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2021 Mar 16 - CC PACKETAGENDA
EL SEGUNDO CITY COUNCIL
6:00 PM Regular Session
MARCH 16, 2021
DUE TO THE COVID-19 EMERGENCY, THIS
MEETING WILL BE CONDUCTED PURSUANT TO THE GOVERNOR'S
EXECUTIVE ORDER N-29-20.
TELECONFERENCE VIA ZOOM MEETING
MEETING ID: 964 5963 7962
PIN: 730770
PUBLIC ADVISORY:
THE CITY COUNCIL CHAMBER WILL NOT BE OPEN TO THE PUBLIC
Drew Boyles, Mayor
Chris Pimentel, Mayor Pro Tern
Carol Pirsztuk, Councilmember
Scot Nicol, Councilmember
Lance Giroux, Councilmember
Tracy Weaver, City Clerk
Matthew Robinson, City Treasurer
Executive Team
Scott Mitnick, City Manager
Barbara Voss, Deputy City Manager
Bill Whalen, Police Chief
Sam Lee, Development Services Director
Elias Sassoon, Public Works Director
Melissa McCollum, Community Services Director
Mark Hensley, City Attorney
Joe Lillio, Chief Financial Officer
Chris Donovan, Fire Chief
Rebecca Redyk, HR Director
Charles Mallory, Info. Tech. Director
MISSION STATEMENT:
"Provide a great place to live, work, and visit."
VISION STATEMENT:
"A hub for innovation where big ideas take off."
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How Can Members of the Public Observe and Provide Public Comments?
■ Residents can watch the meeting live via Spectrum Channel 3 and 22, AT&T U-
Verse Channel 99 and/or El Segundo TV at YouTube.com.
• Access remotely via Zoom from a PC, Mac, iPad, iPhone, or Android device or
by phone. Use URL htt s://zoom.us/"/96459637962 and enter PIN: 730770 or
visit www.zoom.us on device of choice, click on "Join a Meeting" and enter
meeting ID: 96459637962 and PIN: 730770.
• Join by phone at 1-669-900-9128 and enter meeting ID and PIN.
NOTE: Your phone number is captured by the Zoom software and is
subject to the Public Records Act, dial *67 BEFORE dialing in to remain
anonymous.
• Note that you will be placed in a "listen only" mode and your video feed will not
be shared with City Council or members of the public.
• For Public Communications and comments during Public Hearings, please notify
meeting host by raising your virtual hand (see hand icon at bottom of screen) and
you will be invited to speak. (if you do not wish for your name to appear on
the screen, then use the drop -down menu and click on "rename" to rename
yourself "anonymous")
• Do not simultaneously use a microphone through Zoom and a
cellphone/telephone, this combination results in audio problems.
For electronic public comments on a specific agenda item, submit comments to
the following e-mail address, with a limit of 150 words and accepted up until 30
minutes prior to the meeting: PUBLICCOMMUNICATIONS(a7elsegundo.org in
subject line please state the meeting date and item number. Depending on
volume of communications, emails will be read to Council during public
communications.
• For Public Hearings: written communications will be accepted via email at
PUBLICCOMMUNICATIONS(cr-�elsegundo.org both before the meeting and
during open period of the Public Hearing.
All written communication, documents, email addresses of attendees captured by
Zoom software will be considered a public document subject to possible posting
on the City's website and are subject to disclosure under the Public Records Act.
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Additional Information:
The City Council, with certain statutory exceptions, can only take action upon properly
posted and listed agenda items. Any writings or documents given to a majority of City
Council regarding any matter on this agenda that the City received after issuing the
agenda packet are available for public inspection in the City Clerk's Office during normal
business hours. Such documents may also be posted on the City's website at
www.elsegundo.org and additional copies will be available at the City Council meeting.
Unless otherwise noted in the agenda, the public can only comment on City -related
business that is within the jurisdiction of the City Council and/or items listed on the
agenda during the Public Communications portions of the Meeting. Additionally,
members of the public can comment on any Public Hearing item on the agenda during
the Public Hearing portion of such item. The time limit for comments is five (5) minutes
per person.
Before speaking to the City Council, please state: your name, residence, and
organization/group you represent, if desired. Please respect the time limits.
In compliance with the Americans with Disabilities Act, if you need special
assistance to participate in this meeting, please contact the City Clerk's Office at
310-524-2305. Notification 48 hours prior to the meeting will enable the City to
make reasonable arrangements to ensure accessibility to this meeting.
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, MARCH 16, 2021 - 6:00 P.M.
REGULAR SESSION
CALL TO ORDER
INVOCATION — Pastor Rob McKenna, The Bridge
PLEDGE OF ALLEGIANCE — Council Member Giroux
ROLL CALL
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total) Individuals who have received value of $50 or more to
communicate to the City Council on behalf of another, and employees speaking on
behalf of their employer, must so identify themselves prior to addressing City Council.
Failure to do so shall be a misdemeanor and punishable by a fine of $250. While all
comments are welcome, the Brown Act does not allow City Council to take action on
any item not on the agenda. City Council and/or City Manager will respond to comments
after Public Communications is closed.
CITY MANAGER FOLLOW-UP COMMENTS
SPECIAL PRESENTATIONS
a) Golf Course Subcommittee Recognition
�-9
3
b) Book to Action 2021
c) COVID-19 Update
A. PROCEDURAL MOTIONS
Read all Ordinances and Resolutions on the
Recommendation — Approval.
B. CONSENT CALENDAR
1. City Council Meetinq Minutes
nda_�y Title Only
Recommendation — Approve Regular City Council Meeting Minutes of March 2,
2021 and Special City Council Meeting Minutes of March 8, 2021.
2. Warrant Demand Register for Period of February 21, 2021 through March 4,
2021
Recommendation — Ratify payroll and employee benefit checks; checks released
early due to contracts or agreement; emergency disbursements and/or
adjustments; and wire transfers. Approve the following warrant demand register
numbers 11A and 11 B; Warrant numbers 3034710 through 3034802, 3034803
through 3034885, and 9001872 through 9001915.
3. Extension of License Agreements with Ell Segundo Youth Sports
,Organizations
Recommendation: Authorize the City Manager to extend the License Agreements
with each El Segundo Youth Sports Organization identified in the Youth Sports
Council Athletic Field/Facility Use and Allocation Policy for three years.
4. Destruction of Records
Recommendation: Adopt
records in accordance with
Government Code.
-esolution authorizing the destruction of identified
provisions of Section 34090 of the State of California
5. Policy for Professional Services Agreements for Developer -reimbursed
Services
Recommendation: 1) Authorize the City Manager to execute Professional
Services Agreements in an amount not to exceed $250,000 for developer -
reimbursed services provided to the City's Development Services Department; 2)
Broaden the policy to include not only environmental services consultants, but
any consultant that works at the direction of the Development Services
Department, provided the consultant is paid on a developer -reimbursed basis
and no City funds are paid to the consultant; and, 3) Rescind previous Council
action requiring environmental review services be provided by a vendor from the
Council's pre -approved list of consultants.
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6. Grant from the State Homeland Securitv Grant Proaram
Recommendation: 1) Authorize the acceptance of $541,900 in grant funds from
the 2019 State Homeland Security Grant Program and allow for amendments as
outlined in Section V, subsection 503. Amendments of the Subrecipient
Agreement with the County of Los Angeles; 2) Authorize the City Manager or
designee to sign an agreement with the County of Los Angeles who will serve as
the grant administrator for the grant; 3) Authorize the City Manager to sign the
Amendments to the Professional Services Agreements with Michael T. Little dba
Counter Risk, Inc., and Buffalo Computer Graphics; and 4) Approve additional
appropriation to expense account 124-400-3202-3769.
7. El Segundo Senior Housing Board Corporation 2021 Operating Budget
Recommendation: Approve the El Segundo Senior Housing Board Corporation
2021 Operating Budget for the Park Vista senior housing apartments located at
615 East Holly Avenue.
8. Resolution Approving the Corrected Salaries for Part-time Police Service
Officer II Job Classification
Recommendation: Adopt a resolution correcting the Basic Hourly Salary Range
for the job classification of: Police Service Officer II (Part-time).
9. Amendment to Contract with Denis Cook Plannina Land Use Consultant
Recommendation: Authorize the City Manager to execute an amendment with
Denis Cook Land Use Consultant for planning services to increase the not -to -
exceed amount from $50,000 to $95,000.
C. PUBLIC HEARINGS
D. STAFF PRESENTATIONS
10. California Department of Justice Tobacco Grant Program Award
Recommendation: Adopt Resolution authorizing acceptance of a $43,347 grant
from the California Department of Justice Tobacco Grant Program to support the
El Segundo Police Department in educating minors about the harms of tobacco
products, enforcing state and local tobacco laws, and conducting retailer
enforcement.
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11. City Hall Windows Replacement Project Construction Contract Award
Recommendation:
1) Reject MMJ Contractors, Inc.'s bid as non -responsive; and
2) Authorize City Manager to implement one of the following options:
A) Original Project -- Execute a public works construction contract with
A.J. Fistes Corporation to replace all City Hall windows, remove
hazardous materials, install interior window shades, and complete related
work for a total cost of $581,620; or,
B) Revised Project -- Execute a public works construction contract and
subsequent change order with A.J. Fistes Corporation to replace limited
City Hall windows, remove hazardous materials, install interior window
shades, and complete related work for a total cost of $475,700. (This
option stays within the initial $450,000 construction budget).
F. COMMITTEES, COMMISSIONS AND BOARDS PRESENTATIONS
12. Ell Segundo Senior Housing Board Corporation Update on Park Vista
Senior Housing facility located at 615 East Holy Avenue
Recommendation: Receive and file.
G. REPORTS — CITY CLERK
H. REPORTS — CITY TREASURER
13. Presentation of Investment Portfolio
Recommendation: Receive and file.
rt for December 2020
I. AD -HOC CITY COUNCIL PENSION COMMITTEE REPORT
14. Proposed Unfunded Actuarial Liability (UAL) Policy
Recommendation: Adopt proposed Unfunded Actuarial Liability Policy providing
guidance to address any potential future unfunded liabilities in the City's
CalPERS employee pension portfolio.
J. REPORTS — COUNCIL MEMBERS
Council Member Giroux —
Council Member Nicol -
Council Member Pirsztuk -
Mayor Pro Tern Pimentel —
Mayor Boyles —
K. REPORTS — CITY ATTORNEY
�]
C:
L. REPORTS/FOLLOW-UP — CITY MANAGER
CLOSED SESSION
City Council may move into a closed session pursuant to applicable law, including the
Brown Act (Government Code Section §54960, et sue.) for purposes of conferring with
City's Real Property Negotiator; and/or conferring with City Attorney on potential and/or
existing litigation; and/or discussing matters covered under Government Code Section
§54957 (Personnel); and/or conferring with City's Labor Negotiators.
REPORT OF ACTION TAKEN IN CLOSED SESSION (if required)
MEMORIAL
ADJOURNMENT
POSTED:
DATE: March 12, 2021
BY: Tracy Weaver
TIME: 11:00 AM
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Presentations
a) Golf Course Subcommittee Recognition
Presentations
b) Book to Action 2021
Presentations
c) COVID-19 Update
WE
MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, MARCH 2, 2021 — 4:00 PM
CLOSED SESSION
CALL TO ORDER — Virtually by Mayor Boyles at 4:01 PM
ROLL CALL
Mayor Boyles -
Present via teleconferencing
Mayor Pro Tern Pimentel -
Present via teleconferencing
Council Member Pirsztuk -
Present via teleconferencing
Council Member Nicol -
Present via teleconferencing
Council Member Giroux -
Present via teleconferencing
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total) None
SPECIAL ORDER OF BUSINESS:
Mayor Boyles announced that Council would be meeting in closed session pursuant to
the items listed on the Agenda.
CLOSED SESSION:
City Council may move into a closed session pursuant to applicable law, including the
Brown Act (Government Code Section §54960, et seq.) for purposes of conferring with
City's Real Property Negotiator; and/or conferring with City Attorney on potential and/or
existing litigation; and/or discussing matters covered under Government Code Section
§54957 (Personnel); and/or conferring with City's Labor Negotiators as follows:
DISCUSSION OF PERSONNEL MATTERS (Gov't Code §54957): -2- matters
City Manager
Performance Review Process
2. City Attorney
Performance Review Process
Adjourned at 5:05 PM
Tracy Weaver, City Clerk
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 1
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11
REGULAR MEETING OF THE EL SEGUNDO CITY COUNCIL
TUESDAY, MARCH 2, 2021 - 6:00 P.M.
This meeting was conducted virtually via Zoom conferencing
CALL TO ORDER - Virtually by Mayor Boyles at 6:02 PM
INVOCATION — The Bridge, Pastor Wes Harding
PLEDGE OF ALLIGENCE — Council Member Pirsztuk
ROLL CALL
Mayor Boyles -
Present via teleconferencing
Mayor Pro Tern Pimentel -
Present via teleconferencing
Council Member Pirsztuk -
Present via teleconferencing
Council Member Nicol -
Present via teleconferencing
Council Member Giroux -
Present via teleconferencing
PUBLIC COMMUNICATIONS — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total)
Tracy Weaver, City Clerk, read email comments into the record received prior to
the meeting due to Safer at Home restrictions.
Comments read in favor of item #D12 from the following: Eileen Salmas, Hawthorne,
David Sundius, Jim Hannon, President, South Bay Bicycle Coalition.
Comments via Zoom.
Comments in favor of item #D12 from the following: Scott Houston, El Segundo, Jacob
Barbarigos, Jessica Daugherty, Cause Impacts, Matthew Riley, DaVinci, and Aidan
Cessor, DaVinci.
Shad McFadden, El Segundo, commented on an incident that occurred in our City
regarding a racial slur towards a teen of color while walking in town.
CITY MANAGER FOLLOW-UP COMMENTS — (Related to Public Communications)
SPECIAL PRESENTATIONS:
a) Proclamation read by Mayor Boyles proclaiming March as American Red Cross
Month and presented to Dale Spiegel.
b) COVID-19 Update given by Fire Chief Donovan
A. PROCEDURAL MOTIONS
Read all Ordinances and Resolutions on the Agenda by Title Only.
MOTION by Council Member Giroux, SECONDED by Mayor Pro Tern Pimentel to read
all ordinances and resolutions on the agenda by title only. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 2
12
B. CONSENT CALENDAR
1. Approve Regular City Council Meeting Minutes of February 16, 2021.
2, Approve Warrant Demand Register for February 07, 2021 through February 18,
2021, warrant numbers 3034517-3034607, 3034608-3034709 and 9001870-
9001871 and ratify payroll and employee benefit checks, checks released early
due to contracts or agreement, emergency disbursements and/or adjustments,
and wire transfers.
3. Adopt Resolution No. 5250 approving plans and specifications for utility locating
and marking services to locate City -owned utilities for various construction
activities in or around public right-of-way, adopt Resolution No. 5251 approving
plans and specifications for location verification of existing fiber optic lines and
other City -owned utilities in public right-of-way and, authorize staff to advertise the
projects for bids.
(Fiscal Impact: The total of the two projects is estimated to be $178,000 for FY
2020-21 which includes contract cost estimate of $78,000 annually ($234,000 over
three years) for locating and marking of City -Owned utilities and one-time
investigation cost estimate of $100,000.
4. Second reading and adopt Ordinance No. 1623 amending the City's Floodplain
Management Ordinance.
(Fiscal Impact: None)
5. Authorize the City Manager to execute a standard Public Works Contract No. 6027
with All American Asphalt in the amount of $892,000 for FY 20/21 Pavement
Rehabilitation, Project No. PW 21-01, and authorize an additional $90,000 for
construction related contingencies and authorize the City Manager to execute a
standard Professional Services Agreement No. 6028, with KOA Corporation in the
amount of $73,600 for construction inspection and testing services and authorize
an additional $7,400 for construction related contingencies.
(Fiscal Impact: $1,063,000)
6. PULLED BY COUNCIL MEMBER GIROUX
7. Receive and file without objection Administrative Use Permit No. 20-03 to allow the
sale of beer, wine, and distilled spirits for on -site consumption at Jame Enoteca
Restaurant located at 241 Main Street.
(Fiscal Impact: None)
8. Receive and file without objection Administrative Use Permit No. 20-04 to allow
alcohol sales for off -site consumption at the Unocal 76 Gas Station located at 770
North Pacific Coast Highway.
(Fiscal Impact: None)
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 3
13
9. Approve the conclusion of the Golf Course Subcommittee due to the closure of
The Lakes at El Segundo Golf Course on February 14, 2021.
(Fiscal Impact: None)
10. PULLED BY MAYOR PRO TEM PIMENTEL
11. Second reading and adoption of Ordinance No.1622 setting the amount of water
and wastewater rates and charges pursuant to safety codes section 5471 and El
Segundo Municipal Code Section 11-1-5 for Fiscal Year (FY) 2020-21 through FY
2024-25.
(Fiscal Impact: See agenda)
MOTION by Council Member Giroux, SECONDED by Mayor Pro Tern Pimentel,
approving Consent Agenda item 1, 2, 3, 4, 5, 7, 8, 9, and 11. MOTION PASSED BY
UNANIMOUS VOICE VOTE. 5/0
PULLED ITEMS:
6. Adopt Resolution No. 5252 to establish the Basic Monthly Salary Range for the job
classifications of Fire Marshal (Part-time), Battalion Chief (Part-time) and Police
Assistant II (Part-time).
(Fiscal Impact: Adopted FY 2020-21 General Fund Budget)
Council Member Giroux asked the question; why was this item brought forth at this time?
Donna Peter, HR Consultant answered the question, explaining the item is a "housekeeping"
item required by CaIPERS.
Mark Hensley, City Attorney read by title only;
RESOLUTION NO. 5252
A RESOLUTION ESTABISHING BASIC MONTHLY SALARY RANGES FOR VARIOUS
PART-TIME JOB CLASSIFICATIONS
MOTION by Council Member Giroux, SECONDED by Council Member Nicol adopting
Resolution No. 5252. MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
10. Receive and file Government Finance Officers Association Certificate of
Achievement for Excellence in Financial Reporting for the Fiscal Year 2018-19
Comprehensive Annual Financial Report
(Fiscal Impact: None)
Item pulled by Mayor Pro Tern Pimentel in order to recognize Joe Lillio, Chief Financial
Officer, and staff on receiving Government Finance Officers Association Certificate of
Achievement for Excellence in Financial Reporting for the Fiscal Year 2018-19.
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 4
14
MOTION by Mayor Pro Tern Pimentel, SECONDED by Mayor Boyles to receive and file
Government Finance Officers Association Certificate of Achievement for Excellence in
Financial Reporting for the Fiscal Year 2018-19 Comprehensive Annual Financial
Report
C. PUBLIC HEARING: None
D. STAFF PRESENTATIONS:
12. Regional Park Place Transportation Project & Regional Aviation Boulevard
Bikeway/ Greenway Project Update
Recommendation: 1) Receive update presentation on proposed Regional Park
Place Transportation Project, Regional Aviation Boulevard Bikeway/Greenway
Project, and funding options (for both one-time construction and recurring
maintenance) and 2) Direct City Manager to: Evaluate funding options and
pursue funding applications (including use of an Enhanced Infrastructure
Financing District [EIFD]); Work with applicable funding participants (Los Angeles
County, Los Angeles County Metropolitan Transportation Authority, local
businesses/property owners, interest groups, consultants, etc.); and Report back
to City Council with recommendations by August 17, 2021.
(Fiscal Impact: See agenda)
Scott Mitnick, City Manager and Larry Kosmont, Kosmont Companies, gave a
presentation and answered Council's questions.
Council Discussion
Study session and/or update before August 17, 2021.
Present a Financial model to better understand the funding for the project.
• Better understanding of an EIFD (Enhanced Infrastructure Financing District).
Why were/are projects presented together and not independently?
• Options on other forms of funding, not entirely EIFD.
Clear objectives
Council Consensus to receive and file the presentation.
MOTION by Mayor Pro Tern Pimentel, SECONDED by Council Member Nicol directing
City Manager to evaluate funding options and pursue funding applications (including
use of an Enhanced Infrastructure Financing District [EIFD]), work with applicable
funding and report back to City Council with recommendations by August 17, 2021.
MOTION PASSED BY UNANIMOUS VOICE VOTE. 5/0
13. Receive and file 2020 Crime Summary.
(Fiscal Impact: None)
Bill Whalen, Chief of Police gave a presentation.
Council Discussion
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 5
15
Council consensus to receive and file presentation.
14. Receive and file proposed FY 2021-22 State Budget Overview
(Fiscal Impact: None)
Scott Mitnick, City Manager, introduced the item.
Joe Lillio, Chief Financial Officer and Martha Guzman- Hurtado, Communications and
Legislative Affairs Manager gave a presentation.
Council Discussion
Council Consensus to receive and file the presentation.
E. COMMITTEES, COMMISSIONS AND BOARDS PRESENTATIONS: None
F. REPORTS — CITY CLERK — Passed
G. REPORTS — CITY TREASURER — Not Present
H. REPORTS — COUNCIL MEMBERS
Council Member Giroux — Understands there is a School Affairs Sub -Committee
meeting this week and would like the members to discuss allowing youth sports
leagues to utilize the District's various fields for practices.
Council Member Nicol — Mentioned we are entering a new realm of Covid-19
where some residents are vaccinated and some aren't, with this comes different
viewpoints and Council Member Nicol encourages all to lead with kindness and
not judgement. Love they neighbor!
Council Member Pirsztuk — Congratulated the ESUSD on being the first in our
area to have 4tn and 5tn graders back in school classrooms, joining K-3 who are
already back in the classroom. In the next few weeks, 6tn graders and High
School Seniors will be back. Mentioned this means more kids walking to and
from school, therefore, please drive slowly in school areas.
Mayor Pro Tern Pimentel — Passed
Mayor Boyles — Attended Southern California Association of Governments
related to Community Economic Housing Development and attend the Beaches
and Harbors Commission meeting.
REPORTS — CITY ATTORNEY — Passed
J. REPORTS/FOLLOW-UP — CITY MANAGER — Mentioned the next City Council
meeting is March 16tn and City Council will hold a Special Closed session on
March 8tn
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 6
16
MEMORIAL — None
ADJOURNED at 9:14 PM
Tracy Weaver, City Clerk
MINUTES OF REGULAR COUCIL MEETING
MARCH 2, 2021
PAGE 7
17
SPECIAL MEETING OF THE EL SEGUNDO CITY COUNCIL
MONDAY, MARCH 8, 2021 — 5:00 PM
CLOSED SESSION
CALL TO ORDER — Virtually by Mayor Boyles at 5:05 PM
ROLL CALL
Mayor Boyles -
Present via teleconferencing
Mayor Pro Tern Pimentel -
Present via teleconferencing
Council Member Pirsztuk -
Present via teleconferencing
Council Member Nicol -
Present via teleconferencing
Council Member Giroux -
Present via teleconferencing
PUBLIC COMMUNICATION — (Related to City Business Only — 5-minute limit per
person, 30-minute limit total) None
SPECIAL ORDER OF BUSINESS:
Mayor Boyles announced that Council would be meeting in closed session pursuant to
the items listed on the Agenda.
CLOSED SESSION:
City Council may move into a closed session pursuant to applicable law, including the
Brown Act (Government Code Section §54960, et seq.) for purposes of conferring with
City's Real Property Negotiator; and/or conferring with City Attorney on potential and/or
existing litigation; and/or discussing matters covered under Government Code Section
§54957 (Personnel); and/or conferring with City's Labor Negotiators.
CONFERENCE WITH LEGAL COUNSEL — PENDING LITIGATION — 1 matter -
Cameron (former Police Officer) vs. City of El Segundo, et al, United States
District Court (Central District of California) Case no. 2:20-cv-0031 1 -DMG (PLAx)
CONFERENCE WITH LEGAL COUNSEL — ANTICIPATED LITIGATION
1. Initiation of litigation (Government Code §54956.9(d)(4)) — 1 matter -
ADJOURNMENT at 6:44 PM
Tracy Weaver, City Clerk
UP
CITY OF
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
Warrants Demand Register for Period of February 21, 2021 through March 4, 2021.
RECOMMENDATION:
Ratify Payroll and employee benefit Checks; Checks released early due to contracts or
agreement; Emergency disbursements and/or adjustments; and, Wire transfers. Approve
the following Warrant Demand Register numbers 11A and 11 B: Warrant numbers
3034710 through 3034802, 3034803 through 3034885, and 9001872 through 9001915.
FISCAL IMPACT:
The warrants presented were drawn in payment of demands included within the Adopted
FY2020-21 Budget and total $2,423,163.01 ($1,577,245.94 in check warrants and
$845,917,07 in wire warrants).
BACKGROUND:
California Government Code Section 37208 provides General Law cities flexibility in how
budgeted warrants, demands, and payroll are audited and ratified by their legislative
body. Pursuant to Section 37208 of the California Government Code, warrants drawn in
payment of demands certified by the City's Chief Financial Officer and City Manager as
conforming to the authorized expenditures set forth in the City Council adopted budget
need not be audited by the City Council prior to payment, but may be presented to the
City Council at the first meeting after delivery.
In government finance, a warrant is a written order to pay that instructs a federal, state,
county, or city government treasurer to pay the warrant holder on demand or after a
specific date. Such warrants look like checks and clear through the banking system like
checks. Warrants are issued for payroll to individual employees, accounts payable to
vendors, to local governments, and to companies or individual taxpayers receiving a
refund.
DISCUSSION:
The attached Warrants Listing delineates the warrants that have been paid for the period
identified above. The Chief Financial Officer certifies that the listed warrants were drawn
in payment of demands conforming to the adopted budget and that these demands are
being presented to the City Council at its first meeting after the delivery of the warrants.
K
W
Warrants
March 16, 2021
Page 2 of 2
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability:
Objective B: El Segundo approaches its work in a financially strategic & responsible way.
ORIGINATED BY: Joseph Lillio, Chief Financial Officer 'A—�
REVIEWEWD BY: Barbara Voss, Deputy City Manager (8v
APPROVED BY: Scott Mitnick, City Manager
ATTACHED SUPPORTING DOCUMENTS:
Warrant registers #11A and 11 B
WE
3034TIO - 3034802
OENERALFUND
STATE GAS TAX FUND
ASUKU41 A RECREATION ACTIVITI E S FIIrfD
A5SET FOWEITURE FUNO
COMM.OEVQ MOCKCRtAFR
PROP'A'TRANSPOFRATKIN
PROP'C TRANSPORTATION
AIR OUAU IT 114%r; UT MFW PROGRAM
HOME SOUND INSTALLATION FUND
HYPERION MITIGATION FUND
TOAARTICLE 3- Se 621 BIKEWAY FUND
MTAGRAM
FEMA
C.O.P.A FUND
LAW A FUND
PSAF PROPERTY TAX PUBLIC SAFETY
FEDERAL GRANT&
STATE GRAM
Ao CLIPA Pr1trRAU OVERSC40 Sur C1uRGE
Se-1
CERTIFIED ACCESS SPEOALIBT CAM
AFFORDABLE HOUSING
COUNTY STORM WATERPROGRAM
ASSESSMENT DISTRICT sp
CAPITAL IMPROVEMENT FUND
INFRASTRUCTURE REPLACEMENT FUND
FACILITIES MAINTENANCE
WATERUTMYFUNO
WASTEWATER FUND
OCLF COURSEFUND
PARK VISTA
SOLID WASIE
EQUIPMENT REPLACEMENT
LIABILITY INSURANCE
VOORKERS CWP. RESERYEAl4SVRA>Ict;
RMACO Estp muno it
EIPENDABLETRUST FUND -DEVELOPER FEES
EXPENDABLE TRUST FUND -OThER
70TALWARRANr9
STATE OF CALIFORNIA
COUNTY OF LOS ANOE LIES
lnfor m%m an actual orponalt ReF Is mas0le iI Ow DYada of FileaeeY office in 1M
C1yof E1 Seganda.
I teddy es 10 DIe OCCURICY of Ble Demands and ere mieG&ly CO fund Iar pgmmt Sheaf.
FolAppmv*.. Re1VlerchnM MM far CRycoma9 eulMdzm*m to misase.
CODES:
CRY OF EL SEGUNDO
WARRAWS TOTALS BY FUND
DATE OF APPROVAL AS OF 03l GrM REGISTER A 11A
4M.057.19
13QBB
40edR
19,320.00
42CL72
3.10
30.753.40
444.313.14
29.944.38
139.4S0.74
2011fi0
97.87
73.04
25IL75
60000 /
S 1.067.341,46
VOID CHECKS DUETO ALIGNMENT.
A- PaVW and Eno" Bmeafil dieakN/A
AP L U a Co+nputrl 94nerdad R.Mat. dIlnVl3emenH nl",b e,fH k o. All appmred by in, Clry VOID CNECKSDUE TO INCORRCOT CHECK OATS
UVOWI6"M 1. yy DUa f.TA1d3. CCMraN. Mployee u jrps r 11lHri Ir.1n nwr[+d raNfeclual
Mlnlper. 5�has, Iliffnrnll for v11Ay temol, pelly Ra III end 9rnp6t1ti0 travel 8 WPM$a
agrn m.f4 F, MlL.nte l MLlrra pralapl p"nl ahrourlL Can be entpiped W Axle payMt, pr"WAIEa VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR:
Can ea avdded N wMn a r4vAlicn erh ee 1Aa1 the Cay UAW app*M.
Ha H2r&%FMen FEMV FtMan dlsfiaRemenIS arWVW06usemenls appmVed by the City Mmager. NO' Ps
�o !/
CHIEP FtNAHCtFL OFFICER Digitally algnM byAneph LOlo CRY MANAGER
DATE: OATIh
Joseph LillioRph Lip". atftr Of El
Se�undo.eV{hLld FbgncYl Qfacrr,
IIaPIeEctglrrdp Mg. C>a15
Cate:2021.03A1133317-00`00'
N ` C/
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
02/22/21 THROUGH 02/28/21
Date
payee
2/22/2021
IRS
2/22/2021
Employment Development
2/22/2021
Employment Development
2/24/2021
Unum
2/24/2021
Unum
2/23/2021
Lane Donovan Golf Ptr
02115/20-02121121
Workers Comp Activity
02/15/20-02/21/21
Liability Trust - Claims
02/15120-02/210
Retiree Health Insurance
DATE OF RATIFICATION: 02/26/21
TOTAL PAYMENTS BY WIRE:
Description
261,017.60
Federal941 Deposit
5,637.68
State SDI payment
57.578.33
State PIT Withholding
316.20
Long Term Care Premium - January
266.10
Long Term Care Premium - February
16,557.70
Payroll Transfer
54,809.56
SCRMA checks issued
883.51
Claim checks Issued
0.00
Health Reimbursment checks issued
397,066.68
Certified as to the accuracy of the wire transfers by:
Treasury & Customer Services Manager Da e
gg
Joswh Lilliow+.�.ssevaOhm o•C,ynffISagudn, 03/01/2021
w.Chff f,ryn[itf Gffeef,
+J•�k9vllapunde.a,µ C-US
a++M T02s el el u'j I Y4 mbrc
Direst r`of Finance / Ch/iee F�'nancial Officer Date
IkA�/ r
1 anager Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
397,066.68
22
N
W
CITY OF EL SEGUNDO
WARRANTS TOTALS BY FUND
3034803 - 3034885
DATE OF APPROVAL: AS OF 03116/2021
9001872 - 9001915
001
GENERAL FUND
279,041 88
104
TRAFFIC SAFETY FUND
106
STATE GAS TAX FUND
-
108
ASSOCIATED RECREATION ACTIVITIES FUND
-
109
ASSET FORFEITURE FUND
2,363.56
111
COMM. DEVEL. BLOCK GRANT
-
112
PROP "A" TRANSPORTATION
114
PROP "C" TRANSPORTATION
143.84
115
AIR QUALITY INVESTMENT PROGRAM
-
116
HOME SOUND INSTALLATION FUND
-
117
HYPERION MITIGATION FUND
-
118
TDA ARTICLE 3- SB 821 BIKEWAY FUND
-
119
MTA GRANT
-
121
FEMA
120
C.O.P.S. FUND
-
122
L A W A FUND
123
PSAF PROPERTY TAX PUBLIC SAFETY
-
124
FEOERALGRANTS
-
125
STATE GRANT
3,625.32
126
A/P CUPA PROGRAM OVERSIGHT SURCHARGE
80.00
128
SB-1
16,897.17
129
CERTIFIED ACCESS SPECIALIST PROGRAM
130
AFFORDABLE HOUSING
131
COUNTY STORM WATER PROGRAM
3.410,00
202
ASSESSMENT DISTRICT#73
-
301
CAPITAL IMPROVEMENT FUND
191,457.00
302
INFRASTRUCTURE REPLACEMENT FUND
405
FACILITIES MAINTENANCE
-
501
WATER UTILITY FUND
92847
502
WASTEWATER FUND
3,788.57
503
GOLF COURSE FUND
4,686.12
504
PARK VISTA
505
SOLID WASTE
601
EQUIPMENT REPLACEMENT
-
602
LIABILITY INSURANCE
603
WORKERS COMP RESERVEIINSURANCE
-
701
RETIRED EMP INSURANCE
-
702
EXPENDABLE TRUST FUND - DEVELOPER FEES
968.55
703
EXPENDABLE TRUST FUND - OTHER
2,514.00
708
OUTSIDE SERVICES TRUST
TOTAL WARRANTS
$ 509,904.4B L/
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
Information on actual expenditures is available in the Director of Finance's office in the
City of El Segundo.
I certify as to the accuracy of the Demands and the availability of fund for payment thereof.
For Approval: Regular checks held for City council authorization to release
CODES:
A= Payroll and Employee Benefit checks
AP & U = Computer generated Release disbursements and/or adjustments approved by the City
reimbursements, various refunds, contract employee services consistent with current contractual
Manager. Such as: payments for utility services, petty cash and employee travel expense
agreements, instances where prompt payment discounts can be obtained or late payment penalties
can be avoided or when a situation arises that the City Manager approves
REGISTER # 11 B
VOID CHECKS DUE TO ALIGNMENT:
NIA
VOID CHECKS DUE TO INCORRECT CHECK DATE --
VOID CHECKS DUE TO COMPUTER SOFTWARE ERROR:
H= Handwritten Early Release disbursements anchor adjustments approved by the City Manager. NOTES
CHIEF FINANCIAL OFFICER � CITY MANAr3ER L�
DATE: DATE:
CITY OF EL SEGUNDO
PAYMENTS BY WIRE TRANSFER
03/01/21 THROUGH 03/07/21
Date
Payee
Description
3/1/2021
Cal Pers
11,170.20
EFT Retirement Safety-Fire-PEPRA New 25020
3/1/2021
Cal Pers
23,998.17
EFT Retirement Safety-Police-PEPRA New 25021
3/1/2021
Cal Pers
43,686.70
EFT Retirement Misc - PEPRA New 26013
3/1/2021
Cal Pers
43,160.88
EFT Retirement Misc - Classic 27
3/1/2021
Cal Pers
65,377.95
EFT Retirement Safety Police Classic - 1st Tier 28
3/1/2021
Cal Pers
55,252.22
EFT Retirement Safety Fire- Classic 30168
3/1/2021
Cal Pers
6,443.18
EFT Retirement Sfty Police Classic-2nd Tier 30169
3/4/2021
Manufacturers & Traders
65,245.36
457 payment Vantagepoint
3/4/2021
Manufacturers & Traders
1,130.77
401(a) payment Vantagepoint
3/4/2021
Manufacturers & Traders
550.00
IRA payment Vantagepoint
3/5/2021
ExpertPay
1,670.75
EFT Child support payment
02/22/20-02/28/21
Workers Comp Activity
26,588.59
SCRMA checks issued
02/22/20-02/28/21
Liability Trust - Claims
104,575.62
Claim checks issued
02/22/20-02/28/21
Retiree Health Insurance
0.00
Health Reimbursment checks issued
448.850.39
DATE OF RATIFICATION: 03/04/21
TOTAL PAYMENTS BY WIRE:
Certified as to the accuracy of the wire transfers by:
Treasury & Customer dervices Manager Date
r — ka-A
Date
-3 T[ U-�
Date
Information on actual expenditures is available in the City Treasurer's Office of the City of El Segundo.
448,850.39
PACity Treasurer\Wire Transfers\Wire Transfers 10-01-20 to 6-30-21 3/4/2641 1 /1
CITYOF
ELSEGUNDO City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent Agenda
TITLE:
Extension of License Agreements with El Segundo Youth Sports Organizations
RECOMMENDATION:
Authorize the City Manager to extend the License Agreements with each El Segundo
Youth Sports Organization identified in the Youth Sports Council Athletic Field/Facility Use
and Allocation Policy for three years.
FISCAL IMPACT:
Total annual revenue from the license agreements is estimated to be $24,000 ($72,000
over three years).
BACKGROUND:
The Youth Sports Council was established in 2008 as an advisory body established and
appointed by the Recreation and Parks Commission. The committee is comprised of lead
representatives for various youth sports organizations and works cooperatively with each
other and Community Services staff on field allocation/scheduling; identifying and
resolving any field allocation issues; and discussing maintenance requests and other
policies related to use of City fields for youth sports. All decisions made by the Youth
Sports Council are considered recommendations for the Recreation and Parks
Commission.
The Recreation and Parks Fee Analysis Task Force was created on September 18, 2012
and was tasked with analyzing and recommending fees associated with programs and
services offered through the Recreation and Parks Department, with cost recovery and
sustainability as key priorities. The Task Force recommended that the eight El Segundo
Youth Sports Organizations identified in the Youth Sports Council Athletic Field/Facility
Use and Allocation Policy pay an annual fee for use of the fields based on $10 per resident
player and $30 per non-resident player within each youth sports organization based on
their primary season roster. City Council approved the fees on May 20, 2014.
DISCUSSION:
Initial license agreements with each youth sports organization were for the term of three
years, expiring in FY 2017/2018. The current three-year agreements expire in FY
2020/2021.
City staff recommends that City Council approve amending the license agreements for
additional three-year terms for each Youth Sports Organization. The amendments will
G7
25
Youth Sports License Agreements
March 16, 2021
Page 2 of 4
allow the Youth Sports Council Members to continue using the fields and facilities at the
current rate of $10 for an El Segundo resident player and $30 per non-resident player.
Youth Organizations and Payments
Fiscal 2013/2014 2014/2015
Year
AYSO $15,010 1 $14,480
Babe ` $1,090
$1,270
Ruth 1
ESGS
$2,650
Lacrosse
$1,290
ESLL
$2,530
Hockey
$1,370
Flag
$1,490
Football
USVYL
$1,100
Total $16,100
$26,180
2015/2016
2016/2017
2017/2018
2018/2019
2019/2020
$14,770
$14,000
$12,510
$12,510
$12,510
$1,090
$2,680
$1,340
$1,090
$1320
$1330
$2,720
$2,970
$2910
$3310
$840
$610
$650
$650
$840
$2,760
$2,060
$2,440
$1690
$1540
$1,230
$1,570
$1,660
$1900
$1440
$2,250
$1,270
$1,300
$1280
$1100
$1,120
$660
1 $1,120
$730
1 $900
$26,740
1$24,230
1 $23,740
$22,990
$22,970
Residency Percentages by Group
AYSO
Resident
Non -Resident
Resident %
FY 13/14
778
241
76%
FY 14/15
743
235
76%
FY 15/16
739
246
75%
FY 16/17
701
233
75%
FY 17/18
744
169
81 %
FY 18/19
744
169
81 %
FY 19/20
744
169
81 %
Babe Ruth
Resident
Non -Resident
Resident %
FY 13/14
64
15
81 %
FY 14/15
61
22
73%
FY 15/16
61
16
79%
FY 16/17
56
26
68%
FY 17/18
64
15
81 %
FY 18/19
57
25
70%
FY 19/20
61
22
30%
26
Youth Sports License Agreements
March 16, 2021
Page 3 of 4
ElSegundo
Girls Softball
Resident
Non -Resident
Resident %
FY 14/15
139
42
77%
FY 15/16
145
41
78%
FY 16/17
146
42
78%
FY 17/18
129
56
70%
FY 18/19
117
58
67%
FY 19/20
121
70
63%
Lacrosse
Resident
Non -Resident
Resident %
FY 14/15
78
17
82%
FY 15/16
60
8
88%
FY 16/17
46
5
90%
FY 17/18
52
4
93%
FY 18/19
52
4
93%
FY 19/20
54
10
84%
ElSegundo
Little League
Resident
Non -Resident
Resident %
FY 14/15
187
22
89%
FY 15/16
201
25
89%
FY 16/17
149
19
89%
FY 17/18
187
1 19
91 %
FY 18/19
112
19
85%
FY 19/20
112
14
89%
Hockey
Resident
Non -Resident
Resident %
FY 14/15
44
31
59%
FY 15/16
63
20
76%
FY 16/17
49
36
58%
FY 17118
55
37
60%
FY 18/19
52
46
53%
FY 19/20
63
27
70%
Flag Football
Resident
Non -Resident
Resident %
FY 14/15
86
21
80%
FY 15/16
99
42
70%
FY 16/17
52
25
68%
FY 17/18
52
26
67%
FY 18/19
56
24
1 70%
FY 19/20
47
21
1 69%
27
Youth Sports License Agreements
March 16, 2021
Page 4of4
Youth Volleyball
USYVL)
Resident
Non -Resident Resident %
FY 14/15
59
17 78%
FY 15/16
58
18
76%
FY 16/17
36
30
55%
FY 17/18
L 58
18
76%
FY 18/19
40
11
78%
FY 19/20 48
14
77%
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service and Engagement
Objective A: El Segundo provides unparalleled service to internal and external customers.
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective B: El Segundo approaches its work in a financially strategic -and responsible
way.
PREPARED BY: Arecia Hester, Recreation Superintend nt
REVIEWED BY: Melissa McCollum, Community Service r—jrf�
APPROVED BY: Barbara Voss, Deputy City Manager ?�
CITY by
E L S E GU N D O Supplemental City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent Agenda
TITLE:
Extension of License Agreements with El Segundo Youth Sports Organizations
ORIGINAL RECOMMENDATION:
Authorize the City Manager to extend the License Agreements with each El Segundo
Youth Sports Organization identified in the Youth Sports Council Athletic Field/Facility Use
and Allocation Policy for three years.
Authorize the City Manager to extend the License Agreements with each El Segundo
Youth Sports Organization identified in the Youth Sports Council Athletic Field/Facility Use
and Allocation Policy for one year.
ORIGINAL FISCAL IMPACT:
Total annual revenue from the license agreements is estimated to be $24,000 ($72,000
over three years).
REVISED FISCAL IMPACT:
Total annual revenue from the license agreements is estimated to be $24,000.
DISCUSSION:
City staff recommends that City Council approve amending the license agreements for an
additional one-year term for each Youth Sports Organization. The amendments will allow
Youth Sports Council Members to continue using the fields and facilities at the current rate
of $10 for an El Segundo resident player and $30 per non-resident player.
As rates have not increased since 2014, City staff will evaluate the fees as part of an
upcoming Master Fee Study to determine appropriate rates for subsequent years of the
license agreements. City staff will return to City Council with a recommendation for FY
2022/2023.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service and Engagement
Objective A: El Segundo provides unparalleled service to internal and external customers.
Goal 5: Champion Economic Development and Fiscal Sustainability
Youth Sports License Agreements
March 16, 2021
Page 2 of 2
Objective B: El Segundo approaches its work in a financially strategic and responsible
way.
PREPARED BY: Melissa McCollum, Community Services Director
APPROVED BY: Barbara Voss, Deputy City Manager
CITY OF
E L S E GU N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
TITLE:
Destruction of Records
RECOMMENDATION:
Adopt Resolution authorizing destruction of identified records in accordance with
provisions of Section 34090 of the State of California Government Code.
FISCAL IMPACT:
Included in Adopted FY 2019/20 Budget
Amount Budgeted: $1,200
Additional Appropriation: No
Account Number(s): 001-400-1301-6214 (Professional & Technical)
BACKGROUND:
Various City Departments need to transition older documents for destruction to make
space for new records. By reviewing the older records and inventorying the current ones,
available storage space is used more efficiently.
DISCUSSION:
Documents from the following departments are proposed to be destroyed in accordance
with Government Code Section 34090:
City Clerk
Library
Fire
The responsible departments have reviewed the listed records, verified that the
documents may be destroyed based on the applicable retention schedule adopted by City
Council Resolutions 4291, 4471 and 4487 and the Secretary of State Local Government
Records Management Guidelines. As required by state law, the City Attorney will review
and give final written consent before the destruction of these records.
M
W
Records Destruction
3/16/2021
Page 2 of 2
CITY STRATEGIC PLAN COMPLIANCE:
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective B: El Segundo's technology supports effective, efficient, and proactive
operations.
Activity 3: Implement paperless goals.
PREPARED BY: Mona F. Shilling, Deputy City Clerk II
REVIEWED BY: Tracy Weaver, Elected City Clerk[--
APPROVED BY: Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
Resolution with Exhibit A list of records to be destroyed.
WE
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE DESTRUCTION OF
PUBLIC RECORDS IN ACCORDANCE WITH THE CALIFORNIA
GOVERNMENT CODE.
The Council of the City of El Segundo does resolve as follows:
SECTION 1: The City Council finds as follows:
A. Certain documents from the
departments are proposed to
Government Code § 34090;
City Clerk, Library and Fire
be destroyed in accord with
B. The City Attorney gave written consent to the destruction of these
records pursuant to Government Code § 34090;
C. Based upon the documents presented for destruction, it does not
appear to the City Council that these records need be retained and
that such records are occupying valuable storage space.
SECTION 2: Approval and Authorization. Pursuant to Government Code §
34090, the City Council approves the destruction of the records referred to in
attached Exhibit 'A," which is incorporated by reference, and authorizes the City
Clerk to dispose of the records in any lawful manner.
SECTION 3: Upon destroying these documents, the City Clerk is directed to
complete a certificate verifying the destruction of these records and file the
certificate with the City's official records.
SECTION 4: The City Clerk is directed to certify the adoption of this Resolution;
record this Resolution in the book of the City's original resolutions; and make a
minute of the adoption of the Resolution in the City Council's records and the
minutes of this meeting.
SECTION 5: This Resolution will become effective immediately upon adoption
and will remain effective unless repealed or superseded by a subsequent
resolution.
[SIGNATURES ON NEXT PAGE]
1
31
RESOLUTION NO.
PASSED AND ADOPTED this 16th day of March 2021.
ATTEST:
Tracy Weaver
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley,
City Attorney
Drew Boyles
Mayor
2
32
EXHIBIT A
33
CITY OF EL SEGUNDO
RECORDS DESTRUCTION FORM
The records listed below are scheduled to be destroyed:
RecordsDescription
D
..
Bid Submittals — 2010
2010
2010
1
CL+2
City Clerk
(Unsuccessful)
Bids &
Proposals
P . C-25/C-30
City Clerk
Bid Submittals — 2010
2010
2010
2
CL+2
(Unsuccessful)
Bids &
Proposals
P . C-25/C-30
City Clerk
_
Completed/Expired 2008
2010
3
T+5
Agreements
Contracts &
Agreements
P . C-30
Public Records Request — 2019
2019
4
CU+2
City Clerk
2019 Completed/Closed
Public Records
Request
�
P . C-23
f _
APPROVED FOR DESTRUCTION:
(Aidu M�
Depa ent Head
APPROVED FOR DESTRUCTION:
City Attorney
c3� la� 2�Z
Date
Date
NARecords Retention & Destruction\2021\Records Destruction Form - City Clerk - 2021-03-16.doc
34
I TRACY WEAVER, CITY CLERK, HEREBY CERTIFY that the
items listed above are approved for destruction on
in accordance with City policies and
procedures:
Tracy Weaver, City Clerk
Date
*NOTE:: The Records Description must be from the Secretary of State Local
Government Records Management Guidelines February 2006. It must include the
Index (document type), Category and page number (Refer to pages C5-Cl5)
NARecords Retention & Destruction\2021\Records Destruction Form - City Clerk - 2021-03-16.doc
35
DOCUMENTS FOR DESTRUCTION
2021
BOX 1
Bid Packets/Submittals
PW 10-10
NONE RECEIVED
RFP 10-09
Assistance in solicitation and selection of contractor for new residential
trash hauling
services
Bid 10-08
Police Station Surveillance Equipment
RFP 10-0 7
Landscape Maintenance Services
RFP 10-08
All Wheel Steer Wheel Loader
RFP 10-05
Pump Stations 5 and 13 Upgrades
RSI 10-02
Residential Sound Insulation Program Group 40
RSI 10-01
Residential Sound Insulation Program Group 39
PW 10-09
Beach Bathroom and Lifeguard Station
DOCUMENTS FOR DESTRUCTION
2021
BOX 2
Bid Packets/Submittals
PW 10-02
Rec Park Phase III Lighting
PW 10-03
Pavement Rehab Grand Ave (Sepulveda to Duley Rd)
PW 10-04
Lairport St Repab (Mariposa to Maple)
PW 10-07
Rec Park Phase III Lighting Project
PW 10-08
I -Net Connection Outlying City Facilities
WT
DOCUMENTS FOR DESTRUCTION
2021
BOX 3
Contract # Completion Name
Description
4006
4/7/10
Hardy & Harper
Rehab Main Street
4041
2010
Lucky's Two Way Radios
Site Rental
4040
2010
Mobile Relay Associates
Site Rental
4028
7/21/10
Silva Construction
Mariposal Ave Rehab
3554
2010
Rincon Consultants
Local Costal Program
3611
2010
Trugreen Landcare
Landscaping Services
3727
12/9/08
S&L
RSI Group 21
4067
11/16/10
Mathew and Stewart Co.
Sewer Rehab PW 09-09
4053
2010
RCA
Site Rental
4027
515110
General Lighting & Elect
Lighting Poles PW 09-14
4026
7/21/10
Pacific Hydrotech
Seismic Strengthening
Reservoir
4019
2010
MuniServices
Bus. License Services
4013
2010
Willdan
PBS Consultants
4010
5110110
Martin & Chapman
Mail Ballot Election
3983
2/16/10
Pavement Coating
Slurry Seal
3978
6/2/10
Big West
RS1 Group 37
3970
3/8/10
Pavement Solutions
Playground Rehab
3965
2010
Compressed Air Specialties
Compressed Air
3963
1/20/10
Belaire West Landscape
Irrigation Replacement
PW 09-06
3962
1/20/10
Vido Samarzich
Water Main Replacement
3948
2/22/10
Prof Bldg Contractors
RSI Group 32
3942
2/22/10
Prof Bldg Contractors
RSI Group 34
3941
2/3/10
Prof Bldg Contractors
RSI Group 31
3933
2010
Bartel Associates
OPEB Actuarial
3867
2010
Cassidy & Associates
Lobbyist
3859
2010
Amtech Elevator Services
Elevator Service
3855
2010
So Bay Children's Health Ctr South Bay Youth Project
3949
2/22/10
Prof Bldg Contractors
RSI Group 33
37
DOCUMENTS FOR DESTRUCTION
DATE:2021
BOX #4
Public Records Request — 2019 Completed/Closed
CITY OF EL SEGUNDO
RECORDS DESTRUCTION FORM
The records listed below are scheduled to be destroyed:
Start
End
I Box # Retention Period Dept
Records Description
Date
Date
Activity Report (Payroll)
2014
2017
1 Duplicate record- Community
on inai in Eden/Payroll Services -Library
Invoices:
2015
2018
1
"
Baker & Taylor
Duplicate record -
original in Finance
Audio Editions
2015
2018
2
"
Blackstone
2002
2018
2
"
Business Intelligence 8101)
2017
2018
2
"
Brodart
2002
2016
2
"
Brilliance Publishing
2018
2018
2
"
Brighton, Debra Travel/Conf Reports)
2009
2018
2
1.
Invoices: Califa
2010
2016
2
"
APPROVED FOR DESTRUCTION:
1"I"g, U /�'-
Department Head
APPROVED FOR DESTRUCTION:
City Attorney
9 �2z>2. i
Date
TRACY WEAVER, CITY CLERK, HEREBY
items listed above are approved for
in accordance with
procedures:
Tracy Weaver, City Clerk
Date
CERTIFY that the
destruction on
City policies and
Date
*NOTE:: The Records Description must be from the Secretary of State Local
Government Records Management Guidelines February 2006. It must include the
Index (document type), Category and page number (Refer to pages C5-Cl5)
Page 1 of 3
wt
CITY OF EL SEGUNDO
RECORDS DESTRUCTION FORM
The records listed below are scheduled to be destroyed:
Records Description
Invoices:
Canon
Date
2000
Date
2014
Box
Retention Period Dept
2 Duplicate -original in Community
Finance Services -Libra
DELL
2002
2010
2
"
"
EBSCO _
2015
2018
2
it
Expenditure Status Report
2014
2018
2
Duplicate -original in
Eden/Finance
Friends of the Library (Invoice
requests)
2016
2018
3
Duplicate -original in
Finance
Invoices:
GaletCen a e
2010
2018
3
"
Information Today
2015
2017
3
Kyocera
2013
2014
2018
2018
3
3
Duplicate -original in
Payroll
it
Leave Requests (Employee)
Invoices:
Library Tech
2015
2017
3
_
"
Library & Assoc.
2005
2018
3
Liberty City
2016
2018
3
"
Material Collection Report
2015
2018
4
CLI+2
Meeting Room Applications
2015
2018
4
CL+2
"
Invoices:
OCLC
2012
2018
5
Duplicate -original in
Finance
Office Depot
2017
2018
5
Penguin Random House
2015
2018
5
"
Penworthy
2016
2018
5
"
Pitney Bowes
2004
2016
5
"
"
Page 2 of 3
E
CITY OF EL SEGUNDO
RECORDS DESTRUCTION FORM
The records listed below are scheduled to be destroyed:
Start
End
:.
Records Description
Date
Date
RetentionR-•
Period
Precision Reef
2014
2018
5
Duplicate -original in Community Services-
_ _
Finance Library
Purchase Orders
2013
2016
5
Duplicate -original in
"
Purchasing,
_
Professional Bldg.
2013
2013
5
Duplicate -original in
"
Maintenance Agreement
Clerks' office or
--I
Laser fiche.
Invoices:
2002
2017
5
I
Duplicate -original in
'
PROQUEST
Finance
QBI
2010
2015
1 5
"
Recorded Books
2019
2018
"
SoCal Library Cooperative
2009
2015
5
UPS
2003
2009
5
{ US Bank
2016
2018
5
"
Statements/Trans-
action Log)
Invoices:
2002
2011
5
"
Vanguard System
Vertex Comm.
2008 1
2010
5
"
i
Page 3 of 3
41
R
CITY OF EL SEGUNDO
RECORDS DESTRUCTION FORM
The records listed below are scheduled to be destroyed:
Records Description
Start Date
End Date
Box # Retention
Dept
Period
Fire Safety — Administration — Permits — Uniform Fire
1/78
12/15
1 CL = 2
Fire
Code — C-32
1/84
12/17
2 CU = 2
Fire
General Subject, Correspondence — Originating
Department C-19
Fire Safety, Administration — Inspection Fire Prevention
1/87
12/04
3
CL + 3
Fire
— C-32
Fire Safety, Administration — Inspection Fire Prevention
1/05
12/06
4
CL + 3
Fire
— C-32
Fire Safety, Administration — Inspection Fire Prevention
1/06
12/07
5
CL + 3
Fire
— C-32
1/08
12/08
6
CL + 3
Fire
Fire Safety, Administration — Inspection Fire Prevention
— C-32
1/09
12/10
7
CL + 3
Fire
Fire Safety, Administration — Inspection Fire Prevention ,
— C-32
1/11
12/15
8
CL + 3
Fire
Fire Safety, Administration — Inspection Fire Prevention
— C-32
Fire Safety, Administration — Inspection Fire Prevention
1/16
12/17
9
CL + 3
Fire
— C-32
APPROV D OR D T UCTION:
31OLe,�l
phrtment ead Dat
C:\Users\cdonovan\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\9F5GS9JC\2021 Records Destruction Form Fire Prevention - 3-6-21.docx
w
APPROVED FOR DESTRUCTION:
City Attorney Date
I TRACY WEAVER, CITY CLERK, HEREBY CERTIFY that the items listed above are approved for destruction
on
in accordance with City policies and procedures:
Tracy Weaver, City Clerk
Date
*NOTE:: The Records Description must be from the Secretary of State Local Government Records Management
Guidelines February 2006. It must include the Index (document type), Category and page number (Refer to pages C5-
C15)
C:\Users\cdonovan\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\9F5GS9JC\2021 Records Destruction Form Fire Prevention - 3-6-21.docx
CITY OF
E L S E GU N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
TITLE:
Policy for Professional Services Agreements for Developer -reimbursed Services
RECOMMENDATION:
Authorize the City Manager to execute Professional Services Agreements in an
amount not to exceed $250,000 for developer -reimbursed services provided to the
City's Development Services Department;
2. Broaden the policy to include not only environmental services consultants, but any
consultant that works at the direction of the Development Services Department,
provided the consultant is paid on a developer -reimbursed basis and no City funds
are paid to the consultant; and,
3. Rescind previous Council action requiring environmental review services be provided
by a vendor from the Council's pre -approved list of consultants.
FISCAL IMPACT:
None.
BACKGROUND:
The Development Services Department often hires consultants to provide services to the
City related to certain entitlement projects. Although the City retains the consultant to
provide services, the consultant is actually paid by the project applicant or developer.
Such "developer -reimbursed" services include, but are not limited to, preparation of
environmental documents for a discretionary project. Developers and applicants are
required to deposit funds with the City to cover consultant costs, and the City then pays
the consultants from such funds. Hence, no City funds are used to pay such consultants.
In September 2007, City Council authorized the City Manager to sign agreements with
developer -reimbursed environmental review services in amounts not to exceed $75,000.
City Council also approved a specific list of qualified consultants to provide such
environmental review services. Subsequently, on July 15, 2008, City Council increased
the City Manager's authority to sign developer -reimbursed environmental review services
to $125,000.
In January 2011, City Council again increased the City Manager's authority to $200,000
for developer -reimbursed environmental review services. At the same time, City Council
approved an updated list of qualified consultants to provide such services.
W
Policy for Agreements for Developer -reimbursed Services
March 16, 2021
Page 2 of 3
DISCUSSION:
The City's Municipal Code provides a framework for the purchase of services with the use
of City funds (ESMC § 1-7-1). Generally, the City Manager has signature authority to sign
professional services agreements for up to $50,000 per fiscal year. Any agreements
greater than $50,000 typically require City Council approval (ESMC § 1-7A-5).
Developer -reimbursed environmental review services, however, have been exempt from
the general rule since 2007. This exemption was created for two reasons: first, because
such services are not paid for using City funds. Instead, consultants providing services to
the City on developer -reimbursed projects are paid by City staff using the developer's or
applicant's funds. Second, allowing the City Manager greater flexibility when it comes to
developer -reimbursed agreements also ensures that the City expedites processing of
projects, since the City Manager can approve of such contracts up to $200,000 without
seeking Council approval.
With this action, staff are requesting that City Council approve the following three changes
to City Council's existing policy:
1. Increase the City Manager's signature authority from $200,000 to $250,000 per
consultant and per project.
2. Broaden the policy to include not only environmental services consultants, but any
consultant that works at the direction of the Development Services Department,
provided the consultant is paid on a developer -reimbursed basis and no City funds
are paid to the consultant.
3. Rescind the requirement that the Development Services Department use a pre -
approved consultant.
Staff is requesting City Council to rescind the requirement that consultants be selected
from a pre -approved list because there is considerable movement in the industry, with
firms merging and changing names. Consequently, the pre -approved list would need to
be updated on a regular basis, and each update would require City Council approval.
Instead, the Development Services Department proposes to follow best practices when
selecting a consultant by obtaining at least three bids from qualified consultants for each
project, and awarding the contract to the most qualified consultant. This ensures that
developers or applicants are paying current market rates for services and provides staff
more options and flexibility when seeking and selecting a qualified consultant.
If approved by City Council, this policy would take effect immediately and would constitute
an exemption to the Municipal Code's general rules relating to signature authority stated
above.
45
Policy for Agreements for Developer -reimbursed Services
March 16, 2021
Page 3 of 3
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective 5b: El Segundo approaches its work in a financially disciplined and responsible
way.
PREPARED BY: Eduardo Schonborn, Principal Plann
REVIEWED BY: Sam Lee, Development Services Director
APPROVED BY: Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
January 18, 2011 Staff Report
EL SEGUNDO CITY COUNCIL MEETING DATE: January 18, 2011
AGENDA STATEMENT AGENDA HEADING: Consent Agenda
AGENDA DESCRIPTION:
Consideration and possible action regarding 1) approval of an updated list of pre -approved
consultants that provide environmental review services pursuant to California Environmental
Quality Act guidelines (CEQA) and National Environmental Policy Act (NEPA) regulations to
assist the City in the processing of entitlement projects; and 2) to authorize the City Manager to
execute Professional Services Agreements in an amount not to exceed $200,000 (increased from
$125,000 currently), in a form approved by the City Attorney, for developer reimbursed
environmental review services pursuant to CEQA and NEPA regulations from the pre -approved
list of consultants (Fiscal Impact: None)
RECOMMENDED COUNCIL ACTION:
1. Approve the attached list of consultants to provide environmental review and traffic
consultant services;
2. Authorize the City Manager to sign Professional Service Agreements for developer
reimbursed environmental review services approved as to form by the City Attorney in an
amount not to exceed $200,000; and/or,
3. Alternatively, discuss and take other possible action related to this item.
ATTACHED SUPPORTING DOCUMENTS:
1. List of qualified environmental planning consultants and traffic consultants
FISCAL IMPACT: N/A
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Kimberly Christensen, AICP, Planning Manager
REVIEWED BY: Greg Carpenter, Director of Pllanning and Building Safety
APPROVED BY: Jack Wayt, City
BACKGROUND AND DISCUSSION:
The Planning Division provides administration and review of all entitlement projects concerning
environmental review pursuant to CEQA and NEPA regulations. Due to the size, scope, and
complexity of projects and the specialized technical areas of expertise needed to prepare CEQA
and NEPA documents, the City utilizes environmental consultants, traffic consultants and
various other technical sub -consultants to prepare the necessary documents as prescribed by
State and Federal regulations respectively.
47
The cost of these environmental documents and associated consultant services are paid for by
developers using reimbursement agreements. No direct cost is borne by the City. In fact, since
the City went to a cost recovery approach to its Planning fees, deposit based fees are charged to
cover the costs of planning staff to provide project and contract administration, review of the
consultant's work, the preparation of staff reports, and all other project related tasks separate
from the cost the developer incurs for environmental review services by an outside consulting
firm.
On September 4, 2007, the City Council approved the use of a pre -approved list of consultants to
provide environmental review services and authorization for the City Manager to approve
Professional Services for developer reimbursed environmental review services in the amount of
$75,000 or less. On July 15, 2008, the City Council approved an increase in the amount that the
City Manager is authorized to approve Professional Service Agreements for developer
reimbursed environmental review services. The amount increased to $125,000 to cover the cost
of a larger range of projects including most Mitigated Negative Declarations and some less
complicated focused EIR's.
The Planning Division has updated the list of firms by adding two firms and deleting two firms
from the list Council last approved. Planning staff removed Chris Joseph & Associates and P &
D Consultants. Chris Joseph & Associates is no longer in business and staff does not
recommend using the services of P & D Consultants. Planning staff has added five firms to the
list, namely EcoTierra, CAJA Environmental Services, LLC, Kimley-Horn and Associates,
Willdan, and Sapphos Environmental, Inc.
EcoTierra is a new firm comprised of a few of the staff members from Chris Joseph &
Associates, including one of the former Principals of the firm, who provided consultant services
to the City for numerous projects including Plaza El Segundo and the Air Force Base. CAJA
Environmental Services, LLC is a new firm comprised of some of the former staff members and
the other former Principal Chris Joseph from Chris Joseph & Associates who have not directly
performed work in the City in the past. Kimley-Horn and Associates regularly provides service
to the City by preparing traffic studies, traffic impact analysis, parking demand studies and
providing peer review of traffic analysis both directly and as a sub -consultant to environmental
consultants on the City's pre -approved list. Kimley-Horn and Associates has provided traffic
consultant services for the City for the Circulation Element and Plaza El Segundo and is
currently working on the Aquatics Study. Willdan has provided planning consultant services and
engineering services to the City. Sapphos Environmental, Inc. is a new firm for the City that
requested an opportunity to conduct environmental review services for the City. The Planning
Division requests that the City Council approve the attached updated list of consulting firms.
Additionally, in an effort to continue to streamline the development process for major projects
where projects are developer funded with no expenditure of City funds involved, City staff is
requesting that the amount the City Manager is authorized to approve is increased from $125,000
to $200,000 for professional services agreements for environmental review services and
associated traffic services. This will facilitate most projects except for the most complicated
projects requiring EIR's. Typically this will eliminate approximately 4 to 6 weeks in additional
start up time for projects. All City funded projects would still require approval from the City
Council.
J 8
Recommendation
The Planning and Building Safety Department requests that the Council. 1) approve an updated
pre -approved list of consultants that provide environmental review services pursuant to
California Environmental Quality Act guidelines (CEQA) and National Environmental Policy
Act (NEPA) regulations to assist the City in the processing of entitlement projects; and 2)
authorize the City Manager to execute Professional Services Agreements in an amount not to
exceed $200,000, in a form approved by the City Attorney, for developer reimbursed
environmental review services pursuant to CEQA and NEPA regulations with consultants from
the list of firms pre -approved by Council.
PAPlanning & Building Safety0anning-OldWonsultant Ping Services\Environmental Consultants\Environmental Consultant Services.CC
Report. 1.1 S.I 1.doc
Env! ronmental/Planning Consultants
Contact information List
Updated Date: 114111
1. Craig Fainor, Principal
EcoTierra Consultiin
3520 Overland Avenue, Suits A10
Los Angeles, CA 90034
Direct: (213) 235-4771
Main: (213) 235-4771
craia. @ ecatierraconsultina.oQrn
2. Terri Vitar, Regional Vice -President
Ruta Thomas, Senior Group Manager, CEOA,1NEPA
EIP Associates (A Division of PBS
12301 Wilshire Boulevard, Suite 430
Los Angeles, CA 90025
Phone: (310) 268-8132
Fax: (310) 268-8175 �L
RKThomas§Absi.com 70-,- FF, kC' '
Z. Genn LaJoie, AICP, vice President, Planning/Environmental
Collette Morse, AICP, Senior Associate
RBF Consuttinct
14725 Alton Parkway
Irvine, CA 92618-2027
Phone: (949) 472.35051(949) 855.3553
Fax: (949) 837-4122 1 G hj LGIA'c57r G �
cmorsaQrbf.cor!
4. Steve Svete, AICP, President
Rincon Consultants. Inc..
172 North Ashwood Avenue
Ventura, CA 93003
Phone: (805) 644-4455
Fax: (805) 644-4240
svete @ rinconconsultants.com
5. Tony Locacciato, AICP, Managing Principal
Impact Sciences
803 Camarillo Springs Road, Suite A
Camarillo, CA 93012
Phone: (805) 437-1900
Fax: (805) 437-1901
tiocacclatogim actScience .corn
6. John Bridges, FAICP, Principal
AECOM
1420 Kettner Boulevard, Suite 500
San Diego, CA 92101
Phone: (619) 233-1454 Ext. 764-6898
Fax: (619) 233--0952
iohn.bridoes aeco_m.com
7 Jay Ziff, Principal, Director of Environ. Planning
PCR Services Corporation Raw 0xv,)9 -
233 Wilshire Boulevard, Suite 130
Santa Monica, CA 9040i p-'T1
Phone: (310) 451-4488
Fax: (310) 451-5279
8. Laura Stetson, AICP, slice President
Hog le -Ireland
201 South Lake Avenue, Suite 308
Pasadena, CA 91101
Phone: (626) 356-4460 Ext. 23
Fax: (626) 356-4464
9. Al Warot, Vice President
6Y'1„�-ldan
13191 Crossroads Parkway North, Suite 405
Industry, CA 91746-3497
Phone: (562) 908-6209
Fax: (562) 695-2120
Awarot@willdan.com
10. Marie C. Campbell, Principal
Sapphos EnvironmenIgI. Inc.
430 North Halstead Street
Pasadena, CA 91107
Phone: (626) 683-3547
Fax: (626) 683-3548
MCarmobell@sao hosenvironmental.com
11. Chris Joseph, Principal
CAJA Environmental Services LLC
11990 San Vicente Boulevard, Suite 200
Los Angeles, CA 90049
Phone: (310) 469-6700
Fax: (310) 806-9801
Alternate Office:
Anne Doehne
Impact Sciences
234 East Colorado Boulevard, Suite 205
Pasadena, CA 91101
Phone: (626) 564-1500
Fax: (626) 564-1501
Traffic Consultant
Serine Ciancdella, Senior Vice President
Kimley-Horn and Associates, Inc.
2100 W. Orangewood Avenue, Suits 140
Orange, CA 92868
Phone: (714) 939-1030
Fax: (714) 938-9488
6 _0(
WE
CITY OF
E L S E GU N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
TITLE:
Grant from the State Homeland Security Grant Program
RECOMMENDATION:
1. Authorize the acceptance of $541,900 in grant funds from the 2019 State Homeland
Security Grant Program and allow for amendments as outlined in Section V,
subsection 503. Amendments of the Subrecipient Agreement with the County of Los
Angeles;
2. Authorize the City Manager or designee to sign an agreement with the County of Los
Angeles who will serve as the grant administrator for the grant;
3. Authorize the City Manager to sign the Amendments to the Professional Services
Agreements with Michael T. Little dba Counter Risk, Inc., and Buffalo Computer
Graphics; and
4. Approve additional appropriation to expense account 124-400-3202-3769.
FISCAL IMPACT:
The City of El Segundo has been allocated $541,900 in the 2019 State Homeland Security
Grant Program (SHSGP) funding, which is passed to the local area through Los Angeles
County via a subrecipient agreement. While the grant does not provide up -front funding,
municipalities submit reimbursement requests to the grant administrator (e.g., Los
Angeles County) after expenditures are made and processed for payment. Approved
requests are then reimbursed by the County of Los Angeles. If funds are not used from
2019 they will not be reallocated for use, thus, it's important to expend our full allocation
and approve additional appropriation to expense account 124-400-3202-3769 in support
of these projects.
Amount Budgeted: $0
Additional Appropriation: Yes
Account Number(s): 124-300-3202-3769 (2019 HSGP Grant Revenue)
124-400-3202-3769 (2019 HSGP Grant Expense)
BACKGROUND:
The State Homeland Security Grant Program (SHSGP) allocates funding to address the
unique equipment, training, organizational and exercise needs of the subrecipient. A
portion of this funding, which is passed to the local area through Los Angeles County via
a subrecipient agreement has allocated funding to cover expenses associated with the
2019 projects. The City of El Segundo has been identified to be the fiduciary agent for
the continued funding of a crisis management operating platform for numerous cities
within the Los Angeles operational area as well as the Los Angeles Area Fire Chiefs
IV
51
Homeland Security Grant Program Grant
March 16, 2021
Page 2 of 2
Regional Training Group Intelligence Chief. Additional funding has been allocated for
training and response readiness equipment through this allocation.
DISCUSSION:
Staff recommends the acceptance of this grant and requests City Council authorize and
approve additional appropriation to support the projects associated with this funding and
further supports, develops the training and response readiness of Los Angeles area fire
agencies for incidents of national significance.
In accordance with the City Council Policy regarding grant submissions:
1. The grant award is made by the U.S. Department of Homeland Security, through
the Office of Grants and Training. The grant is administered by the County of
Los Angeles.
2. The total amount being requested is: $541,900
3. Matching Funds Cost -Share: N/A
4. Source of Matching Funds Cost Share: N/A
5. The grant does not provide up -front funding. Municipalities submit reimbursement
requests to the grant administrator after expenditures are made and processed for
payment. Approved requests are reimbursed by the County of Los Angeles.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 2: Support Community Safety & Preparedness
Objective A: The City of El Segundo is a safe and prepared community.
PREPARED BY: Carol Lynn Urner, MPA
REVIEWED BY: Chris Donovan, Fire Chief
APPROVED BY: Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
1. Subrecipient Agreement with County of Los Angeles
2. Amendment to Agreement with Counter Risk
3. Amendment to Agreement with Buffalo Computer Graphics
52
State Homeland Security Program
Subrecipient Agreement
Grant Year 2019
Between the
County of Los Angeles
and the
City of El Segundo
53
SUBRECIPIENT AGREEMENT
BETWEEN THE
COUNTY OF LOS ANGELES
AND THE
CITY OF EL SEGUNDO
THIS AGREEMENT ("Agreement") is made and entered into by and between the
County of Los Angeles, a political subdivision of the State of California (the "County of
Los Angeles"), and the City of El Segundo, a public agency (the "Subrecipient").
WITNESSETH
WHEREAS, the U.S. Department of Homeland Security Title 2 Code of Federal
Regulations (CFR) through the Office of Grants and Training (G&T), has provided
financial assistance for the State Homeland Security Program (SHSP), Assistance
Listings Number (formerly Catalog of Federal Domestic Assistance Number) 97.067 —
Homeland Security Grant Program directly to the California Governor's Office of
Emergency Services (Cal OES) for the 2019 SHSP, FAIN #EMW-2019-SS-00035,
Federal Award dated September 26, 2019 with a performance period of September 1,
2019 to May 31, 2022. This Federal Award is not a R&D award; and
WHEREAS, the Cal OES provides said funds to the County of Los Angeles
(DUNS #052238763) as its Subgrantee, and the Chief Executive Office (CEO) is
responsible for managing and overseeing the SHSP funds that are distributed to other
specified jurisdictions within Los Angeles County; and
WHEREAS, this financial assistance is being provided to the Subrecipient in
order to address the unique equipment, training, organization, exercise and planning
needs of the Subrecipient, and to assist the Subrecipient in building effective prevention
and protection capabilities to prevent, respond to, and recover from threats or acts of
terrorism; and
WHEREAS, the County of Los Angeles as Subgrantee has obtained approval of
the 2019 SHSP grant from Cal OES in the total amount of $10,655,569.00; and
WHEREAS, the CEO now wishes to distribute 2019 SHSP grant funds to the
Subrecipient in the amount of $541,900.00, as further detailed in this Agreement; and
WHEREAS, the CEO is authorized to enter into subrecipient agreements with
cities providing for re -allocation and use of these funds; and to execute all future
amendments, modifications, extensions, and augmentations relative to the subrecipient
agreements, as necessary; and
WHEREAS, the County of Los Angeles and Subrecipient are desirous of
executing this Agreement, and the County of Los Angeles Board of Supervisors on April
7, 2020 authorized the CEO to prepare and execute this Agreement.
Page 1
54
NOW, THEREFORE, the County of Los Angeles and Subrecipient agree as follows:
SECTION I
INTRODUCTION
§101. Parties to this Agreement
The parties to this Agreement are:
A. County of Los Angeles, a political subdivision of the State of California, having its
principal office at Kenneth Hahn Hall of Administration, 500 West Temple Street,
Los Angeles, CA 90012; and
City' of El Segundo
B. City of , a public agency, having its principal office at
350 Main Street, El Segundo, CA 90245
§102. Representatives of the Parties and Service of Notices
A. The representatives of the respective parties who are authorized to administer
this Agreement and to whom formal notices, demands and communications must
be given are as follows:
The representative of the County of Los Angeles is, unless otherwise
stated in this Agreement:
Craig Hirakawa, HSGP Grants Director
Chief Executive Office, LAC
500 West Temple Street, Room B-79-2
Los Angeles, CA 90012
Phone: (213) 974-1127
Fax: (213) 687-3765
chirakawa@ceo.lacounty.gov
Giles Quan
Chief Executive Office, LAC
500 West Temple Street, Room B-79-2
Los Angeles, CA 90012
Phone: (213) 974-2319
Fax: (213) 687-3765
gquan@ceo.lacounty.gov
Page 2
611%i
2. The representative of Subrecipient is:
Name and Title:
Organizational DUNS
Number
Address:
City/State/Zip:
Phone:
FAX:
Email:
With a copy to. -
Name and Title:
Address:
Scott Mitnick, City Manager
077-264679
350 Main Street
El Segundo, CA 9U245
310-524-2301
smitnick0elsegundo.org
Carol Lynn Urner
Senior Management Analyst
314 Main Street
City/State/Zip: I El Segundo, CA 90245
Phone:
T"
Email:
310-524-2235
310-414-0929
curner@elsegundo.org
B. Formal notices, demands and communications to be given hereunder by either
party must be made in writing and may be effected by personal delivery, regular
U.S. Postal mail service and/or e-mail. In the event of personal delivery or email,
the message will be deemed communicated upon receipt by the County of Los
Angeles. In the event of mail service, the message will be deemed
communicated as of the date of mailing.
C. If the name and/or title of the person designated to receive the notices, demands
or communications or the address of such person is changed, written notice must
be given, in accord with this section, within five (5) business days of said change.
Page 3
56
§103. Independent Party
Subrecipient is acting hereunder as an independent party, and not as an agent or
employee of the County of Los Angeles. An employee of Subrecipient is not, and
will not be deemed, an employee of the County of Los Angeles by virtue of this
Agreement, and Subrecipient must so inform each employee organization and
each employee who is hired or retained under this Agreement. Subrecipient
must not represent or otherwise hold out itself or any of its directors, officers,
partners, employees, or agents to be an agent or employee of the County of Los
Angeles by virtue of this Agreement.
§104. Conditions Precedent to Execution of This Agreement
Subrecipient must provide the following signed documents to the County of
Los Angeles, unless otherwise exempted:
A. Certification and Disclosure Regarding Lobbying, attached hereto as Exhibit A
and made a part hereof, in accordance with §411.A.14 of this Agreement.
Subrecipient must also file a Disclosure Form at the end of each calendar quarter
in which there occurs any event requiring disclosure or which materially affects
the accuracy of the information contained in any Disclosure Form previously filed
by Subrecipient.
B. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion Lower Tier Covered Transactions, attached hereto as Exhibit B and
made a part hereof, as required by Executive Order 12549 in accordance with
§411.A.12 of this Agreement.
C. Certification Regarding Drug -Free Workplace, attached hereto as Exhibit C and
made a part hereof, in accordance with §411.A.13 of this Agreement.
D. Certification of Grant Assurances, attached hereto as Exhibit D and made a part
hereof, in accordance with §411.0 of this Agreement.
SECTION II
TERM AND SERVICES TO BE PROVIDED
§201. Performance Period
The performance period of this Agreement is from September 1, 2019 to
February 28, 2022, unless the County of Los Angeles, with Cal OES approval,
provides written notification to the Subrecipient that the performance period has
been extended, in which case the performance period will be so extended by
such written notification, as provided in §502, below.
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§202. Use of Grant Funds
A. Subrecipient and the County of Los Angeles have previously completed a
mutually approved budget/expenditure plan, hereinafter "Budget," for the 2019
SHSP, which has been approved by Cal OES. This information is contained in a
copy of the Final Grant Award Letter and Project Worksheet, attached hereto as
Exhibit E.
Any request by Subrecipient to modify the Budget must be made in writing with
the appropriate justification and submitted to CEO for approval. If during the
County of Los Angeles review process, additional information or documentation
is required, the Subrecipient will have ten (10) business days to comply with the
request. If the Subrecipient does not comply with the request, CEO will issue
written notification indicating that the requested modification will not be
processed. Modifications must be approved in writing by the County of Los
Angeles and Cal OES during the term of this Agreement. Upon approval, all
other terms of this Agreement will remain in effect.
Subrecipient must utilize grant funds in accordance with all Federal regulations
and State Guidelines.
B. Subrecipient agrees that grant funds awarded will be used to supplement existing
funds for program activities, and will not supplant (replace) non -Federal funds.
C. Subrecipient must review the Federal Debarment Listing at
https://www.sam.gov/SAM/i)ages/public/searchRecords/search.isf prior to the
purchase of equipment or services to ensure the intended vendor is not listed
and also maintain documentation that the list was verified.
D. Prior to the purchase of equipment or services utilizing a sole source contract or
the receipt of single bid response of $250,000.00 or more, justification must be
presented to CEO, who upon review will request approval from Cal OES. Such
approval in writing must be obtained prior to the commitment of funds.
E. Subrecipient must provide any certifications or reports requested by the County
of Los Angeles to the CEO indicating Subrecipient's performance under this
Agreement, including progress on meeting program goals. Reports must be in
the form requested by the County of Los Angeles, and must be provided by the
fifteenth (15t") of the following month. Subrecipient is required to complete any
survey requests requested by the County of Los Angeles. Subrecipient must
also submit completed Project Claims for reimbursement immediately or a
minimum on a quarterly basis, and no later than the date stated in §201, above.
F. Subrecipient must provide an electronic copy of their Annual Single Audit Report,
as required by 2 CFR Part 200, to CEO no later than March 31st (fiscal year
ending June 30) or June 30t" (fiscal year ending September 30) of the year
following the reporting period.
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G. Subrecipient may be monitored by the County of Los Angeles on an annual basis
to ensure compliance with Cal OES grant program requirements. The County of
Los Angeles anticipates that said monitoring may include, at a minimum, one on -
site visit during the term of this Agreement. Monitoring will utilize a Review
Instrument (sample attached hereto as Exhibit H, and subject to periodic
revisions) to evaluate compliance.
H. Subrecipient must provide Corrective Action Plan(s) to CEO within thirty (30)
days of any audit finding.
Subrecipient use of the Los Angeles Regional Interoperable Communication
System's Motorola Solutions, Incorporated Land Mobile Radio System Contract
to purchase equipment is unallowable unless the Subrecipient can clearly
demonstrate to CEO it meets one of the four federal exceptions to necessitate a
noncompetitive procurement before issuance of any contract, amendment, or
purchase order.
J. Subrecipient shall not use grant funds to purchase, extend, or renew any
Telecommunications and Video Surveillance services and equipment as
substantial or essential component of any system, or as critical technology as
part of any system which the Secretary of Defense, in consultation with Director
of National Intelligence or the Director of the Federal Bureau of Investigation,
reasonably believes to be an owned, controlled by, or connected to the People's
Republic of China such as and not limited to Huawei Technologies Company or
ZTE Corporation (or any subsidiary or affiliate of such entities); or Hytera
Communications Corporation, Hangzhou Hikvision Digital Technology Company,
or Dahua Technology Company (or any subsidiary or affiliate of such entities).
K. Any equipment acquired pursuant to this Agreement must be authorized in the
G&T Authorized Equipment List (AEL) available online at
https://www.fema.gov/authorized-equipment-list and the Funding Guidelines of
the 2019 SHSP Notice of Funding Opportunity, incorporated by reference, and
attached hereto as Exhibit F. Subrecipient must provide the CEO a copy of its
most current procurement guidelines and follow its own procurement
requirements as long as they meet or exceed the minimum Federal requirements
and any added Cal OES requirements. Federal procurement requirements for
the 2019 SHSP can be found at Title 2 CFR Part 200.313.
Any equipment acquired or obtained with Grant Funds:
Will be made available under the California Disaster and Civil Defense
Master Mutual Aid Agreement in consultation with representatives of the
various fire, emergency medical, hazardous materials response services,
and law enforcement agencies within the jurisdiction of the applicant;
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2. Will be consistent with needs as identified in the State Homeland Security
Strategy and will be deployed in conformance with that plan;
3. Will be made available pursuant to applicable terms of the California
Disaster and Civil Defense Master Mutual Aid Agreement and deployed
with personnel trained in the use of such equipment in a manner
consistent with the California Law Enforcement Mutual Aid Plan or the
California Fire Services and Rescue Mutual Aid Plan.
L. Equipment acquired pursuant to this Agreement will be subject to the
requirements of Title 2 CFR Part 200.313. For the purposes of this subsection,
"Equipment" is defined as tangible nonexpendable property, having a useful life
of more than one year which costs $5,000.00 or more per unit. Items costing
less than $5,000.00, but acquired under the "Equipment" category of the Grant
must also be listed on any required Equipment Listing.
1. Equipment must be used by Subrecipient in the program or project for
which it was acquired as long as needed, whether or not the project or
program continues to be supported by Federal funds. When no longer
needed for the original program or project, the Equipment may be used in
other activities currently or previously supported by a Federal agency.
2. Subrecipient must make Equipment available for use on other like projects
or programs currently or previously supported by the Federal Government,
providing such use will not interfere with the work on the projects or
program for which it was originally acquired. First preference for other use
must be given to other programs or projects supported by the awarding
agency.
3. An Equipment Listing must be maintained listing each item of Equipment
acquired with SHSP funds. The Equipment Listing must be kept up to
date at all times. Any changes must be recorded in the Listing within ten
(10) business days and the updated Listing is to be forwarded to the
County of Los Angeles Auditor -Controller (A-C) Shared Services Division.
The Equipment Property Records must be maintained that include: (a) a
description of the property, (b) a serial number or other identification
number, (c) the source of property, (d) who holds title, (e) the acquisition
date, (f) and cost of the property, (g) percentage of Federal participation in
the cost of the property, (h) the location, (i) use and condition of the
property, 0) and any ultimate disposition data including the date of
disposal and sale price of the property. Records must be retained by the
subrecipient pursuant to Title 2, Part 200.313 (d) (1) of the CFR.
4. All Equipment obtained under this Agreement must have an appropriate
identification decal affixed to it, and, when practical, must be affixed where
it is readily visible.
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5. A physical inventory of the Equipment must be taken by the Subrecipient
and the results reconciled with the Equipment Listing at least once every
two years or prior to any site visit by State or Federal auditors or County
of Los Angeles monitors. The Subrecipient is required to have on file a
letter certifying as to the accuracy of the Equipment Listing in the
frequency as above, and provide to the CEO when requested.
M. Any Planning paid pursuant to this Agreement must conform to the guidelines as
listed in Exhibit F or subsequent grant year programs.
N. Any Organization activities paid pursuant to this Agreement must conform to the
guidelines as listed in Exhibit F.
O. Any Training paid pursuant to this Agreement must conform to the guidelines as
listed in Exhibit F, and must be first submitted to CEO and then pre -authorized by
Cal OES. A catalog of federally approved and sponsored training courses is
available at https://www.firstrespondertraining.gov/frts/.
P. Any Exercise paid pursuant to this Agreement must conform to the guidelines as
listed in Exhibit F. Detailed Homeland Security Exercise and Evaluation Program
Guidance is available at https://www.fema.gov/hseer).
Q. Any Personnel activities paid pursuant to this Agreement must conform to the
guidelines as listed in Exhibit F.
R. Subrecipient must provide to CEO a spending plan detailing the required steps
and timeframes required to complete the approved projects within the grant
timeframe. Subrecipient must submit the spending plan to CEO prior to final
execution of the Agreement.
S. Pursuant to this Agreement, indirect costs are not reimbursable.
SECTION III
PAYMENT
§301. Payment of Grant Funds and Method of Payment
A. The County of Los Angeles will reimburse Subrecipient up to the maximum grant
amount of $541,900.00 as expenditures are incurred and paid by Subrecipient
and all documentation is reviewed and approved by County of Los Angeles. All
expenditures must be for the purchase of equipment, exercises, training,
organization, and planning as described in Section II of this Agreement. The
grant amount represents the amount allocated to Subrecipient in the 2019 SHSP
Grant Award Letter from Cal OES.
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B. Subrecipient must submit reimbursement requests to the County of Los Angeles
A-C Shared Services Division requesting payment as soon as a Project is
completed and expenses are incurred and paid with the required supporting
documentation; submission can be sent immediately or at a minimum on a
quarterly basis, and no later than the date stated in §201, above. Each
reimbursement request must be accompanied by the Reimbursement Form
(sample attached hereto as Exhibit G, and subject to periodic revisions). All
appropriate back-up documentation must be attached to the reimbursement form,
including the method of procurement, bid documentation, purchase orders,
invoices, report of goods received, and proof of payment.
For Training reimbursements, Subrecipient must include a copy of the class
roster verifying training attendees, proof that prior approval was obtained from
Cal OES and that a Cal OES Feedback number has been assigned to the
course, and timesheets and payroll registers for all training attendees.
For Exercise reimbursements, Subrecipient must enter the After Action Report
(AAR) and Improvement Plan on the State Office of Domestic Preparedness
secure portal within sixty (60) days following completion of the exercise and
submit proof of prior State approval of the AAR with the reimbursement request.
For Planning reimbursements, Subrecipient must include a copy of the final
tangible product.
C. The County of Los Angeles may, at its discretion, reallocate unexpended grant
funds to another subrecipient. Said reallocation may occur upon approval by the
County of Los Angeles of a Subrecipient reimbursement submission, inquiry
from the County of Los Angeles to the Subrecipient regarding fund utilization, or
by written notification from the Subrecipient to the County of Los Angeles that a
portion of the grant funds identified in §301.A., above, will not be utilized. As
provided in §502, below, any increase or decrease in the grant amount specified
in §301.A., above, may be effectuated by a written notification by the County of
Los Angeles to the Subrecipient.
D. Payment of reimbursement request will be withheld by the County of Los Angeles
until the County of Los Angeles has determined that Subrecipient has turned in
all supporting documentation and completed the requirements of this Agreement.
E. It is understood that the County of Los Angeles makes no commitment to fund
this Agreement beyond the terms set forth herein.
F. 1. Funding for all periods of this Agreement is subject to continuing Federal
appropriation of grant funds for this program. In the event of a loss or reduction
of Federal appropriation of grant funds for this program, the Agreement may be
terminated, or appropriately amended, immediately upon notice to Subrecipient
of such loss or reduction of Federal grant funds.
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2. County of Los Angeles will make a good -faith effort to notify Subrecipient, in
writing, of such non -appropriation at the earliest time.
SECTION IV
STANDARD PROVISIONS
§401. Construction of Provisions and Titles Herein
All titles or subtitles appearing herein have been inserted for convenience and do
not, and will not be deemed to, affect the meaning or construction of any of the
terms or provisions hereof. The language of this Agreement will be construed
according to its fair meaning and not strictly for or against either party.
§402. Applicable Law. Interl2retation and Enforcement
Each party's performance hereunder must comply with all applicable laws of the
United States of America, the State of California, and the County of Los Angeles.
This Agreement will be enforced and interpreted, as applicable, under the laws of
the United States of America, the State of California and the County of Los
Angeles.
If any part, term or provision of this Agreement is held void, illegal,
unenforceable, or in conflict with any law of a Federal, State or Local
Government having jurisdiction over this Agreement, the validity of the remainder
of the Agreement will not be affected thereby.
Applicable Federal or State requirements that are more restrictive will be
followed.
§403. Integrated Agreement
This Agreement sets forth all of the rights and duties of the parties with respect to
the subject matter hereof, and replaces any and all previous agreements or
understandings, whether written or oral, relating thereto. This Agreement may be
amended only as provided for herein.
§404. Breach
If any party fails to perform, in whole or in part, any promise, covenant, or
agreement set forth herein, or should any representation made by it be untrue,
any aggrieved party may avail itself of all rights and remedies, at law or equity, in
the courts of law. Said rights and remedies are cumulative of those provided for
herein except that in all events, no party may recover more than once, suffer a
penalty or forfeiture, or be unjustly compensated.
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§405. Prohibition Against Assignment or Delegation
Subrecipient may not do any of the following, unless it has first obtained the
written permission of the County of Los Angeles:
A. Assign or otherwise alienate any of its rights hereunder, including the right to
payment; or
B. Delegate, subcontract, or otherwise transfer any of its duties hereunder.
§406. Permits
Subrecipient and its officers, agents and employees must obtain and maintain all
permits and licenses necessary for Subrecipient's performance hereunder and
must pay any fees required therefor. Subrecipient further certifies that it will
immediately notify the County of Los Angeles of any suspension, termination,
lapse, non -renewal or restriction of licenses, certificates, or other documents.
§407. Nondiscrimination and Affirmative Action
Subrecipient must comply with the applicable nondiscrimination and affirmative
action provisions of the laws of the United States of America, the State of
California, and the County of Los Angeles. In performing this Agreement,
Subrecipient must not discriminate in its employment practices against any
employee or applicant for employment because of such person's race, religion,
national origin, ancestry, sex, sexual orientation, age, physical handicap, mental
disability, marital status, domestic partner status or medical condition.
Subrecipient must comply with Executive Order 11246, entitled "Equal
Employment Opportunity," as amended by Executive Order 11375, and as
supplemented in Department of Labor regulations (41 CFR Part 60).
If required, Subrecipient must submit an Equal Employment Opportunity Plan to
the Department of Justice Office of Civil Rights in accordance with guidelines
listed at https://www,justice�ov/crt.
Any subcontract entered into by the Subrecipient relating to this Agreement, to
the extent allowed hereunder, will be subject to the provisions of this §407 of this
Agreement.
§408. Indemnification
Each of the parties to this Agreement is a public entity. This indemnity provision
is written in contemplation of the provisions of Section 895.2 of the Government
Code of the State of California, which impose certain tort liability jointly upon
public entities, solely by reason of such entities being parties to an agreement,
and the parties agree that this indemnity provision will apply and will be
enforceable regardless of whether Section 895 et seq. is deemed to apply to this
Agreement. The parties hereto, as between themselves, consistent with the
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authorization contained in Government Code Sections 895.4 and 895.6 agree to
each assume the full liability imposed upon it or upon any of its officers, agents,
or employees by law, for injury caused by a negligent or wrongful act or omission
occurring in the performance of this Agreement, to the same extent that such
liability would be imposed in the absence of Government Code Section 895.2.
To achieve the above -stated purpose, each party agrees to indemnify and hold
harmless the other party for any liability arising out of its own negligent acts or
omissions in the performance of this Agreement (i.e., the Subrecipient agrees to
indemnify and hold harmless the County of Los Angeles for liability arising out of
the Subrecipient's negligent or wrongful acts or omissions and the County of Los
Angeles agrees to indemnify and hold harmless the Subrecipient for liability
arising out of the County of Los Angeles' negligent or wrongful acts or
omissions). Each party further agrees to indemnify and hold harmless the other
party for liability that is imposed on the other party solely by virtue of Government
Code Section 895.2. The provisions of Section 2778 of the California Civil Code
are made a part hereof as if fully set forth herein. Subrecipient certifies that it
has adequate self -insured retention of funds to meet any obligation arising from
this Agreement.
§409. Conflict of Interest
A. The Subrecipient covenants that none of its directors, officers, employees, or
agents may participate in selecting, or administrating, any subcontract supported
(in whole or in part) by Federal funds where such person is a director, officer,
employee or agent of the subcontractor; or where the selection of subcontractors
is or has the appearance of being motivated by a desire for personal gain for
themselves or others such as family business, etc.; or where such person knows
or should have known that:
A member of such person's immediate family, or domestic partner or
organization has a financial interest in the subcontract;
2. The subcontractor is someone with whom such person has or is
negotiating any prospective employment; or
3. The participation of such person would be prohibited by the California
Political Reform Act, California Government Code §87100 et sea. if such
person were a public officer, because such person would have a "financial
or other interest" in the subcontract.
B. Definitions:
The term "immediate family" means domestic partner and/or those
persons related by blood or marriage, such as husband, wife, father,
mother, brother, sister, son, daughter, father in law, mother in law, brother
in law, sister in law, son in law, daughter in law.
2. The term "financial or other interest" means:
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a. Any direct or indirect financial interest in the specific contract,
including but not limited to, a commission or fee, a share of the
proceeds, prospect of a promotion or of future employment, a profit,
or any other form of financial reward.
b. Any of the following interests in the subcontractor ownership:
partnership interest or other beneficial interest of five percent or
more; ownership of five percent or more of the stock; employment in
a managerial capacity; or membership on the board of directors or
governing body.
C. The Subrecipient further covenants that no officer, director, employee, or agent
may solicit or accept gratuities, favors, or anything of monetary value from any
actual or potential subcontractor, supplier, a party to a sub agreement, (or
persons who are otherwise in a position to benefit from the actions of any officer,
employee, or agent).
D. The Subrecipient may not subcontract with a former director, officer, or employee
within a one year period following the termination of the relationship between
said person and the Subrecipient.
E. Prior to obtaining the County of Los Angeles' approval of any subcontract, the
Subrecipient must disclose to the County of Los Angeles any relationship,
financial or otherwise, direct or indirect, of the Subrecipient or any of its officers,
directors or employees or their immediate family with the proposed subcontractor
and its officers, directors or employees.
F. For further clarification of the meaning of any of the terms used herein, the
parties agree that references are made to the guidelines, rules, and laws of the
County of Los Angeles, State of California, and Federal regulations regarding
conflict of interest.
G. The Subrecipient warrants that it has not paid or given and will not pay or give to
any third person any money or other consideration for obtaining this Agreement.
H. The Subrecipient covenants that no member, officer or employee of Subrecipient
may have interest, direct or indirect, in any contract or subcontract or the
proceeds thereof for work to be performed in connection with this project during
his/her tenure as such employee, member or officer or for one year thereafter.
I. The Subrecipient must incorporate the foregoing subsections of this Section into
every agreement that it enters into in connection with this grant and must
substitute the term "subcontractor" for the term "Subrecipient" and "sub
subcontractor" for "Subcontractor".
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§410. Restriction on Disclosures
Any reports, analyses, studies, drawings, information, or data generated as a
result of this Agreement are to be governed by the California Public Records Act
(California Government Code Sec. 6250 et seq.).
§411: Statutes and Regulations Applicable To All Grant Contracts
A. Subrecipient must comply with all applicable requirements of State, Federal, and
County of Los Angeles laws, executive orders, regulations, program and
administrative requirements, policies and any other requirements governing this
Agreement. Subrecipient must comply with applicable State and Federal laws
and regulations pertaining to labor, wages, hours, and other conditions of
employment. Subrecipient must comply with new, amended, or revised laws,
regulations, and/or procedures that apply to the performance of this Agreement.
These requirements include, but are not limited to:
CFR
Subrecipient must comply with Title 2 CFR Part 200,
2. Single Audit Act
Since Federal funds are used in the performance of this Agreement,
Subrecipient must, as applicable, adhere to the rules and regulations of
the Single Audit Act (31 USC Sec. 7501 et seq.), 2 CFR Part 200 and any
administrative regulation or field memos implementing the Act.
3. Americans with Disabilities Act
Subrecipient hereby certifies that, as applicable, it will comply with the
Americans with Disabilities Act 42, USC §§12101 et seq., and its
implementing regulations. Subrecipient will provide reasonable
accommodations to allow qualified individuals with disabilities to have
access to and to participate in its programs, services and activities in
accordance with the provisions of the Americans with Disabilities Act.
Subrecipient will not discriminate against persons with disabilities nor
against persons due to their relationship to or association with a person
with a disability. Any subcontract entered into by Subrecipient, relating to
this Agreement, to the extent allowed hereunder, will be subject to the
provisions of this paragraph.
4. Political and Sectarian Activity Prohibited
None of the funds, materials, property or services provided directly or
indirectly under this Agreement may be used for any partisan political
activity, or to further the election or defeat of any candidate for public
office. Neither may any funds provided under this Agreement be used for
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any purpose designed to support or defeat any pending legislation or
administrative regulation. None of the funds provided pursuant to this
Agreement may be used for any sectarian purpose or to support or benefit
any sectarian activity.
Subrecipient must file a Disclosure Form at the end of each calendar
quarter in which there occurs any event requiring disclosure or which
materially affects the accuracy of any of the information contained in any
Disclosure Form previously filed by Subrecipient. Subrecipient must
require that the language of this Certification be included in the award
documents for all sub -awards at all tiers and that all subcontractors certify
and disclose accordingly.
5. Records Inspection
At any time during normal business hours and as often as either the
County of Los Angeles, the U.S. Comptroller General or the Auditor
General of the State of California may deem necessary, Subrecipient must
make available for examination all of its records with respect to all matters
covered by this Agreement. The County of Los Angeles, the U.S.
Comptroller General and the Auditor General of the State of California
have the authority to audit, examine and make excerpts or transcripts from
records, including all Subrecipient's method of procurement, invoices,
materials, payrolls, records of personnel, conditions of employment and
other data relating to all matters covered by this Agreement.
Subrecipient agrees to provide any reports requested by the County of
Los Angeles regarding performance of this Agreement.
6. Records Maintenance
Records, in their original form, must be maintained in accordance with
requirements prescribed by the County of Los Angeles with respect to all
matters specified in this Agreement. Original forms are to be maintained
on file for all documents specified in this Agreement. Such records must
be retained for a period five (5) years after termination of this Agreement
and after final disposition of all pending matters. "Pending matters"
include, but are not limited to, an audit, litigation or other actions involving
records. The County of Los Angeles may, at its discretion, take
possession of, retain and audit said records. Records, in their original
form pertaining to matters covered by this Agreement, must at all times be
retained within the County of Los Angeles unless authorization to remove
them is granted in writing by the County of Los Angeles.
7. Subcontracts and Procurement
Subrecipient must, as applicable, comply with the Federal, State and
County of Los Angeles standards in the award of any subcontracts. For
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purposes of this Agreement, subcontracts include but are not limited to
purchase agreements, rental or lease agreements, third party agreements,
consultant service contracts and construction subcontracts.
Subrecipient must, as applicable, ensure that the terms of this Agreement
with the County of Los Angeles are incorporated into all Subcontractor
agreements. The Subrecipient must submit all Subcontractor agreements
to the County of Los Angeles for review prior to the release of any funds to
the Subcontractor. The Subrecipient must withhold funds to any
Subcontractor agency that fails to comply with the terms and conditions of
this Agreement and their respective Subcontractor agreement.
8. Labor
Subrecipient must, as applicable, comply with the Intergovernmental
Personnel Act of 1970 (42 U.S.C. §§4728-4763) relating to prescribed
requirements for merit systems for programs funded under one of the 19
statutes or regulations specified in Appendix A of OPM's Standards for a
Merit System Personnel Administration (5 CFR 900, Subpart F).
Subrecipient must, as applicable, comply with the provisions of the Davis -
Bacon Act (40 U.S.C. §§276a to 276a-7); the Copeland Act (40 U.S.C.
§276c and 18 U.S.C. §874); the Contract Work Hours and Safety
Standards Act (40 U.S.C. §§327-333), regarding labor standards for
federally -assisted construction subagreements; and the Hatch Act (5 USC
§§1501-1508 and 7324-7328).
Subrecipient must, as applicable, comply with the Federal Fair Labor
Standards Act (29 U.S.C. §201) regarding wages and hours of
employment.
None of the funds may be used to promote or deter union/labor organizing
activities. CA Gov't Code Sec. 16645 et sec..
9. Civil Rights
Subrecipient must, as applicable, comply with all Federal statutes relating
to nondiscrimination. These include but are not limited to: (a) Title VI of
the Civil Rights Act of 1964 (P.L. 88-352), which prohibits discrimination
on the basis of race, color or national origin; (b) Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. §§1681- 1683, and 1685-
1686), which prohibits discrimination on the basis of sex; (c) Section 504
of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which
prohibits discrimination on the basis of disabilities; (d) the Age
Discrimination Act of 1975, as amended (42 U.S.C. §§6101-6107), which
prohibits discrimination on the basis of age; (e) the Drug Abuse Office and
Treatment Act of 1972 (P.L. 92-255), as amended, relating to
nondiscrimination on the basis of drug abuse; (f) the Comprehensive
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Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation
Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination on
the basis of alcohol abuse or alcoholism; (g) §§523 and 527 of the Public
Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 ee 3), as
amended, relating to confidentiality of alcohol and drug abuse patient
records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§3601 et
seq.), as amended, relating to non-discrimination in the sale, rental or
financing of housing; (i) any other nondiscrimination provisions in the
specific statute(s) under which application for Federal assistance is being
made; Q) the requirements of any other nondiscrimination statute(s) that
may apply to the application; and (k) P.L. 93-348 regarding the protection
of human subjects involved in research, development, and related
activities supported by this award of assistance.
10. Environmental
Subrecipient must, as applicable, comply, or has already complied, with
the requirements of Titles II and III of the Uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970 (P.L. 91-646), which
provide for fair and equitable treatment of persons displaced or whose
property is acquired as a result of Federal or federally -assisted programs.
These requirements apply to all interests in real property acquired for
project purposes regardless of Federal participation in purchases.
Subrecipient must, as applicable, comply with environmental standards
which may be prescribed pursuant to the following: (a) institution of
environmental quality control measures under the National Environmental
Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b)
notification of violating facilities pursuant to EO 11738; (c) protection of
wetlands pursuant to EO 11990; (d) evaluation of flood hazards in
floodplains in accordance with EO 11988; (e) assurance of project
consistency with the approved State management program developed
under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et
seq.); (f) conformity of Federal actions to State (Clean Air) Implementation
Plans under Section 176(c) of the Clean Air Act of 1955, as amended (42
U.S.C. §§7401 et seq.); (g) protection of underground sources of drinking
water under the Safe Drinking Water Act of 1974, as amended (P.L. 93-
523); (h) protection of endangered species under the Endangered Species
Act of 1973, as amended (P.L. 93205); and (i) Flood Disaster Protection
Act of 1973 §102(a) (P.L. 93-234).
Subrecipient must, as applicable, comply with the Wild and Scenic Rivers
Act of 1968 (16 U.S.C. §§1271 et seq.) related to protecting components
or potential components of the national wild and scenic rivers system.
Subrecipient must, as applicable, comply with the Lead -Based Paint
Poisoning Prevention Act (42 U.S.C. §§4801 et seq.), which prohibits the
Page 17
WE
use of lead -based paint in construction or rehabilitation of residence
structures.
Subrecipient must, as applicable, comply with the Federal Water Pollution
Control Act (33 U.S.C. §1251 et seq.), which restores and maintains the
chemical, physical and biological integrity of the Nation's waters.
Subrecipient must, as applicable, ensure that the facilities under its
ownership, lease or supervision that are utilized in the accomplishment of
this project are not listed in the Environmental Protection Agency's (EPA)
list of Violating Facilities and that it will notify the Federal Grantor agency
of the receipt of any communication from the Director of the EPA Office of
Federal Activities indicating that a facility to be used in the project is under
consideration for listing by the EPA.
By signing this Agreement, Subrecipient warrants and represents that it
will, as applicable, comply with the California Environmental Quality Act
(CEQA), Public Resources Code §21000 et seq.
Subrecipient must, as applicable, comply with the Energy Policy and
Conservation Act (P.L. 94-163, 89 Stat. 871).
Subrecipient must, as applicable, comply with the provision of the Coastal
Barrier Resources Act (P.L. 97-348) dated October 19, 1982 (16 U.S.C.
3501 et. seq.) which prohibits the expenditure of most new Federal funds
within the units of the Coastal Barrier Resources System.
11. Preservation
Subrecipient must, as applicable, comply with Section 106 of the National
Historic Preservation Act of 1966, as amended (16 U.S.C. §470), EO
11593 (identification and protection of historic properties), and the
Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §§469a-1
et seq.).
12. Suspension, Debarment, Ineligibility and Voluntary Exclusion
Subrecipient must, as applicable, comply with Title 2 CFR Part §3000,
regarding Suspension and Debarment, and Subrecipient must submit a
Certification Regarding Debarment, attached hereto as Exhibit B, required
by Executive Order 12549 and any amendment thereto. Said Certification
must be submitted to the County of Los Angeles concurrent with the
execution of this Agreement and must certify that neither Subrecipient nor
its principals are presently debarred, suspended, proposed for debarment,
declared ineligible or voluntarily excluded from participation in this
transaction by any Federal department head or agency. Subrecipient
must require that the language of this Certification be included in the
Page 18
71
award documents for all sub -award at all tiers and that all subcontractors
certify accordingly.
13. Drup-Free Workplace
Subrecipient must, as applicable, comply with the federal Drug -Free
Workplace Act of 1988, 41 USC §701, Title 44 Code of Federal
Regulations (CFR) Part §17; the California Drug -Free Workplace Act of
1990, CA Gov't Code §§8350-8357, and Subrecipient must complete the
Certification Regarding Drug -Free Workplace Requirements, attached
hereto as Exhibit C, and incorporated herein by reference. Subrecipient
must require that the language of this Certification be included in the
award documents for all sub -award at all tiers and that all subcontractors
certify accordingly.
14. Lobbying Activities
Subrecipient must, as applicable, comply with 31 U.S.C.1352 and
complete the Disclosure of Lobbying Activities, (OMB 0038-0046),
attached hereto as Exhibit A, and incorporated herein by reference.
15. Miscellaneous
Subrecipient must, as applicable, comply with the Laboratory Animal
Welfare Act of 1966, as amended (P.L. 89-544, 7 USC §§2131 et seq.).
B. Statutes and Regulations Applicable To This Particular Grant Agreement
Subrecipient must comply with all applicable requirements of State and Federal
laws, executive orders, regulations, program and administrative requirements,
policies and any other requirements governing this particular grant program.
Subrecipient must, as applicable, comply with new, amended, or revised laws,
regulations, and/or procedures that apply to the performance of this Agreement.
These requirements include, but are not limited to:
Title 2 CFR Part 200; EO 12372; U.S. Department of Homeland Security, Office
of State and Local Government Coordination and Preparedness, Office for
Domestic Preparedness, ODP WMD Training Course Catalogue; and DOJ Office
for Civil Rights.
Standardized Emergency Management System (SEMS) requirements as stated
in the California Emergency Services Act, Government Code Chapter 7 of
Division 1 of Title 2, §8607.1(e) and CCR Title 19, §§2445-2448.
Provisions of Title 2, 6, 28, 44 CFR applicable to grants and cooperative
agreements, including Part 18, Administrative Review Procedures; Part 20,
Criminal Justice Information Systems; Part 22, Confidentiality of Identifiable
Research and Statistical Information; Part 23, Criminal Intelligence Systems
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72
Operating Policies; Part 30, Intergovernmental Review of Department of Justice
Programs and Activities; Part 35, Nondiscrimination on the Basis of Disability in
State and Local Government Services; Part 38, Equal Treatment of Faith -based
Organizations; Part 42, Nondiscrimination/Equal Employment Opportunities
Policies and Procedures; Part 61, Procedures for Implementing the National
Environmental Policy Act; Part 63, Floodplain Management and Wetland
Protection Procedures; Part 64, Floodplain Management and Wetland Protection
Procedures; Federal laws or regulations applicable to Federal Assistance
Programs; Part 69, New Restrictions on Lobbying; Part 70, Uniform
Administrative Requirements for Grants and Cooperative Agreements (including
sub -awards) with Institutions of Higher Learning, Hospitals and other Non -Profit
Organizations; and Part 83, Government -Wide Requirements for a Drug Free
Workplace (grants).
Nondiscrimination requirements of the Omnibus Crime Control and Safe Streets
Act of 1968, as amended, 42 USC 3789(d), or the Juvenile Justice and
Delinquency Prevention Act, or the Victims of Crime Act, as appropriate; the
provisions of the current edition of the Office of Justice Programs Financial and
Administrative Guide for Grants, M7100.1, and all other applicable Federal laws,
orders, circulars, or regulations.
Travel Expenses
Subrecipient, as provided herein, will be compensated for Subrecipient's
reasonable travel expenses incurred in the performance of this
Agreement, to include travel and per diem, unless otherwise expressed.
Subrecipient's total travel for in -State and/or out -of -State and per diem
costs must be included in the contract budget(s). All travel, including out -
of -State travel, that is not included in the budget(s) will not be reimbursed
without prior written authorization from the County of Los Angeles.
Subrecipient's administrative -related travel and per diem reimbursement
costs will not be reimbursed. For programmatic -related travel costs,
Subrecipient's reimbursement rates may not exceed the amounts
established under the grant.
C. Compliance With Grant Requirements
To obtain the grant funds, the State required an authorized representative of the
County of Los Angeles to sign certain promises regarding the way the grant
funds would be spent. These requirements are included in Exhibit F and in the
State's "Grant Assurances". By signing these Grant Assurances and accepting
Exhibit F, the County of Los Angeles became liable to the State for any funds
that are used in violation of the grant requirements. The State's Grant
Assurances are incorporated into this Agreement through Exhibit D.
Subrecipient will be liable to the Grantor for any funds the State determines the
Subrecipient used in violation of these Grant Assurances.
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73
Pursuant to this Agreement, Subrecipient shall execute the 2019 Certification of
Grant Assurances in Exhibit D, accepting and agreeing to abide by all
provisions, assurances, and requirements therein. Subrecipient agrees to
indemnify and hold harmless the County of Los Angeles for any sums the State
or Federal government determines Subrecipient used in violation of the Grant
Assurances.
To the extent Exhibit D conflicts with language or provisions contained in this
Agreement, or contains more restrictive requirements under Federal and State
law, Exhibit D shall control.
D. Noncompliance With Grant Requirements
Subrecipient understands that failure to comply with any of the above
assurances and requirements, including Exhibit D, may result in suspension,
termination or reduction of grant funds, and repayment by the Subrecipient to
the County of Los Angeles of any unauthorized expenditures.
§412. Federal State and Local Taxes
Federal, State and local taxes are the responsibility of the Subrecipient as an
independent party and not of the County of Los Angeles and must be paid prior
to requesting reimbursement. However, these taxes are an allowable expense
under the grant program.
§413. Inventions, Patents and Copyrights
A. Reporting Procedure for Inventions
If any project produces any invention or discovery ("Invention") patentable or
otherwise under Title 35 of the U.S. Code, including, without limitation, processes
and business methods made in the course of work under this Agreement, the
Subrecipient must report the fact and disclose the Invention promptly and fully to
the County of Los Angeles. The County of Los Angeles will report the fact and
disclose the Invention to the State. Unless there is a prior agreement between
the County of Los Angeles and the State, the State will determine whether to
seek protection on the Invention. The State will determine how the rights in the
Invention, including rights under any patent issued thereon, will be allocated and
administered in order to protect the public interest consistent with the policy
("Policy") embodied in the Federal Acquisition Regulations System, which is
based on Ch. 18 of Title 35 U.S.C. Sections 200 et seq. (Pub. L. 95-517, Pub. L.
98-620, Title 37 CFR Part 401); Presidential Memorandum on Government
Patent Policy to the Heads of the Executive Departments and Agencies, dated
2/18/1983); and Executive Order 12591, 4/10/87, 52 FR 13414, Title 3 CFR,
1987 Comp., p. 220 (as amended by Executive Order 12618, 12/22/87, 52 FR
48661, Title 3 CFR, 1987 Comp., p. 262). Subrecipient hereby agrees to be
bound by the Policy, and will contractually require its personnel to be bound by
the Policy.
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74
B. Rights to Use Inventions
As applicable, County of Los Angeles will have an unencumbered right, and a
non-exclusive, irrevocable, royalty -free license to use, manufacture, improve
upon, and allow others to do so for all government purposes, any Invention
developed under this Agreement.
C. Copyright Policy
Unless otherwise provided by the State or the terms of this Agreement,
when copyrightable material ("Material') is developed under this
Agreement, the County of Los Angeles, at its discretion, may copyright the
Material. If the County of Los Angeles declines to copyright the Material,
the County of Los Angeles will have an unencumbered right, and a non-
exclusive, irrevocable, royalty -free license, to use, manufacture, improve
upon, and allow others to do so for all government purposes, any Material
developed under this Agreement.
2. The State will have an unencumbered right, and a non-exclusive,
irrevocable, royalty -free license, to use, manufacture, improve upon, and
allow others to do so for all government purposes, any Material developed
under this Agreement or any Copyright purchased under this Agreement.
3. Subrecipient must comply with Title 24 CFR 85.34.
D. Rights to Data
The State and the County of Los Angeles will have unlimited rights or copyright
license to any data first produced or delivered under this Agreement. "Unlimited
rights" means the right to use, disclose, reproduce, prepare derivative works,
distribute copies to the public, and perform and display publicly, or permit others
to do so; as required by Title 48 CFR 27.401. Where the data are not first
produced under this Agreement or are published copyrighted data with the notice
of 17 U.S.C. Section 401 or 402, the State acquires the data under a copyright
license as set forth in Title 48 CFR 27.404(f)(2) instead of unlimited rights. (Title
48 CFR 27.404(a)).
E. Obligations Binding on Subcontractors
Subrecipient must require all subcontractors to comply with the obligations of this
section by incorporating the terms of this section into all subcontracts.
§414. Child Support Assignment Orders
Under the terms of this Agreement, Subrecipient must, as applicable, comply
with California Family Code Section 5230 et seq.
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75
§415. Minority, Women, And Other Business Enterprise Outreach Program
It is the policy of the County of Los Angeles to provide Minority Business
Enterprises, Women Business Enterprises and all other business enterprises an
equal opportunity to participate in the performance of all Subrecipient's contracts,
including procurement, construction and personal services. This policy applies to
all of the Subrecipient's contractors and sub -contractors.
§416. Compliance with Fair Chance Employment Practices
Subrecipient shall comply with fair chance employment hiring practices set forth
in California Government Code Section 12952, Employment Discrimination:
Conviction History. Subrecipient's violation of this paragraph of the Agreement t
may constitute a material breach of the Agreement. In the event of such material
breach, County of Los Angeles may, in its sole discretion, terminate the
Agreement.
§417. Method of Payment and Required Information
The County of Los Angles may, at its sole discretion, determine the most
appropriate, efficient, secure, and timely form of payment provided under this
Agreement. Subrecipient further agrees that the default form of payment shall be
Electronic Funds Transfer (EFT) or Direct Deposit, unless an alternative method
of payment is deemed appropriate by the A-C.
Subrecipient shall provide the A-C with electronic banking and related
information for the Subrecipient and/or any other payee that the Subrecipient
designates to receive payment pursuant to this Agreement at
https://directdeposit.lacounty.gov/. Such electronic banking and related
information includes, but is not limited to: bank account number and routing
number, legal business name, valid taxpayer identification number or TIN, a
working e-mail address capable of receiving remittance advices and other
payment related correspondence, and any other information that the A-C
determines is reasonably necessary to process the payment and comply with all
accounting, record keeping, and tax reporting requirements.
Any provision of law, grant, or funding agreement requiring a specific form or
method of payment other than EFT or Direct Deposit shall supersede this
requirement with respect to those payments. At any time during the duration of
this Agreement, the Subrecipient may submit a written request for an exemption
to this requirement and must be based on specific legal, business or operational
needs and explain why the payment method designated by the A-C is not
feasible and an alternative is necessary. The A-C, in consultation with CEO, shall
decide whether to approve exemption requests.
Page 23
76
SECTION V
DEFAULTS, SUSPENSION, TERMINATION, AND AMENDMENTS
§501. Defaults
Should either party fail for any reason to comply with the contractual obligations
of this Agreement within the time specified by this Agreement, the non -breaching
party reserves the right to terminate the Agreement, reserving all rights under
State and Federal law.
§502. Termination
This Agreement may be terminated, in whole or in part, from time to time, when
such action is deemed by the County of Los Angeles, in its sole discretion, to be
in its best interest. Termination of work hereunder shall be effected by notice of
termination to the Subrecipient specifying the extent to which performance of
work is terminated and the date upon which such termination becomes effective.
The date upon which such termination becomes effective shall be no less than
ten (10) days after the notice is sent.
§503.Amendments
Except as otherwise provided in this paragraph, any change in the terms of this
Agreement, including changes in the services to be performed by Subrecipient,
that are agreed to by the Subrecipient and the County of Los Angeles must be
incorporated into this Agreement by a written amendment properly signed by
persons who are authorized to bind the parties. Notwithstanding the foregoing,
any increase or decrease of the grant amount specified in §301.A., above, or any
extension of the performance period specified in §201, above, does not require a
written amendment, but may be effectuated by a written notification by the
County of Los Angeles to the Subrecipient.
SECTION VI
ENTIRE AGREEMENT
§601. Complete Agreement
This Agreement contains the full and complete Agreement between the two
parties. Neither verbal agreement nor conversation or other communication with
any officer or employee of either party will affect or modify any of the terms and
conditions of this Agreement.
Page 24
77
§602. Number of Pages and Attachments
This Agreement may be executed utilizing wet, scanned digital, and electronic
signatures, each of which is deemed to be an original. This Agreement includes
(26) pages and (8) Exhibits which constitute the entire understanding and
agreement of the parties.
[Remainder of this page intentionally left blank]
Page 25
WZ
IN WITNESS WHEREOF, the Subrecipient and County of Los Angeles have caused
this Agreement to be executed by their duly authorized representatives.
COUNTY OF LOS ANGELES
BY
FESIA A. DAVENPORT
Chief Executive Officer
BY
CELIA ZAVALA
Executive Officer, Board of Supervisors
APPROVED AS TO FORM
RODRIGO A. CASTRO-SILVA
County Counsel
BY
Deputy County Counsel
BY
City Representative/Title (signature)
APPROVED AS TO FORM
BY
City Attorney (signature)
ATTEST
BY
City Clerk (signature)
Date
BY
ARLENE BARRERA
Auditor -Controller
Scott Mitnick
(Print Name)
David H. King, A.C.A.
(Print Name)
Tracy Weaver
(Print Name)
Date
Date
Date
Page 26
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EXHIBITS
Exhibit A Certification and Disclosure Regarding Lobbying
Exhibit B Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion Lower Tier Covered Transactions
Exhibit C Certification Regarding Drug -Free Workplace
Exhibit D Certification of Grant Assurances
Exhibit E Final Grant Award Letter and Project Worksheet
Exhibit F 2019 Notice of Funding Opportunity
Exhibit G Reimbursement Form and Instructions
Exhibit H Review Instrument
.0
SAMPLE COPY
EXHIBIT A
FOR AGENCIES WITH NO LOBBYING ACTIVITIES caioEs Approved by OMB 03462-232
-00460046
DISCLOSURE OF LOBBYING ACTIVITIES
C.nm yata this farm fn riisMose Inhbvin a activities pursuant to 31 LJ.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action:
3. Report Type:
�b ❑b
❑a a. initial filing
a. contract a. bid/offer/application
b. material change
b. grant b. initial award
c. cooperative agreement c. post -award
For Material Change Only
d. loan
e. loan guarantee
Year Quarter
f. loan insurance
date of last report
4. Name and Address of Reporting Entity:
5. If Reporting Entity in No. 4 is Subawardee,
City of Grantland, 111 Accuracy Ln., Los Angeles, CA 90001
Enter Name and Address of Prime:
County of Los Angeles
Prime Subawardee
Chief Executive Office
500 W. Temple St., Rm. B-79-2
Tier, If known:
Los Angeles, CA 90012
Congressional District, if known:
Congressional District, if known:
6. Federal DepartmentlAgency:
7. Federal Program Name/Description:
Department of Homeland Security
Homeland Security Grant Program
CFDA Number, if applicable: 97.067
8. Federal Action Number, if known:
9. Award Amount, if known:
10. a. Name and Address of Lobbying Entity b. Individuals Performing Services
(if individual, last name, first name, MI): (last name, first name, MI - include address if different from 10a)
(attach Continuation Sheet(s) SF-LLL-A, if necessary)
N/A N/A
i
11. Amount of Payment (check all that apply)
13.Type of Payment (check all that apply):
__ Actual Planned
J a. retainer
w b. one-time fee
12. Form of Payment (check all that apply):
a. cash
,_J c. commission N/A
N/A
b. in -kind; specify:
d. contingent fee
A e. deferred
nature value
� f. other; specify:
14. Brief Description of Services Performed or to be Performed and Date(s) of Service, including officer(s), employee(s), or
Member(s) contacted, for Payment indicated in item 11: (attach Continuation Sheet(s) SF-LLL-A, if necessary)
N/A
15. Continuation Sheet(s) SF-LLL-A attached: 91) Yes No
16. Information requested through this form is authorized by Title 31 U.S.C. Section 1352.
Signature:
This disclosure of lobbying activities is a material representation of fact upon which
Name: John Doe
reliance was placed by the tier above when this transaction was made or entered into.
City Manager
This disclosure is required pursuant to 31 U.S.C. 1352. This information will be
Title:
reported to the Congress semi-annually and will be available for public inspection. Any
Telephone: 13 555-5555
person who fails to file the required disclosure shall be subject to a civil penalty of not
(area code)
less than $10,000 and not more than $100,000 for each such failure.
Date: 12/30/2019
Federal Use Only:
Authorized for Local Reproduction
Standard Form — LLL
Disclosure of Lobbying Activities - Cal DES 2-232 (Revised 7/8/2013)
51
Cal OES 2-232
Approved by OMB 0348-0046
INSTRUCTIONS FOR COMPLETION OF SF-LLL,
DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the reporting entity, whether sub-awardee or prime Federal
recipient, at the initiation or receipt of a covered Federal action, or a material change to a previous filing,
pursuant to Title 31 U.S.C. Section 1352. The filing of a form is required for each payment or agreement
to make payment to any lobbying entity 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 a covered Federal action. Use the SF-LLL-A Continuation
Sheet for additional information if the space on the form is inadequate. Complete all items that apply for
both the initial filing and material change report. Refer to the implementing guidance published by the
Office of Management and Budget for additional information.
1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured
to influence the outcome of a covered Federal action.
2. Identify the status of the covered Federal action.
3. Identify the appropriate classification of this report. If this is a follow-up report caused by a
material change to the information previously reported, enter the year and quarter in which the
change occurred. Enter the date of the last previously submitted report by this reporting entity
for this covered Federal action.
4. Enter the full name, address, city, state and zip code of the reporting entity. Include
Congressional District, if known. Check the appropriate classification of the reporting entity that
designates if it is, or expects to be, a prime or sub -award recipient. Identify the tier of the
subawardee, e.g., the first subawardee of the prime is the 1 st tier. Subawards include but are
not limited to subcontracts, subgrants and contract awards under grants.
5. If the organization filing the report in item 4 checks "Subawardee," then enter the full name,
address, city, state and zip code of the prime Federal recipient. Include Congressional District, if
known.
6. Enter the name of the Federal agency making the award or loan commitment. Include at least
one organizational level below agency name, if known. For example, Department of
Transportation, United States Coast Guard.
7. Enter the Federal program name or description for the covered Federal action (item 1). If
known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants,
cooperative agreements, loans, and loan commitments.
8. Enter the most appropriate Federal identifying number available for the Federal action identified
in item 1 (e.g., Request for Proposal (RFP) number; Invitation for Bid (IFB) number; sub -grant
announcement number; the contract, subgrant, or loan award number; the application/proposal
control number assigned by the Federal agency). Include prefixes, e.g.,"RFP-DE-90-001."
9. For a covered Federal action where there has been an award or loan commitment by the
Federal agency, enter the Federal amount of the award/loan commitment for the prime entity
identified in item 4 or 5.
Disclosure of Lobbying Activities - Cal OES 2-232 (Revised 7/8/2013)
FA
Cal OES 2-232
Approved by OMB 0348-0046
10. (a.) Enter the full name, address, city, state and zip code of the lobbying entity engaged by the
reporting entity identified in item 4 to influence the covered Federal action.
(b.) Enter the full names of the individual(s) performing services, and include full address if
different from 10 (a). Enter Last Name, First Name, and Middle Initial (MI).
11. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity
(item 4) to the lobbying entity (item 10). Indicate whether the payment has been made (actual)
or will be made (planned). Check all boxes that apply. If this is a material change report, enter
the cumulative amount of payment made or planned to be made.
12. Check the appropriate box(es). Check all boxes that apply. If payment is made through an in -
kind contribution, specify the nature and value of the in -kind payment.
13. Check the appropriate box(es). Check all boxes that apply. If other, specify nature.
14. Provide a specific and detailed description of the services that the lobbyist has performed, or will
be expected to perform, and the date(s) of any services rendered. Include all preparatory and
related activity, not just time spent in actual contact with Federal officials. Identify the Federal
official(s) or employee(s) contacted or the officer(s), employee(s), or Member(s) of Congress
that were contacted.
15. Check whether or not a SF-LLL-A Continuation Sheet(s) is attached.
16. The certifying official shall sign and date the form, print his/her name, title, and telephone
number.
Public reporting burden for this collection of information is estimated to average 30 minutes per
response, including time for reviewing instructions, searching existing data sources, gathering and
maintaining the data needed, and completing and reviewing the collection of information. Send
comments regarding the burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden, to the Office of Management and Budget,
Paperwork Reduction Project (0348-0046), Washington, D.C. 20503.
Disclosure of Lobbying Activities - Cal OES 2-232 (Revised 7/8/2013)
51
EXHIBIT A
Cal OES 2-232
Approved by OMB 0348-0046
DISCLOSURE OF LOBBYING ACTIVITIES
f:mmnlete this form to disclose lobbvin❑ activities pursuant to 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action:
3. Report Type:
�B
El a. initial filing
a. contract a. bid/offer/application
b. material change
b. grant b. initial award
c. cooperative agreement c. post -award
For Material Change Only:
d. loan
e. loan guarantee
Year Quarter
f. loan insurance
date of last report
4. Name and Address of Reporting Entity:
5. If Reporting Entity in No. 4 is Subawardee,
Enter Name and Address of Prime:
County of Los Angeles
Prime V Subawardee
Chief Executive Office - HSGA
500 West Temple Street, Room B-79-2
Los Angeles, CA 90012
Tier, If known:
Congressional District, if known:
Congressional District, if known:
6. Federal Department/Agency:
7. Federal Program Name/Description:
Department of Homeland Security
Homeland Security Grant Program
CFDA Number, if applicable: 97.067
8. Federal Action Number, if known:
9. Award Amount, if known:
10. a. Name and Address of Lobbying Entity
b. Individuals Performing Services
(if individual, last name, first name, MI):
(last name, first name, MI - include address if different from 10a)
(attach Continuation Sheet(s) SF-LLL-A, if necessary)
N/A
N/A
11. Amount of Payment (check all that apply)
13. Type of Payment (check all that apply):
Actual Planned
j a. retainer
_( b. one-time fee
12. Form of Payment (check all that apply):
a. cash
c. commission
b. in -kind; s eci N/A
P fy:
d. contingent fee N/A
e. deferred
nature value
f. other; specify:
14. Brief Description of Services Performed or to be Performed and Date(s) of Service, including officer(s), employee(s), or
Member(s) contacted, for Payment indicated in item 11: (attach Continuation Sheet(s) SF-LLL-A, if necessary)
N/A
15. Continuation Sheet(s) SF-LLL-A attached: Yes No
16. Information requested through this form is authorized by Title 31 U.S. C. Section 1352.
Signature:
This disclosure of lobbying activities is a material representation of fact upon which
Name: Scott Mitnick
reliance was placed by the tier above when this transaction was made or entered into.
City Marla er
This disclosure is required pursuant to 31 U.S.C. 1352. This information will be
Title:
reported to the Congress semi-annually and will be available for public inspection. Any
Telephone: 11 0-524-230 1
person who fails to file the required disclosure shall be subject to a civil penalty of not
(area code)
less than $10,000 and not more than $100,000 for each such failure.
Date:
Federal Use Only:
Authorized for Local Reproduction
Standard Form — LLL
Disclosure of Lobbying Activities - Cal OES 2-232 (Revised 718/2013)
84
DISCLOSURE OF LOBBYING ACTIVITIES
CONCONTINUATION SHEET
Continuation of 10 a-b: additional sheets may be added if necessary
Reporting Entity:
Last Name
Address
Last Name
Address
Last Name
Address
City
First Name
City
First Name
City
Last Name First Name
Address City
Continuation of 14: (additional sheets may be added if necessary)
Brief Description of Services and Payments indicated in item 11:
Authorized for Local Reproduction
Standard Form — LLL-A
Approved by OMB 0348-0046
MI
_ Zip _.
MI
Zip
MI
Zip
MI
Zip
Disclosure of Lobbying Activities - Cal OES 2-232 (Revised 7/8/2013)
85
EXHIBIT B
CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
LOWER TIER COVERED TRANSACTIONS
This certification is required by the regulations Implementing Executive Order 12549,
Debarment and Suspension, 24 CFR Part 24 Section 24.510, Participants'
responsibilities.
(READ ATTACHED INSTRUCTIONS FOR CERTIFICATION BEFORE
COMPLETING)
The prospective recipient of Federal assistance funds certifies that neither it
nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in
this transaction by any Federal department or agency.
2. Where the prospective recipient of Federal assistance funds is unable to
certify to any of the statements in this certification, such prospective
participant shall attach an explanation to this proposal.
AGREEMENT NUMBER
City of E1 Segundo
CONTRACTOR/BORROWER/AGENCY
Scott Mitnick, CityPManager
NAME AND TITLE OF AUTHORIZED REPRESENTATIVE
SIGNATURE
DATE
:.
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this document, the prospective recipient of Federal assistance
Is providing the certification as set out below.
2. The certification In this clause is a material representation of fact upon which reliance
was placed when this transaction was entered into. If it is later determined that the
prospective recipient of Federal assistance funds knowingly rendered an erroneous
certification, in addition to other remedies available to the Federal Government, the
department or agency with which this transaction originated may pursue available
remedies, including suspension and/or debarment.
3. The prospective recipient of Federal assistance funds shall provide immediate written
notice to the person to which this agreement is entered, If at any time the prospective
recipient of Federal assistance funds learns that its certification was erroneous, when
submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," 'debarred,' "suspended,' "ineligible," "lower tier
covered transaction," "participant," "person," ° prlmary covered transaction," `principal,"
"proposal," and "voluntarily excluded," as used In this clause, have the meanings set out
In the Definitions and Coverage sections of rules Implementing Executive Order 12549.
5. The prospective recipient of Federal assistance funds agrees by submitting this proposal
that, should the proposed covered transaction be entered into, it shall not knowingly
enter Into any lower tier covered transaction with a person who is debarred, suspended,
declared ineligible, or voluntarily excluded from participatlon on this covered transaction,
unless authorized by the department or agency with which this transaction criglnated.
6. The prospective raclplent of Federal assistance funds further agrees by submitting this
proposal that it will Include the clause titled "Certification Regarding Debarment,
Suspension, inellgibility and Voluntary Exclusion Lower Tier Covered Transactions,"
without modification, In all lower tier covered transactions and in all solicitations for lower
tier covered transactions.
7. A participant In a covered transaction may rely upon a certification of a prospective
participant in a lower tier covered transaction, unless It knows that the certification Is
erroneous. A participant may decide the method and frequency by which it determines
the eligibility of Its principals. Each participant may, but Is not required to, check the List
of Parties Excluded from Procurement or Non Procurement Prortrams.
8. Nothing contained in the foregoing shall be construed to require estabilshment of a
system of records in order to render In good faith the certification required by this clause.
The knowledge and Information of a participant is not required to exceed that which Is
normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under Paragraph 5 of these instructions, if a
participant In a covered transaction knowingly enters into a lower tier covered transaction
with a person who is suspended, debarred, ineligible, or voluntary excluded form
participation in this transaction, in addition to other remedles available to the Federal
Government, the department or agency with which this transaction originated may pursue
available remedies, Including suspension and/or debarment.
EXHIBIT C
STATE OF CALIFORNIA
DRUG -FREE WORKPLACE CERTIFICATION
STD. 21
COMPANY/ORGANIZATION NAME:
The contractor or grant recipient named above hereby certifies compliance with Government Code Section 8355 in
matters relating to providing a drug -free workplace. The above -named contractor or recipient will:
1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or
use of a controlled substance is prohibited and specifying actions to be taken against employees for violations,
as required by Government Code Section 8355(a).
2. Establish a Drug -Free Awareness Program as required by Government Code Section 8355(b), to inform
employees about all of the following:
(a) The dangers of drug abuse in the workplace,
(b) The person's or organization's policy of maintaining a drug -free workplace,
(c) Any available counseling, rehabilitation and employee assistance programs, and
(d) Penalties that may be imposed upon employees for drug abuse violations.
3. Provide as required by Government Code Section 8355(c), that every employee who works on the proposed
contract or subgrant:
(a) Will receive a copy of the company's drug -free policy statement, and
(b) Will agree to abide by the terms of the company's statement as a condition of employment on the contract
or subgrant.
CERTIFICATION
I, the official named below, hereby swear that I am duly authorized legally to bind the contractor or Recipient to the above
described certification. I am fully aware that this certification, executed on the date and in the county below, is made under
penalty of perjury under the laws of the State of California.
Scott Mitnick
OFFICAL'S NAME
J.ns AngP I F ,
EXECUTED IN THE COUNTY OF
CONTRACTOR or RECEIPEINT SIGNATURE
City Manager
TITLE
FEDERAL I.D. NUMBER
Drug -Free Workplace Certification STD. 21 (Revised 7/2015)
DATE EXECUTED
Rrz
STATEMENT ON THE DRUG -FREE WORKPLACE
To comply with the enactment of Senate Bill 1120, (Chapter 1170, Statutes of 1990), which established the
Drug -Free Workplace Act of 1990, the City of El Segundo
(your agency)
accordingly provides this statement of compliance.
In order to maintain funding eligibility, state agencies, along with those in receipt of grant and contractual
awards, must certify that they provide drug -free workplaces and have issued drug -free workplace statements
to their employees [Section 8355(a) of the Government Code]. Consequently, in accordance with this directive,
this statement is issued to meet this requirement.
The City of E1 Segundo (your agency), an agency within the State of California has adopted this
statement in compliance with legislation which addresses issues to avoid the dangers arising from drug and
alcohol abuse in the workplace. These dangers include death and injury to the employee, co-workers, or the
public resulting from accidents, dereliction of duty, poor judgment and carelessness. Substance abuse also
results in lost productivity, reduced efficiency, and increased absenteeism by the substance abuser and
interferes with the job performance of employees who do not use illegal or unauthorized substances. (Section
8355(b) (1)]
California law prohibits the unlawful manufacture, dispensation, possession, or illegal use of a controlled
substance. That prohibition extends to all places and includes the worksite of California state employees.
[Section 8355(a)]
Employees convicted of a violation of criminal drug statute, when the violation occurred at an employee's
worksite, shall report the conviction to the granting and monitoring State agency upon conviction. (Section
8356(a) (1) (2)]
In the event of the unlawful manufacture, distribution, dispensation, possession or illegal use of a controlled
substance at a State worksite, the State may take disciplinary action pursuant to the law and/or require the
satisfactory completion of a drug abuse assistance or rehabilitation program. (Section 8355(b)(4)]
The Employee Assistance Program (EAP) provides drug problem assessment and referral to appropriate
counseling and rehabilitation services. The EAP is available to all agency employees. Procedures exist to
ensure the confidentiality of EAP records. Contact your personnel office for further information.
It is the intent of the City of E1 Segundo (your agency) to ensure by execution of this statement of
compliance that each employee shall abide by the terms of this drug -free workplace statement. [Section
8355(c)]
Drug -Free Workplace Certification STD. 21 (Revised 7/2015)
EXHIBIT D
rwCal OES
GOVERNOR'S OFFICE
OF EMERGENCY SERVICES
Standard Assurances
For All Cal OES Federal Grant Programs
As the duly authorized representative of the Applicant, I hereby certify that the
Applicant has the legal authority to apply for federal assistance and the institutional,
managerial and financial capability (including funds sufficient to pay any non-federal
share of project cost) to ensure proper planning, management, and completion of
the project described in this application, within prescribed timelines.
I further acknowledge that the Applicant is responsible for reviewing and adhering to
all requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO);
(c) Federal Preparedness Grants Manual;
(d) California Supplement to the NOFO; and
(e) Federal and State Grant Program Guidelines.
Federal Regulations
Government cost principles, uniform administrative requirements, and audit
requirements for federal grant programs are set forth in Title 2, Part 200 of the Code of
Federal Regulations (C.F.R.). Updates are issued by the Office of Management and
Budget (OMB) and can be found at http://www.whitehouse.gov/omb/.
Significant state and federal grant award requirements (some of which appear in the
documents listed above) are set forth below. The Applicant hereby agrees to comply
with the following:
1. Proof of Authority
The Applicant will obtain written authorization from the city council, governing
board, or authorized body in support of this project. This written authorization must
specify that the Applicant and the city council, governing board, or authorized
body agree:
(a) To provide all matching funds required for the grant project and that any
cash match will be appropriated as required;
(b) Any liability arising out of the performance of this agreement shall be the
responsibility of the Applicant and the city council, governing board, or
authorized body;
(c) Grant funds shall not be used to supplant expenditures controlled by the
city council, governing board, or authorized body; and
(d) The official executing this agreement is, in fact, authorized to do so.
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OOVERNOR`5 OFFICE
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This Proof of Authority must be maintained on file and readily available upon request.
2. Period of Performance
The Applicant will initiate work after approval of the award and complete all work
within the period of performance specified in the grant.
3. Lobbying and Political Activities
As required by Section 1352, Title 31 of the United States Code (U.S.C.), for persons
entering into a contract, grant, loan, or cooperative agreement from an agency
or requests or receives from an agency a commitment providing for the United
States to insure or guarantee a loan, 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 an agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any
federal grant, the making of any federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, 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 contract, grant, loan, or cooperative agreement, the undersigned
shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying", in accordance with its instructions.
(c) The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including
subcontracts, subgrants, and contracts under grants, loans, and cooperative
agreements) and that all subrecipients shall certify and disclose accordingly.
The Applicant will also comply with provisions of the Hatch Act (5 U.S.C. §§ 1501-
1508 and §§ 7324-7328) which limit the political activities of employees whose
principal employment activities are funded in whole or in part with federal funds.
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Finally, the Applicant agrees that federal funds will not be used, directly or indirectly,
to support the enactment, repeal, modification or adoption of any law,
regulation or policy without the express written approval from the California
Governor's Office of Emergency Services (Cal OES) or the federal awarding
agency.
4. Debarment and Suspension
As required by Executive Orders 12549 and 12689, and 2 C.F.R. § 200.213 and
codified in 2 C.F.R. Part 180, Debarment and Suspension, the Applicant will
provide protection against waste, fraud, and abuse by debarring or suspending
those persons deemed irresponsible in their dealings with the federal government.
The Applicant certifies that it and its principals, recipients, or subrecipients:
(a) Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by any
federal department or agency;
(b) Have not within a three-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;
(c) 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 (2) (b) of this certification; and
(d) Have not within a three-year period preceding this application had one
or more public transaction (federal, state, or local) terminated for cause or
default.
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.
5. Non -Discrimination and Equal Employment Opportunity
The Applicant will comply with all federal statutes relating to non-discrimination.
These include, but are not limited to, the following:
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ODVFRNOR`S OFFICE
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(a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C. §
2000d et. seq.) which prohibits discrimination on the basis of race, color, or
national origin and requires that recipients of federal financial assistance
take reasonable steps to provide meaningful access to persons with limited
English proficiency (LEP) to their programs and services;
(b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§ 1681-1683, and
1685-1686), which prohibits discrimination on the basis of sex in any federally
funded educational program or activity;
(c) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794), which
prohibits discrimination against those with disabilities or access and functional
needs;
(d) Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on
the basis of disability and requires buildings and structures be accessible to
those with disabilities and access and functional needs (42 U.S.C. §§ 12101-
12213);
(e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), which prohibits
discrimination on the basis of age;
(f) Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd-2), relating to
confidentiality of patient records regarding substance abuse treatment;
(g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), relating to
nondiscrimination in the sale, rental or financing of housing as implemented
by the Department of Housing and Urban Development at 24 C.F.R. Part
100. The prohibition on disability discrimination includes the requirement that
new multifamily housing with four or more dwelling units—i.e., the public and
common use areas and individual apartment units (all units in buildings with
elevators and ground -floor units in buildings without elevators)— be designed
and constructed with certain accessible features (See 24 C.F.R. § 100.201);
(h) Executive Order 11246, which prohibits federal contractors and federally
assisted construction contractors and subcontractors, who do over $10,000 in
Government business in one year from discriminating in employment decisions
on the basis of race, color, religion, sex, sexual orientation, gender
identification or national origin;
(i) Executive Order 11375, which bans discrimination on the basis of race, color,
religion, sex, sexual orientation, gender identification, or national origin in hiring
and employment in both the United States federal workforce and on the part
of government contractors;
Q) California Public Contract Code § 10295.3, which prohibits discrimination
based on domestic partnerships and those in same sex marriages;
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GOVERNOR'S OFFICE
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Standard Assurances
For All Cal OES Federal Grant Programs
(k) DHS policy to ensure the equal treatment of faith -based organizations, under
which all applicants and recipients must comply with equal treatment policies
and requirements contained in 6 C.F.R. Part 19;
(1) Any other nondiscrimination provisions in the specific statute(s) under which
application for federal assistance is being made; and
(m)The requirements of any other nondiscrimination statute(s) which may apply to
the application.
In addition to the items listed in (a) through (m), the Applicant will comply with
California's Fair Employment and Housing Act (FEHA). FEHA prohibits harassment
and discrimination in employment because of ancestry, familial status, race,
color, religious creed (including religious dress and grooming practices), sex (which
includes pregnancy, childbirth, breastfeeding and medical conditions related to
pregnancy, childbirth or breastfeeding), gender, gender identity, gender
expression, sexual orientation, marital status, national origin, ancestry, mental and
physical disability, genetic information, medical condition, age, pregnancy, denial
of medical and family care leave, or pregnancy disability leave (California
Government Code §§ 12940, 12945, 12945.2), military and veteran status, and/or
retaliation for protesting illegal discrimination related to one of these categories, or
for reporting patient abuse in tax supported institutions.
6. Drug -Free Workplace
As required by the Drug -Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.),
the Applicant certifies that it will maintain a drug -free workplace and a drug -free
awareness program as outlined in the Act.
7. Environmental Standards
The Applicant will comply with state and federal environmental standards, which
may be prescribed pursuant to the following, as applicable:
(a) California Environmental Quality Act (CEQA) (California Public Resources
Code §§ 21000- 21177), to include coordination with the city or county
planning agency;
(b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6,
Chapter 3, §§ 15000- 15387);
(c) Federal Clean Water Act (CWA) (33 U.S.C. § 1251 et seq.), which establishes
the basic structure for regulating discharges of pollutants into the waters of
the United States and regulating quality standards for surface waters;
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(d) Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions
from stationary and mobile sources;
(e) Institution of environmental quality control measures under the National
Environmental Policy Act (NEPA) of 1969 (P.L. 91-190); the Council on
Environmental Quality Regulations for Implementing the Procedural Provisions
of NEPA; and Executive Order 12898 which focuses on the environmental and
human health effects of federal actions on minority and low-income
populations with the goal of achieving environmental protection for all
communities;
(f) Evaluation of flood hazards in floodplains in accordance with Executive Order
1 1988;
(g) Executive Order 11514 which sets forth national environmental standards;
(h) Executive Order 11738 instituted to assure that each federal agency
empowered to enter into contracts for the procurement of goods, materials,
or services and each federal agency empowered to extend federal
assistance by way of grant, loan, or contract shall undertake such
procurement and assistance activities in a manner that will result in effective
enforcement of the Clean Air Act and the Federal Water Pollution Control Act
Executive Order 11990 which requires preservation of wetlands;
(i) The Safe Drinking Water Act of 1974, (P.L. 93-523);
Q) The Endangered Species Act of 1973, (P.L. 93-205);
(k) Assurance of project consistency with the approved state management
program developed under the Coastal Zone Management Act of 1972 (16
U.S.C. §§ 1451 et seq.);
(I) Conformity of Federal Actions to State (Clear Air) Implementation Plans under
Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et
seq.);
(m)Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 et seq.) related to
protecting components or potential components of the national wild and
scenic rivers system.
The Applicant shall not be: 1) in violation of any order or resolution promulgated
by the State Air Resources Board or an air pollution district; 2) subject to a cease
and desist order pursuant to § 13301 of the California Water Code for violation of
waste discharge requirements or discharge prohibitions; or 3) determined to be in
violation of federal law relating to air or water pollution.
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OOVERNOR`S OFFICE
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8. Audits
For subrecipients expending $750,000 or more in federal grant funds annually, the
Applicant will cause to be performed the required financial and compliance
audits in accordance with the Single Audit Act Amendments of 1996 and Title 2 of
the Code of Federal Regulations, Part 200, Subpart F Audit Requirements.
9. Access to Records
In accordance with 2 C.F.R. § 200.336, the Applicant will give the awarding agency,
the Comptroller General of the United States and, if appropriate, the state,
through any authorized representative, access to and the right to examine all
records, books, papers, or documents related to the award. The Applicant will
require any subrecipients, contractors, successors, transferees and assignees to
acknowledge and agree to comply with this provision.
10. Conflict of Interest
The Applicant 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.
11. Financial Management
False Claims for Pavmenfi - The Applicant will comply with 31 U.S.0 §§ 3729-3733
which sets forth that no subrecipient, recipient, or subrecipient shall submit a false
claim for payment, reimbursement or advance.
12. Reporting - Accountability
The Applicant agrees to comply with applicable provisions of the Federal Funding
Accountability and Transparency Act (FFATA) (P.L. 109-282), specifically (a) the
reporting of subawards obligating $25,000 or more in federal funds and (b)
executive compensation data for first -tier subawards. This includes the provisions of
FFATA, which includes requirements for executive compensation, and also
requirements implementing the Act for the non-federal entity at 2 C.F.R. Part 25
Financial Assistance Use of Universal Identifier and Central Contractor Registration
and 2 C.F.R. Part 170 Reporting Subaward and Executive Compensation
Information.
13. Whistleblower Protections
The Applicant also must comply with statutory requirements for whistleblower
protections at 10 U.S.C. § 2409, 41 U.S.C. § 4712, and 10 U.S.C. § 2324, 41 U.S.C. §
4304 and § 4310.
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GOVERNOR'S OFFICE
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14. Human Trafficking
The Applicant will comply with the requirements of Section 106(g) of the Trafficking
Victims Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits grant
award recipients or a subrecipient from: (1) engaging in trafficking in persons during
the period of time that the award is in effect; (2) procuring a commercial sex act
during the period of time that the award is in effect; or (3) using forced labor in the
performance of the award or subawards under the award.
15. Labor Standards
The Applicant will comply with the following federal labor standards:
(a) The Davis --Bacon Act (40 U.S.C. §§ 276a to 276a-7), as applicable, and the
Copeland Act (40 U.S.C. § 3145 and 18 U.S.C. § 874) and the Contract Work
Hours and Safety Standards Act (40 U.S.C. §§ 327-333), regarding labor
standards for federally -assisted construction contracts or subcontracts, and
(b) The Federa) Fair Labor Standards Act (29 U.S.C. § 201 et al.) as they apply to
employees of institutes of higher learning (IHE), hospitals and other non-profit
organizations.
16. Worker's Compensation
The Applicant must comply with provisions which require every employer to be
insured to protect workers who may be injured on the job at all times during the
performance of the work of this Agreement, as per the workers compensation
laws set forth in California Labor Code §§ 3700 et seq.
17. Property -Related
If applicable to the type of project funded by this federal award, the Applicant will:
(a) Comply with the requirements of Titles II and III of the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646)
which provide for fair and equitable treatment of persons displaced or
whose property is acquired as a result of federal or federally -assisted
programs. These requirements apply to all interests in real property
acquired for project purposes regardless of federal participation in purchase;
(b) Comply with flood insurance purchase requirements of Section 102(a) of the
Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires
subrecipients in a special flood hazard area to participate in the program
and to purchase flood insurance if the total cost of insurable construction
and acquisition is $10,000 or more;
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Standard Assurances
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(c) Assist the awarding agency in assuring compliance with Section 106 of the
(d) National Historic Preservation Act of 1966, as amended (16 U.S.C. § 470),
Executive Order 11593 (identification and protection of historic properties),
and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C.
§469a-1 et seq.); and
(e) Comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. § 4831
and 24 CFR Part 35) which prohibits the use of lead -based paint in
construction or rehabilitation of residence structures.
18. Certifications Applicable Only to Federally -Funded Construction Projects
For all construction projects, the Applicant will:
(a) Not dispose of, modify the use of, or change the terms of the real property
title or other interest in the site and facilities without permission and
instructions from the awarding agency. Will record the federal awarding
agency directives and will include a covenant in the title of real property
acquired in whole or in part with federal assistance funds to assure
nondiscrimination during the useful life of the project;
(b) Comply with the requirements of the awarding agency with regard to the
drafting, review and approval of construction plans and specifications; and
(c) Provide and maintain competent and adequate engineering supervision at
the construction site to ensure that the complete work conforms with the
approved plans and specifications and will furnish progressive reports and
such other information as may be required by the assistance awarding
agency or State.
19. Use of Cellular Device While Driving is Prohibited
Applicants are required to comply with California Vehicle Code sections 23123 and
23123.5. These laws prohibit driving motor vehicle while using an electronic wireless
communications device to write, send, or read a text -based communication. Drivers
are also prohibited from the use of a wireless telephone without hands -free listening
and talking, unless to make an emergency call to 911, law enforcement, or similar
services.
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20. California Public Records Act and Freedom of Information Act
The Applicant acknowledges that all information submitted in the course of
applying for funding under this program, or provided in the course of an entity's
grant management activities that are under Federal control, is subject to the
Freedom of Information Act (FOIA), 5 U.S.C. § 552, and the California Public
Records Act, California Government Code section 6250 et seq. The Applicant
should consider these laws and consult its own State and local laws and regulations
regarding the release of information when reporting sensitive matters in the grant
application, needs assessment, and strategic planning process.
HOMELAND SECURITY GRANT PROGRAM HSGP -
PROGRAM SPECIFIC ASSURANCES 1 CERTIFICATIONS
21. Reporting Accusations and Findings of Discrimination
If during the past three years the recipient has been accused of discrimination on
any basis the recipient must provide a list of all such proceedings, pending or
completed, including outcome and copies of settlement agreements to the DHS
Financial Assistance Office and the DHS Office for Civil Rights and Civil Liberties
(CRCL) by e-mail at CRCLLhg.dhs.gov or by mail at U.S. Department of Homeland
Security, Office for Civil Rights and Civil Liberties, Building 410, Mail Stop #0190,
Washington, D.C. 20528.
In the courts or administrative agencies make a finding of discrimination on grounds
of race, color, national origin (including LEP), sex, age, disability, religion, or familial
status against the recipient, or the recipients settle a case or matter alleging such
discrimination, recipients must forward a copy of the complaint and findings to the
DHS Financial Assistance Office and the CRCL by e-mail or mail at the addresses
listed above.
The United States has the right to seek judicial enforcement of these obligations.
22. Acknowledgment of Federal Funding from DHS
All recipients must acknowledge their use of federal funding when issuing statements,
press releases, requests for proposals, bid invitations, and other documents
describing projects or programs funded in whole or in part with federal funds.
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GOVERNOR'S OFFICE
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23. Activities Conducted Abroad
All recipients must ensure that project activities carried on outside the United States
are coordinated as necessary with appropriate government authorities and that
appropriate licenses, permits, or approvals are obtained.
24. Best Practices for Collection and Use of Personally Identifiable Information (PII)
DHS defines personally identifiable information (PII) as any information that permits
the identity of an individual to be directly or indirectly inferred, including any
information that is linked or linkable to that individual. All recipients who collect PII
are required to have a publically-available privacy policy that describes standards
on the usage and maintenance of PII they collect. Recipients may also find the DHS
Privacy Impact Assessments: Privacy Guidance and Privacy template a useful
resource respectively.
25. Copyright
All recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402
and an acknowledgement of U.S. Government sponsorship (including the award
number) to any work first produced under federal financial assistance awards.
26. Duplication of Benefits
Any cost allocable to a particular federal financial assistance award provided for in 2
C.F.R. Part 200, Subpart E may not be charged to other federal financial assistance
awards to overcome fund deficiencies, to avoid restrictions imposed by federal
statutes, regulations, or federal financial assistance award terms and conditions, or
for other reasons. However, these prohibitions would not preclude recipients from
shifting costs that are allowable under two or more awards in accordance with
existing federal statutes, regulations, or the federal financial assistance award terms
and conditions.
27. Energy Policy and Conservation Act
All recipients must comply with the requirements of 42 U.S.C. § 6201 which contain
policies relating to energy efficiency that are defined in the state energy
conservation plan issued in compliance with this Act.
28. Federal Debt Status
All recipients are required to be non -delinquent in their repayment of any federal
debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowances, and benefit overpayments. See OMB Circular A-129.
2019 HSGP Standard Assurances Page 11 of 14
Initials
We
Cal OES
GOVERNOR'S OFFICE
OF EMERGENCY SERVICES
Standard Assurances
For All Cal OES Federal Grant Programs
29. Fly America Act of 1974
All recipients must comply with Preference for U.S. Flag Air Carriers: (air carriers
holding certificates under 49 U.S.C. § 41102) for international air transportation of
people and property to the extent that such service is available, in accordance with
the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C.
§ 40118) and the interpretative guidelines issued by the Comptroller General of the
United States in the March 31, 1981, amendment to Comptroller General Decision B-
138942.
30. Hotel and Motel Fire Safety Act of 1990
In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, all
Applicants must ensure that all conference, meeting, convention, or training space
funded in whole or in part with federal funds complies with the fire prevention and
control guidelines of the Federal Fire Prevention and Control Act of 1974, as
amended, 15 U.S.C. § 2225a.
31. Non -supplanting Requirement
All recipients who receive federal financial assistance awards made under programs
that prohibit supplanting by law must ensure that federal funds do not replace
(supplant) funds that have been budgeted for the same purpose through non-
federal sources.
32. Patents and Intellectual Property Rights
Unless otherwise provided by law, recipients are subject to the Bayh-Dole Act, Pub. L.
No. 96-517, as amended, and codified in 35 U.S.C. § 200 et seq. All recipients are
subject to the specific requirements governing the development, reporting, and
disposition of rights to inventions and patents resulting from financial assistance
awards located at 37 C.F.R. Part 401 and the standard patent rights clause located
at 37 C.F.R. § 401.14.
33. SAFECOM
All recipients who receive federal financial assistance awards made under programs
that provide emergency communication equipment and its related activities must
comply with the SAFECOM Guidance for Emergency Communication Grants,
including provisions on technical standards that ensure and enhance interoperable
communications.
2019 HSGP Standard Assurances Page 12 of 14
Initials
101
Cal OES
GOVERNOR'S OFFICE
OF EMERGENCY SERVICES
Standard Assurances
For All Cal OES Federal Grant Programs
34. Terrorist Financing
All recipients must comply with Executive Order 13224 and U.S. law that prohibit
transactions with, and the provisions of resources and support to, individuals and
organizations associated with terrorism. Recipients are legally responsible to ensure
compliance with the Order and laws.
35. Reporting of Matters Related to Recipient Integrity and Performance
If the total value of the recipient's currently active grants, cooperative agreements,
and procurement contracts from all federal assistance offices exceeds $10,000,000
for any period of time during the period of performance of this federal financial
assistance award, you must comply with the requirements set forth in the
government -wide Award Term and Condition for Recipient Integrity and
Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which
is incorporated here by reference in the award terms and conditions.
36. USA Patriot Act of 2001
All recipients must comply with requirements of the Uniting and Strengthening
America by Providing Appropriate Tools Required to Intercept and Obstruct
Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175-175c.
37. Use of DHS Seal, Logo, and Flags
All recipients must obtain permission from their DHS Financial Assistance Office, prior
to using the DHS seal(s), logos, crests or reproductions of flags or likenesses of DHS
agency officials, including use of the United States Coast Guard seal, logo, crests or
reproductions of flags or likenesses of Coast Guard officials.
2019 HSGP Standard Assurances Page 13 of 14 Initials
102
CalOES
OOVERNOR'S OFFICE
OF EMERGENCY SERVICES
Standard Assurances
For All Cal OES Federal Grant Programs
IMPORTANT
The purpose of the assurance is to obtain federal and state financial assistance,
including any and all federal and state grants, loans, reimbursement, contracts, etc.
The Applicant recognizes and agrees that state financial assistance will be extended
based on the representations made in this assurance. This assurance is binding on
the Applicant, its successors, transferees, assignees, etc. Failure to comply with any
of the above assurances may result in suspension, termination, or reduction of grant
funds.
All appropriate documentation, as outlined above, must be maintained on file by
the Applicant and available for Cal OES or public scrutiny upon request. Failure to
comply with these requirements may result in suspension of payments under the grant
or termination of the grant or both and the subrecipient may be ineligible for award of
any future grants if the Cal OES determines that any of the following has occurred: (1)
the recipient has made false certification, or (2) violates the certification by failing to
carry out the requirements as noted above.
All of the language contained within this document must be included in the award
documents for all subawards at all tiers. All recipients are bound by the Department
of Homeland Security Standard Terms and Conditions 2018, Version 8.1, hereby
incorporated by reference, which can be found at:
https://www.dhs.gov/publication/fy] 5-dhs-standard-terms-and-conditions.
The undersigned represents that he/she is authorized to enter into this agreement for
and on behalf of the Applicant.
Subrecipient:
Complete next page
Signature of Authorized Agent:
Printed Name of Authorized Agent:
Title
Complete next page
Complete next page
Complete next page
2019 HSGP Standard Assurances Page 14 of 14
Date:
Complete next page
Initials
103
EXHIBIT D
COUNTY OF LOS ANGELES
2019 CERTIFICATION OF GRANT ASSURANCES
As the duly authorized representative of the Subrecipient, I hereby certify Subrecipient's
complete acceptance of Exhibit D, and agreement to abide by all provisions,
assurances, conditions and requirements of the Grant Assurances therein.
BY
City Representative/Title (Signature)
APPROVED AS TO FORM
BY
City Attorney (Signature)
ATTEST
BY
City Clerk (Signature)
Scott Mitnick, City Manager
(Print Name)
David H. King, A.C.A.
(Print Name)
Tracy Weaver
(Print Name)
Date
Date
Date
HOA.102204513.1
104
EXHIBIT E
GAVIN NEWSOM
GOVERNOR
September 26, 2019
Sachi A. Hamai
Chief Executive Officer
Los Angeles County
500 West Temple Street, Room 713
Los Angeles, CA 90012-0000
Cal OES
OOFFICE
OFFEMERGENCY
CY SERVICES
MARK S. GHILARDUCCI
SUBJECT: NOTIFICATION OF SUBRECIPIENT AWARD APPROVAL
Fiscal Year (FY) 2019 Homeland Security Grant Program (HSGP)
Subaward #2019-0035, Cal OES ID#037-00000
Subaward Period of Performance: 09/01 /2019-05/31 /2022
Dear Ms. Hamai:
DIRECTOR
The California Governor's Office of Emergency Services (Cal OES) approved your
FY 2019 HSGP subaward in the amount of $10,655,569. Once the completed
application is received and approved, reimbursement of eligible subaward
expenditures may be requested using the Cal OES Financial Management Forms
Workbook. Failure to provide documentation in a timely manner could result in a
hold on funding, pursuant to 2 CFR §§ 200.338(a) and 200.207(b)(1)-(2).
This subaward is subject to requirements in Title 2, Code of Federal Regulations
(CFR), Part 200, including the Notice of Funding Opportunities (NOFO), the
Preparedness Grants Manual, California Supplement to the NOFO, and all
applicable federal, state, and local requirements. All activities funded with this
subaward must be completed within the subaward period of performance.
Subrecipients must obtain additional written approval prior to incurring costs for
activities such as aviation, watercraft, allowability request logs, noncompetitive
procurement, and projects requiring Environmental Planning and Historic
Preservation review.
"I 1P 3650 SCHRIEVER AVENUE, MATHER, CA 95655
..• E .
(916) 845-8506 TELEPHONE (916) 845-8511 FAX
www.Ca[CES.ca.gov
I�
105
Sachi A. Hamai
September 26, 2019
Page 2 of 2
Your organization will be required to prepare and submit the Biannual Strategy
Implementation Report to Cal OES via the Federal Emergency Management
Agency's Grants Reporting Tool (GRT) semi-annually for the duration of the
subaward period of performance or until all activities are completed and the
subaward is formally closed. Failure to submit required reports could result in
subaward reduction, suspension, or termination. Throughout the subaward cycle,
milestones set in the GRT will be used as indicators of project feasibility,
performance, and grant management capacity. This information may also be
used in assessing proposals in future grant opportunities.
A Special Condition is placed on this subaward for any funds passed -through to
any Los Angeles County governmental entity. Additional information specifying
the conditions will be sent at a later time.
Your dated signature is required on this letter. Please sign and return the original
to your Cal OES Program Representative within 20 calendar days upon receipt
and keep a copy for your records. For further assistance, please contact your
Cal OES Program Representative.
Sincerely,
kI�SU,GIG--�
MARK S. GHILARDUCCI
Director
�P 5 r�� t4
Los Angeles County
Date
106
City of El Segundo
2019 SHSP Projects
Project# Project Title Funding Source Discipline I Solution Area
El Segundo EMG ! ``
014 Crisis Management HSGP-SHSP EMG Equipment $ 300,000
Software
035 Fe Springs, and HSGP-SHSP I FS Organization $ 220,000
Long Beach RTG
Totals $ 541,900
Project#
Equipment
Description&
(Quantity)
AEL#
AELTrtle
SAFECOMConsult
Funding Source
Discipline
Solution Area
Sub -Category
Deployable/
Shareable
Part of a
Procurement
over $150K
Sole Source
Involved
Hold Trigger
Budgeted
Cost
Crisis Management
software for LA
Operational area
municipalities and
stakeholder
agencies. The intent
is to standardize LA
County operational
area with one
014.00
software platform
04AP-05-CDSS
Systems and Tools, ICS
N/A
HSGP-SHSP
EMG
Information
Technology
Deployable
Yes
No
No Hold
Indicated
$ 300,000
that may be used
uniquely and
individually at the
municipal and
agency level but
may also exchange
and share
information across
jurisdictions and
agencies.
LAAFCA / EL
SEGUNDO - US&R
Harnesses, Life
Funding to support
030E-05-HARN;
Safety/Rappelling;
CBRNE Search
No Hold
018.10
the 21 Identified
„types„
030E-05-ROPE;
Rape, Life Safety/
N/A
HSGP-SHSP
FS
and Rescue
Deployable
No
No
Indicated
$ 12,720
teams in the
030E-05-ROPS
Software, Rope, Life
Equipment
region. EQ -
Safety
Harnesses and
Ropes.
O
4
Page 1 of 2
City of El Segundo
2019 SHSP Projects
Frn .err Y
t•�
�=
fi d w.�
i iiltise
Solution Area Sub
Expenditure
Category
Certification an
vile
Em4d
Budgeted Cost
RTG Personnel
Costs, hosted by
35.12
specific Fire
HSGP-SHSP
FS
Equip/Resource/
Staff
No
Staffing
$ 220,000
Agencies: RTG
Project Mgt
Intelligence position
@ El Segundo Fire
Project#
Course Name
Funding Source
Discipline
Solution Area Sub
Category
g ry
Expenditure
Category
g ry
Feedback Number
Training Activity
Total #
Trainees
()
Identified Host
EHP
A
Approval Date
Part of a
Procurement
over $150K
Sole Source
Involved
Budgeted Cost
LAAFCA / EL
SEGUNDO - US&R
021.14
Funding to support
HSGP-SHSP
FS
Staff Expenses
OT/Backfill
Field -Based
g
ElSegundo
N/A
No
No
$ 9,180
the 21Identified
Attendee
'typed" teams in the
region.
Page 2 of 2
EXHIBIT F
The Department of Homeland Security (DHS)
Notice of Funding Opportunity (NOFO)
Fiscal Year 2019 Homeland Security Grant Program (HSGP)
NOTE: If you are going to apply for this funding opportunity and have not obtained a Data
Universal Numbering System (DUNS) number and/or are not currently registered in the
System for Award Management (SAM), please take immediate action to obtain a DUNS
Number, if applicable, and then to register immediately in SAM. It may take four weeks or
more after you submit your SAM registration before your registration is active in SAM, then
an additional 24 hours for Grants.gov to recognize your information. Information on
obtaining a DUNS number and registering in SAM is available from Grants.gov at:
hM://www.grants.gov/web/,erants/register.html.
Issued By
Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA),
Grant Programs Directorate (GPD)
Assistance Listings Number (formerly Catalog of Federal Domestic Assistance Number)
97.067
Assistance Listings Title (formerly CFDA Title)
Homeland Security Grant Program
Notice of Funding Opportunity Title
Homeland Security Grant Program
• State Homeland Security Program
• Urban Area Security Initiative
• Operation Stonegarden
NOFO Number
DH S-19-GPD-067-00-02
Authorizing Authority for Program
Section 2002 of the Homeland Security Act of 2002 (Pub. L. No. 107-296, as amended)
(6 U.S.C. § 603)
Appropriation Authority for Program
Department of Homeland Security Appropriations Act, 2019 (Pub. L. No. 116-6)
Program Type
New
Program Overview, Objectives and Priorities
Page 1 of 30
FY 2019 HSGP NOFO
Overview
One of the core missions of DHS/FEMA is to enhance the ability of state, territory, local, and
tribal governments to prevent, protect against, respond to, and recover from terrorist attacks and
other disasters. DHS/FEMA's comprehensive suite of grant programs are an important part of
the Administration's larger, coordinated effort to strengthen homeland security preparedness.
The Homeland Security Grant Program (HSGP) is one tool among a comprehensive set of
initiatives authorized by Congress and implemented by the Administration to help strengthen
the Nation against risks associated with potential terrorist attacks.
The 2018-2022 FEMA Strategic flan creates a shared vision for the field of emergency
management and sets an ambitious, yet achievable, path forward to unify and further
professionalize emergency management across the country. The HSGP supports the goal of
Readying the Nation for Catastrophic Disasters. We invite all our stakeholders and partners to
also adopt these priorities and join us in building a more prepared and resilient Nation.
Objectives
Within this broader construct, the objective of the FY 2019 HSGP is to provide funds to
eligible entities to support state, local, tribal, and territorial efforts to prevent terrorism and
other catastrophic events and to prepare the Nation for the threats and hazards that pose the
greatest risk to the security of the United States.
State Homeland Security Program (SHSP): The SHSP supports state, local, tribal, and
territorial preparedness activities that address high priority preparedness gaps across all core
capabilities that support terrorism preparedness.
Urban Area Security Initiative (UASI): The UASI Program assists high -threat, high -
density Urban Areas in efforts to build, sustain, and deliver the capabilities necessary to
prevent, protect against, mitigate, respond to, and recover from acts of terrorism.
Operation Stonegarden (OPSG): OPSG supports enhanced cooperation and coordination
among Customs and Border Protection (CBP), United States Border Patrol (USBP), and
federal, state, local, tribal, and territorial law enforcement agencies. OPSG provides funding
to support joint efforts to secure the United States' borders along routes of ingress from
international borders to include travel corridors in states bordering Mexico and Canada as
well as states and territories with international water borders.
Performance Metrics
Performance metrics for this program are as follows:
SHSP and UASI:
• Percent improvement in Stakeholder Preparedness Review (SPR) capabilities against Threat
and Hazard Identification and Risk Assessment (THIRA) targets; and
• Percent of states and territories with a Threat and Hazard Identification and Risk
Assessment (THIRA) and SPR that meet current DHS/FEMA guidance.
OPSG:
Page 2 of 30
FY 2019 HSGP NOFO
110
• Percent of funding that provides intelligence -based operational support; and
• Percent of funding that provides force multiplier activities across two or more state,
local, or tribal law enforcement agencies.
For purposes of the SHSP and UASI program, DHS/FEMA requires states, territories, and
high -risk urban areas to complete a THIRA/SPR and to prioritize grant funding to support
closing capability gaps or sustaining capabilities identified in this process. Additional
information on the THIRA/SPR process, including other National Preparedness System
(NPS) tools and resources, can be found at htt s://www.fema. ov/national- re aredness-
s_ sy tem.
Priorities
DHS/FEMA continually assesses changes to the threat landscape to further the National
Preparedness Goal (the Goal) of a secure and resilient nation. This analysis provides a
perspective on critical preparedness trends for whole community partners to use to inform
program priorities, allocate resources, and communicate with stakeholders about issues of
shared concern. DHS/FEMA have identified the following as national priority areas:
• Emerging Threats, including Cybersecurity
• Lifelines (more information found in this fact sheet and toolkit)
• Safety and Security
• Food, Water, Sheltering
• Health and Medical
• Energy
• Communications
• Transportation
• Hazardous Material
In addition to addressing gaps identified by SPRs, recipients should consider funding projects
that address the above priorities of DHS/FEMA.
B. Federal A► ord Infifrwiltion
Award Amounts, Important Dates, and Extensions
Available Funding for the HSGP NOFO: $1,095,000,000
State Homeland Security Program
Allocation
$415,000,000
Urban Area Security Initiative
$590,000,000
Operation Stonegarden
$90,000,000
Total
$1,095,000,000
Page 3 of 30
FY 2019 HSGP NOFO
111
FY 2019 SHSP ALLOCATIONS
State/TerritorN
Alabama
FY 2019
Allocation
$4,077,500
State/Territory
Montana
FY 2019 Allocation
$4,077,500
Alaska
$4,077,500
Nebraska
$4,077,500
American Samoa
$1,000,000
Nevada
$4,077,500
Arizona
$4,077,500
New Hampshire
$4,077,500
Arkansas
$4,077,500
New Jersey
$8,000,000
California
$62,011,000
New Mexico
$4.077,500
Colorado
$4,077,500
New York
$76,930,000
Connecticut
$4,077,500
North Carolina
$5,750,000
Delaware
$4,077,500
North Dakota
$4,077,500
District of Columbia
$5,750,000
Northern Mariana
$1,000,000
Florida
$10,566,000
Ohio
$7,000,000
Georgia
$5,750,000
Oklahoma
$4,077,500
Guam
$1,000,000
Oregon
$4,077,500
Hawaii
$4,077,500
Pennsylvania
$9 200,000
Idaho
$4,077,500
Puerto Rico
$4,077,500
Illinois
$15,712,000
Rhode Island
$4,077,500
Indiana
$4,077,500
South Carolina
$4,077,500
Iowa
$4,077,500
South Dakota
$4,077,500
Kansas
$4,077,500
Tennessee
$4,077,500
Kentucky
$4,077,500
Texas
$20,591,000
Louisiana
$4,077,500
U.S. Virgin Islands
$1,000,000
Maine
$4,077,500
Utah
$4,077,500
Maryland
$8,000,000
Vermont
$4,077,500
Massachusetts
$7,000,000
Virginia
$9,200,000
Michigan
$5,750,000
Washington
$7,000,000
Minnesota
$4,077,500
West Virginia
$4,077,500
Mississippi
$4,077,500
Wisconsin
$4,077,500
Missouri
$4,077 500
1 Wyoming
$4,077,500
Total
$415,000,000
Page 4 of 30
FY 2019 HSGP NOFO
112
FY 2019 UASI ALLOCATIONS
State/Territory
Arizona
FUnded Urban Area
Phoenix Area
FY 2019 UASI
Allocation
$4,000,000
California
Anaheim/Santa Ana Area
$5,000,000
Bay Area
$27,500,000
Los Angeles/Long Beach Area
$68,000,000
Riverside Area
$3,250,000
Sacramento Area
$3,250,000
San Diego Area
$16,900,000
Colorado
Denver Area
$3,250,000
District of Columbia
National Capital Region
$52,750,000
Florida
Miami/Fort Lauderdale Area
$7,000,000
Orlando Area
$3,250,000
Tampa Area
$3,250,000
Georgia
Atlanta Area
$6,000,000
Hawaii
Honolulu Area
$3,250,000
Illinois
Chicago Area
$68,000,000
Maryland
Baltimore Area
$4,000,000
Massachusetts
Boston Area
$16,900,000
Michigan
Detroit Area
$5,000,000
Minnesota
Twin Cities Area
$5,000,000
Missouri
St. Louis Area
$3,250,000
Nevada
Las Vegas Area
$5,000,000
New Jersey
Jersey City/Newark Area
$20,050,000
New York
New York City Area
$178,750,000
Oregon
Portland Area
$3,250,000
Pennsylvania
Philadelphia Area
$16,900,000
Pittsburgh Area
$3,250,000
Texas
Dallas/Fort Worth/Arlington Area
$16,900,000
Houston Area
$24,600,000
San Antonio Area
$3,250,000
Virginia
Hampton Roads Area
$3,250,000
Washington
Total
Seattle Area
$6,000,000
$590,000,000
Period of Performance: 36 months
Extensions to the Period of Performance (PoP) are allowed. For additional information on PoP
extensions, refer to the Preparedness Grants Manual.
Page 5 of 30
FY 2019 HSGP NOFO
113
Projected Period of Performance Start Date: September 1, 2019
Projected Period of Performance End Date: August 31, 2022
Funding Instrument: Grant
1"MMMU
Eligible Applicants
The State Administrative Agency (SAA) is the only entity eligible to submit HSGP applications to
DHS/FEMA, including those applications submitted on behalf of UASI and OPSG applicants. All
56 states and territories, including any state of the United States, the District of Columbia, the
Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the
Commonwealth of the Northern Mariana Islands, are eligible to apply for SHSP funds. Tribal
governments may not apply directly for HSGP funding; however, funding may be available to
tribes under the SHSP and OPSG through the SAA.
Eligibility Criteria
Eligible high -risk urban areas for the FY 2019 UASI program have been determined through an
analysis of relative risk of terrorism faced by the 100 most populous Metropolitan Statistical Areas
(MSAs) in the United States. Subawards will be made by the SAAs to the designated high -risk
urban areas.
Eligible subrecipients under FY 2019 OPSG are local units of government at the county level or
equivalent level of government and federally -recognized tribal governments in states bordering
Canada or Mexico and states and territories with international water borders. All applicants must
have active ongoing USBP operations coordinated through a CBP sector office to be eligible for
OPSG funding.
Under FY 2019 OPSG, subrecipients eligible to apply for and receive a subaward directly from the
SAAs are divided into three Tiers. Tier 1 entities are local units of government at the county level
or equivalent and federally recognized tribal governments that are on a physical border in states
bordering Canada, states bordering Mexico, and states and territories with international water
borders. Tier 2 eligible subrecipients are those not located on the physical border or international
water but are contiguous to a Tier 1 county. Tier 3 eligible subrecipients are those not located on
the physical border or international water but are contiguous to a Tier 2 eligible subrecipient. Tier
2 and Tier 3 eligible subrecipients may be eligible to receive funding based on border security risk
as determined by the USBP.
Other Eligibility Criteria
National Incident Management System (NIMS) Implementation
Prior to allocation of any federal preparedness awards in FY 2019, recipients must ensure and
maintain adoption and implementation of NIMS. Detailed information on NIMS requirements
are in the Preparedness Grants Manual.
Emergency Management Assistance Compact (EMAC) Membership
Page 6 of 30
FY 2019 HSGP NOFO
114
In support of the Goal, recipients must belong to, be in, or act as a temporary member of
EMAC, except for American Samoa and the Commonwealth of the Northern Mariana Islands,
which are not required to belong to EMAC at this time. All assets supported in part or entirely
with FY 2019 HSGP funding must be readily deployable and NIMS-typed when possible to
support emergency or disaster operations per existing EMAC agreements. In addition, funding
may be used for the sustainment of core capabilities that, while they may not be physically
deployable, support national response capabilities such as Geographic/Geospatial Information
Systems (GIS), interoperable communications systems, capabilities as defined under the
mitigation mission area of the Goal, and fusion centers.
Law Enforcement Terrorism Prevention Activities (LETPA)
Per section 2006 of the Homeland Security Act of 2002, as amended (6 U.S.C. § 607),
DHS/FEMA is required to ensure that at least 25 percent of grant funding appropriated for
grants awarded under HSGP's authorizing statute are used for law enforcement terrorism
prevention activities. DHS/FEMA meets this requirement, in part, by requiring all recipients
allocate at least 25 percent of the combined HSGP funds allocated under SHSP and UASI
towards law enforcement terrorism prevention activities, as defined in 6 U.S.C. § 607. The
LETPA allocation can be from SHSP, UASI, or both. The 25 percent LETPA allocation is in
addition to the 80 percent pass through requirement to local units of government and tribes,
referenced below.
FY 2019 LETPA Allocations
State/Territory
Alabama
Funded Urban Area(s)
UASI
Allocation
Total UASI
Allocation
SHSP
Allocation
$4,077,500
Total Allocation
by State
$4,077,500
LETPA
$1,019,375
Alaska
$4,077,500
$4,077,500
$1,019,375
American Samoa
$1,000,000
$1,000,000
$250,000
Arizona
'hoenix Area
$4,000,000
$4,000,000
$4,077,500
$8,077,500
$2,019,375
Arkansas
$4,077,500
$4,077,500
$1,019,375
California
Anaheim/Santa Ana Area
$5,000,000
$123,900,000
$62,011,000
$185,911,000
$46,477,750
Bay Area
$27.500.000
-os Angeles/LongAngeles/Long Beach Area
$68,000,000
Riverside Area
$3,250,000
Sacramento Area
$3.250,000
San Diego Area
$16,900,000
Colorado
IDenver Area
$3,250.000
$3,250,000
$4,077,500
$7,327,500
$1,831,875
Connecticut
$4,077,500
$4,077,500
$1,019,375
[Delaware
$4,077,500
$4,077,500
$1,019,375
[District of
G'olumbia
National Capital Region
$52.750.000
$52.750.000
$5,750,000
$58,500,000
$14,625,000
Florida
Miami/Fort Lauderdale Area
$7,000,000
$13,500,000
$10,566,000
$24,066,000
$6,016,500
Drlando Area
$3,250,000
rampa Area
$3,250,000
Page 7 of 30
FY 2019 HSGP NOFO
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Statefferritory
Georgia
Funded Urban Areafs)
Atlanta Area
UASI
Allocation
$6,000,000
Total UASI
Allocation
$6,000,000
SHSP
Allocation
$5,750,000
Tota I Allocation
by State
$11,750,000
LIETIPA
$2,937,500
Guam
$1,000,000
$1,000,0001
$250,000
(Hawaii
Honolulu Area
$3,250.000
$3,250,000
$4,077,500
$7,327,500
$1,831,875
(Idaho
$4,077,500
$4,077,500
$1,019,375
Illinois
Chicago Area
$68,000,000
$68.000.000
$15.712.000
$83,712,000
$20,928,000
,Indiana
$4,077,500
$4,077,500
$1,019,375
,Iowa
$4,077,500
$4,077,500
$1,019,375
Kansas
$4,077,500
$4,077,500
$1,019,375
(Kentucky
$4,077,500
$4,077,500
$1.019,375
Louisiana
$4,077,500
$4,077,500
$1,019,375
Maine
$4,077,500
$4,077,500
$1,019,375
Maryland
Baltimore Area
$4,000,000
$4,000.000
$8,000,000
$12,000,000
$3,000,000
Massachusetts
Boston Area
$16.900.000
$16.900,000
$7,000,000
$23,900,000
$5,975,000
Michigan
Detroit Area
$5,000,000
$5,000.000
$5,750,000
$10,750,000
$2,687,500
Minnesota
Twin Cities Area
$5.000.000
$5,000,000
$4,077,500
$9,077,500
$2,269,375
Mississippi
1
$4,077,500
$4,077,500
$1,019,375
Missouri
St. Louis Area
$3.250.000
$3,250,000
$4,077,500
$7,327,500
$1,831,875
Montana
$4,077,500
$4,077,500
$1,019,375
Nebraska
$4,077,500
$4,077,500
$1,019,375
Nevada
Las Vegas Area
$5,000,000
$5,000,000
$4,077,500
$9,077,500
$2,269,375
New Hampshire
$4,077,500
$4,077,5001
$1,019,375
New Jersey
Terse City/Newark Area
$20.050.000
$20,050,000
$8,000,000
$28,050,000
$7,012,500
New Mexico
$4,077,500
$4,077,500
$1,019,375
New York
New York City Area
$178.750,000
$178.750,000
$76,930,000
$255,680,000
$63,920,000
North Carolina
$5,750,000
$5,750,000
$1,437,500
(North Dakota
$4,077,500
$4,077,500
$1,019,375
Northern Mariana
Islands
$1,000,000
$1,000,000
$250,000
Ohio
$7,000,000
$7,000,000
$1,750,000
Oklahoma
$4,077,500
$4,077,500
$1,019,375
Oregon
Portland Area
$3,250.000
$3,250,000
$4,077,500
$7,327,500
$1,831,875
(Pennsylvania
Philadelphia Area
$16,900,000
$20,150,000
$9,200,000
$29,350,000
$7,337,504)
Pittsburgh Area
$3.250,000
IPuerto Rico
$4,077,500
$4,077,500
$1,019,375
(Rhode Island
$4,077,500
$4,077,500
$1,019,375
South Carolina
$4,077,500
$4,077,500
$1,019,375
South Dakota
$4,077,500
$4,077,500
$1,019,375
rennessee
$4,077,500
$4,077,500
$1,019,375
texas
allas/Fort Worth/Arlington Area
$16.900.000
$44,750,000
$20,591,00
$65,341,000
$16,335,250
Houston Area
$24,600,000
Page 8 of 30
FY 2019 HSGP NOFO
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State/Territory
Funded Urban Area(s)
San Antonio Area
UASI
Allocation
$3,250,00
Total UASI
Allocation
SHSP
Allocation
Total Allocation
by State
LETPA
U.S. Virgin Islands
$1,000,000
$1,000,000
$250,000
Utah
$4,077,500
$4,077,500
$1,019,375
Vermont
$4,077,500
$4,077,500
$1,019,375
✓irginia
kam ton Roads Area
$3.250,000
$3,250.000
$9,200,000
$12,450,000
$3,112,500
Washington
Seattle Area
$6,000,000
$6,000.000
$7,000,000
$13,000,000
$3,250,000
West Virginia
$4,077,500
$4,077,500
$1,019,375
Wisconsin
$4,077,500
$4,077,500
$1,019,375
JVyoming
$4,077,500
$4,077,500
$1,019,375
The National Prevention Framework describes those activities that should be executed upon the
discovery of intelligence or information regarding an imminent threat to the homeland, to
thwart an initial or follow-on terrorist attack and provides guidance to ensure the Nation is
prepared to prevent, avoid, or stop a threatened or actual act of terrorism. Activities outlined in
the National Prevention Framework are eligible for use as LETPA-focused funds. Also, where
capabilities are shared with the protection mission area, the National Protection Framework
activities are also eligible. Other terrorism prevention activities proposed for funding under
LETPA must be approved by the FEMA Administrator.
Cost Share or Match
There is no cost share or match requirement for the FY 2019 HSGP.
D. Application and Submission inforniatinn_
Key Dates and Times
Date Posted to Grants.gov: April 12, 2019
Application Submission Deadline: May 29, 2019 at 5:00 p.m. ET
All applications must be received by the established deadline. The Non -Disaster (ND) Grants
System has a date stamp that indicates when an application is submitted. Applicants will receive
an electronic message confirming receipt of the full application. DHS/FEMA will not review
applications that are received after the deadline or consider them for funding. DHS/FEMA
may, however, extend the application deadline on request for an applicant who can demonstrate
that good cause exists to justify extending the deadline. Good cause for an extension may
include technical problems outside of the applicant's control that prevent submission of the
application by the deadline, or other exigent or emergency circumstances.
Applicants experiencing technical issues must notify the FEMA Headquarters (HQ)
Program Analyst prior to the application deadline. If applicants do not know their FEMA
HQ Program Analyst or if there are programmatic questions or concerns, please contact the
Page 9 of 30
FY 2019 HSGP NOFO
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Centralized Scheduling and Information Desk (CSID) by phone at (800) 368-6498 or by e-mail
at askcsid@fema.dhs.gov, Monday through Friday, 9:00 a.m. — 5:00 p.m. ET.
Anticipated Funding Selection Date: August 2, 2019
Anticipated Award Date: No later than September 30, 2019
Other Key Dates
Event
Suggested Deadline For Completion
Obtain DUNS Number
Mav 1, 2019
Obtain a valid Employer
May 1, 2019
Identification Number EIN
Update SAM registration
May 1, 2019
Submit the initial application in
May 22, 2019
Grants. ov
Submit the final application in ND
May 29, 2019, No later than 5:00 p.m. ET
Grants
Agreeing to Terms and Conditions of the Award
By submitting an application, applicants agree to comply with the requirements of this NOFO and
the terms and conditions of the award, should they receive an award.
Address to Request Application Package
See the Preparedness Grants Manual for information on requesting and submitting an application.
Content and Form of Application Submission
See the Preparedness Grants Manual for information on requesting and submitting an application.
Electronic Delivery
DHS/FEMA is participating in the Grants.gov initiative to provide the grant community with a
single site to find and apply for grant funding opportunities. DHS/FEMA requires applicants to
submit their initial applications online through Grants.gov and to submit final applications through
ND Grants.
How to Register to Apply through Grants.auv
See the Preparedness Grants Manual for information on requesting and submitting an application.
How to Submit an Initial Application to DHS/FEMA via Grants.gov
See the Preparedness Grants Manual for information on requesting and submitting an application.
Timely Receipt Requirements and Proof of Timely Submission
As application submission is a two-step process, the applicant with the Authorized Organizational
Representative (AOR) role who submitted the application will also receive an acknowledgement of
receipt, a tracking number (GRANTXXXXXXXX) from Grants.gov, and an Agency Tracking
Page 10 of 30
FY 2019 HSGP NOFO
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Number (EMX-2019-XX-XXXX) with the successful transmission of the initial application. This
notification does not serve as proof of timely submission, as the application is not complete until it
is submitted in ND Grants. All applications must be received in ND Grants by 5:00 p.m. ET on
May 29, 2019. Proof of timely submission is automatically recorded by ND Grants. An electronic
date/time stamp is generated within the system when the application is successfully received by
ND Grants. Additionally, the applicant(s) listed as contacts on the application will receive a
system -generated email to confirm receipt.
Submitting the Final Application in Non -Disaster Grants System (ND Grants)
After submitting the initial application in Grants.gov, eligible applicants will be notified by
DHS/FEMA and asked to proceed with submitting their complete application package in ND
Grants. Applicants can register early with ND Grants and are encouraged to begin their ND Grants
registration at the time of this announcement but no later than seven days before the application
deadline. Early registration will allow applicants to have adequate time to start and complete their
application.
In ND Grants applicants will be prompted to submit all of the information contained in the
following forms. Applicants should review these forms before applying to ensure they have all the
information required:
• Standard Form 424A, Budget Information (Non -construction);
• Standard Form 424B, Standard Assurances (Non -construction); and
• Standard Form LLL, Disclosure of Lobbying Activities.
In addition, applicants must submit copies of the following in ND Grants:
• Investment Justification (the Investment Justification Template may be found in the Related
Documents Tab of the Grants.gov posting and used as a preparation tool; responses to
questions in the Template are entered into the GRT);
• List of Urban Area Working Group (UAWG) and Senior Advisory Committee (SAC)
members;
■ SAC charter;
• UAWG charter; and
• Indirect Cost Agreement, if requesting indirect costs. If there is no current indirect cost
agreement, then the applicant must contact the Federal Cognizant Agency to negotiate a rate
and notify the relevant HQ Program Analyst or Grants Management Specialist.
Applicants must submit copies of the following in ND Grants if applying for construction
projects. The forms may be accessed in the Forms tab under SF-424 Family on Grants.gov:
• Standard Form 424C, Budget Information (Construction); and
• Standard Form 424D, Standard Assurances (Construction).
Applicants needing assistance registering for the ND Grants system should contact
nd rg ants@fema.gov or (800) 865-4076.
Page 11 of 30
FY 2019 HSGP NOFO
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HSGP Specific Application Instructions
Development of the Investment Justification (SHSP and UASI)
As part of the FY 2019 HSGP application process for SHSP and UASI funds, applicants must
develop formal investment justifications (IJs) that address the proposed investments.
Each IJ must demonstrate how proposed investments:
• Support terrorism preparedness;
• Support closing capability gaps or sustaining capabilities identified in the community's
THIRA/SPR process; and
• Engage and/or impact the whole community, including children, older adults, pregnant
women, and individuals with limited English proficiency, individuals with disabilities
and others with access and functional needs, and ensure the protection of civil rights in
the building, sustainment, and delivery of core capabilities.
Each IJ must explain how the proposed investments will support the applicant's efforts to:
• Prevent a threatened or an actual act of terrorism;
• Prepare for all hazards and threats, while explaining the nexus to terrorism preparedness;
+ Protect citizens, residents, visitors, and assets against the greatest threats and hazards,
relating to acts of terrorism; and/or
• Respond quickly to save lives, protect property and the environment, and meet basic
human needs in the aftermath of an act of terrorism or other catastrophic incidents.
Development of Investments and Projects (SHSP)
• Applicants must propose at least two and may include up to ten investments.
• Within each investment in their IJ, applicants must propose at least one project to
describe the activities they plan to implement with SHSP funds. There is no limit to the
number of projects that may be submitted.
• Any projects funded with SHSP funds that are not included in the application must
subsequently be included in the first Biannual Strategy Implementation Report (BSIR).
For further information on the BSIR, see the Preparedness Grants Manual.
• Of the proposed SHSP-funded investments, one single investment must be in support of
a designated fusion center. Recipients must coordinate with the fusion center when
developing a fusion center investment prior to submission. See additional information
on how to develop fusion center investments below.
■ Of the proposed SHSP-funded investments, as introduced in FY 2018, at least one
investment must be in support of the state or territory's cybersecurity efforts.
Consistent with the terms of this NOFO and the Preparedness Grants Manual,
Recipients and subrecipients must ensure SHSP funds for cybersecurity projects
achieve target capabilities related to preventing, preparing for, protecting against, or
responding to acts of terrorism. Such projects may simultaneously support enhanced
preparedness for other hazards unrelated to acts of terrorism. Recipients and
subrecipients of FY 2019 grant awards will be required to complete the 2019
Nationwide Cybersecurity Review (NCSR), enabling agencies to benchmark and
measure progress of improving their cybersecurity posture. The Chief Information
Page 12 of 30
FY 2019 HSGP NOFO
120
Officer (CIO), Chief Information Security Officer (CISO), or equivalent for each
recipient and subrecipient should complete the NCSR. If there is no CIO or CISO, the
most senior cybersecurity professional should complete the assessment. The NCSR is
available at no cost to the user and takes approximately 2-3 hours to complete. The
2019 NCSR will be open from October — December 2019. Although this is only a
requirement for recipients and subrecipients of FY 2019 SHSP funds, all SLTT agencies
with preparedness responsibilities are highly encouraged to participate and complete the
2019 NCSR to evaluate their cybersecurity posture. For detailed information and
background on the NCSR, please see Information Bulletin 439.
The name of the cybersecurity IJ must include the word "Cybersecurity" to easily
identify the required cybersecurity investment.
■ All emergency communications investments must describe how such activities align with
their Statewide Communication Interoperable Plan (SCIP). Recipients must coordinate
with their Statewide Interoperability Coordinator (SWIC) and/or Statewide
Interoperability Governance Body (SIGB) when developing an emergency
communications investment prior to submission to ensure the project supports the
statewide strategy to improve emergency communications and is compatible and
interoperable with surrounding systems. The investment name must include the words
"emergency communications" to easily identify any emergency communications
investments.
• Projects should describe how the proposed investment supports closing capability gaps
or sustaining capabilities identified in the THIRA/SPR process.
• All requested funding must be associated with specific projects. For each project,
several pieces of information must be provided to submit the project for consideration in
the application, including the name of the project, the project description, the name of
the subrecipient, if applicable, the recipient type (e.g., state or local), the project
location (zip code of the primary location of the project), the primary core capability the
project supports, and whether the project activities are shareable and deployable.
Development of Investments and Projects (UASI)
• Applicants must propose at least two and may include up to ten investments.
• Within each investment in their IJ, Urban Areas must propose at least one project to
describe the activities they are planning to implement with UASI funds. There is no
limit to the number of projects that may be submitted. Any projects funded with UASI
funds that are not included in the application must subsequently be included in the first
BSIR. For further information on the BSIR, see the Preparedness Grants Manual.
• Of the proposed 10 investments, Urban Areas are required to propose one single
investment in support of a designated fusion center within the Urban Area, if applicable.
Recipients must coordinate with the fusion center when developing a fusion center
investment prior to submission. See additional information on how to develop fusion
center investments below.
• Of the proposed UASI-funded investments, at least one investment must be in support
of the urban area's cybersecurity efforts. Cybersecurity investments must support the
security and functioning of critical infrastructure and core capabilities as they relate to
Page 13 of 30
FY 2019 HSGP NOFO
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achieving target capabilities related to preventing, preparing for, protecting against, or
responding to acts of terrorism. Recipients and subrecipients of FY 2019 grant awards
will be required to complete the 2019 Nationwide C bersecuri Review (NCSR),
enabling agencies to benchmark and measure progress of improving their cybersecurity
posture. The CIO, CISO or equivalent for each recipient should complete the NCSR. If
there is no CIO or CISO, the most senior cybersecurity professional should complete
the assessment. The NCSR is available at no cost to the user and takes approximately 2-
3 hours to complete. The 2019 NCSR will be open from October — December 2019.
Although this is only a requirement for recipients and subrecipients of FY 2019 UASI
funds, all SLTT agencies with preparedness responsibilities are highly encouraged to
participate and complete the 2019 NCSR to evaluate their cybersecurity posture. For
detailed information and background on the NCSR, please see Information Bulletin 439.
If UASI funds are used by the state in support of the Urban Area, the SAA must, as part
of the list of proposed investments, describe how those funds will directly support the
Urban Area.
All emergency communications investments must describe how such activities align to
the SCIP. Recipients must coordinate with the SWIC and/or SIGB when developing an
emergency communications investment prior to submission to ensure the project
supports the statewide strategy to improve emergency communications and is compatible
and interoperable with surrounding systems. The investment name must include the
words "emergency communications" to easily identify any emergency communications
investments.
Projects should describe how the proposed investment supports closing capability gaps
or sustaining capabilities identified in the THIRA/SPR process. Applicants that
completed the THIRA/SPR in 2018 should refer to that assessment to identify gaps and
sustainment needs related to Response, Recovery, and cross -cutting capabilities. They
should refer to their 2017 THIRA/SPR for gaps and sustainment needs related to the
other core capabilities. Applicants that did not complete the THIRA/SPR in 2018
should refer to their most recent THIRA/SPR.
All requested funding must be associated with specific projects. For each project,
several pieces of information must be provided to submit the project for consideration in
the application, including the name of the project, the project description, the name of
the subrecipient, if applicable, the recipient type (e.g., state or local), the project
location (zip code of the primary location of the project), the primary core capability the
project supports, and whether the project activities are shareable and deployable.
Development of Fusion Center Investments (SHSP and UASI)
If applicable, each IJ must include and identify a fusion center investment that will:
• Indicate alignment to a designated Fusion Center.
■ Provide both a brief narrative description and funding itemization of the project activities
relating to the proposed resources that directly support the designated Fusion Center.
This descriptive narrative should align with both the financial itemization and
improvement or sustainment of performance measures because of receiving the proposed
funding. If the project description and funding itemization do not directly support the
fusion center and the relationship to the fusion center is not identified, then the
Page 14 of 30
FY 2019 HSGP NOFO
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investment may be conditionally approved until a Fusion Center Addendum is submitted
and approved. Note: A sample project description and funding itemization are below.
■ Identify the expected improvement or sustainment of performance measures because of
receiving the proposed funding for the itemized projects.
• Effectively address performance measures identified in each fusion center's individual
assessment data found in the HSIN-Intel Fusion Center Profile. A list of the 2019
Performance Measures can be found in the Preparedness Grants Manual.
Sample Fusion Center Project Description
The following is an example of a sample fusion center project description that could be
included in a SHSP or UASI investment:
The X Fusion enhancement project will fund salaries, benefits, and training for X number of
Fusion Center intelligence analysts, maintenance and support for the center's enabling
systems, travel costs associated with training, and the replacement ofX computer monitors
within the Fusion Center. The project will directly sustain the Center's achieved abilities
and work to close the gap of any current capabilities through the sustained funding of its
current analytical staff and enabling systems. This project directly aligns with performance
measures 2019.1-2019.23. We anticipate seeing an improvement of the quality and
quantity of reporting as a direct result of the funding of this project.
Sample Fusion Center Funding Itemization
The funding itemization for a fusion center investment should include the amount and
percent of each relevant solution area. As an example:
Solution Area and Amount of Proposed
Fundin
Percent of Proposed
Funding
Planning.-
$10, 000.00
2%
Or anization:
$200, 000
48%
Equipment.-
$200, 000
48%
Training.-
$10, 000
2%
Exercises:
$0
0%
Total:
$420, 000
100%
Completing IJs in the Grant Reporting Tool (GRT) (SHSP and UASI)
In the Related Documents section of the Grants.gov posting, applicants can find the IJ template
and instructions for collecting the required information for investments and
projects. Additionally, applicants should utilize the Project Worksheet located in Grants.gov
posting to assemble the information required for each project, which will facilitate the input of
that information into the GRT.
Development of Concept of Operations for OPSG
As part of the FY 2019 OPSG application process, each eligible local unit of government at the
county or federally -recognized tribal government level must develop a strategic plan called a
Concept of Operations (CONOP)/Application, which is a formal proposal of action to address a
Page 15 of 30
FY 2019 HSGP NOFO
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specific situation and forms the basis for Operations Orders, in coordination with state and
federal law enforcement agencies, to include, but not limited to CBP/USBP. CONOPs that are
developed at the county level should be inclusive of city, county, tribal, and other local law
enforcement agencies that are eligible to participate in OPSG operational activities, and the
CONOP/Application should describe participating agencies in the Executive Summary.
CONOP/Application details should include the names of the agencies, points of contact, and
individual funding requests. All CONOPs/Applications must be developed in collaboration
with the local USBP sector office, the SAA and the local unit of government. Requests for
funding in CONOPs/Applications must be based on risks and the operational enforcement
support requirements of its corresponding USBP Sector. Sector offices will forward the
CONOPs to USBP Headquarters for vetting and coordination. Applicants will forward
corresponding OPSG Applications to the SAA for submission to FEMA. USBP Headquarters
will reconcile all submitted CONOPs with the OPSG Applications.
Intergovernmental Review
An intergovernmental review may be required. Applicants must contact their state's Single Point
of Contact (SPOC) to comply with the state's process under Executive Order 12372. See
https•//www.archives.gQv/federal-register/codification/executive-order/ 12372.htm1
https://www.whitchouse.goy/M-content/uploads/2017/1 I /SPOC-Feb.-201$. df.
Funding Restrictions
Federal funds made available through this award may be used for the purpose set forth in this
award and must be consistent with the statutory authority for the award. Award funds may not be
used for matching funds for any other federal awards, lobbying, or intervention in federal
regulatory or adjudicatory proceedings. In addition, federal funds may not be used to sue the
Federal Government or any other government entity. See the Preparedness Grants Manual for more
information on funding restrictions.
Environmental Planning and Historic Preservation (EHP) Compliance
See the Preparedness Grants Manual for information on EHP Compliance.
Emergency Communications Investments
If an entity uses HSGP funding to support emergency communications investments, the following
requirements shall apply to all such grant -funded communications investments in support of the
emergency communications priorities and recognized best practices:
• Applicants must describe in the investment how proposed communications investments
align to needs identified in their SCIP. Effective project alignment will require advance
coordination with the SWIC and consultation with governing bodies such as the SIGB or
Statewide Interoperability Executive Committee (SIEC), as they serve as the primary
steering group for the statewide interoperability strategy. Additionally, recipients should
consult subject matter experts serving on governance bodies such as broadband experts,
chief information officers, representatives from utilities, or legal and financial experts
when developing proposals.
• The signatory authority for the SAA must certify in writing to DHS/FEMA their
compliance with the SAFECOM Guidance. The certification letter should be
coordinated with the SWIC for each state and must be uploaded to ND Grants at the
Page 16 of 30
FY 2019 HSGP NOFO
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time of the first Program Performance Report (PPR) submission.
All states and territories must designate a full-time SWIC who has the authority and
resources to actively improve interoperability with emergency management and
response agencies across all levels of government, to include establishing statewide
plans, policies, and procedures, and coordinating decisions on communications
investments funded through federal grants. Note that the designated full-time SWIC
may also be the state's or territory's cybersecurity point of contact. SWIC status
information will be maintained by the DHS Office of Emergency Communications and
will be verified by FEMA GPD through programmatic monitoring activities.
By the period of performance end date, all states and territories must update their SLIP,
with a focus on communications resilience/continuity, to include assessment and
mitigation of all potential risks identified in the SLIP: natural disasters, accidental
damage (human failures), intentional damage (sabotage, terrorism), cybersecurity, etc.
Following the initial update, the SCIP should be updated on an annual basis. SCIP
status information will be maintained by the DHS Office of Emergency
Communications and will be verified by FEMA GPD through programmatic monitoring
activities.
All states and territories must test their emergency communications capabilities and
procedures (as outlined in their operational communications plans) in conjunction with
regularly planned exercises (separate/addition emergency communications exercises are not
required) and must submit an After Action Report/Improvement Plan (AAR/IP) to the
Homeland Security Exercise and Evaluation Program's (HSEEP) electronic message inbox
at hseep@fema.gav within 90 days of exercise completion. Exercises should be used to
both demonstrate and validate skills learned in training and to identify gaps in capabilities.
Resilience and continuity of communications should be tested during training and exercises
to the greatest extent possible. Further, exercises should include participants from multiple
jurisdictions, disciplines, and levels of government and include emergency management,
emergency medical services, law enforcement, interoperability coordinators, public health
officials, hospital officials, officials from colleges and universities, and other disciplines
and private sector entities, as appropriate. Findings from exercises should be used to update
programs to address gaps in emergency communications as well as emerging technologies,
policies, and partners. Recipients are encouraged to increase awareness and availability of
emergency communications exercise opportunities across all levels of government.
States, territories, and other eligible grant recipients are advised that HSGP funding may be
used to support communications planning (including the cost of hiring a SWIC,
participation in governance bodies and requirements delineated above), training, exercises,
and equipment costs. Costs for transitioning to the FirstNet network may also be
eligible. More information regarding FirstNet can be found in the Preparedness Grants
Manual.
Funds Transfer Restriction
The recipient is prohibited from transferring funds between programs (includes the SHSP, the
UASI, and OPSG). Recipients can submit an investment/project where funds come from multiple
funding sources (e.g., the SHSP and UASI), however, recipients are not allowed to divert funding
from one program to another due to the risk -based funding allocations, which were made at the
Page 17 of 30
FY 2019 HSGP NOFO
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discretion of DHS/FEMA.
Pre -Award Costs
Pre -award costs are allowable only with the prior written approval of DHS/FEMA and as included
in the award agreement. To request pre -award costs, a written request must be included with the
application, signed by the Authorized Representative of the entity. The letter must outline what the
pre -award costs are for, including a detailed budget break-out of pre -award costs from the post -
award costs, and a justification for approval.
Cost Principles
Costs charged to this award must be consistent with the Cost Principles for Federal Awards located
at 2 C.F.R. Part 200, Subpart E. For more information on 2 C.F.R. Part 200, please refer to FEMA
GPD Information Bulletin 400, FEMA's Implementation of 2 C.F.R. Part 200, the Uniform
Administrative Requirements, Cost Principles. and Audit Requirements for Federal Awards_
("Super Circular" or "Omni Circular").
Direct Costs
Planning
Planning costs are allowed under this program.
Organization
Organization costs are allowed under this program.
Equipment
Equipment costs are allowed under this program.
Training
Training costs are allowed under this program.
Exercises
Exercise costs are allowed under this program.
Personnel
Personnel hiring, overtime, and backfill expenses are permitted under this grant to perform
allowable HSGP planning, organization, training, exercise, and equipment activities. Under
OPSG, overtime costs are allowable only in so far as they meet the intent of the program. All
recipients and subrecipients of HSGP funds, including SHSP, UASI, and OPSG allocations,
may not use more than 50 percent of their awards to pay for personnel activities unless a waiver
is approved by FEMA. For more information on the 50 percent personnel cap, please see
FEMA Information Bulletin (IB) 421, Clarification on the Personnel Reimbursement for
Intelligence Cooperation and Enhancement of Homeland Security Act of 2008 (Public Law
110-412) — the PRICE Act.
Operational Overtime
Operational Overtime costs are allowed under this program. Prior to use of funds for
operational overtime, recipients must receive approval from DHS/FEMA.
Travel
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126
Domestic travel costs are allowed under this program, as provided for in this
NOFO. International travel is not an allowable cost under this program unless approved in
advance by DHS/FEMA.
Construction and Renovation
Construction and renovation costs to achieve capability targets related to preventing, preparing
for, protecting against, or responding to acts of terrorism are allowed under this program. For
construction and renovation costs to be allowed, they must be specifically approved by
DHS/FEMA in writing prior to the use of any program funds. Applicants must use the EHP
approval process. Limits on the total amount of grant funding that may be used for
construction or renovation may apply. Additionally, recipients are required to submit Standard
Form 424C.
Maintenance and Sustainment
Maintenance and Sustainment related costs, such as maintenance contracts, warranties, repair
or replacement costs, upgrades, and user fees are allowable as described in FP 205-402-125-1,
Maintenance Contracts and Warranty Coverage Funded by Preparedness Grants Policy
(httt)://www.fema.jzov/media-libLary/assets/documents/32474).
Management and Administration (M&A) Costs
Management and administration (M&A) activities are those directly relating to the management
and administration of HSGP funds, such as financial management and monitoring. A
maximum of up to five percent of HSGP funds awarded may be retained by the state, and any
funds retained are to be used solely for M&A purposes associated with the HSGP award.
Subrecipients may also retain a maximum of up to 5 percent of the funding passed through by
the state solely for M&A purposes associated with the HSGP award.
A state's HSGP funds for M&A calculation purposes includes the total of its SHSP, UASI, and
OPSG awards. While the SAA may retain up to 5 percent of this total for M&A, the state must
still ensure that all subrecipient award amounts meet the mandatory minimum pass -through
requirements that are applicable to each HSGP program. To meet this requirement, the
percentage of SHSP and UASI funds passed through to local or tribal jurisdictions must be
based on the state's total HSGP award prior to withholding any M&A.
In retaining these funds, states may retain a maximum of 2.5 percent of the OPSG allocation,
which must be withheld from the pass -through to each subrecipient county or tribe in an equal
percentage. The SAA may also retain additional funding from its SHSP award to manage and
administer the OPSG award, but that additional amount is also capped at an amount equal to
2.5 percent of the OPSG award. Examples applying this principle:
SAA 1:
SHSP: $1,000,000
OPSG: $2,500,000
UASI: $2,500,000
M&A Maximum: $300,000 (5 percent of $6,000,000)
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Maximum M&A for SHSP = $50,000
Maximum M&A for OPSG = $125,000. Of that amount, $62,500 (2.5 percent) may be
retained from the OPSG allocation, and the other $62,500 would come from the SHSP
allocation. Any amount used to manage and administer OPSG that is charged to SHSP
may be above and beyond the $50,000 available to manage the SHSP allocation.
SAA 2:
SHSP: $3,500,000
OPSG: $1,000,000
M&A Maximum: $225,000 (5 percent of $4,500,000)
Maximum M&A for SHSP: $175,000
Maximum M&A for OPSG = $50,000. Of that amount, $25,000 (2.5 percent) may be
retained from the OPSG allocation, and the other $25,000 would come from the SHSP
allocation. Any amount used to manage and administer OPSG that is charged to SHSP
may be above and beyond the $175,000 available to manage the SHSP allocation.
Please note, Information Bulletin (IB) 365: Management and Administration Costs in the
Homeland Security and DHS/FEMA Policy 207-087-1, which can be found at
http://www.fema.jzov/libra[y/viewRecord.do?id=7837, do not apply to awards made in FY
2019 under this NOFO. The IB and Policy remain in effect for all previous awards.
Critical Emergency Supplies
Critical emergency supplies are allowed under this program.
Secure Identification
Secure Identification costs are allowed under this program.
Indirect (Facilities & Administrative [F&A]) Costs
Indirect costs are allowable under this program as described in 2 C.F.R. § 200.414. Except for
recipients who have never received a negotiated indirect cost rate as described in 2 C.F.R. §
200.414(f), recipients must have an approved indirect cost rate agreement with their cognizant
federal agency to charge indirect costs to this award. A copy of the approved rate (a fully
executed, agreement negotiated with the applicant's cognizant federal agency) is required at the
time of application and must be provided to DHS/FEMA before indirect costs are charged to the
award.
General Purpose Equipment
HSGP allows expenditures on general purpose equipment if it aligns to and supports one or more
core capabilities identified in the Goal and has a nexus to terrorism preparedness. General purpose
equipment, like all equipment funded under the HSGP, must be sharable through the Emergency
Management Assistance Compact (EMAC)' and allowable under 6 U.S.C. § 609, and any other
applicable provision of the Homeland Security Act of 2002, as amended. Examples of such general
purpose equipment may include:
R Law enforcement vehicles;
Except for American Samoa and the Commonwealth of the Northern Mariana Islands, which are not required to
belong to EMAC at this time.
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128
• Emergency medical services (EMS) equipment and vehicles;
• Fire service equipment and vehicles, to include hose, pump accessories, and foam
concentrate for specialized chemical, biological, radiological, nuclear, and explosives
(CBRNE) response; and
■ Office equipment for staff2 engaged in homeland security program activity.
Equipment allowability is based on the Authorized Equipment List (AEL) but exceptions may be
considered on a case -by -case basis if (1) the equipment identified to be purchased directly maps to
a core capability contained within the Goal, and (2) the equipment's purpose (when operational)
falls under the permitted use of funds in accordance with 6 U.S.C. § 609, and any other applicable
provision of the Homeland Security Act of 2002, as amended.
Allowable Cost Matrix
The following matrix provides allowable cost activities that fall under each of the cost categories
noted above. Recipients and subrecipients must follow all applicable requirements in 2 C.F.R. Part
200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards).
This list is not exhaustive, therefore, if there are any questions regarding allowable costs, please
contact the appropriate HQ GPD Program Analyst. For additional information on allowable costs,
see the Pre2aredness Grants Manual.
Allowable Program Activities snspUASI
Allowable Planning Costs
ONG
Developing hazard/threat-specific annexes i
IS N
Developing and implementing homeland security support programs and adopting
ongoing DHS/FEMA national initiatives
N
Developing related terrorism and other catastrophic event prevention activities
N
Developing and enhancing plans and protocols
? N
Developing or conducting assessments f
3 N
Hiring of full- or part-time staff or contract/consultants to assist with planning
activities
N
Materials required to conduct planning activities
} N
Travell er diem related to planningactivities
Overtime and backfill costs (in accordance with operational Cost Guidance)
Issuance of WHTI-compliant Tribal identification cards
N N
Activities to achieve planning inclusive of people with disabilities and others with
access and functional needs and limited English proficiency.
N
Coordination with Citizen Corps Councils for public information/education and
development of volunteer programs
N
Update aovernance structures and processes and plans for emergency communications
N
Development, and review and revision of continuity of operations plans
N
Development, and review and revision of the THIRA/SPR continuity of operations plans
N
2 This applies to all homeland security personnel and is not limited to management and administration staff, and costs
are to be captured outside the cap on management and administration costs.
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129
Allowable Organizational Activities
Note: Personnel hiring, overtime, and backfill expenses are permitted under this grant only to the extent that such
expenses are for the allowable activities within the scope of the grant.
Program management
N
Development of whole community partnerships
N
Structures and mechanisms for information sharing between the public and private
sector
N
Implementing models, programs, and workforce enhancement initiatives
_
Tools, resources, and activities that facilitate shared situational awareness between
the public and private sectors
N
Operational support
N
Utilization of standardized resource management concepts
Responding to an increase in the threat level under the National Terrorism Advisory
System TAS), or needs in resulting from a National Special Security Event
N
Reimbursement for select operational expenses associated with increased security
measures at critical infrastructure sites incurred (up to 50 percent of the allocation
Overtime for information, investigative, and intelligence sharing activities (up to 50
percent of the allocation)
Hiring of new staff positions/contractors/consultants for participation in
inform ation/intelIigence analysis and sharing groups or fusion center activities (up to
50 percent of the allocation).
N
Allowable E ui ment Categories
Personal Protective Equipment
Allowable Equipment Categories
Explosive Device Miti ation and Remediation Equipment
N
CBRNE Operational Search and Rescue Equipment
N
Information Technology
C bersecuri Enhancement Equipment
Intero erable Communications Equipment
Detection
i N
I
Decontamination
1 N
Medical countermeasures
Power (e.g., generators, batteries, power cells)
CBRNE Reference Materials
N
CBRNE Incident Response Vehicles
a N
Terrorism Incident Prevention Equipment
Physical Security Enhancement Equipment
Inspection and Screening Systems
Animal Care and Foreign Animal Disease
N
CBRNE Prevention and Response Watercraft
N
CBRNE Prevention and Res onse Unmanned Aircraft
N
CBRNE Aviation Equipment
1 b N
CBRNE Lo istical Support Equipment
N
Intervention Equipment (e.g., tactical ent , crime sceneprocessing)
Critical emergency supplies
L&!
N
Vehicle rentals
N
N
]°
Other Authorized Equipment
Allowable Training Costs .-
Overtime and backfill for emergency preparedness and response personnel attending
DHS/FEMA-s onsored and approved training classes
Overtime and backfill expenses for part-time and volunteer emergency response
personnel participating in DHS/FEMA training
Page 22 of 30
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130
Training workshops and conferences
Activities to achieve training inclusive of people with disabilities and others with
access and functional needs and limited English roficienc
N
Z
Full- or art -time staff or contractors/consultants
?
Travel
7
Supplies
}� N
Instructor certification/re-certification
Coordination with Citizen Corps Councils in conducting training exercises
Intero erable communications training
Activities to achieve planning inclusive of people with limited English proficiency
Immigration enforcement training 10--mlidgm
N
N
N
'i N
Allowable Exercise Related Costs
Design, Develop, Conduct, and Evaluate an Exercise
N
Full- or art -time staff or contractors/consultants
N
Overtime and backfill costs, including expenses for part-time and volunteer
emergency response personnel participating in DHS/FEMA exercises
`{
N
Implementation of HSEEP
N
Activities to achieve exercises inclusive of people with disabilities and others with.
access and functional needs
N
Travel
N
Supplies
N
Intero erable communications exercises
N
Allowable Exercise Related Costs
Activities to achieve planning inclusive of people with limited En glish proficiencyN
Allowable Management & Administrative Costs -
Hiring of full- or part-time staff or contractors/consultants to assist with the
management of the respective grant program, application requirements, and
compliance with reporting and data collection requirements
Development of operating plans for information collection and processing necessary
to respond to DHS/FEMA data calls
Overtime and backfill costs
Travel
Meeting related expenses
Authorized office equipment
N
Recurring expenses such as those associated with cell phones and faxes during the PoP
of the grant program
N
Leasing or renting of space for newly hired personnel during the PoP of the grant
pro -gram
N
Law Enforcement Terrorism Prevention Activities (LETPA) Costs
Maturation and enhancement of designated state and major Urban Area fusion
centers
N
Coordination between fusion centers and other analytical and investigative efforts
N
Implementation and maintenance of the Nationwide SAR Initiative
N
Implementation of the "If You See Something, Say Something©" campaign
�, N
Increase physical security, through law enforcement personnel and other protective
measures, b implementing preventive and protective measures at critical
a N
Building and sustaining preventive radiological and nuclear detection capabilities
N
E. Application Review Information
Page 23 of 30
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131
Allocations
Risk Methodology
The risk methodology determines the relative risk of terrorism faced by a given area
considering the potential risk of terrorism to people, critical infrastructure, and economic
security. The analysis includes threats from violent domestic extremists, international terrorist
groups, and individuals inspired by terrorists abroad. See the Preparedness Grants Manual for
additional information on risk methodology.
NOTE: The THIRA/SPR process is separate from the risk methodology, and its results do not
affect grant allocations.
SHSP Allocations
FY 2019 SHSP funds will be allocated based on two factors: minimum amounts as legislatively
mandated, and DHS/FEMA's risk methodology. THIRA/SPR results do not impact grant
allocation or award.
Each state and territory will receive a minimum allocation under the SHSP using thresholds
established in the Homeland Security Act of 2002, as amended. All 50 States, the District of
Columbia, and the Commonwealth of Puerto Rico will receive 0.35 percent of the total funds
allocated for grants under Section 2003 and Section 2004 of the Homeland Security Act of
2002, as amended. Each of the four territories (American Samoa, Guam, the Northern Mariana
Islands, and the U.S. Virgin Islands) will receive a minimum allocation of 0.08 percent of the
total funds allocated for grants under Section 2003 and 2004 of the Homeland Security Act of
2002, as amended.
UASI Allocations
FY 2019 UASI funds will be allocated based on DHS/FEMA's risk methodology. THIRA/SPR
results do not impact grant allocation or award.
Eligible candidates for the FY 2019 UASI program have been determined through an analysis
of relative risk of terrorism faced by the 100 most populous Metropolitan Statistical Areas
(MSAs) in the United States, in accordance with the Homeland Security Act of 2002, as
amended. Detailed information on MSAs is publicly available from the United States Census
Bureau at https://www.census.ggy/programs-surveys/metro-micro.html..
OPSG Allocations
The FY 2019 OPSG Risk Assessment is designed to identify the risk to border security and to
assist with the distribution of funds for the grant program. Funding under OPSG is distributed
based on the risk to the security of the border. Entities eligible for funding are the state, local
and tribal law enforcement agencies that are located along the border of the United States. The
THIRA/SPR process is not required for OPSG.
For the purposes of OPSG, the risk is defined as the potential for an adverse outcome assessed
as a function of threats, vulnerabilities, and consequences associated with an incident, event, or
occurrence.
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Based upon ongoing intelligence analysis and extensive security reviews, DHS/CBP continues
to focus the bulk of OPSG funds based upon risk analyses. The risk model used to allocate
OPSG funds considers the potential risk that certain threats pose to border security and estimate
the relative risk faced by a given area. In evaluating risk, DHS/CBP considers intelligence,
situational awareness, criminal trends, and statistical data specific to each of the border sectors,
and the potential impacts that these threats pose to the security of the border area. For
vulnerability and consequence, DHS/CBP considers the expected impact and consequences of
successful border events occurring in specific areas.
Threat and vulnerability are evaluated based on specific operational data from DHS/CBP.
Threat components present in each of the sectors are used to determine the overall threat score.
These components are terrorism, criminal aliens, drug trafficking organizations, and alien
smuggling organizations.
Application Evaluation Criteria
FEMA will evaluate the FY 2019 HSGP applications for completeness, adherence to programmatic
guidelines, and anticipated effectiveness of the proposed investments. FEMA's review will include
verification that each IJ or project:
• Aligns with at least one core capability identified in the Goal;
■ Demonstrates how investments support closing capability gaps or sustaining capabilities
identified in the THIRA/SPR process; and
• Supports a NIMS-typed resource and whether those assets are deployable/shareable to
support emergency or disaster operations per existing EMAC agreements.
In addition to the above, FEMA will evaluate whether proposed projects are: 1) both feasible and
effective at reducing the risks for which the project was designed; and 2) able to be fully completed
within the three-year PoP. FEMA will use the information provided in the application and after the
submission of the first BSIR to determine the feasibility and effectiveness of a grant project. To
that end, IJs should include:
• An explanation of how the proposed project will achieve objectives as identified in the
SPR, including expected long-term impact where applicable, and which core capability
gap(s) it helps to close and how;
• A summary of the status of planning and design efforts accomplished to date (e.g.,
included in a capital improvement plan); and
■ A project schedule with clear milestones.
Recipients are expected to conform, as applicable, with accepted engineering practices, established
codes, standards, modeling techniques, and best practices, and participate in the development of
case studies demonstrating the effective use of grant funds, as requested.
Review and Selection Process (SHSP and UASI)
To ensure the effectiveness of proposed investments and projects, all applications will undergo a
federal review. The federal review will be conducted by FEMA HQ Program Analysts. FEMA
HQ Program Analysts will use a checklist to verify compliance with all administrative and
eligibility criteria identified in the NOFO. Recipients must be able to demonstrate how
Page 25 of 30
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133
investments support closing capability gaps or sustaining capabilities identified in the THIRA/SPR
process. IJs will be reviewed at both the investment and project level. A program hold may be
placed on any investment which is found to be noncompliant.
Fusion center investments will be jointly reviewed by FEMA and the DHS Office of Intelligence
and Analysis (I&A) for compliance with HSGP NOFO requirements to prioritize the alignment of
requests with results from the annual Fusion Center Assessment Program. If a fusion center
investment does not meet the requirements, a Fusion Center Addendum must be completed and
submitted for review and approval prior to expending funds allocated to fusion center activities.
Emergency communications investments will be jointly reviewed by FEMA and the DHS Office of
Emergency Communications (OEC) to verify compliance with SAFECOM guidance. FEMA and
OEC will coordinate directly with the recipient on any compliance concerns and will provide
technical assistance as necessary to help ensure full compliance.
Review and Selection Process (OPSG)
Applications will be reviewed by the SAA and USBP Sector Headquarters for completeness and
adherence to programmatic guidelines and evaluated for anticipated feasibility, need, and impact of
the Operations Orders. For more information on Operations Orders and other requirements of
OPSG, see the Preparedness Grants Manual.
DHS/FEMA will verify compliance with all administrative and eligibility criteria identified in the
NOFO and required submission of Operations Orders and Inventory of Operations Orders by the
established due dates. DHS/FEMA and USBP will use the results of both the risk analysis and the
federal review by DHS/FEMA to make recommendations for funding to the Secretary of Homeland
Security.
FY 2019 OPSG funds will be allocated competitively based on risk -based prioritization using the
OPSG Risk Assessment described above. Final funding allocations are determined by the
Secretary, who may consider information and input from various law enforcement offices or
subject -matter experts within the Department. Factors considered include, but are not limited to
threat, vulnerability, miles of the border, and other border -specific law enforcement intelligence, as
well as the feasibility of FY 2019 Operations Orders to designated localities within border states
and territories.
Financial Integrity Criteria
Prior to making a Federal award, DHS/FEMA is required by 31 U.S.C. § 3321 note, 41 U.S.C. §
2313, and 2 C.F.R. § 200.205 to review information available through any OMB -designated
repositories of government -wide eligibility qualification or financial integrity information.
Application evaluation criteria may include the following risk -based considerations of the
applicant:
1. Financial stability;
2. Quality of management systems and ability to meet management standards;
3. History of performance in managing Federal awards;
4. Reports and findings from audits; and
5. Ability to effectively implement statutory, regulatory, or other requirements.
Page 26 of 30
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134
Supplemental Financial Integrity Review
Prior to making a Federal award where the anticipated Federal share of a Federal award will be
greater than the simplified acquisition threshold, currently $250,000 (see Section 805 of the
National Defense Authorization Act for Fiscal Year 2008, Pub. L. No. 115-91, OMB Memorandum
M-18-18atbllps://www.whitehouse.gov/v -content/uploads/2018/06/M-18-I B.pdf; see also
FEMA GPD Information Bulletin No. 434 Increases and Changes to the Micro -Purchase and
Sim lifted Acquisition Thresholds):
• DHS/FEMA is required to review and consider any information about the applicant in
the designated integrity and performance system accessible through the System for
Award Management (SAM), which is currently the Federal Awardee Performance and
Inte city Information System (FAPIIS) and is also accessible through the SAM website.
• An applicant, at its option, may review information in FAPIIS and comment on any
information about itself that a Federal awarding agency previously entered.
• DHS/FEMA will consider any comments by the applicant, in addition to the other
information in FAPIIS, in making a judgment about the applicant's integrity, business
ethics, and record of performance under Federal awards when completing the review of
risk posed by applicants, as described in 2 C.F.R. § 200.205.
F. Federal Award I Yinistra ion Informatiori
Notice of Award
See the Preparedness Grants Manual for information on Notice of Award.
Administrative and National Policy Requirements
See the Preparedness Grants Manual for information on Administrative and National Policy
requirements.
SHSP and UASI Pass -Through Requirements
Awards made to the SAA for HSGP carry additional pass -through requirements. Pass -through is
defined as an obligation on the part of the SAA to make funds available to local units of
government, combinations of local units, tribal governments, or other specific groups or
organizations. Four requirements must be met to pass -through grant funds:
• The SAA must make a firm written commitment to passing through grant funds to
subrecipients;
■ The SAA's commitment must be unconditional (i.e., no contingencies for the availability of
SAA funds);
• There must be documentary evidence (i.e., award document, terms, and conditions) of the
commitment; and
• The award terms must be communicated to the subrecipient.
Timing and Amount
The SAA must pass -through at least 80 percent of the funds awarded under the SHSP and
UASI to local or tribal units of government within 45 calendar days of receipt of the funds.
"Receipt of the funds" occurs either when the SAA accepts the award or 15 calendar days after
the SAA receives notice of the award, whichever is earlier.
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SAAs are sent notification of HSGP awards via the GPD's ND Grants system. If an SAA
accepts its award within 15 calendar days of receiving notice of the award in the ND Grants
system, the 45-calendar days pass -through period will start on the date the SAA accepted the
award. Should an SAA not accept the HSGP award within 15 calendar days of receiving notice
of the award in the ND Grants system, the 45-calendar days pass -through period will begin 15
calendar days after the award notification is sent to the SAA via the ND Grants system.
It is important to note that the PoP start date does not directly affect the start of the 45-calendar
days pass -through period. For example, an SAA may receive notice of the HSGP award on
August 20, 2019, while the PoP dates for that award are September 1, 2019, through August 31,
2022. In this example, the 45-day pass -through period will begin on the date the SAA accepts
the HSGP award or September 4, 2019 (15 calendar days after the SAA was notified of the
award), whichever date occurs first. The PoP start date of September 1, 2019, would not affect
the timing of meeting the 45-calendar day pass -through requirement.
Other SHSP and UASI Pass -Through Requirements
The signatory authority of the SAA must certify in writing to DHS/FEMA that pass -through
requirements have been met. A letter of intent (or equivalent) to distribute funds is not
considered sufficient. The pass -through requirement does not apply to SHSP awards made to
the District of Columbia, Guam, American Samoa, the U.S. Virgin Islands, and the
Commonwealth of the Northern Mariana Islands. The Commonwealth of Puerto Rico is
required to comply with the pass -through requirement, and its SAA must also obligate at least
80 percent of the funds to local units of government within 45 calendar days of receipt of the
funds.
Under SHSP, the SAA may retain more than 20 percent of funding for expenditures made by
the state on behalf of the local unit(s) of government. This may occur only with the written
consent of the local unit of government, specifying the amount of funds to be retained and the
intended use of funds. States shall review their written consent agreements yearly and ensure
that they are still valid. If a written consent agreement is already in place from previous fiscal
years, DHS/FEMA will continue to recognize it for FY 2019, unless the written consent review
indicates the local government is no longer in agreement. If modifications to the existing
agreement are necessary, the SAA should contact their assigned FEMA HQ Program Analyst.
Additional OPSG Requirements
The recipient is prohibited from obligating or expending funds provided through this award
until each unique and specific county -level or equivalent Operational Order/Fragmentary
Operations Order budget has been reviewed and approved through an official electronic mail
notice issued by DHS/FEMA removing this special programmatic condition.
Reporting
See the Preparedness Grants Manual for information on reporting requirements.
Threat and Hazard Identification and Risk Assessment (THIRA) and Stakeholder
Preparedness Review (SPR) Process
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136
See the Preparedness Grants Manual for information on the THIRA and SPR process.
Supplemental Information Reporting Systems
In addition to ND Grants, the following information systems are used for the submission of
required reports:
Grant Reporting Tool (GRT)
Information on the GRT can be found in the Preparedness Grants Manual.
Unified Reporting Tool (URT)
See the Preparedness Grants Manual for information on the URT.
Closeout Reporting Requirements
See the Preparedness Grants Manual for information on closeout reporting requirements.
Disclosing Information per 2 C.F.R. § 180.335
See the Preparedness Grants Manual for information on disclosing information.
G. DHSIFEMA Awarding Agency ContaLt information
Contact and Resource Information
Centralized Scheduling and Information Desk (CSID)
CSID is a non -emergency comprehensive management and information resource developed by
DHS/FEMA for grant stakeholders. CSID provides general information on all DHS/FEMA
grant programs and maintains a comprehensive database containing key personnel contact
information at the federal, state, and local levels. When necessary, recipients will be directed to
a Federal point of contact who can answer specific programmatic questions or concerns. CSID
can be reached by phone at (800) 368-6498 or by e-mail at askcsidCoUema.gov, Monday
through Friday, 9:00 a.m. — 5:00 p.m. ET.
GPD Grant Operations Division
GPD's Grant Operations Division Business Office provides support regarding financial matters
and budgetary, technical assistance. Additional guidance and information can be obtained by
contacting the FEMA Call Center at 866-927-5646 or via e-mail to ASK-GMD(a7fema.gn�.
FEMA Regional Offices
FEMA Regional Offices may also provide fiscal support, including pre- and post -award
administration and technical assistance such as conducting cash analysis, financial monitoring,
and audit resolution for the grant programs included in this solicitation. GPD will provide
programmatic support and technical assistance. FEMA Regional Office contact information is
available here.
GPD Environmental Planning and Historic Preservation (EHP)
The DHS/FEMA GPD EHP Team provides guidance and information about the EHP review
process to recipients and subrecipients. All inquiries and communications about GPD projects
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137
or the EHP review process, including the submittal of EHP review materials, should be sent to
gpdehpinfo@fema.dhs.gov. EHP Technical Assistance, including the EHP Screening Form,
can be found online at htti)s://www.fema.gov/media-libra!y/assets/documents/90195.
Systems Information
Grants.gov
For technical assistance with Grantss.gov, call the customer support hotline 24 hours per day, 7
days per week (except Federal holidays) at (800) 518-4726 or e-mail at support@grants.gov.
Non -Disaster (ND) Grants
For technical assistance with the ND Grants system, please contact the ND Grants Helpdesk at
nd rg antsAfema.gov or (800) 865-4076, Monday through Friday, 9:00 a.m. — 5:00 p.m. ET.
Payment and Reporting System (PARS)
DHS/FEMA uses the Payment and Reporting System PARS for financial reporting, invoicing
and tracking payments. DHS/FEMA uses the Direct Deposit/Electronic Funds Transfer
(DD/EFT) method of payment to recipients. To enroll in the DD/EFT, recipients must
complete a Standard Form I I9A, Direct Deposit Form.
H. Additional Information
GPD has developed the 1't-e aredness Grants Manual to guide applicants and recipients of grant
funding on how to manage their grants and other resources. Recipients seeking guidance on
policies and procedures for managing preparedness grants should reference the Manual for further
information. Examples of information contained in the Preparedness Grants Manual include:
• Conflicts of Interest in the Administration of Federal Awards and Subawards;
■ Extensions;
• Monitoring;
■ Procurement Integrity; and
• Other Post -Award Requirements.
In response to recent disasters, FEMA has introduced a new lifelines construct, in order to enable
the continuous operation of government functions and critical business essential to human health,
safety, or economic security during and after a disaster. To learn more about lifelines, please refer
to the Prel2aredness Grants Manual, or visit http://www.fema.gov/national-plannin -frameworks.
Page 30 of 30
FY 2019 HSGP NOFO
138
EXHIBIT G
LOS ANGELES COUNTY/DEPARTMENT OF AUDITOR -CONTROLLER
SHARED SERVICES DIVISION
GRANT PAYMENT REQUEST
SE COW ft .OWNWIMS i
Please submit Grant Payment Request Form along with legible supporting documents to:
1. Grant Name & Year:
Grants@a uditor.lacou ntY,goV
In the event e-mail is not available, you can mail your Grant payment request to (please do not fax or send duplicates):
Department of Auditor -Controller
Shared Services Division / Attn: Grants Unit
3470 Wilshire Blvd., Suite 812
Los Angeles, CA 90010
SECTION B: SUB -RECIPIENT'S INFORMATION
1. Sub -recipient's Name: (reimbursement check will be made payable to a payee entered 3. Taxpayer ID #: 4. Contact's Name:
Mailing Address (please let us know where you want your check delivered, including attention line if necessary): 14. Contact's phone:
4. Contact's e-mail:
0_
GV 03,,
�VAY W.I MUEST
WOMAT11014
1. SOLUTION AREA
(e.g equipment, training,
planning, exercise, organization)
2. PROJECT M
(e.g 011.22)
4. EHP required?
(Environmental & Historic
Preservation)
5. VENDOR'S INVOICE #
(Maximum of 5 invoices)
6. PURCHASE METHOD
(including Training)
7.CLAIM
AMOUNT
(indicate the
amount per each
line)
No
Yes
(attach State
Approval)
If Competitive,
indicate the # of
bids.
Non -Competitive id
Sole Source
B.TOTAL $
SECTION D: SUB -RECIPIENT'S CERTIFICATION
I certify that (please use the checkbox):
1. 1 am the duty authorized officer of the claimant herein and this claim is in all respect true and correct. All
expenditureswefe made in accordance with applicable laws, rules, regulations and grant conditions and STAMP WITH RECEIVED DATE HERE:
assurances.
2. All instructions for this form were followed and all the supporting documentation (per instructions) is
included with this claim
AUTHORIZED SIGNATURE DATE
AUTHORIZED PRINTED NAME AUTHORIZED TITLE
AUTHORIZED CONTACT INFORMATION (If different from Section B):
PHONE#
E-MAIL:
purpose
Revised on December 2019
ASSIGNED INVOICE NO.:
139
COUNTY OF LOS ANGELES
DEPARTMENT OF AUDITOR -CONTROLLER / SHARED SERVICES DIVISION
INSTRUCTIONS TO COMPLETE THE GRANT PAYMENT REQUEST
Purpose of these instructions:
To assist sub -recipients in completing the Grant Payment Request. We appreciate your participation in this program, for questions or
suggestions please use our e-mail below to contact us. Please do not send these instructions to us, they are to be used for your
guidance only.
SECTION A: GENERAL INSTRUCTIONS FOR SUBMISSION OF GRANT PAYMENT REQUEST
In numeral 1 of this section, please enter the name and year of the grant program that you are submitting for payment. In addition, please help us expedite
the process of your Homeland Security claims by:
• Completing the Grant payment request correctly and according to these instructions.
Submitting your Grant payment request using our e-mail --> Grants@auditor.lacounty.gov (please do not fax documents).
0 Sending your Grant payment request only once (we do not require original documents and duplicates will slow down our process).
• Using the checkboxes to ensure all the required supporting documents and files accompany your Grant payment request. Supporting documents are
flagged for your convenience with a checkbox within the corresponding areas.
Ensuring that all documents attached to your Grant payment requests are legible.
• Submitting Grant payment request timely. We do not guarantee the process of Grant payment requests that are submitted late or too close to the
final due date. Reimbursable expenditures need to be charged within the performance period of the grant and submitted to us as soon as they are
incurred.
SECTION B: SUB -RECIPIENT'S INFORMATION
The following numerals provide the instructions to fill in the corresponding numeral in the form:
1. Please enter the name of the agency requesting for payment. The name of the agency should be typed according to its signed agreement and as you
need it to appear in the payee line of the reimbursement check.
2. Please enter the complete address (street number and name, city, zip code) and attention line where you will need to receive the reimbursement
check. Please note that this is not necessary for L.A. County departments.
3. Please enter the tax ID of the governmental entity requesting payment. Please leave blank for L.A. County departments.
4. Please enter the information of the person that can assist us with detail claim questions.
SECTION C: DETAIL PAYMENT REQUEST INFORMATION:
In order to expedite your Grant payment request, in this area's grid, include a maximum of five 5) invoices or reimbursements charges (one charge or
one invoice per iine). The invoices or charges need to share the same solution area, project #.
The following numerals provide the instructions to fill in the corresponding numeral in the form:
1. Enter the solution area corresponding to the claim. This information is found in the latest budget of the grant. Examples of solution areas are:
equipment, training, planning or exercise.
2. Enter the project # corresponding to the claim. This information is found in the latest budget of the grant. An example of Item # is 17.020.
4. Check with an X under either yes or no according to the claim's Environmental & Historical Preservation (EHP) requirements from the State. EHP
approval needs to be obtained from the State prior to the start of the project on certain equipment items (see AEL description) or training/exercise
projects. Please attach the following:
a) ❑ State EHP Approval: if required by the state for your claim.
Revised on 11/20/2017
Page 1 of 14 140
SECTION C: (Continued)
5. If the expenditures that you are claiming were purchased thru a vendor or contractor, please enter the invoice # in the grid area. Please note that
you are responsible for following acceptable purchasing policies and for documenting your procurement process. Additionally please include the
following documentation with your claim:
a) ❑ Copy of the invoice: Please attach an invoice that provides sufficient information to be used as a cross reference with the items described
in your grant line item and AEL #. When the invoice includes items that are not being claimed or that belong to different claims or grants,
please circle and designate on the invoice the items that you are requesting for reimbursement. Each item circled must have a project #, a
funding source, and a total. Purchase orders and price quotes will not be accepted in the place of the invoice.
b) ❑ Copy of the purchase order
c) ❑ Print out of the corresponding AEL # (Authorized Equipment List number). The AEL listing can be found at:
hftps://www.rkb.us/fema-9rants.cfm
d) ❑ Proof of payment of the invoice: The proof of payment for L.A. County Departments is the printout from a -CAPS showing that the check
cleared the bank. The proof of payment for other than L.A. County Department is the corresponding copy of the bank's cleared check .
e) ❑ Calculations for use tax paid: When use tax is paid, clearly show the calculations of the use tax in the invoice included in your claim.
f) ❑ Proof of payment of the use tax: Please provide official documents which authenticate the remittance of the use tax to the state, the
amount and the reference to the invoice being claimed.
g) ❑ Federal Debarment Listing: Please provide a screen print out of the queried Federal Debarment Listing at
htt :/Iwww.sam. ov! ortall ubliclSAM. (you will need a username and a password; if you don't please create an account) . The listing
needs to be queried nr€or to the selection of the vendor.
6. If you are claiming services, supplies, training related costs, or any other type of items purchased thru a vendor or contractor or government agency,
please indicate with an X the method that you used to acquire the items (do not leave blank or mark more than one). Please note that competitive
bid, non-competitive bid or sole source are the only valid purchasing methods.
a) ❑ Competitive Bid: for projects that received more than one bid. Please indicate number of bids received (must be more than one).
b) ❑ Non -Competitive Bid: for single bid purchases of $250,000 or more (effective June 21, 2018) to a single vendor or a single project, please
attach the approval from the State. The approval needs to be requested from the State r€or to the start of the project.
c) ❑ Sole Source: for non -bid purchases of $250,000 or more effective (June 21, 2018) to a single vendor or a single project, please attach the
approval from the State. The approval needs to be requested from the State RE!gr to the start of the project.
7. Enter the amount of your claim after you verify that your budget is sufficient to cover your request. When the amount of the budget is not sufficient,
please let your Program Coordinator know of the possible need for budget modification.
8. Enter the "Total Amount" by adding the subtotal claims included in each line.
ISECTION D: SUB -RECIPIENT'S CERTIFICATION I
The following numerals provide the instructions to fill in the corresponding numeral in the form:
1. Please read and check the box provided if you are an authorized signor.
2. Please read and check the box provided if you are an authorized signor.
3. Please sign the Grant payment request if you are an authorized signor of your agency.
4 & When the authorized person is the same as the contact person in Section B you do not need to enter the authorized contact information. If the
5. authorized person and the contact person in Section B are different, please enter all the fields in this area as requested.
Revised on 11/20/2017
Page 2 of 14 141
For Equipment Claims:
a) ❑ Equipment Inventory Listing (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with
your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits. If there is no serial #
for your equipment please assign a valid ID tag, or write "Consumable" (if it applies) or write N/A. please do NOT leave the corresponding
space blank. *1Please refer to the Instructions to Equip Inty Tab for completion procedures of Equipment Inventory.
Additionally, please enter the appropriate CBRNE Mission (Chemical, Biological, Radiological, Nuclear, or Explosive) in the column titled
"Equipment Description & Quantity". This only applies to vehicles with AEL # 12VE-00-MISS (Vehicle Specialized Mission:CBRNE).
You need to inform us of any changes on the items above *t. This applies to each piece of equipment added in the Inventory
Listing, including when the items are disposed and/or no longer useful. We will update the master inventory listing (per grant
requirement) according to the information you give us. Please make sure that you include all the attachments that are necessary
to provide us with the requested information.
For Training_ Claims._
a) ❑ State Sole Source Approval: If you are claiming training related costs thru a Non -Competitive Bid or Sole Source training provider,
regardless the purchased amount, please attach the State's approval (effective December 03, 2018). The approval needs to be requested
from the State prior to the start of the project.
b) ❑ State -Sponsored Training Reporting Form (with the tracking request #): Please add this form along with the Training Request Form
Training Officer (POC), which you completed at the website, to the claim's backup documentation. All the backup documentation submitted
for the training claim needs to agree with the training period and the detail description on the Training Reporting Form and the line item of
the Grant Training request Vs must be obtained from the State prior to the start of the project.
c) ❑ Receipts and paid invoices: please include the complete copy of the receipts and paid invoices with your claim for itemized costs such as
air plane tickets, hotel stays, instructor's fees, workshop cost, facilities fees, consulting services, etc. Additionally, you will need to include
the documents requested in numeral 5 under Section C.
If you are including personnel cost with your training claim, please add the following:
d) ❑ Personnel List (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim The
excel file is used to submit your claim with the state and the printout as backup document for audits.
e) ❑ Documents that certify completion of the training: please attach supporting documents that show the class name, dates of training, # of
hours of the training class, printed name and signature of individual taking the class and approval signature from supervisor or trainer
(attach the information for backfilled positions also). Examples of documents that certify completion of training are:
0 Attendance sheets (signed by employee and instructor)
■ Sign in sheets (same as above) a Signed training certificates
f) ❑ Summary Listing of Charges: Please use the Training Summary Sheet form provided in this claim packet that clearly shows the
breakdown of the training charges per employee and that match the total claimed. This form includes the following: employee name,
assignment, job title, date, salary, hours claimed, regular rate, overtime rate, employee benefits rate, claim amount per employee, clear
calculations of amount claimed per employee and total (equal to the amount claimed).
Please ensure that the Training Summary Sheet is verified/approved by an authorized signatory, with printed name and title, and
dated.
g) ❑ Backup for the Benefits Rate: If you are adding benefits to your claim, please make sure that you include the official calculation for the
rate used.
h) ❑ Timecards: Include a printout of the corresponding timecards. Manual timecards need to indicate the # of hours charged per day to the
grant, supervisor's signature, employee name and signature. Automatic system generated timecards need to be approved and include the
name of the employee and hours charged per day to the grant.
i) ❑ Explanation of timekeeping codes: When the supporting documentation (limesheet, payroll register, etc.) includes timekeeping codes
please provide a printout with the explanation of the usage as detailed as possible.
Revised on 11/20/2017
Page 3 of 14 142
j) Payroll register: The payroll register needs to clearly support and explain the amount claimed per employee. It also needs to show the
salary, hourly rate, employee benefits and overtime rate.
k) ❑ Roster of backfilled positions: When you are claiming overtime for a backfilled position, please attach the backfilled roster to your claim.
The roster needs to include the name of the backfilling employees, a short description of duties performed, the corresponding employee
whose duties were covered and the dates accordingly. Please make sure that the roster is signed and that you include documentation
corresponding to the employee covered by the backfilling position.
For Planninn Claims:
a) Deliverable (or final product): Please include with your claim the final product of the planning activity (deliverable) that was identified in the
grant award.
b) ❑ Signed Certificate of Completion: The certificate of completion can be an e-mail confirming that the planning activity was completed.
c) ❑ Invoices: If your planning claim includes charges invoiced by vendors, please see requirements and documents you need to attach to your
claim form under Section C (numeral 5 and numeral 6).
d) Supporting Documentation for Personnel Cost: When your planning claim includes personnel cost, please see d) to i) under Training
Claim (supporting documents needed) and add to the documentation.
For Exercise Claims:
a) ❑ Proof of State Approval of After Action Report (AAR): In order for your AAR to be approved you have to submit it to the State using the
OOP Portal (see link below), within 90 days after completion of the exercise. You need to notify the State when the AAR is uploaded so they
can proceed with the approval process.
hftps:Hhseep.dhs.gov/DHS_SSO/
b) ❑ Invoices: If your exercise claim includes charges invoiced by vendors please see requirements and documents you need to attach to your
claim form under Section C (numeral 5 and numeral 6).
c) ❑ Supporting Documentation for Personnel Cost: When your exercise claim includes personnel cost, please see d) to i) under Training
Claim (supporting documents needed) and add to the documentation.
For O anixation Claims: Please see above bi and cS under Exercise Claims
Revised on 11/20/2017
Page 4 of 14 143
GRANT PROPERTY AND EQUIPMENT INVENTORY LISTING
GRANT NAME:
SUB -RECIPIENT:
DATE OF REPORT:
Grant Project AEL Description of Property Serial It or SAFECOM Source of Department Vendor Invoice Acquisition % of FED
Year Number No. Other ID k Consult Property (Tile Holder) Name Number Date Cost Participation
(Yes/No/NA) (SHSP or
EMPG Grant
W(imnis/Subrecipient Monitoring/Forens/Propery & Equipment Inventory Listing
Revised 12/2019
P. of
Location Use & Condition Disposition
(N=New, Date Sale Price
D=Deployed,
O=Out of
Equipment Inventory Listing
Procedures for Completion
OBJECTIVE: To provide an equipment inventory listing that links the State
Homeland Security Workbook, to the Equipment Ledger and to the
Equipment Listing to simplify the tracking and accountability; and to
eliminate duplication and confusion.
Field
Date Element
Procedure
(1)
Grant Name
SHSP or EMPG
(2)
Sub -Recipient
Name of your agency
(3)
Date of Report
Date report completed {1}
(4)
Grant Year
Grant Year of funds used to purchase equipment
(5)
Project #
Project Number (from Grant Workbook Project Sheets)
(7)
AEL No.
Authorized Equip Listing No (from Grant Workbook)
(8)
Description
Description of the equipment
(9)
Serial # or Other ID #
Serial # or Other identification # used
(10)
Safecom consult
Fill out either by Yes, No, or N/A
(11)
Source of Property
Funding source, i.e, SHSP, EMPG, etc.
(12)
Title Holder
Name of agency (City/Department)
(13)
Vendor Name
Name of the vendor
(14)
Invoice Number
Invoice number
(15)
Acquisition Date
Date equipment acquired
(16)
Acquisition Cost
Cost of the individual equipment item
(17)
% of Fed Part
Fed participation in the cost of equipment
(18)
Location
Location of equipment
(19)
Use & Condition
Use & condition {2}
(20)
Disposition data
Date of disposition
(21)
Sale Price
Sale price, If applicable, or N/A for not applicable
The Equipment Inventory Listing must be completed in its entirety to meet the objective
of the form.
Note {1 }: This date should be the date the physical inventory of equipment was
taken and the results reconciled with the equipment records (at least
once every two years).
{2} Indicate: N = New, D = Deployed, O = Out of Service, L = Lost & S = Stolen
Distribution
Copy maintained in sub -recipient file
Copy forwarded to Shared Services Division
145
Training Summary
Sheet
Grant Name
Jurisdiction Name:
Training Provider:
OHS Approved Course Title:
Non-SLGCP Course Title & OHS Tracking No.
(requires pre -approval thru OEM)
Date of Course:
Class/ Exercise Duration/Hours:
REQUEST#
START DATE
DATE
o�
Illlllllll�������lllllllll�i®®�
�
■Alm
��-������������
Approved by:
Authorized Signature
Print Name and Me Date
I
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
PLANNING ROSTER
Project Planning Activity Solution Area Discipline Funding Source Total Cost Total Cialmed Cash Request Final Product
Sub -Category Number
I
GRAND TOTAL is
Approved by:
Authorized Signature
Print Name and Title Date
FMFW v1.09- 06/09
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
EXERCISE ROSTER
Project Exercise Title Funding Source Solution Area Discipline Cash Request Total Cost Total Claimed Conducted By Date of Exercise Type Exercise Role Date AAR entered into HSEEP
Sub -Category Number Exercise
GRAND TOTAL
Approved by:
Authorized Signature
Print Name and Title
Date
FMFW v1.09- 06/09
8. Notes on Personnel Cost:
In general, costs associated with:
❑ Work performed under contract for a specific deliverable DOES NOT count against the
personnel cap, however,
❑ Work performed under contract for an undefined period, such as for personnel costs
supporting operational activities, including general planning, training or exercise
activities DO count against the personnel cap; and
❑ Work performed by all non -contractor personnel, including for full- or part-time staff and
operational overtime DO count against the personnel cap.
The following examples would not count towards the personnel cap:
❑ Vendor installation of a radio tower;
❑ Vendor training on new equipment purchased;
❑ Contractor hired to create an Emergency Operations Plan;
❑ Contractor hired to provide deliveries of ICS 400; and
❑ Contractor hired to assist with planning, training, evaluating, and reporting the
effectiveness of a specific exercise.
The following examples would count towards the personnel cap:
❑ Contractor hired to be the State's WMD training instructor with no specific deliverables
under contract;
❑ Contractor hired to facilitate unidentified number of exercises throughout the
performance period;
❑ Contractor hired to be the part-time auditor of Homeland Security Grants throughout the year; and
❑ Contractor hired to be an intelligence analyst.
.•
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Funding
Source.. ..mom
FMFW v1.15a - 2015
EXHIBIT H
SAMPLE COPY
Work Order No. 8-6 1B
Sub -Recipient Monitoring Instrument
Sub -Recipient Monitoring Instrument
Project Title
Los Angeles County Homeland Security Grant
Monitoring Reports for Fiscal Years 2016-17 and 2017-18
A. TRAINING
Objective
Attachment D
Page 21 of 54
To determine that the Training expenditures were appropriately documented and the activities
aligned with the project's goals and objectives. If the Training activities involved using
consultants or contractors, determine if the Sub -Recipient followed the appropriate procurement
policies. Use Work Sheets 1 and 3. (See Attachment E — Sub -Recipient Monitoring
Worksheets.)
Verification
Yes
No
Comment
1. Did the Sub -Recipient receive funding for training
expenditures? (If yes, then continue.)
2. Did the Sub -Recipient receive prior approval from
the State either via email or other documentation
and did it include the training course name and
number?
3. Did the project require an Environmental, Historical,
Preservation (EHP) approval?
If so, did the Sub -Recipient receive prior approval
from the State before conducting the training?
4. Did the Sub -Recipient appropriately document the
Training expenditures using employee timecards,
sign -in sheets, and certificates of training?
5. If the Training expenditures relate to the use of
consultants/contractors, did the Sub -Recipient
follow proper procurement procedures to hire the
consultants or contractors?
6. Did the Sub -Recipient accurately report the
Training expenditures in their accounting records?
7. If the project included overtime expenditures for
training answer 7.a and 7.b.
a) Did the Sub -Recipient maintain employee
timecards to appropriately document the overtime
expenditures?
b) Did the Sub -Recipient accurately report the
overtime expenditures in their accounting records?
153
Work Order No. 8-6 1B
Sub -Recipient Monitoring Instrument
Attachment D
Page 22 of 54
8. If the project included backfill expenditures for
training, answer 8.a and 8.b.
a) Did the Sub -Recipient appropriately document
the backfill expenditures using employee
timecards, sign -in sheets?
b) Did the Sub -Recipient accurately report the
expenditures in their accounting records?
I
I
9. Were the employee timecards utilized in training
activities signed and dated by a direct supervisor?
10. Were the training expenditures consistent with the
State approved grant award and/or post award
modification(s) as identified on Attachment G —Sub
Recipient Expenditures?
11. Ensure that Sub -Recipient corrected areas of non-
compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Sub -Recipient is doing to
resolve the prior year finding and indicate such in
the current report.
B. PLANNING
Objective
To determine that the Planning expenditures were appropriately documented and that the
activities aligned with the project's goals and objectives. If the Planning activities involved using
consultants or contractors, determine if the Sub -Recipient followed the appropriate procurement
policies. Use Worksheets 1 and 3. (See Attachment E — Sub -Recipient Monitoring
Worksheets.)
Verification Yes ! No
Comment
1. Did the Sub -Recipient receive funding for Planning
expenditures? (If yes, then continue.)
2. Did the Sub -Recipient appropriately document the
Planning expenditures providing copies of the
support documentation that indicated the efforts
made to produce the final product and a copy of the
product produced?
3. If the Planning expenditures relate to the use of
consultants or contractors, did the Sub -Recipient
follow proper procurement procedures to hire the
154
Work Order No. 8-61 B
Sub -Recipient Monitoring Instrument
Attachment D
Page 23 of 54
consultants or contractors?
4. Did the Sub -Recipient accurately report the
Planning expenditures in their accounting records?
5. If the project included overtime expenditures for
planning, answer 5.a and 5.b.
a) Did the Sub -Recipient maintain employee
timecards to appropriately document the overtime
expenditures?
b) Did the Sub -Recipient accurately report the
overtime expenditures in their accounting records?
6. If the project included backfill expenditures for
planning, answer 6.a and 6.b.
a) Did the Sub -Recipient maintain employee
timecards to appropriately document the backfill
expenditures?
b) Did the Sub -Recipient accurately report the
expenditures in their accounting records?
7. Were the employee timecards, utilized in Planning
activities signed and dated by a direct supervisor?
8. Were the Planning expenditures consistent with the
State approved grant award and/or post award
modification(s) as identified on Attachment G - Sub -
Recipient Expenditures?
9. Ensure that Sub -Recipient corrected areas of non-
compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Sub -Recipient is doing to
resolve the prior year finding and indicate such in
the current report,
C. EXERCISES
❑boective
To determine that the Exercise activities were appropriately documented and were aligned with
the project's goals and objectives. If the Exercise activities involved using consultants or
contractors, determine if the Sub -Recipient followed the appropriate procurement policies. Use
Worksheets 1 and 3. (See Attachment E — Sub -Recipient Monitoring Worksheets.)
155
Work Order No. 8.61E
Sub -Recipient Monitoring Instrument
Attachment D
Page 24 of 54
i Verification
Yes
No
_ Comment
1. Did the Sub -Recipient receive funding for
Exercise expenditures? (If yes, then continue.)
2. Did the Sub -Recipient appropriately document the
Exercise expenditures by submitting an After
Action Report (AAR) to the HSEEP for the
exercise activities? (Only copy of e-mail from Cal
OES is required for approval of the AAR.)
3. Did the project require an Environmental,
Historical, Preservation (EHP) approval?
` If so, did the Sub -Recipient receive prior approval
from the State before conducting the exercise?
4 If the Exercise expenditures related to the use of
consultants or contractors, did the Sub -Recipient
follow proper procurement procedures to hire the
consultants or contractors?
5. Did the Sub -Recipient accurately report the
Exercise expenditures in their accounting
records?
T
6. If the project included overtime expenditures for
exercises answer 6.a and 6.b.
a) Did the Sub -Recipient appropriately document
the overtime expenditures using employee
timecards?
b) Did the Sub -Recipient accurately report the
overtime expenditures in their accounting
records?
7. If the project included backfill expenditures for
exercises, answer 7.a and 7.b.
a) Did the Sub -Recipient appropriately document
the backfill expenditures using employee
timecards?
b) Did the Sub -Recipient accurately report the
f expenditures in their accounting records?
i
8. Were the employee timecards utilized in exercise
activities signed and dated by a direct supervisor?
9. Did the Sub -Recipient enter the AAR and
Improvement Plan on the State Office of Domestic
Preparedness secure portal within 60 days
following completion of the exercise?
10. Were the exercise expenditures consistent with
the State approved grant award and/or post
156
Work Order No. 8-61 B
Sub -Recipient Monitoring Instrument
award modification(s) as identified on Attachment
G — Sub -Recipient Expenditures?
11. Ensure that Sub -Recipient corrected areas of
non-compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Sub -Recipient is
doing to resolve the prior year finding and indicate
such in the current report.
D. EQUIPMENT
❑biective
Attachment D
Page 25 of 54
To determine that the Equipment expenditures are supported by invoices and that a listing of
equipment/property is maintained by the Sub -Recipient. To determine that the purchases
aligned with the project's goals and objectives. Use Worksheets 2 and 3. (See Attachment E —
Sub -Recipient Monitoring Worksheets.)
_ Verification
Yes
No
Comment
1. Did the Sub -Recipient receive funding for
Equipment expenditures? (If yes, then continue.)
2. Did the project require an Aviation,
Environmental, Historical, Preservation, Sole
Source or Watercraft approval?
If so, did the Sub -Recipient receive prior approval
from the State before purchasing the equipment?
3. Did the Sub -Recipient maintain invoices to
support the Equipment expenditure(s)?
4. Did the Sub -Recipient follow proper procurement
procedures to purchase the equipment and were
the items listed in the Federal "Authorized
Equipment List" (AEL)?
5. Did the Sub -Recipient accurately report the
Equipment expenditure(s) in their accounting
records (including a copy of the cancelled check
or equivalent)?
6. Did the Sub -Recipient maintain an equipment
inventory that listed the following?
a) Description of equipment
157
Work Order No. 8-61B
Sub -Recipient Monitoring Instrument
Attachment D
Page 26 of 54
b) Serial Number/Equipment Number
c) AEL No.
d) Fund source/Grant year
e) Title holder
I
f) 100 percent of federal participation. If no,
then identify percentage.
g) Acquisition date
h) Acquisition cost
i) Equipment location (as of a specific date)
j) Use and Condition of equipment (as of a
specific date, useful life, etc.)
k) Disposition data including date & sale price,
(if applicable)
7. Did the Sub -Recipient conduct an inventory of
equipment purchased with Cal OES grant funds
at feast once every two years?
8. Was the equipment physically inspected to
ensure:
a) The equipment existed and agreed to inventory
listing.
b) The equipment worked and that adequate
trained staff are available to operate the
equipment.
9. Did the Sub -Recipient maintain the equipment in
a secure location?
10. For property other than equipment (i.e., supplies),
did the Sub -Recipient have controls and
accountability to safeguard and ensure that the
items are used solely for authorized purposes?
11. Did the Sub -Recipient dispose of the equipment?
If yes, answer 11.a and 11.b.
a) Was the disposition consistent with federal
regulations?
b) What is the status of the proceeds received
from the disposal?
12. Did the Sub -Recipient have a policy for damaged,
destroyed, lost or stolen equipment including but
not limited to informing the County/Cal OES,
steps to replace the equipment and an
158
Work Order No. 8-61 B
Sub -Recipient Monitoring Instrument
investigative process?
13. Were the equipment expenditures consistent with i
the State approved grant award and/or post
award modification(s) as identified on Attachment
G — Sub- Recipient Expenditures?
I I
14. Ensure that Sub -Recipient corrected areas of
non-compliance that remain outstanding and were
reported as findings in prior Grant Year
monitoring reports maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and
indicate such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not
been resolved and what the Sub -Recipient is
doing to resolve the prior year finding and indicate
such in the current report.
E. ORGANIZATION
Objective
Attachment D
Page 27 of 54
To determine that the Organization expenditures were appropriately documented and that the
activities aligned with the project's goals and objectives. If the Organization activities involved
using consultants or contractors, determine if the Sub -Recipient followed the appropriate
procurement policies. Use Worksheets 1 and 3. (See Attachment E — Sub -Recipient Monitoring
Worksheets.)
Verification
Yes
No
Comment
1. Did the Sub -Recipient receive funding for
Organization expenditures? (If yes, then continue.
2. Did the Sub -Recipient appropriately document the
Organization expenditures providing copies of the
support documentation that substantiated
expense?
3. If the Organization expenditures relate to the use of
consultants or contractors, did the Sub -Recipient
follow proper procurement procedures to hire the
consultants or contractors?
4. Did the Sub -Recipient accurately report the
Organization expenditures in their accounting
records?
5. If the project included overtime expenditures for
Organization. answer 5.a and 5.b.
a) Did the Sub -Recipient maintain employee
timecards to appropriately document the overtime
expenditures?
b) Did the Sub -Recipient accurately report the
overtime expenditures in their accounting records?
6. if the project included backfill expenditures for
Organization, answer 6.a and 6.b.
a) Did the Sub -Recipient maintain employee
159
Work Order No. 8-61 B
Sub -Recipient Monitoring Instrument
Attachment D
Page 28 of 54
timecards to appropriately document the backfill
expenditures?
b) Did the Sub -Recipient accurately report the
expenditures in their accounting_records?
7. Were the employee timecards, utilized in
Organization activities signed and dated by a direct
supervisor?
8. Were the Organization expenditures consistent with
the State approved grant award and/or post award
modification(s) as identified on Attachment G - Sub
_- Recipient Expenditures?
9. Ensure that Sub -Recipient corrected areas of non-
compliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reoorts maintained by HSGA.
a) If the project prior Grant Year monitoring report
finding was resolved, explain resolution and indicate
such in the current report as resolved.
b) If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Sub -Recipient is doing to
resolve the prior year finding and indicate such in
the current report.
160
Agreement No. 5348F
SIXTH AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
MICHAEL T. LITTLE, dba
COUNTER RISK, INC.
This Sixth Amendment is entered into this 01" day of February, 2021, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and MICHAEL
T. LITTLE dba COUNTER RISK, INC ("CONSULTANT").
1. The term of the Agreement is extended from October 01, 2021 to June 30, 2022.
2. The parties also desire to amend the Agreement to increase the total amount of the
Agreement by $220,000, so that the total, not -to -exceed amount of the Agreement is
$1,041,270.
3. This Amendment may be executed in any number or counterparts, each of which will
be an original, but all of which together constitutes one instrument executed on the
same date.
4. Except as modified by this Amendment, all other terms and conditions of Agreement
No. 5348 remain the same.
[Signatures on next page]
Agreement No. 5348F
IN WITNESS WHEREOF the parties hereto have executed this Amendment the day and
year first hereinabove written.
CITY OF EL SEGUNDO
Scott Mitnick,
City Manager
ATTEST:
Tracy Weaver,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley,
City Attorney
MICHAEL T. LITTLE
dba COUNTER RISK, INC.
C=- 14j- -
Michael T. Little
Taxpayer ID No. 82-1454539
-2-
162
Agreement No. 6009A
FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
BUFFALO COMPUTER GRAPHICS, INC.
This first Amendment is entered into this 161h day of March, 2021, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and BUFFALO
COMPUTER GRAPHICS, INC., a New York Corporation ("CONSULTANT").
1. The parties also desire to amend the Agreement to increase the total amount of the
Agreement by $300,000, so that the total, not -to -exceed amount of the Agreement is
$492,099.23.
2. This Amendment may be executed in any number or counterparts, each of which will
be an original, but all of which together constitutes one instrument executed on the
same date.
3. Except as modified by this Amendment, all other terms and conditions of Agreement
No. 6009 remain the same.
[Signatures on next page]
-1-
163
Agreement No. 6009A
IN WITNESS WHEREOF the parties hereto have executed this Amendment the day and
year first hereinabove written.
CITY OF EL SEGUNDO
Scott Mitnick,
City Manager
ATTEST:
Tracy Weaver,
City Clerk
APPROVED AS TO FORM:
Mark D. Hensley,
City Attorney
BUFFALO COMPUTER GRAPHICS
INC.
Gary F. Masterson
Vice President
-2-
164
CITY OF
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
El Segundo Senior Housing Board Corporation 2021 Operating Budget
RECOMMENDATION:
Approve the El Segundo Senior Housing Board Corporation 2021 Operating Budget for
the Park Vista senior housing apartments located at 615 East Holly Avenue.
FISCAL IMPACT:
1►17T'
BACKGROUND AND DISCUSSION:
At its special meeting on February 4, 2021, the El Segundo Senior Housing Board
Corporation approved the 2021 Annual Operating Budget for the Park Vista senior
housing apartments located at 615 East Holly Avenue. Since management costs
increased in 2020 due to COVID-19, the budget reflects a temporary increase through
the second quarter of 2021. The Board approved the 2021 Operating Budget with a
caveat that the monthly management fee of $20,000 only applies to the first six months
of 2021, after which time it is reduced back to the normal monthly management fee of
$15,000. However, the Board may review the issue mid -year and take action based upon
the COVID-19 situation.
The following table is a summary of income and expenses for 2020, and the budgeted
amounts for 2021.
2020
2020
2021 Increase/(Decrease)
Budgeted}_
(Actual)
(Budgeted)
Operating Income
$763,980
$746,046
$761,702 $15,656
Operating
$552,740
$582,815
$611,640 $28,825
Expenses
Net Operating
$211,240
$163,231
$150,062 ($13,169)
Income
165
2021 Park Vista Operating Budget
March 16, 2021
Page 2 of 2
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective B: El Segundo approaches its work in a financially disciplined and responsible
way.
PREPARED BY: Eduardo Schonborn, AICP, Principal Plann
REVIEWED BY: Sam Lee, Development Services Direc
APPROVED BY: Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
2021 Park Vista Operating Budget
166
Budget Detail
Cadman Group
Properties: Park Vista - 615 E.
Holly Avenue El Segundo,
CA 90245
Period Range: Jan
2021 to Dec 2021
Consolidate: No
Account Name
Jan 2021
Feb 2021
Mar 2021
Apr 2021
May 2021
Jun 2021
Jul 2021
Aug 2021
Sep 2021
Oct 2021
Nov 2021
Dec 2021
Total
Percent
Park Vista - 615 E.
Holly Avenue El Segundo,
CA 90245 - Fiscal 2021 Budget
Income
RENT
Rent Income
63,562.00
63,562.00
63,562.00
63,562.00
63,562.00
63,562,00
63,562.00
63,562.00
63,562.00
63,562.00
63,562.00
63,562.00
762,744.00
100.14
Parking
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
1,445.00
17,340.00
2.28
Income
Total RENT
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
65,007.00
780,084.00
102.41
Vacancy
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-1,906.86
-22,882.32
-3.00
Laundry
375.00
375.00
375.00
375.00
375.00
375.00
375.00
375.00
375.00
375.00
375.00
375-00
4,500.00
0.59
Income
Total Budgeted
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
63,475.14
761,701.68
100.00
Income
Expense
Fire Service
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
6,000.00
0.98
Maintenance
13,000.00
13,000.00
13,000.00
13,000.00
13,000.00
13,000.00
13,000.00
13,000.00
13,000,00
13,000.00
13,000.00
13,000.00
156,000.00
25.51
Elevator
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
15,000.00
2.45
service
Gardening
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
1,250.00
15,000.00
2.45
Management
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
15,000.00
15,000.00
15,000.00
15,000.00
15,000.00
15,000.00
210,000.00
34.33
Fees
Pest Control
400.00
400.00
400.00
400.00
400.00
400.00
400.00
400.00
400.00
400.00
400.00
400.00
4,800.00
0.78
Insurance -
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
35,000.00
0.00
0.00
35,000.00
5.72
Property
Licenses and
0.00
0.00
0.00
75.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
75.00
0.01
Permits
Electricity
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
1,700.00
20,400.00
3.34
Gas
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
1,200.00
14,400.00
2.35
Water
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
3,500.00
42,000.00
6.87
Telephone/
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
1,300.00
15,600.00
2.55
Internet
Cable/
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
4,700.00
56,400.00
9.22
Television
Office Supplies
300.00
300.00
300.00
300.00
300.00
300.00
300.00
300.00
300.00
300.00
300.00
300.00
3,600.00
0.59
Created on 01/20/2021 Page 1
Budget Detail
R.
Account Name
Jan 2021
Feb 2021
Mar 2021
Apr 2021
May 2021
Jun 2021
Jul 2021
Aug 2021
Sep 2021
Oct 2021
Nov 2021
Dec 2021
Total
Percent
Uniforms
40.00
40.00
40.00
40.00
40.00
40.00
40.00
40.00
40.00
40.00
40.00
40.00
480.00
0.08
Advertising &
250.00
250.00
250.00
250.00
250.00
250-00
25000
6,000.00
250.00
250.00
250.00
250.00
8,750.00
1.43
Promotion
Entertainment
000
0-00
0.00
0-00
0.00
0.00
0.00
2,000.00
0.00
0.00
0.00
0.00
2,000.00
0.33
Bank Service
6.25
6.25
6-25
6.25
6,25
6-25
625
6.25
6.25
6.25
6.25
6.25
75.00
0.01
Fees
Postage
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
60.00
0.01
Professional
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
500.00
6,000.00
0.98
Fees
Total Budgeted
49,901.25
49,901.25
49,901.25
49,976.25
49,901.25
49,901.25
44,901.25
52,651.25
44,901.25
79,901.25
44,901.25
44,901.25
611,640.00
100.00
Expense
Total Budgeted 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 63,475.14 761,701-68 100.00
Income
Total Budgeted 49,901.25 49,901.25 49,901.25 49,976.25 49,901.25 49,901.25 44,901.25 52,651.25 44,901.25 79,901.25 44,901.25 44,901.25 611,640-00 100.00
Expense
Net Operating 13,573.89 13,573.89 13,573.89 13,498.89 13,573.89 13,573.89 18,573.89 10,823.89 18,573.89-16,426.11 18,573.89 18,573.89 150,061.68 100.00
Income
Other Income
Interest on 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 7,200.00 100.00
Bank Accounts
Total Budgeted 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 600.00 7,200.00 100.00
Other Income
Created on 01/20/2021 Page 2
CITY OF
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
Resolution Approving the Corrected Salaries for Part-time Police Service Officer II Job
Classification
RECOMMENDATION:
Adopt a resolution correcting the Basic Hourly Salary Range for the job classification of:
Police Service Officer II (Part-time).
FISCAL IMPACT:
Funding for the proposed action was incorporated in the Adopted FY 2020-2021 General
Fund Budget. The referenced part-time positions will be funded by salary savings from
Citywide vacancies. No new funding is needed for this fiscal year.
BACKGROUND:
On March 2, 2021, the City Council approved Resolution No. 5252, establishing salaries
for selected Part-time positions. Unfortunately, there was an error in the Resolution that
requires correction. The classification should have been "Police Service Officer II,"
instead of "Public Safety Officer II" and the salary should have been $28.37 - $34.48
hourly.
Staff is requesting the City Council adopt the attached resolution to correct the error and
to ensure that the City is in compliance with CalPERS requirements.
DISCUSSION:
CaIPERS requires that all salaries for classifications employed by the City be approved
by the governing body. Since an error was made in the previous Resolution, adoption of
a Resolution correcting the error is necessary.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1 Enhance Customer Service Engagement and Communication; Embrace
Diversity Equity, and Inclusion
Objective: El Segundo provides unparalleled service to internal and external
customers.
Xs
We
Resolution Correction
March 16, 2021
Page 2 of 2
PREPARED BY: Donna C Peter, HR Consultant
REVIEWED BY: Rebecca Redyk, Director of Human Res urces
APPROVED BY: Barbara Voss, Deputy City Manager, '
SUPPORTING DOCUMENTS:
Salary Resolution
170
RESOLUTION NO.
A RESOLUTION APPROVING THE HOURLY SALARY RANGE FOR
THE PART-TIME POLICE SERVICE OFFICER II JOB CLASSIFICATION
AND CORRECTING RESOLUTION NO.5252 ADOPTED MARCH 2, 2021
The City Council of the City of El Segundo does resolve as follows:
WHEREAS, on March 2, 2021, the City Council adopted Resolution No. 5252 establishing
salaries for certain part-time positions; the resolution contained an erroneous description
of one of the positions;
WHEREAS, the City Council desires to adopt this resolution, correcting the error.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of El Segundo:
SECTION 1: The City Council approves the following basic hourly salary range -
Classification
Hourly Ranges
Part-time Police Service Officer II $28.37- $34.48
SECTION 2: Authority. The City Manager or his designee is authorized to take any steps
necessary in order to effectuate this Resolution.
SECTION 3: Construction. This Resolution must be broadly construed in order to achieve
the purposes stated in this Resolution. It is the City Council's intent that the provisions of
this Ordinance be interpreted or implemented by the City and others in a manner that
facilitates the purposes set forth in this Resolution.
SECTION 4: Severability. If any part of this Resolution or its application is deemed invalid
by a court of competent jurisdiction, the City Council intends that such invalidity will not
affect the effectiveness of the remaining provisions or applications and, to this end, the
provisions of this Ordinance are severable.
SECTION 5: The City Clerk is directed to certify the adoption of this Resolution; record
this Resolution in the book of the City's original resolutions and make a minute of this
adoption of the Resolution in the City Council's records and the minutes of this meeting.
SECTION 6: This Resolution is intended to take effect retroactively on January 1, 2021
and will remain effective unless repealed or superseded.
171
PASSED AND ADOPTED this 16th day of March 2021.
Drew Boyles,
Mayor
ATTEST:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that
the whole number of members of the City Council of said City is five; that the foregoing
Resolution No. was duly passed and adopted by said City Council, approved and
signed by the Mayor, and attested to by the City Clerk, all at a regular meeting of said
Council held on the day of , 2021, and the same was so passed and adopted
by the following vote:
AYES -
NOES.
ABSENT:
ABSTAIN:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
172
CITY OF
ELSEGUNDO
TITLE:
City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Consent
Amendment to Contract with Denis Cook Planning Land Use Consultant
RECOMMENDATION:
Authorize the City Manager to execute an amendment with Denis Cook Land Use
Consultant for planning services to increase the not -to -exceed amount from $50,000 to
$95,000.
FISCAL IMPACT:
The contract amount will increase from $50,000 to $95,000. This will be funded through
salary savings due to vacancies in the Development Services Department.
Amount Budgeted: $50,000
Additional Appropriation: No
Account Number(s): Professional Technical (Acct No. 001-400-2402-
6214)
BACKGROUND AND DISCUSSION:
As City Council is aware, the Planning Division has been short-staffed since the departure
of an Assistant Planner and Planning Manager in August and October 2020, respectively.
Denis Cook was retained by the Development Services Department in November 2020
to assist the Planning Division in carrying out its duties and responsibilities. The total
contract amount was $50,000. The intent was to have Mr. Cook on a temporary, part-time
basis until the two positions in the Planning Division were filled.
In addition to some day-to-day planning duties, Mr. Cook has been providing staff support
and consulting services on various planning -related matters, such as the forthcoming
Housing Element update, downtown specific plan, and civic center RFQ. He has also
become involved with proposed development projects, such as Catalyst, Standard Works
and other entitlement projects proposed throughout the City. Consequently, Mr. Cook's
contracted amount will not be sufficient to cover his services to the department through
the end of this fiscal year (June 30, 2021). Staff seeks to increase the amount by $45,000,
resulting in a total contract amount of $95,000.
Since the proposed amendment will result in a total contract amount greater than
$50,000, City Council approval is required. Although City funds are being utilized for Mr.
Cook's services, the cost is covered by the savings resulting from two unfilled, budgeted
positions (Assistant Planner and Planning Manager) in the Planning Division. As such,
to provide for continued assistance to the Planning Division, Staff recommends that City
Council authorize the City Manager to amend the existing Professional Services
173
Amendment to Contract with Denis Cook Land Use Consultant
March 16, 2021
Page 2 of 2
Agreement with Denis Cook Land Use Consultant in an amount not to exceed a total of
$95,000.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective B: El Segundo approaches its work in a financially disciplined and responsible
way.
PREPARED BY: Eduardo Schonborn, Principal Planner
REVIEWED BY: Sam Lee, Development Services Director t
APPROVED BY: Barbara Voss, Deputy City Manager 0,�
ATTACHED SUPPORTING DOCUMENTS:
None
174
CITY OF
E L S E G U N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Staff Presentation
TITLE:
California Department of Justice Tobacco Grant Program Award
RECOMMENDATION:
Adopt Resolution authorizing acceptance of a $43,347 grant from the California
Department of Justice Tobacco Grant Program to support the El Segundo Police
Department in educating minors about the harms of tobacco products, enforcing state
and local tobacco laws, and conducting retailer enforcement.
FISCAL IMPACT:
None.
BACKGROUND:
The El Segundo Police Department (ESPD) has been selected to receive a California
Department of Justice (CADOJ) Tobacco Grant Program award in the amount of $43,347.
Funds are granted for enforcement of tobacco -related state laws or local ordinances,
specifically including state and local laws related to the illegal sales and marketing of
tobacco products to minors, and for investigative activities and compliance checks to
prevent illegal sales of tobacco products to minors. The program would help El Segundo
achieve results in the goal of "Support Community Safety and Preparedness" from the
City's Strategic Plan. The 2020-21 Tobacco Grant Program would use a combination of
education and enforcement strategies, with the ultimate goal of stemming the access of
tobacco products to youth in El Segundo. Funds must be used by the end of the grant
period, June 30, 2024, and no local match is required.
DISCUSSION:
The funding for the CADOJ Tobacco Grant Program is authorized under the California
Healthcare, Research and Prevention Tobacco Tax Act of 2016. ESPD aims to curb the
illegal sales of tobacco to minors and keep youth tobacco free. The Tobacco Grant
Program would help ESPD to accomplish this goal by supporting a comprehensive
program of enforcement and education strategies. The grant will fund overtime for one
sergeant and two detectives to implement the tobacco enforcement and education
strategies. These strategies will include: sting operations, tobacco related enforcement,
collaboration with local school leaders, parents and youth, retailer education classes, and
local tobacco retail license inspections operations.
According to a November 2019 report from the Journal of the American Medical
Association (JAMA), the proportion of students vaping nicotine has grown to more than 10
175
CADOJ Tobacco Grant Program Award
March 16, 2021
Page 2 of 2
one in four, up from about one in ten in 2016. Researchers from the Food and Drug
Administration (FDA) conduct an annual National Youth Tobacco Survey. Findings
released from the 2019 edition of that survey revealed that, while cigarette smoking is at
an all-time low among high school students, increases in e-cigarette use have reversed
the progress made in the decline of overall youth tobacco use. From 2018 to 2019, the
number of youth using e-cigarettes increased from 3.6 million to more than 5 million. The
FDA Commissioner stated the epidemic use of e-cigarettes among children is one of the
biggest public health challenges currently facing the FDA.
El Segundo is home to 19 tobacco retailers. The use of e-cigarettes is a known problem
with youth as young as middle school and all the way through college -aged youth in El
Segundo. The combination of education and enforcement that this grant program would
support would allow ESPD to gain a better understanding of tobacco usage rates and
patterns to better address the problem of youth access to tobacco. These grant funds
would allow ESPD to begin work immediately tackling problematic tobacco retailers,
focusing efforts on locations where minors are likely to be present, as well as pushing
forward retailer education sessions.
Any grant money not used by the end of the grant period will be returned to the CADOJ.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 2: Support Community Safety & Preparedness
Objective A: El Segundo provides unparalleled service to internal and external customers
PREPARED BY: Julissa Solano, Management Analyst 3-. S
REVIEWED BY: Bill Whalen, Chief of Police_
APPROVED BY: Barbara Voss, Deputy City Managerk".' 1
ATTACHED SUPPORTING DOCUMENTS:
1. Resolution
2. CADOJ MOU
176
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF JUSTICE
WITH REGARD TO THE TOBACCO GRANT FOR YEAR 2020/2021
The City Council of the City of El Segundo does resolve as follows:
SECTION 1: The City Council of the City of El Segundo desires to undertake a certain
project designated as DOJ Proposition 56 Tobacco Grant to be funded in part from funds
made available through the California Healthcare, Research and Prevention Tobacco Tax
Act of 2016 administered by the California Department of Justice.
SECTION 2: Authorization. The City Council authorizes the City Manager to execute on
behalf of the City Council of the City of El Segundo the agreement between the City and
the California Department of Justice, attached as an Exhibit to this resolution. The City
Manager is further authorized to execute any extensions or amendments to such
agreement and any subsequent contract with California Department of Justice in relation
to the DOJ Proposition 56 Tobacco Grant, in a form approved by the City Attorney.
SECTION 3: The City acknowledges and agrees that:
A. Any liability arising out of the performance of this contract, including civil court
actions for damages, is the responsibility of the City as the grant recipient and the
authorizing agency.
B. The State of California and California Department of Justice disclaim responsibility
for any such liability.
C. Grant funds received may not be used to supplant expenditures controlled by
the City Council.
D. This award is not subject to local hiring freezes.
SECTION 4: This Resolution will become effective immediately upon adoption and remain
effective unless superseded by a subsequent resolution.
PASSED, APPROVED AND ADOPTED this __ day of March, 2021.
Drew Boyles, Mayor
ATTEST:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS
CITY OF EL SEGUNDO )
177
I, Tracy Weaver, City Clerk of the City of El Segundo, California, do hereby certify that
the whole number of members of the City Council of said City is five; that the foregoing
Resolution No. was duly passed, approved and adopted by said City Council at
a regular meeting held on the day of March, 2021, approved and signed by the
Mayor, and attested to by the City Clerk, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Tracy Weaver, City Clerk
APPROVED AS TO FORM:
Mark D. Hensley, City Attorney
178
DO1-PROP56-2020-21-1-013
MEMORANDUM OF UNDERSTANDING
PURPOSE
This Memorandum of Understanding ("MOU") is entered into by the Department of Justice ("DOJ") and the El
Segundo Police Department (hereinafter, "Grantee"), to provide grant funds to Grantee for expenditure in
compliance with the Grantee Handbook. The Grantee will expend funds for the purposes identified in the
approved Grant Application submitted by Grantee in response to the DOJ's Request for Proposal for activities of
Local Government Agencies to be funded under the California Healthcare, Research and Prevention Tobacco Tax
Act of 2016 (the "Act"), approved by the voters as Proposition 56.
The Request for Proposals, Grantee Handbook (dated February 2021), and Grant Application are hereby
incorporated by reference into this MOU.
COST REIMBURSEMENT
DOJ agrees to reimburse Grantee in arrears, for Grantee's actual expenditures in performing the Scope of Work
included in the approved Grant Application, upon receipt of invoices from Grantee and approval of the invoices
by DOJ, in accordance with the reimbursement procedures set forth in the Grantee Handbook.
BUDGET CONTINGENCY CLAUSE
It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under the
agreement does not appropriate sufficient funds for this MOU, this MOU shall be of no further force and effect. In
this event, the DOJ shall have no liability to pay any funds whatsoever to Grantee or to furnish any other
considerations under this MOU and Grantee shall not be obligated to continue performing any provisions of this
agreement for which it would have been reimbursed.
If funding for any fiscal year is reduced or deleted in the Budget Act for purposes of this MOU, the DOJ shall have
the option to either cancel this MOU with no liability occurring to the DOJ, or offer an addendum to the Grantee
to reflect the reduced amount.
ADMINISTRATION
Should Grantee fail to comply with this MOU, including any expenditures for purposes not permitted under the
MOU, DOJ may take one or more of the actions described under Remedies for Noncompliance in the Grantee
Handbook.
MISCELLANEOUS PROVISIONS
Addendum — No addendum or variation of the terms of this MOU is valid unless made in writing, and signed by
the duly authorized representatives of the parties.
Assignment — This MOU is not assignable by Grantee in whole or in part.
Indemnification — Grantee agrees to indemnify and hold harmless the DOJ, its officers, agents and employees
from all claims, liabilities, or losses in connection with the performance of this MOU.
Termination —The DOJ may terminate this MOU and be relieved of any obligation to provide grant funds to
Grantee should Grantee fail to perform the Scope of Work at the time and in the manner provided in this MOU.
Page 1 of 2
179
DOJ-PROP56-2020-21-1-013
TERMS
Grant Duration: 1/1/2021-6/30/2024
Award Amount
Category of Expenditure
Budget
FY 2020-2021
Budget
FY 2021-2022
Budget
FY 2022-2023
Budget
FY 2023-2024
Personal Services
$0
$21,509
$21,509
$0
Operating Expenses and Equipment
$0
$329
$0
$0
Administrative Costs (Not to Exceed 5%)
$0
$0
$0
$0
TOTAL AWARD AMOUNT
$43,347
The time limit for reimbursements against this award ends 6/30/2024. Requests received after 7/15/2024 cannot
be reimbursed by the DOJ.
GRANTEE CONTACT INFORMATION
Julissa Solano, Management Analyst
El Segundo Police Department
348 Main Street El Segundo, CA 90245
(310) 524-2278
jsolano@elsegundo.org
AUTHORIZATION
The DOJ and Grantee, by their duly authorized officials, have executed this MOU on the respective dates indicated
below. This MOU and any future addendums shall be mailed to the Division of Operations, Local Assistance Unit,
Tobacco ant Program, and will become fully executed upon completion of signatures from all parties.
3—kro—
Bill Whalen, Chief of Police Date
El Segundo Police Department
Scott Mitnick, City Manager
City of El Segundo
Mark D. Hensley, City Attorney
City of El Segundo
STACY HEINSEN, GRANT MGR.
Division of Operations
California Department of Justice
CHRIS RYAN, CHIEF
Division of Operations
California Department of Justice
Date
Date
Date
Date
Page 2 of 2
CITY OF
E L S E GU N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Staff Presentation
TITLE:
City Hall Windows Replacement Project Construction Contract Award
RECOMMENDATION:
1. Reject MMJ Contractors, Inc.'s bid as non -responsive; and,
2. Authorize City Manager to implement one of the following options:
A. Original Project -- Execute a public works construction contract with A.J. Fistes
Corporation to replace all City Hall windows, remove hazardous materials, install
interior window shades, and complete related work for a total cost of $581,620; or,
B. Revised Project -- Execute a public works construction contract and subsequent
change order with A.J. Fistes Corporation to replace limited City Hall windows,
remove hazardous materials, install interior window shades, and complete related
work for a total cost of $475,700. (This option stays within the initial $450,000
construction budget).
FISCAL IMPACT:
There is sufficient funding in the General Fund's adopted Capital Improvement Program
(CIP) Budget for the City Hall Windows Replacement Project, City Hall Security
Improvements, and Facilities Repair (Expenditure Accounts 301-400-8201-8209, 301-
400-8201-8232, and 301-400-8201-8234) to cover the cost of either construction project
option. An additional budget appropriation is not necessary. Both project options will
result in significant recurring energy cost savings which would ultimately recover the cost
of the project over a period of time. Please refer to the "Analysis" section of this staff
report for more details.
BACKGROUND:
City Hall Building History and Use
City Hall is located in the heart of Downtown El Segundo at 350 Main Street. Please refer
to Attachments 1 and 2 for Vicinity Map and Location Map. The current City Hall building
consists of two buildings that were combined into one larger building of more than 27,900
square feet. The western portion of the building was built in 1954 and houses the City's
general administrative and support functions, including: City Council Office, City Clerk's
Office, City Treasurer's Office, City Manager's Office, City Attorney's Office, Finance
Department, and Human Resources Department. This portion of the building also
contains the City Council Chamber, public meeting rooms, computer equipment, audio-
visual equipment, and other rooms. 1 1
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City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 2 of 9
The eastern portion of the building was built in 1976 and houses the Public Works
Department, Development Services Department, and Information Technology
Department. This portion of the building also contains public meeting rooms and other
uses.
City Hall houses the largest number of non-public safety employees (approximately 75
full-time and part-time employees). It is one of the most visited municipal office buildings
in the City. During non -pandemic times, a wide array of residents and business
professionals come into City Hall throughout each day to conduct transactions at the
different City Hall counters and offices. It is important to note that City Hall also contains
the City Council Chamber which is well -used by members of the public, serves as "The
People's House," and functions as the community's central gathering place for important
public meetings and debates.
Need to Replace City Hall Windows
There are several dozen exterior windows and doors at City Hall and nearly all of them
are the original ones installed 45 to 67 years ago. These windows are single -pane and
in very poor condition. Several are warped and faded. The exterior and interior window
frames are weathered, have uneven surfaces, and contain lead paint that continues to
peel off. Several windows do not shut completely. Most of the windows are also made
of non -tempered glass. These windows have suffered years, actually decades, of neglect
and deferred maintenance.
In addition, these windows are not energy efficient and were built with materials that are
not allowed today. This results in greater consumption of utilities (electricity and natural
gas) and recuring costs to the General Fund that would be reduced significantly with
modern, dual pane windows. The lifespan for office windows built under current standards
ranges from 20 to 40 years. The existing windows do not meet current building codes
and are beyond their useful life. For years, this has created sub -par and unprofessional
working conditions for employees and visitors alike. As a result, this situation has created
health and safety risks for those whom work and conduct business at City Hall. By any
measure, it is time for these windows to be replaced.
General Fund Bud -get Appropriations to Replace City Hall Windows. Doors. and Security
Improvements
On September 25, 2019, City Council approved $625,000 to replace City Hall windows,
doors, and security improvements as part of the adoption of the FY 2019-2020 Capital
Improvement Program (CIP) Budget. Of this total, $500,000 was dedicated to City Hall
windows and $125,000 was dedicated to City Hall security improvements (including
exterior and interior doors). The initial City Hall security improvements were installed in
late 2019 and early 2020. Due to the impact of COVID-19, the remaining security
improvements were not pursued beyond the spring of 2020.
YN
City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 3 of 9
Design work for the City Hall Windows Replacement Project commenced in January 2020
and staff was preparing to go to bid for the construction project in spring 2020. However,
this was put on hold in April 2020 due to the uncertainty associated with COVID-19.
On September 15, 2020, City Council re -appropriated the remaining funding ($450,000)
for the City Hall Windows Replacement Project as part of the adopted FY 2020-2021 CIP
Budget. The previously appropriated $125,000 for the City Hall Security Improvements
Project was also carried over from FY 2019-2020 into FY 2020-2021.
Authorization to Solicit Construction Bids to Replace City Hall Windows
On December 15, 2020, City Council approved the engineering plans and specifications
for the City Hall Windows Replacement Project and authorized staff to advertise for
construction bids. Please refer to Attachment 3 for the project renderings as they
appeared in the December 15, 2020 staff report.
DISCUSSION:
Four Construction Bids
Following City Council direction on December 15, 2020, staff solicited construction bids
for the City Hall Windows Replacement Project. On February 2, 2021, the City Clerk's
Office received the following four construction bids (listed in order from low to high):
No. I Contractor
Office I Base Bid
Location (Line item 1-8)
A.J. Fistes Corporation Long Beach,
CA
2 MMJ Contractors, Inc. Hacienda
(Non -responsive bid) Heights, CA
3 Cinbad Industry, Inc. Chatsworth,
CA
4
Harbor Coating and
Restoration
Orange, CA
$581,620
Alt. Bid item
(Painting
Concrete)
$7,470
572,000 50,000
595,000 30,000
695,000 16,000
Total Bid
$589,090
622,000
625,000
711,000
The four bids ranged from a low base bid of $581,620 to $695,000. When adding in the
"concrete painting option," the total bids ranged from $589,090 to $711,000. When
reviewing the four construction bids in detail, it was determined that the second lowest
bid, MMJ Contractors, Inc. did not submit a complete construction bid (it was missing
Addendum #1). As a result, this contractor's bid was rendered to be legally "non-
responsive" and was removed from consideration.
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City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 4 of 9
Lowest Responsive Bid
The lowest responsive bid, for both the base bid or the total bid, was received by A.J.
Fistes Corporation, headquartered in Long Beach, California. Staff checked this
contractor's license status and references and learned that this company has successfully
completed similar construction projects for other public agencies. This company's license
is also in good standing.
The alternative bid was to paint the concrete on the exterior of the building and A.J. Fistes'
bid for this item is $7,470. Due to budget constraints, staff recommends not implementing
the Alternative Bid at this time. However, it may be possible to consider adding this work
at the completion of the base bid, if there are sufficient unspent funds left at the end at
the project.
The following is a breakdown of the A.J. Fistes Corporation's construction bid:
No. Work Item Bid Price from A.J.
Fistes (Apparent
_ low bidder
1 Windows — Mobilization, demolition of windows, procurement $511,420
and installation of windows, painting of doors and windows
frames, and finishes (drywall repair, ceramic tile, etc.
2 Hazardous materials abatement 44,500
3 Interior Window Shades and related improvements 25,700
TOTAL $581,620
The construction bid excluding the interior window shades is $555,920. This is $105,920
(or 24%) higher than the original engineer's 2019 cost estimate. The interior window
shades were an "add on" to the project to take advantage of cost savings, as discussed
below.
Why 2021 Construction Bids Are Higher Than the Engineer's 2019 Cost Estimate
Staff analyzed all the bids provided to determine why the bid prices for the project were
higher than the engineer's original estimate. As it turns out, window construction and
installation costs increased sharply over the past year since the COVID-19 Pandemic hit
in March 2020. Had the project not been delayed, the lowest responsive bid would have
likely been within the original estimate. Since the delay of the project in April 2020, the
cost of materials went up significantly (window glaze in particular has risen considerably).
The main culprit is COVID-19. As noted below:
The COVID-19 lockdown has prevented fabricators and contractors from
performing their services in a timely and cost-effective manner.
City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 5 of 9
■ Material prices have increased significantly due to raw material cost increases
associated with limited availability and transportation issues.
• The US government's tariffs on imported construction materials has resulted in
higher costs than originally anticipated.
• Normal trade crew sizes, supplies, and equipment have been limited during the
lockdown, which has resulted in increased labor hours and costs.
• The engineer's estimate did not anticipate the level of hazardous materials
abatement that would be necessary for this project. There is more of this material
to remove than originally anticipated.
In addition, the engineer's estimate did not include the cost of installing interior window
shades. At the time, it was anticipated that the window shades would be installed later.
As it turns out, the contractor is able to install the window shades at a much more cost-
effective price and at the same time as the offices are being disrupted for the exterior
window construction work. Therefore, it is recommended that the window shades be
installed at this time to minimize both disruption and cost.
Citv Hall Windows Construction Options
In an effort to try to stay within the original 2019 project cost estimate, staff developed the
following two options for City Council consideration:
Option A — Original Project: Replace All City Hall Windows
This option involves replacing all City Hall windows, removing hazardous materials,
installing interior window shades, and completing related work (such as painting of doors
and window frames) for a total construction cost $581,620 ($555,920 for windows
replacement and $25,700 for interior window shades).
Under this option, the original windows replacement project would provide a recurring
energy savings ranging from $48,000 to $60,000 per year. The General Fund currently
spends about $240,000 per year for electricity and natural gas to support the City Hall
building. As explained in more detail in the next section of this report, these savings will
ultimately cover the cost of the construction project over a period of time.
Option B — Revised Project: Replace Limited Number of City Hall Windows
This option involves awarding the contract, and subsequently issuing a change order, to
reduce the scope and cost by replacing a limited number of City Hall windows in order to
stay within the original $450,000 construction budget. This would likely not involve
replacing windows on the east side of the building (facing Standard Street) and maybe
185
City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 6 of 9
some of the basement windows (facing Holly Street). The replacement of these windows
would be delayed until a future budget year as a separate project.
This work for Option B would be similar to Option A and include the cost of removing
hazardous materials, installing interior window shades, and completing related work (such
as painting of doors and window frames) for a total construction cost $475,700 ($450,000
for windows replacement and $25,700 for interior window shades). Under this option, the
recurring energy savings would range from $36,000 to $48,000 per year. As explained
in more detail in the next section, these savings will ultimately cover the cost of the
construction project over a period of time.
ANALYSIS:
City Hall Windows Replacement Project
Project Budget:
A total of $500,000 was appropriated in the adopted FY 2019-2020 General Fund Capital
Improvement Program (CIP) Budget for the City Hall Windows Replacement Project
($50,000 for design and $450,000 for construction). Design work for the City Hall
Windows Replacement Project commenced in January 2020 and staff was preparing to
go to bid for the construction project in spring 2020.
However, this project was put on hold in April 2020 due to the uncertainty of COVID-19.
City Council did re -appropriate the $450,000 in unspent construction funds as part of the
adopted FY 2020-2021 General Fund CIP Budget. A total of $62,300 was expended on
City Hall Windows Replacement Project design services ($12,300 over budget). This
leaves $436,700 in available funds for this project.
Project Cost:
Depending on which construction option is selected, the estimated total cost of this project
is:
Original Project Revised Project
Construction Item (Option A) (Option B)
Design $62,300 $62,300
Construction
Haz Materials Removal
Exterior Const. Sub -Total
511,420 414,400
44,500 35,600
555,920 450,000
Interior Window Shades 25,700 25,700
Total Project: $643,920 $538,000
City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 7 of 9
Project Cost Savings & Cost Recovery Time Frame:
Depending on which construction option is selected, replacing the City Hall Windows will
save the General Fund up to $48,000 or $60,000 per year in reduced utility expenditures
(due to lower recurring electrical and natural gas costs). The estimated cost savings to
the General Fund and Cost Recovery Time (using simple math without the addition of an
annual inflater for future utility cost increases) are as follows:
Project Option Energy Savings Energy Savings Cost Recovery
Original Project (Option A) $48,000 (20%) $60,000 (25%) 13.4 to 9.3 years
Revised Project (Option B) $36,000 (15%) $48,000 (20%) 14.9 to 11.2 years
If either option is approved, the General Fund's utilities budget will be reduced to reflect
the anticipated recurring savings of up to $48,000 or $60,000 per year starting with the
FY 2021-2022 Budget. Over a five-year period, the non -compounded General Fund
savings will range from $240,000 to $300,000. Over a ten-year period, the non -
compounded savings will range from $480,000 to $600,000.
Note that if an annual cost inflator were used for future utility cost estimates, the aggregate
cost savings would be greater, and the actual cost recovery period would be shorter. It
is possible the full original project might have a cost recovery period of eight years or less.
The revised project savings might have a cost recovery period of less than ten years.
City Hall Security Improvements Protect
A total of $125,000 was appropriated in the adopted FY 2019-2020 General Fund CIP
Budget for City Hall Security Improvements (replacement of exterior doors, instillation of
interior doors, and related security measures). Approximately $40,000 was expended on
the initial City Hall Security Improvements in early FY 2019-2020. In response to the
impact of COVID-19, staff did not pursue the remaining security improvements beyond
the spring of 2020.
Due to the national COVID-19 Pandemic Emergency Declaration, the Federal Emergency
Management Agency (FEMA) will reimburse the City for these expenditures. This will
result in the initial $125,000 City Hall Security Improvements CIP Budget line -item
remaining intact. These funds were carried over into FY 2020-2021 and are available to
support the City Hall Windows Replacement Project.
Combined Budget — City Hall Windows Replacement & City Hall Security Improvements
As a result of the above -described actions, a total of $625,000 was appropriated to be
used for City Hall windows replacement and related security improvements. In addition,
if needed, there is sufficient "Facilities Repair" line -item funds available. Consequently,
there are sufficient funds available to cover the full cost of either option described above.
187
City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 8 of 9
ENVIRONMENTAL CONSIDERATION:
Implementation of either option will result in reduced consumption of utilities (notably
electricity and natural gas). Under the current conditions, large numbers of employees
use separate space heaters and cooling fans throughout the year to compensate for the
very poor levels of weather insulation from existing windows. By installing more energy
efficient windows at this building, these heating and cooling devices will not be needed.
City Hall's heating and air conditioning systems will become much more efficient and
effective. From a broader environmental perspective, the City will be able to reduce its
carbon footprint and "lead by example" to encourage other businesses and residents
located in buildings or housing units with windows that are over 50 years old to do the
same thing for the environment.
RECOMMENDATION:
From a prudent financial management perspective, staff recommends authorization to
execute Option A, the Original Project (Replace all City Hall Windows). This would
provide the City the greatest return on investment and save the most money, especially
if the City Hall building remains in place for a period of greater than five years.
Option B, the Revised Project (Replace a limited number of City Hall Windows), may
represent a more cost-effective option if the City knew for certain that the City Hall building
would be demolished within three to five years. Even still, staff would still not recommend
this option for a variety of public health, safety, financial, legal, work productivity,
employee retention and attraction, and other reasons.
NEXT STEPS:
If City Council directs City Manager to implement one of the two options, contractor will
commence work right away with an estimated substantial completion date of September
30, 2021. Awarding the contract at this time will allow construction work to take place
during the spring and summer months and before the start of the next rainy season.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 3: Develop as a Choice Employer and Workforce
Objective A: El Segundo is a city employer of choice and consistently hires for the future,
with a workforce that is inspired, world -class and engaged, demonstrating
increasing stability and innovation.
Goal 4: Develop and Maintain Quality Infrastructure and Technology
Objective A: El Segundo's physical infrastructure supports an appealing, safe and
effective community.
City Hall Window Replacement Project Construction Contract Award
March 16, 2021
Page 9 of 9
PREPARED BY: Cheryl Ebert, Senior Civil Engineer
REVIEWED BY: Elias Sassoon, Public Works Dir ctor
APPROVED BY: Scott Mitnick, City Manager - C� cvyv�)
ATTACHED SUPPORTING DOCUMENTS:
1. Vicinity Map
2. Location Map
3. Project Rendering
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376.2 0 188.08 376.2 Feet DISCLAIMER: The information shown on this map was compiled from different GIS
sources The land base and facility information on this map is for display purposes only
and should not be relied upon without independent verification as to its accuracy. The City
of El Segundo will not be held responsible for any claims, losses or damages resulting
WGS_1984_Web_Mercator_Auxiliary_Sphere from the use of this map.
M-LOOKING NORTH-EAST
00
M
001: RENDERINGS
EL SEGUNDO CITY HALL APRIL 9, 2020 LIONAKIS
r-
-op"'!f
M-LOOKING NORTH
i i am aim sroiii:�. ,iL.,
A
M-LOOKING SOUTH-EAST
-..I
co
002: RENDERINGS
EL SEGUNDO CITY HALL APRIL9,2020 LIONAKIS
CITY OF
E L S E GU N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Committees, Commissions
and Boards Presentations
TITLE:
El Segundo Senior Housing Board Corporation Update on Park Vista Senior Housing
facility located at 615 East Holly Avenue
RECOMMENDATION:
Receive and file.
FISCAL IMPACT:
None.
BACKGROUND AND DISCUSSION:
El Segundo Senior Housing Board Corporation is currently comprised of three members
(President Paul Lanyi, Paula Rotolo, and Jim Lata). The Board meets monthly, providing
oversight of the City's Park Vista senior housing facility.
It has been the Board's practice to annually provide City Council a presentation on the
status of Park Vista. The Board intends to inform Council of major decisions made in
2020; make Council aware of any foreseeable challenges arising in the future; and seek
direction regarding rental rates for new, incoming tenants.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 1: Enhance Customer Service, Engagement, and Communication
Objective 1a: El Segundo provides unparalleled service to internal and external
customers.
PREPARED BY: Eduardo Schonborn, Principal Planner
REVIEWED BY: Sam Lee, Development Services Direct r
APPROVED BY: Barbara Voss, Deputy City Manager
ATTACHED SUPPORTING DOCUMENTS:
None.
12
WE
CITY OF
E L S E GU N D O City Council Agenda Statement
Meeting Date: March 16, 2020
Agenda Heading: City Treasurer Report
TITLE:
Presentation of Investment Portfolio Report for December, 2020.
RECOMMENDATION:
Receive and file.
FISCAL IMPACT:
None.
BACKGROUND:
The Treasury Department provides an Investment Portfolio Report presentation to City
Council on a quarterly basis. The report includes the status of Treasury investment
activities and related economic indicators as of December, 2020.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective B: El Segundo approaches its work in a financially strategic and responsible
way.
PREPARED BY: Matthew Robinson, City Treasurer
REVIEWED BY: Dino Marsocci, Deputy City Treasurer II
APPROVED BY: Scott Mitnick, City Managers �'✓�
ATTACHED SUPPORTING DOCUMENTS:
Investment Portfolio Report — December, 2020
13
191
oLIf1 01c• -
EL UGH 0
Wy a
swwze&
Date: March 16th, 2020
From: Office of the City Treasurer
To: El Segundo City Council
RE: Investment Portfolio Report — As of December 31, 2020
Introduction:
This report will serve as a summary for the City of El Segundo's Treasury Department investment reporting,
compliance, investment environment and future plans; as well as subsidiary schedules which will support the
Portfolio Summary and provide additional analysis of our investments.
Page I 1
192
Investment 5ummarv:
The investments as of December 3151, 2020 are as follows:
Portfolio Summary
December 31, 2020
S 40, G00, 000 $32,973,470
a 30. a00, 00 0 521,452.268
CO
5i0.G9167$ 58,145;518 56,a -�^2
$10.0o0,000 $6,028,882
$94,388 s63,iS3
S 40, 000, 000 S82,973.470
$30,000,000 52 ,31y,059
� $20,000.000
510,41b,S70 58,4_9.064 $6,679,114
110,000,000 $6,028,882
5$4,?84 S53.i53 51.ifi6,fi00 � 53,271.Ti5
869 9u
712 724
0 b =
3 a � aw � ■ I 367
0
v 2 3 GGSc x.4rb 2,60%
i 2 084a 20?s
2 OCS:
w M r
1 CC'-
° 0-23°6 D• 0-49% 0.494c
3 a, 000_ O.i2?e � �
36.62%
r 24-78%
rn
20 No- 11.57% 9.36%
6-70% 7-42%
C. CGS_ 0.09% 0-07% 1� `3 % � 1.41%
Cash CAMP-J=AP LAF—m•nedia LAiF-_AV,;A _A'i=-Se-icrH Go.•e-^.^lent MeaumTerm MuniuoalEon NegotiaoleCer Suoranatiorat
The interest income received during the period was:
Interest Received
Transaction Date
0=0
Gran' To:a I
Descriptionl 04
5450,000
S400,000
S-DSO,000
S300,000
c
E K50.000
a
iilTEREST �
n
c S200,000
a $166,089
S150,000
5'00,000 $80,850
SSO, 000
50
$413, 681
$166,742
Oeober Ncnembe- 0ece-nber Total
Page 12
193
` Note: the monthly fluctuation is because interest on most bonds is paid semi-annually, with LAT paid quarterly, and some investments paid monthly.
Compliance:
It is the intention of the City Treasurer's office to ensure that our investments are in compliance with the maturity
time limits and percentage allocation limits with all of our investments. The City is currently in compliance as
demonstrated below:
Partial List of Al towable Security Type Limits
Security Type
%Maximum
Compliance?
CAMP-JPAP
Cash
None
`r'
6.70%
Government
None
''r`
11.579io
LAIF- Immediate
f'Jone
Y
36.62%
LAIF-LAWA
none
Y
0.07%
LAIF- Senior Housing
1`%Jone
'Y
1-96%
Medium Term Notes
i` C11",
'Y
9-36%
Municipal Bonds
_D°c
'Y'
7.
Negotiable Certificates of Deposit
31!94 .
r'
24.789'b
Supranational Obligations
1.41"%
City of El Segundo - Treasury Department
Continuing Education Tracking - As of December 31, 2020
Requirement YTD Hours Excess/(Deficit) Notes
Treasurer
5.00
5.00
-
CMTA/CDIAC Webinars
Deputy City Treasurer II
5.00
6.00
1.00
CMTA/GIOA/GFOA Webinars
Deputy City Treasurer 1
5.00
15.00
10.00
CMTA/GIOA/GFOA + Webinars
Page 13
194
Rating Compliance
December 3i, 2020
Security Type
Issuer
S&P Ratingl
Maximum %of Portfolio
Medium Term Notes
-I [AA7"'d COP,' II°JC
AA-
3`3
0-577%
APPLE IP1C PJT
AA+
?
O-SB2%
BANK 0,-- P.107 .j
A
BER'KSH IRE HATHAI`, Y
AA
396
D_5B391�
CATERPIL_AFINCSVC
A
7°;
0_S72%
COCA CGLA CO SP I'JT
A+
3°
0.582%
ESTEE-r:UDEZ! COOS I'iQC
A+
3
0.587a•6
j0--I S HOP'<INS HLTH
AA-
0.1G6
NE'<'d'flP.K -1=E 1-44A
AA+
3Rc
G.S71°"a
ORACLE C'OR:
A
30'.,
0.584%
OP.HCLE CO?? S?. NIT
A
3°:
0.561%
PACCAJ, FIN CORPSP
A+
34e
D.561°0
TO'YOTA 1`0070R CR u_,S
A+
3°
0.5769�
I � P�,P_CEL SER'�,'I C
J TE
�-
a
3�`
0.5B9%
vIAL STOP ES INC
AA
3°
0.573%
V ELLS FA='.GU 2. CC
BBB+
34v
1132%
Municipal Bonds
CONI';ECT''1'UT
A1_�oDS<o
CONNECTICUTST
A
HOi,STCNTEX.
AA
LA -2I-,11'dTA CALF PED-
1.1549a
LAC /ESAS NE':+
AA
SRC
D_6289'is
I,•1 E 'kr4
0P:EG0I'-J S7 PTA D[,,9IN'
AAA
0-59S%
TULSA. CI'JT'r' C,<LA IPJG='
4'A
S°'.
G-5919':6
Supranational
AH) G!-OE'AL'-AT
0.559ao
Obl-ga o
NTER-A.Iv ERiCAPJ C,E'-,+EL
AAA
3a
0-8539116
Investment Environment:
During the fourth quarter of 2020, the 0-1 year maturities flattened out, the 3-year remained somewhat constant,
while the 5-year steepened substantially. The FOMC cut the Federal Funds Rate to 0.00-0.25%, earlier this year. At
this time the forecast is that the Fed will address changes to the rate as necessary over the next few years, but expect
rates to remain low.
The visualizations below reflect the US treasury yield curve. Per CDIAC restrictions, we are not allowed to invest in
any securities with maturity of greater than 5 years, so we have only presented relevant maturity ranges.
Page 14
195
U.S. Treasury Yield Curve
0.3600
0 3S
0 30
0 -5
yU V 20
N
0 15
0 10
OS
0 00
0.0800 0.0800
6 MI
Source: httys:j/www.treasu oyresource-center data -chart -center interest-
rateslPagesfTextView.aspx?data=Yield
Day of Date
June 30, 2020
September 30, 202D
December 31, 2020
Page 15
196
Cash Flow Analvsis:
The chart below shows our aggregate receipts and disbursements for the last 13 months. We can see that the
majority of our funds are received in the second quarter of the fiscal year, January thru March, primarily due to
Business License Renewals, the annual Chevron Payment, and to a lesser extent Sales and UUT taxes.
Some of the larger disbursements occur in the third and fourth quarters of the fiscal year. During Q3, April to June,
we have a significant payment to CalPers for our Other Post -Employment Benefits, and in Q4, July- September, a
payment to ICRMA for our citywide insurance premiums, a large payment to CalPers for the pension Unfunded
Accrued Liability, and a large infrastructure payment for roadwork which was completed several years ago.
Rolling 1-3-Month Cash Flow Analysis
$20,189,844
SZO 000 03' A
$18,086,752
518. C00.00'
S16.CCJ.00C
514,013,517
c s 0p� DOC
513,765,076
J
1',i OC.00O
c $12,084,101
310,049,458 $11,226,993
5_0 DOaAOC
58,394, 574
SS CO0 O0C
$7,680,485 $7,789,861 $7,918,409
=5 C." 0112
51 C•03 032'
__ D0.1 DC"
De:em'be'-'01` 'ebruary =C-C
$2.1,032,750
$8,784,682
$8,139,456 $7,967,555
$8,236,720
$6,463,125
$6,892,638
$6,072,544 $6,'_90,879
$4,856,383
4D,112"H Ju-a ruzous_0DC 3c-ober2020 De-Emoe-_'020
Month of Date
Measure Names
Total Disbursements
■ Total pecel Jts
Page 16
197
This chart shows the net change in Cash as related to the Cash Flow Analysis above. We've added the prior year to
highlight any abnormalities.
Our investments will be purchased with the liquidity relative to our cash flow needs.
Rol I i ng 13-Month Net Cash Flow Analysis
Date
0,031 njo
�5.000.000
SC
V
C
'JAL')
Ic1C,a 2, 00C
59,692,1:r
(516,333,461)
c Jul, seoze—b_, ccz—, I:o. e^ :_,
Additional Economic Indicators:
Year of Date
2018
2C19
2C20
The Economic Indicators presented below are key items that the Federal Reserve will look at in deciding
whether or not to change interest rates going forward.
The GDP, or Gross Domestic Product, represents the market value of all goods and services produced by
the economy during the period measured, including personal consumption, government purchases, private
inventories, paid -in construction costs and the foreign trade balance (exports are added, imports are
subtracted). This is a key indicator the Federal Reserve will look at when deciding on interest rate changes.
The target level for GDP is in the 2.5% to 3.5% range.
The Unemployment Rate shows the percentage of the labor force that is unemployed but seeking work.
The target level for Unemployment is around 5.6%.
The PCE Inflation is the Personal Consumption Expenditures rate of inflation. This index is essentially a
measure of goods and services targeted toward individuals and consumed by individuals. The long term
inflation target is around 2% per year. Core PCE Inflation excludes items such as food and energy due to
the nature of their potential price swings.
Page 17
.P
Unemployment
Unemployment vs Inflation
2011 ZOi3 201S 017 7019 2 0
Date
Source: http-,/Idata.bis.gov/cgi-bin/surveymost?bis
Inflation:
5-Year Breakeven Inflation Prediction
1-C
Date
Measure Names
Realized Inflation
Unemployment Pate
10 2940
Page 18
199
Source: http://www.usinflationcalculator.com/inflation/current-inflation-rates/
Investment Strate
It is the City and City Treasurer's policy to invest funds in accordance with the Investment Policy and to meet all legal
requirements regarding the safeguarding of funds.
The COVID-19 pandemic has introduced an air of uncertainty around the city's current and future financial health. In
order to accommodate any unanticipated shortfalls, we have temporarily increased our appetite for short-term
liquidity. Due to the flat shape of the US treasury curve, as well as the historically low level of the curve, this is not
something that we envision will impact our ability to generate yield from the overall portfolio.
In the second half of 2020 and as expected, we've seen the yield on LAIF (typically lags current yields by 6-8 months)
decrease substantially. Although still very favorable from a risk -adjusted to return perspective to its alternatives, we
know this can't hold for much longer. Staff will be monitoring our liquidity needs in the coming months, and
anticipate filling in the holes in our ladder as opportunities present themselves.
Our cash balances at Chase effectively earn us 45bps if matched against our monthly banking fees, and the required
average balance to offset such fees at 45bps is about $12M. Therefore, we are seeing this as a viable temporary
alternative to LAIF as an option having immediate liquidity.
The Portfolio Summary for the month is included as an attachment to this report.
Additional Notes:
The City has funds of $1,786,800.19 which belong to the El Segundo Senior Citizens Housing Fund and is now shown
as its own LAIF balance. The applicable interest for this account is posted quarterly in the same manner as the
regular City LAIF interest posting. We also have funds of $63,183.01 included in the City's LAIF balances for LAWA RSI
interest earned related to the prior program (Los Angeles World Airports Residential Sound Insulation).
The City of El Segundo utilizes the following Brokers/Dealers to conduct investment trades:
Cantor Fitzgerald & Co.
CastleOak Securities, L.P.
Higgins Capital Management, Inc.
Multi -Bank Securities, Inc.
Mutual Securities, Inc.
Vining Sparks IBG, L.P.
Wells Fargo Securities, LLC
Piper Jaffray & Co.
Great Pacific Securities
Page 19
"; CM DK
Investments by Maturity Date
December 31, 2020
532.973,470
5I6,320,OS2
5.11.269,714
5 C D = $9,526,313 1
56,517,731
S6,028,SS2
S3.97%327
$63,183 584,284 $245,37S $736.5335511-249
III
Investments by Security Type
December 31, 2020
Supranational Obligations CAMP-JI?ARCa5h
51,271,775 $34,26416,028,982
Negotiable Certificates of Deposit Government
$22,31.1,069 Ado fth�1$10,416,570
Municipal Bond
$6,679,114
LA I - Je n 1 o r H o u Si ng
$1,786,600
Immediate
.,973,470
Page 1 10
201
CITY OF
E L,S E G U N D O City Council Agenda Statement
Meeting Date: March 16, 2021
Agenda Heading: Ad -hoc Pension Committee Report
TITLE:
Proposed Unfunded Actuarial Liability Policy
RECOMMENDATION:
Adopt proposed Unfunded Actuarial Liability Policy providing guidance to address any
potential future unfunded liabilities in the City's CalPERS employee pension portfolio.
FISCAL IMPACT:
There is no direct fiscal impact associated with the action of approving the proposed
Unfunded Actuarial Liability (UAL) Policy. However, if future UAL should arise, having a
formal UAL Policy in place will potentially provide substantial savings to the City's General
Fund, and other applicable funds, in the event new UAL is added from CalPERS. Future
year savings may be substantial.
BACKGROUND:
The City provides retirement benefits to its employees by contracting with the California
Public Employees' Retirement System (CalPERS). CalPERS offers a defined benefit
plan where retirement benefits are based on a formula, rather than contributions and
earnings to a savings plan. Retirement benefit formulas are calculated based on an
employee's years of service credit, age at retirement, and final compensation. This is
determined primarily by an employee's average salary, excluding overtime, for a defined
period of employment. Retirement formulas for employee groups vary based on
classification ("Miscellaneous" for non -sworn employees and "Safety" for sworn police
and fire employees), and by date of entering CalPERS membership ("Classic" employees
for those hired by a CalPERS agency prior to January 1, 2013 and "PEPRA" employees
for those hired by a CalPERS agency on or after January 1, 2013).
Retirement benefits are funded by contributions from both employees and their employer
(which represents the "normal" annual service costs), as well as investment earnings.
CalPERS invests contribution payments with the goal of earning sufficient returns over
the long-term to pay defined benefits as promised and cover CalPERS expenses. When
investment earnings do not meet expectations over extended periods, the funded status
of the entire retirement system is at risk with all member agencies sharing the burden.
CalPERS actuaries perform annual evaluations of the plan to determine the accrued
actuarial liability (i.e., defined benefits that will be owed in the future to all active
employees, as well as existing retirees) for each member agency. The accrued actuarial
liability is determined by discounting future benefits payable using a rate equal to the
14
202
Ad -hoc Pension Committee
March 16, 2021
Page 2 of 4
expected long-term earnings rate of CalPERS investments (also referred to as the
"discount rate"), which is set at currently at 7%.
The discount rate signifies CalPERS' assumed return on investments and is used by
CalPERS actuaries to calculate the UAL. In the event CalPERS further reduces the
current discount rate, all agencies in CalPERS will be impacted by a one-time adjustment
which will result in higher liabilities and, consequently, additional required payment
contributions on those liabilities. However, going forward, a lower discount rate will bring
greater long-term stability and certainty to the CalPERS investment portfolio.
The funded status of the plan is determined by the difference between the accumulated
financial assets of the plan (fiduciary position) and the accrued actuarial liability. If the
fiduciary position is less than the accrued actuarial liability, the plan is underfunded, and
an UAL exists. The UAL is pension debt the City owes to CalPERS on behalf of both
existing retirees and active employees. Employers (e.g., cities) have the responsibility
to pay down their UAL by increasing contributions to CalPERS since the accrued benefits
earned by both existing retirees and active employees may not be reduced per
California law.
DISCUSSION:
The Ad Hoc City Council Pension Committee (Mayor Pro Tern Chris Pimentel and
Councilmember Scot Nicol) are proposing an UAL Policy to provide guidance on the
development and adoption of a funding plan for all Unfunded Accrued Liabilities that are
calculated annually by CALPERS, or for unfunded accrued liabilities remaining
immediately after the issuance of a Pension Obligation Bond. This funding policy should
also support the decision -making process of City Council and should be consistent with
the overall purpose and goals of the City's pension plan. The proposed UAL Policy
recognizes that it is fiscally prudent to do the following:
• Maintain the City's sound financial position
Ensure the City has the flexibility to respond to changes in future service priorities,
revenue levels, and operating expenditures
• Protect the City's creditworthiness
• Ensure that all pension funding decisions are structured to protect both current and
future taxpayers, ratepayers, and residents of the City
• Ensure that City debt is consistent with City's strategic planning goals, objectives,
capital improvement program, and operating budget
203
Ad -hoc Pension Committee
March 16, 2021
Page 3 of 4
ANALYSIS:
A primary goal of funding defined benefit pension plans is to ensure that sufficient assets
will be accumulated to deliver promised benefits when they come due and to protect
pension benefits in situations that involve employer insolvency or bankruptcy.
Establishing sound funding guidelines promotes pension benefit security. The City's
overall objective is to fund CALPERS pension plan near 100% of the total actuary liability
and no less than 80%, whenever possible.
The City is committed to fiscal sustainability by employing long-term financial planning
efforts, maintaining appropriate reserve levels, and employing prudent practices in
governance, management, budget administration, and financial reporting. This proposed
policy is intended to make all relevant information readily available to decision -makers,
City employees, and members of the public to improve the quality of decisions, identify
policy goals, and demonstrate a commitment to sound, long-term financial planning.
Adherence to this proposed policy signals to rating agencies and capital markets that the
City is well -managed and able to meet its financial obligations in a timely manner.
The purpose of the funding policy is to establish a framework for funding the City of El
Segundo's defined benefit pension plan, taking into account factors that are relevant to
the plan and the City. These factors include:
■ Financial position of the City
■ Provide transparency to the cost of City service
■ Stability of the plan and/or the affordability of the annual contributions
■ Benefit security
• Terms of CALPERS contract for El Segundo, along with any related collective
bargaining agreements, which includes employees paying their full pension share
■ Minimum funding requirements under State Law
There are several advantages to developing a funding policy to address an unfunded
accrued liability. These advantages include the following:
■ Provides framework to ensure proper management of future liabilities and to
minimize effects on operations. Adoption of a funding policy will ensure a
disciplined decision -making process, which will contribute to better predictability in
funding.
204
Ad -hoc Pension Committee
March 16, 2021
Page 4 of 4
Having a written summary of the funding policy that is accessible to employees
and the public will help improve transparency of funding decisions and increase
the understanding of pension funding issues.
■ The exercise of developing this funding policy improves the identification,
understanding, and management of the risk factors that affect the variability of
funding requirements and the security of benefits to the employees and retirees.
NEXT STEPS:
If City Council approves the UAL Policy on March 16, 2021, the policy becomes effective
immediately. This policy will be used as a reference when developing the City's annual
budget. The UAL Policy should be reviewed on an annual basis, during the strategic
planning session or the budget study session, to ensure compliance and if there needs
to be any updates to the policy.
CITY STRATEGIC PLAN COMPLIANCE:
Goal 5: Champion Economic Development and Fiscal Sustainability
Objective B: El Segundo approaches its work in a financially strategic and responsible
way.
ORIGINATED BY: Joseph Lillio, Chief Financial Officer O?n Sf=
REVIEWEWD BY: Barbara Voss, Deputy City Manager
APPROVED BY: Scott Mitnick, City Manager I'S
ATTACHED SUPPORTING DOCUMENTS:
Proposed UAL Policy
205
City of El Segundo
Unfunded Actuarial Liability Policy
Purpose
The purpose of this Unfunded Actuarial Liability Policy is to provide guidance on the
development and adoption of a funding plan for any Unfunded Actuarial Liabilities (UAL)
that are calculated annually by CALPERS, or for any UAL remaining immediately after
the issuance of a Pension Obligation Bond. This funding policy should also support the
decision making process of the City Council and should be consistent with the overall
purpose and goals of the City of El Segundo's pension plan.
The City recognizes that a fiscally prudent policy should:
■ Maintain the City's sound financial position
■ Ensure the City has the flexibility to respond to changes in future service priorities,
revenue levels, and operating expenditures
• Protect the City's creditworthiness
• Ensure that all pension funding decisions are structured to protect both current and
future taxpayers, ratepayers and residents of the City
• Ensure that City debt is consistent with City's strategic planning goals, objectives,
capital improvement program, and operating budget
Background
A primary goal of funding defined benefit pension plans is to ensure that sufficient assets
will be accumulated to deliver promised benefits when they come due and to protect
pension benefits in situations that involve employer insolvency or bankruptcy.
Establishing sound funding guidelines promotes pension benefit security. The City's
overall objective is to fund CALPERS pension plan near 100% of the total actuary liability
and no less than 80%, whenever possible.
The City is committed to fiscal sustainability by employing long-term financial planning
efforts, maintaining appropriate reserve levels, and employing prudent practices in
governance, management, budget administration, and financial reporting. This proposed
policy is intended to make all relevant information readily available to decision -makers,
City employees, and members of the public to improve the quality of decisions, identify
policy goals, and demonstrate a commitment to sound, long-term financial planning.
206
Adherence to this proposed policy signals to rating agencies and capital markets that the
City is well -managed and able to meet its financial obligations in a timely manner.
The purpose of the funding policy is to establish a framework for funding the City of El
Segundo's defined benefit pension plan, taking into account factors that are relevant to
the plan and the City. These factors include:
• Financial position of the City
■ Provide transparency to the cost of City service
• Stability of the plan and/or the affordability of the annual contributions
■ Benefit security
• Terms of CALPERS contract for El Segundo, along with any related collective
bargaining agreements, which includes employees paying their full pension share
Minimum funding requirements under State Law
There are several advantages to developing a funding policy to address an unfunded
actuarial liability. These advantages include the following:
• Provides framework to ensure proper management of future liabilities and to
minimize effects on operations. Adoption of a funding policy will ensure a
disciplined decision -making process, which will contribute to better predictability in
funding.
■ Having a written summary of the funding policy that is accessible to employees
and the public will help improve transparency of funding decisions and increase
the understanding of pension funding issues.
• The exercise of developing this funding policy improves the identification,
understanding, and management of the risk factors that affect the variability of
funding requirements and the security of benefits to the employees and retirees.
Remaining Unfunded Actuarial Liability
The City is in the process of considering a pension obligation bond that would generate
bond proceeds to deposit with CALPERS up to an amount equal to 100% of the unfunded
actuarial liabilities based on the latest actuarial valuation information available to the City.
After the deposit of bond proceeds to CALPERS, the City may or may not have a
remaining unfunded actuarial liability still owed to CALPERS.
207
If the City issues a pension obligation bond for less than the full 100% of the unfunded
actuarial liability, any remaining unfunded actuarial liability will be accounted for
separately, for the purposes of this Policy, from any new increase in the unfunded liability
resulting from the annual actuarial valuation report changes.
The City will create a payoff/funding plan that will address this remaining unfunded liability
immediately after the issuance of the pension obligation bond. The remaining unfunded
liability will be paid off or fully funded within a twenty-year period, and with a focus to fully
fund in under twenty years.
New Unfunded Actuarial Liabiliit
Every year, CALPERS completes a new actuarial valuation report based on the CalPERS
fiscal year-end, June 30, and recalculates the City of El Segundo's pension liability as of
the new valuation date. The annual report is released to member cities by early August.
If the value of the funded assets is not equivalent to this new liability amount, the City will
incur a new unfunded liability at that point in time. The unfunded actuarial liability may
increase or decrease from year to year, due to the following factors:
• Changes in actuarial assumptions and experience changes (e.g., changes in the
discount rate, changes in demographic experience, etc.)
• Changes in actuarial gains or losses due to asset returns being higher or lower
than the expected rate of return (currently set at 7%) at June 30 each year
• Changes in plan benefits
Due to the possibility of a new pension liability developing, the City of El Segundo desires
to create a policy to immediately address any new pension liabilities, or amortization
bases, that arise. Any new increase or decrease in the liability resulting from the annual
actuarial valuation is identified as a separate line item, or amortization base, on the annual
CALPERS actuarial valuation report. The table below lays out the parameters for paying
off/funding the unfunded actuarial liability in a designated amount of time, based on the
amount of the liability, as follows:
New Unfunded Actuarial Liability
Payoff/Funding Time Period
$0-$5,000,000
Within 1 to 5 Years
$5,000,001410,000,000
Within 6 to 10 Years
$10,000,001-$15,000,000
Within 11 to 15 Years
Over $15,000,001
Within 16 to 20 Years
Each year, when the City is provided with the annual valuation report from CALPERS,
staff will present to the City Council, as part of the Mid -Year Budget Report, the
following:
• The dollar amount of the new liability (new amortization base)
• The number of years that staff is recommending to pay off/fund the liability
�:
• The dollar amount of the annual contribution to be made
• The funding source(s) of the payments
• The short-term and long-term financial impacts on the City's General Fund
reserve balance
When a new amortization base results in a credit balance, the credit will be applied, first,
to any negative bases during the same period and, secondly, against any prior year bases
until the credit is fully exhausted. The remaining outstanding liability will then be
recalculated and a new payoff schedule and annual contribution will be determined based
on the payoff schedule above. New amortization repayment schedules will be kept within
20 years to help maximize long-term savings.
Prepayment Options
At the beginning of each fiscal year, the City analyzes the costs/benefits of prepaying
amounts due CALPERS during that fiscal year. The City strives to continue taking
advantage of any prepayment discount that is afforded by CALPERS.
Funding Levels
The City's target funding level will be near 100% of the UAL. The City will strive to achieve
this funding level through debt refinancing, allocation of reserves, and/or cost containment
measures. The total funding amount will be a combination of the amount on deposit with
CALPERS, the funds deposited in the City's Section 115 trust, and any funds reserved
by the City that are designated for pension liabilities.
Funding Options
Funding options for the remaining UAL and/or any new UAL may include the use of a
Section 115 Trust and/or allocating fund reserves from any allowable fund within the City.
Section 115 Trust
A Section 115 Trust was established in 2017 to transfer funds to a trust to ensure that
these funds will only be used for pension related costs. The trust assets can be accessed
to pay CALPERS at any time to reduce volatility and offset unexpected pension rate
increases. The trust will have funds deposited into it at the discretion of the City Council,
based on recommendations made by City staff during the annual budget adoption
process. For the calculation of funding levels, monies put in this trust will be treated the
same as putting monies on deposit with CALPERS.
Additional Discretionary Payments
Additional Discretionary Payments may be deposited with CALPERS at any time. After
completion of the annual audit, all discretionary fund reserve balances will be reviewed
by City staff. Based on any budgetary constraints at that time, a determination may be
made that it is in the best interest of the City to use any available reserves or one-time
savings from the prior fiscal year to make additional discretionary payments. Additional
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discretionary payments could be deposited with CALPERS, or invested in the City's
Section 115 trust.
Any savings realized from the issuance of the 2021 pension obligation bond, as
determined by comparing the pension obligation bond level debt service and fiscal year
2020-2021 CALPERS actuarial determined contributions, will be allocated as follows:
30%-60% of the savings will be used to offset any future unfunded actuarial liability that
arise and 40%-70% of the savings will be used to offset General Fund operational costs.
The POB savings should be invested in the section 115 Pension Trust or towards an
additional discretionary payment to CalPERS until such time the UAL is funded at 95%
or more, or has an actuarial value of $5 million or less. Also, the maximum recommended
funding level for the Section 115 Pension Trust should not exceed 100% of the UAL
and/or an amount not to exceed the City-wide ongoing annual Normal Pension costs for
a period of five (5) years.
Each year during the budget process, a recommendation for the precise savings
allocation for the next fiscal year will be determined based on CALPERS latest year-end
investment return. If CALPERS fiscal year-end investment return is below its benchmark,
the City will allocate a higher portion of savings to fund future unfunded actuarial liability
costs. Alternatively, if CALPERS fiscal year-end investment return is higher than its
benchmark, then the City may allocate more of the budgetary savings to offset General
Fund operational costs.
Consideration of Future Pension Benefits
The issuance of a pension obligation bond may result in the funding of the City's pension
plan with CALPERS up to, and even in excess of 100% of the plan assets necessary to
pay all pension liabilities. Even though this situation may occur, the City is still obligated
to make annual debt service payments on the bonds. These payments are in lieu of
annual unfunded actuarial liability payments that the City would have made to CALPERS.
To the extent that the City is making any annual debt service payments on an issued
pension obligation bond, it is fiscally responsible for the City to not offer any enhanced
pension benefits to the City employees. This will allow the City to focus its financial
resources on the current pension obligations due the bondholders and/or CALPERS.
Any new ongoing General Fund revenue source (a new tax or fee that did not exist
previously) identified in subsequent fiscal years should not be allocated towards
enhanced pension benefits. All new ongoing revenue sources should be dedicated (up
to 50%) towards pension debt service, paying down new UAL with CalPERS, or funding
the section 115 Pension Trust.
Annual Policy Review
The UAL Policy should be reviewed on an annual basis, during the strategic planning session or
the budget study session, to ensure compliance and if there needs to be any updates to the policy.
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