requires that all materials
purchased be produced in the United States, unless such materials aze not available, or such a
purchase would not be in the public interest.
Applicants should refer to the regulations cited below to determine the certification to which they
are required to attest. Applicants should also review the instructions for certification included in
the regulations before completing this form. Signature of this form provides for compliance with
certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR
Part 67, "Government-wide Debarment and Suspension (Non-procurement) and Govetnment-
wide Requirements for Drug- Free Workplace (Grants)." The certifications shall be treated as a
material representation of fact upon which reliance will be placed when the State of California
determines to award the covered transaction, grant, or cooperative agreement.
1. LOBBYING: As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28
CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as
defined at 28 CFR Part 69, the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the making of any Federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grant or cooperative agreement;
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal grant or cooperative agreement, the undersigned
shall complete and submit Standazd Form - LLL, "Disclosure of Lobbying Activities," in
accordance with its instructions found at www.whitehouse.gov/omb/grants.
(c) The undersigned shall require that the language of this certification be included in the
award documents for all subawazds at all tiers (including subgrants, contracts under grants
and cooperative agreements, and subcontracts) and that all sub-recipients shall certify and
disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS (DIRECT
RECIPIENT):
As required by Executive Order 12549, Debarment and Suspension, and implemented at 28
CFR Part 67, for prospective participants in primary covered transactions, as defined at 28
CFR Part 67, Section 67.510
A. The applicant certifies that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily
excluded from covered transactions by any Federal department or agency;
(2) Have notwithin athree-yeaz period preceding this application been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense
in connection with obtaining, attempting to obtain, or performing a public (Federal,
State, or local) transaction or contract under a public transaction; violation of Federal
or State antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen
property;
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses
enumerated in pazagraph (A)(2) of this certification; and
(4) Have not within athree-year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in this certification, he or
she shall attach an explanation to this application.
3. CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION, AND
OTHER RESPONSIBILITY MATTERS; AND DRUG FREE WORKPLACE
REQUIREMENT: This certification, which is a required component of the on-line
application, commits the applicant to compliance with the certification requirements under 28
CFR part 67, Government-wide Debarment and Suspension (Non nrocurement),~ 28 CFR part
69, New Restrictions on Lobbying; and 28 CFR part 83 Government-wide Requirements for
Drug-Free Workplace (Grants). All of these can be referenced at:
http://www.access.gpo.gov/nara/cfr/waisidx 04/28cfrv2 04.htm1.
4. SWEATFREE CODE OF CONDUCT:
a. All applicants contracting for the procurement or laundering of apparel, garments or
corresponding accessories, or the procurement of equipment, materials, or supplies, other
than procurement related to a public works contract, declaze under penalty of perjury that
no appazel, garments or corresponding accessories, equipment, materials, or supplies
fiunished to the state pursuant to the subgrant have been laundered or produced in whole or
in part by sweatshop labor, forced labor, convict labor, indentured labor under penal
sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or
with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under
penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor.
The applicant further declares under penalty of perjury that they adhere to the Sweatfree
Code of Conduct as set forth on the Califomia Department of Industrial Relations website
located at aryvw.dir.ca.aov, and Public Contract Code Section 6108.
b. The applicant agrees to cooperate fully in providing reasonable access to the applicant s
records, documents, agents or employees, or premises if reasonably required by authorized
officials of the contracting agency, the Department of Industrial Relations, or the
Department of Justice to determine the contractor's compliance with the requirements
under paragraph (a).
5. DOMESTIC PARTNERS: For subgrants executed or amended after July 1, 2004, the
applicant may elect to offer domestic partner benefits to the applicant's employees in
accordance with Public Contract Code section 10295.3. However, the applicant cannot
require an employee to cover the costs of providing any benefits which have otherwise been
provided to all employees regazdless of mazital or domestic partner status.
TERIYIS AND CONDITIONS
The following laws apply to persons or entities doing business with the State of California.
CONFLICT OF INTEREST: Applicant needs to be aware of the following provisions
regarding current or former state employees. If subgrantce has any questions on the status of
any person rendering services or involved with the Agreement, the awarding agency must be
contacted immediately for clarification.
Curren! State Employees (Public Contract Code §10410):
1) No officer or employee shall engage in any employment, activity or enterprise from which
the officer or employee receives compensation or has a financial interest and which is
sponsored or funded by any state agency, unless the employment, activity or enterprise is
required as a condition of regular state employment.
2) No officer or employee shall contract on his or her own behalf as an independent contractor
with any state agency to provide goods or services.
Former State Employees (Pufilic Contract Code ¢10411):
I) For the two-year period from the date he or she left state employment, no former state
officer or employee may enter into a contract in which he or she engaged in any of the
negotiations, transactions, planning, arrangements or any part of the decision-making
process relevant to the contract while employed in any capacity by any state agency.
2) For the twelve-month period from the date he or she left state employment, no former state
officer or employee may enter into a contract with any state agency if he or she was
employed by that state agency in apolicy-making position in the same general subject area
as the proposed contract within the 12-month period prior to his or her leaving state
service.
If applicant violates any provisions of above paragraphs, such action by applicant shall
render this Agreement void. (Pub. Contract Code § 10420)
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment of each meeting of the boazd or commission, payment for
prepazatory time and payment for per diem. (Pub. Contract Code § 10430 (e))
2. LABOR CODE/WORKERS' COMPENSATION: Applicant needs to be aware of the
provisions which require every employer to be insured against liability for Worker's
Compensation or to undertake self-insurance in accordance with the provisions, and applicant
affirms to comply with such provisions before commencing the performance of the work of
this Agreement. (Labor Code Section 3700)
3. AMERICANS WITH DISABILITIES ACT: Applicant assures the State that it complies with
the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the
basis of disability, as well as all applicable regulations and guidelines issued pursuant to the
ADA. (42 U.S.C. 12101 et seq.)
4. APPLICANT NAME CHANGE: An amendment is required to change the applicant's name
as listed on this Agreement. Upon receipt of legal documentation of the name change the
State will process the amendment. Payment of invoices presented with a new name cannot be
paid prior to approval of said amendment.
~. RESOLUTION: A county, city, district, or other local public body must provide the State
with a copy of a resolution, order, motion, or ordinance of the local governing body which by
law has authority to enter into an agreement, authorizing execution of the agreement.
6. AIR OR WATER POLLiJTION VIOLATION: lJnder the State laws, the applicant shall not
be:
(]) in violation of any order or resolution not subject to review promulgated by the State Air
Resources Boazd or an air pollution control district;
(2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of
the Water Code for violation of waste discharge requirements or discharge prohibitions; or
(3) finally determined to be in violation of provisions of federal law relating to air or water
pollution.
Failure to comply with these requirements may result in suspension of payments under the
Agreement or termination of the Agreement or both and applicant may be ineligible for award of
any future State agreements if the department determines that any of the following has occurred:
the applicant has made false certification, or violated the certification by failing to carry out the
requirements as noted above. (Gov. Code §8350 et seq.)
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly
authorized to legally bind the prospective jurisdiction to the assurances and certifications listed
above.
!~Jurisdietlon (Printed) ~~~ j
a s
i
li Cit~+ of Santa Ana _ _ __ __ _ _
~ By (Authorized Signature)
!!
/`nn, ,
~~
' C
- - --- - ~~
i Primed Name and Title of Person Signing ~w~~
II~Marc E. Martin, Fire Chief
DateEzecuted - ~
I€
i3
January 13`x, 2009 _,.________ 'i~
BUDGET WORKSHEET
Double click on the chart below to open it as an Excel spreadsheet
Personal Services $ 45,000.00
O eratin Expenses $ 2 000.00
E uipment $ 9,700.00
Pass thru to locals $ _
TOTAL $ 56,700.00