CONTRACT 4218 Grant AgreementSECRETARY FOR
ENVIRONMENTAL PROTECTION
January 19, 2012
Mr. Steve Tsumura
Environmental Safety Manager
El Segundo City Fire Department
314 Main Street
El Segundo, California 90245
Dear Mr. Tsumura;
r�� r
EDMUND G. BROWNJR.
GOVERNOR
The California Environmental Protection Agency (Cal /EPA) has received and signed the
Electronic Reporting Grant Agreement for the El Segundo City Fire Department
Certified Unified Program Agency. Please find the enclosed copy of the signed Grant
Agreement for your records.
If you have not already done so, please send your local resolution to Cal /EPA Unified
Program Section (if applicable) in order to receive your initial advance allocation of the
grant. If a local resolution has already been submitted, your initial advance check will
be processed.
If you need further assistance or have questions, you may contact Shinita Bryson at
(916) 445 -6800 or UPGrants @calepa.ca.gov.
Sincerely,
Jiro -6ohon, Manager
Unified Program
California Environmental Protection Agency
Enclosure
AIR RESOURCES BOARD • DEPARTMENT OF PESTICIDE REGULATION • DEPARTMENT OF TOXIC SUBSTANCES CONTROL
OFFICE OF ENVIRONMENTAL HEALTH HAZARD ASSESSMENT
STATE WATER RESOURCES CONTROL BOARD • REGIONAL WATER QUALITY CONTROL BOARDS
0 Printed on Recycled Paper
CERTIFIED UNIFIED PROGRAM AGENCY ELECTRONIC REPORTING
GRANT.AGREEMENT
BETWEEN THE 4 W'
CALIFORNIA ENVIRONMENTAL PROTECTION AGENCY°
AND
EL SEGUNDO CITY FIRE DEPARTMENT
CERTIFIED UNIFIED PROGRAM AGENCY
AGREEMENT NO. G10- UPA -21
State and Grantee hereby agree as follows:
1. PROVISIONS. The following statute authorizes the State to enter into this Grant Agreement:
a. California Health and Safety Code, division 20, chapter 6.11, section 25404
2. PURPOSE. The State shall provide a grant to and for the benefit of the Grantee for the purpose of allocating
monies from the regulated businesses oversight surcharge to the Certified Unified Program Agencies
(CUPAs). Assembly Bill 2286 authorizes the Secretary to use funds from the oversight surcharge to provide
certified unified program agencies and participating agencies assistance in implementing electronic reporting
requirements through grant funds for the purposes of the system. Up to 25% of the grant is authorized to be
paid in advance on approval of the grant application„
3. GRANT AMOUNT. $ 40,200
a. Advanced Payment Amount. $ 0
4. TERM OF AGREEMENT. The term of the Agreement shall begin on January 1, 2010, and end on March 31,
2013. ABSOLUTELY NO GRANT DISBURSEMENT REQUESTS WILL BE ACCEPTED AFTER June 1,
2013.
5. REPRESENTATIVES. Either party may change its Representative(s) upon written notice to the other party. The
Representatives during the term of this Agreement will be:
California Environmental Protection Agency
GRANT MANAGER
James B_ohon
00
11 r LL "Street, 2nd Floor
Sacramento„ California 95814
Phone 916) 327 -5097
Fax (916) 322 -5615
Email bohon cale a.ca. ov
GRANTEE
Name of Project Director, Title: Steve Tsumura,
Environmental Safety Mangier_
Street Address: 314 Main Street
City, Zip: El Segundo, 90245
Phone: 310- 524 -2242
Fax: 310 -414 -0929
e -mail: stsumura @elsegundo.org
6. STANDARD AND SPECIAL PROVISIONS. The following exhibits are attached and made a part of this Agreement by this
reference:
Exhibit A REPORTING AND GRANT DISBURSEMENT PROVISIONS
Exhibit B SPECIAL AND GENERAL PROVISIONS
Exhibit C GRANT APPLICATION
Exhibit D TRANSITION PLAN
4 8 ,, X40 El Segundo City Fire Department
Electronic Reporting Grant Agreement No. G10- UPA -21
Page 2 of 6
7. GRANTEE REPRESENTATIONS. The Grantee accepts and agrees to comply with all terms, provisions, conditions,
and commitments of this Agreement, including all incorporated documents, and to fulfill all assurances,
declarations, representations, and commitments made by the Grantee in its application, accompanying
documents, and communications filed in support of its request for grant funding.
8. DEFINITIONS. The following defined terms apply throughout this Agreement:
"Cal /EPA" means the California Environmental Protection Agency;
"CUPA" means the Certified Unified Program Agency;
"Grantee" means the City of El Segundo Fire Department;
"PA" means the Participating Agency;
"Electronic Reporting" means the Electronic Reporting requirements of Assembly Bill 2286
"Secretary" means the Secretary of the California Environmental Protection Agency; and
"State" means the State of California, including Cal /EPA.
IN WITNESS THEREOF, the parties have executed this Agreement on the dates set forth below.
.o
By: By
Grantee Signature onaid A. Johnson, sastant Secretary
California Environn°entntaI Protection Agency
Grantee Name, Title (Typed /Printed)
NoJ. t5 I I
Date
0/�2 —
Date
El Segundo City Fire Department
Electronic Reporting Grant Agreement No. G10- UPA -21
Page 3 of 6
EXHIBIT A
REPORTING AND GRANT DISBURSEMENT PROVISIONS
A. REPORTING PROVISIONS
1. The Grantee shall prepare and submit a Transition Plan Status Reports, including Grant Disbursement
Request form for documentation of expenditures, to the Cal /EPA Grant Manager at the following address:
California Environmental Protection Agency
Unified Program Section
Attn: Catherine Gause
1001 "1" Street, 2nd Floor
Sacramento, California 95814
2. The Transition Plan Status Report and Grant Disbursement Request Form will be provided by Cal /EPA upon
the approval of the Grant Application.
3. Each report shall have a cover letter certified by the Project Director or the Grant Contact.
4. For purposes of the Electronic Reporting Implementation Status Reports, the reporting period is as follows:
Report
Reporting Period
Report Due Date
Report 1
June 1, 2010, to September 30, 2010
November 1, 2010
Report 2
October 1, 2010, to December 31, 2010
February 1, 2011
Report 3
January 1, 2011, to March 31, 2011
May 1, 2011
Report 4
April 1, 2011, to June 30, 2011
August 1, 2011
Report 5
July 1, 2011, to September 30, 2011
November 1, 2011
Report 6
October 1, 2011, to December 31, 2011
February 1, 2012
Report 7
January 1, 2012, to March 31, 2012
May 1, 2012
Report 8
April 1, 2012, to June 30, 2012
August 1, 2012
Report 9
July 1, 2012, to September 30, 2012
November 1, 2012
Report 10
October 1, 2012, to December 31, 2012
February 1, 2013
Report 11
January 1, 2013, to March 31, 2013
May 1, 2013
B. GRANT DISBURSEMENT PROVISIONS
1. Grant Disbursement Request Forms shall be used to depict the expenditures incurred by the Grantee in
implementation of Electronic Reporting throughout the period of performance.
2. The Grant Disbursement Request Form shall be submitted as an attachment to the Transition Status Report,
in accordance with the submission schedule provided above.
3. The Grantee shall use the Grant Disbursement Request Form template format provided by Cal /EPA.
.� ! t`iA El Segundo City Fire Department
ElectroniAeporting Grant Agreement No. G10- UPA -21
Page 4 of 6
EXHIBIT B
SPECIAL AND GENERAL PROVISIONS
A. SPECIAL PROVISIONS
1. AMENDMENTS: No amendment or variation of the terms of this Agreement shall be valid unless made in
writing, signed by the parties and approved as required. No oral understanding or agreement not
incorporated in the Agreement is binding on any of the parties.
2. WAIVERS: Any term, provision, condition; or commitment of this Agreement may be waived at the discretion
of Cal /EPA. All waivers shall be documented in writing.
3. DISPUTES: The Grantee shall continue with the responsibilities under this Agreement during any dispute.
Any dispute arising under this Agreement which is not otherwise disposed of by agreement shall be decided
by the Cal /EPA Assistant Secretary for Local Programs or an authorized representative. The decision shall
be in writing and a copy thereof furnished to the Representatives of this Agreement. The decision of the
Assistant Secretary shall be final and conclusive unless, within thirty (30) calendar days after mailing of the
decision to the Grantee, the Grantee furnishes a written appeal of the decision to the Secretary for
Environmental Protection, with carbon copies furnished to the Cal /EPA Assistant Secretary for Local
Programs and the Cal /EPA Grant Manager. The decision of the Secretary shall be final and conclusive
unless determined by a court of competent jurisdiction to have been fraudulent, or capricious, or arbitrary, or
so grossly erroneous as necessarily to imply bad faith, or not supported by substantial evidence. In,%
connection with any appeal under this clause, the Grantee shall be afforded an opportunity to be heard and to
offer evidence in support of its appeal. Pending final decision of a dispute hereunder, the Granteejshall
continue to fulfill and comply with all the terms, provisions, commitments, and requirements of thigl
Agreement. This clause doer, not preclude consideration of legal questions, provided that nothing herein shall
be construed to make final the decision of the Cal /EPA Assistant Secretary for Local Programs or the
Secretary, on any question of law.
FISCAL MANAGEMENT SYSTEMS AND ACCOUNTING STANDARDS: The Grantee agrees that, at a
minimum, its fiscal control and accounting procedures will be sufficient to permit tracing of grant funds to a
level of expenditure adequate to establish that such funds have not been used in violation of state law or this
Agreement. The Grantee further agrees that it will maintain financial accounts in accordance with generally
accepted accounting principles. Without limitation of the requirement to maintain financial management
systems and accounting standards in accordance with generally accepted fiscal and accounting principles,
the Grantee agrees to:
a. Establish a financial account(s) and accounting system(s) that will adequately and accurately depict
all Electronic Reporting Grant amounts received and expended during the term of this Agreement,
including but not limited to:
i. All Electronic Reporting implementation expenditures; and
ii. Running balance of grant allocations and expenditures.
5. RECORDS MANAGEMENT: Maintain all documentation and financial records, as may be necessary, for the
state to fulfill federal reporting requirements, including any and all reporting requirements under federal tax
statutes or regulations. Establish an official file for the allocation that shall adequately document all significant
activities and actions relative to the Implementation of the Electronic Reporting Implementation, including but
not limited to:
a. Fiscal accounting;
b. Electronic Reporting Implementation Status Reports; and,
c. Grant Disbursement Requests and supporting documentation.
6. TIMELINESS: Time is of the essence in this Agreement. The Grantee shall proceed with Electronic Reporting
implementation in an expeditious manner. The Grantee shall prepare and submit all required reports and
Grant Disbursement Request Forms as stipulated in this Agreement.
t;; ,.I . El Segundo City Fire Department
Electronic Reporting Grant Agreement No. G10- UPA -21
Page 5 of 6
7. WITHHOLDING OF GRANT DISBURSEMENTS: Cal /EPA may withhold all or any portion of the allocations
provided for by this Agreement in the event the Grantee:
a. Materially violates, or threatens to materially violate, any term, provision, condition, or commitment of
this Agreement; or
b. Fails to maintain reasonable progress toward Electronic Reporting implementation.
8. FUNDS CONTINGENCY: Cal /EPA's obligations under this Grant Agreement are contingent upon the
availability of funds. In the event funds are not available, the State shall have no liability to pay any funds
whatsoever to the Grantee or to furnish any other considerations under this Grant Agreement.
9. BUDGET REVISIONS: Budget revisions of 15% or less of the total agreement allocation may be made in
writing and approved by Cal /EPA without an amendment to the agreement.
B. GENERAL PROVISIONS
1. ASSIGNMENT: This grant is not assignable by the Grantee, either in whole or in part, without the consent of
the State.
2. AUDIT: Grantee agrees that the Cal /EPA, the Bureau of State Audits, or their designated representative shall
have the right to review and to copy any records and supporting documentation pertaining to the expenditure
of allocated moneys and performance of this Agreement. The Grantee agrees to maintain such records for a
possible audit for a minimum of three (3) years after term of the Agreement, unless a longer period of records
retention is stipulated. Grantee agrees to allow the auditor(s) access to such records during normal business
hours and to allow interviews of any employees who might reasonably have information related to,:such
records. Further, the Grantee agrees to include a similar right of the State to audit records and interview staff
in any contract related to performance of this Agreement.
3. COMPUTER SOFTWARE: The Grantee certifies that it has appropriate systems and controls in place to
ensure that state funds will not be used in the performance of this Agreement for the acquisition, operation or
maintenance of computer software in violation of copyright laws.
4. CONFLICT OF INTEREST: The Grantee certifies that it is in compliance with applicable state and /or federal
conflict of interest laws.
5. GOVERNING LAW: This grant is governed by and shall be interpreted in accordance with the laws of the
State of California.
6. INDEPENDENT ACTOR: The Grantee, and its agents and employees; if any,. in the performance of this
Agreement, shall act in an independent capacity and not as officers, employees or agents of the State.
7. NONDISCRIMINATION: During the performance of this Agreement, the Grantee and its contractors shall not
unlawfully discriminate against, harass, or allow harassment against any employee or applicant for
employment because of sex, race, religion, color, national origin, ancestry, disability, sexual orientation,
medical condition, marital status, age (over 40) or denial of family -care leave, medical -care leave, or
pregnancy - disability leave. The Grantee and its contractors shall ensure that the evaluation and treatment of
their employees and applicants for employment are free of such discrimination and harassment.
8. NO THIRD PARTY RIGHTS: The parties to this grant Agreement do not create rights in, or grant remedies to,
any third party as a beneficiary of this grant Agreement, or of any duty, covenant, obligation or undertaking
established herein.
9. TERMINATION: The State may terminate this Agreement and be relieved of any payments should the
Grantee fail to perform the requirements of this Agreement at the time and in the manner herein provided. In
the event of such termination, the Grantee agrees, upon demand, to immediately return the remaining unused
portion, if any, of the Grantee's allocation.
4 2 i 8 . `, , .4 El Segundo City Fire Department
Electronic Reporting Grant Agreement No. G10- UPA -21
Page 6 of 6
10. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held
to be unenforceable, then the parties agree that all other provisions of this Agreement shall continue to have
full force and effect and shall not be affected thereby.
GRANT APPLICATION FORM 42 1
1. Entity Information:
Unified Program Agency Name: City of El Segundo Fire Department
GRANTEE
Name of Project Director, Title: Steve Tsumura,
Environmental Safety Manager
Street Address: 314 Main Street
City, Zip: El Segundo, 90245
Phone: 310- 524 -2242
Fax. 310- 414 -0929
e -mail: stsumura @elsegundo.org
2. Grant Amount: $40,200.00 corrected
a. Advanced payment Requested: $0.00
(Up to 25% of the grant is authorized to be paid in advance on approval of the grant.)�-
3. Scope of Work
In order to become compliant with AB 2286, which requires the Unified Program related information
exchange between the UPA and Cal /EPA, El Segundo Fire Department (ESFD) will need to upgrade to
new data management system software that is compatible with the California Environmental Reporting
System (CERS) to file electronically to the State. In order for the regulated businesses to file
electronically, ESFD will need to provide outreach and training to regulated businesses on the Statewide
CERS system and the City's own electronic portal through Garrison Digital Health Department (DHD).
Awarded Grant funds will be used to procure a new data management system, receive training from
Garrison Enterprises, Inc. and to train regulated businesses on CERS. In addition, existing documents will
be digitally saved for attachment onto new electronic; files created by Garrison Enterprises.
4. Work Plan
Period of Performances January 1, 2010 through March 31, 2013
New Hardware
a) Assess hardware for mobile field inspections and data entry
b) Determine minimum- hardware requirements for new software
c) Evaluate the need for printer
d) Develop a plan to procure hardware through IT Department
e) Prepare budget for City approval
f) Purchase hardware
Page 1 of 3
II. Procure New Software
a) Review qualified software vendors
b) Identify costs of comparable systems
c) Evaluate recurring operation and maintenance costs
d) Determine required mechanism for procurement
e) Develop City Manager /Council agenda item
f) Enter into contractual agreement with vendor
III. Electronic file transition from hardcopy files
a) Identify qualified vendors
b) Evaluate cost to convert paper files to electronic media
c) Select qualified vendor
d) Develop City Manager /Council agenda item
e) Enter into contractual agreement with vendor
IV. Business Outreach
a) Notify businesses of AB 2286
b) Develop a training program to introduce City and State portals
c) Determine business needs for additional assistance.
V. Training
a) UPA Staff on new software
1. Evaluate capabilities of new software
2. identify whether new software meets data management requirements
3. Prepare training manual for new employees
b) Regulated Businesses on CERS /DHD
1. Develop training module for business
2. Identify businesses to be contacted
3. Prepare training documents for handouts
4, Provide training to businesses
Page 2 of 3
5. Projected Budget:
Program Costs � �
Fiscal
Fiscal Year
Fiscal Year
Fiscal Year
Year
11/12
12/13
Personnel Services*
$500.00
$1,500.00
$2,000.00
$700.00
Operating Expenses
$0.00
$0.00
$0.00
$0.00
Travel Expenses
$0.00
$0.00
$0.00
$0.00
Supplies /Materials
$0.00
$500.00
$500.00
$0.00
2000Equipmeni]Software
$0.00
$0.00
$22,000.00
$3000.00
Professional /Consultant Services
$0.00
$0.00
$9,500.00
$0.00
FISCAL YEAR TOTAL
$500.00
$2,000.00
$34,000.00
$3,700.00
TOTAL
40,200.00
*Indirect costs may not exceed 35% of grant allotment (Personnel Services include providing and
receiving training, contract administration, file organization for scanning, in -house data coordination and
consultant coordination.
CERTIFICATION
I certify under penalty of perjury that the information I have entered on this application is true and complete to the
best of my knowledge and that I am an employee of the applicant authorized to submit the application on behalf
of the applicant. I further understand that any false, incomplete, or incorrect statements may result in the
disqualification of this application. By signing this application, I waive any and all rights to privacy and
confidentiality of the proposal on behalf of the applicant, to the extent provided in this program.
Applicant Signature
Vo()G W l ELM 012
Printed Name of Applicant
Date
Page 3 of 3
Exhibit D
ELECTRONIC REPORTING TRANSITION PLAN
Unified Program Agency Name: El Segundo Fire Department
TRANSITION PLAN REPRESENTATIVE
Name of Project Director, Title: Steve Tsumura, Environmental Safety Manager
Street Address: 314 Main Street
City, Zip: El Segundo, 90245
Phone: (310) 5.___2_4
-2242
Fax: (310) 414 -0929
E- mail: stsumuraCgelse uundo.org
1. General Description of Transition Plan
G10-UPA-21
The City of El Segundo Unified Program Agency (UPA) will transition from our current
data collection system of over 300 businesses to electronic reporting as mandated by
Assembly Bill 2286. The City of El Segundo will achieve this goal in part by transitioning
from our current data collection methods to using the DHD system from Garrison
Enterprises for our local data management and e- reporting functions.
In 1998, the City of El Segundo began using CUPA DMS, as its data management
system, which was originally developed by the City of San Rafael for their CUPA
Program. The prograrnmer has since retired from the City of San Rafael and Marin
County, with no software upgrades planned for CUPA DMS. The software is no longer
adequate to meet Assembly Bill 2286 requirements, and will need to be replaced with
new software, such as Garrison Enterprises.
Garrison's DHD system provides a completely web -based local data management system
enabling our agency to collect data digitally in the field and report the required information
electronically to the CERS system. Garrison Enterprises will also provide the UPA with
the required functionality to automate the exchange of data between their local DHD
system and the CERS system. Businesses will be asked to use the Garrison Enterprises
portal developed for the City of El Segundo to complete and submit required documents
Page 1 of 11
Exhibit D
4'i
G10-UPA-21
or update existing reports annually. In addition, Businesses may also use the State
CERS portal after Garrison completes the City's portal. Training will be provided to the
Business community in the summer of 2012 or upon completion of the City's portal.
As part of our implementation with Garrison Enterprises, they will convert any data
contained in our current databases (CUPA DMS) into our new DHD system as part of the
initial application setup. Initial data conversion from existing systems is a service that
comes standard with Garrison's DHD system implementation, so no additional costs
considerations outside of our contract with Garrison Enterprises will be needed for data
conversion from electronic formats into our new DHD system. El Segundo UPA will also
collect existing paper attachments in active files, such as site plans and contingency
plans using DHD's attachment manager tool and will integrate data using the current
State -wide contract for scanning and capturing hardcopy files, if available.
For initial data conversion from our existing database, Garrison Enterprises will provide
data conversion and ensure data validation. El Segundo UPA will work with Garrison to
ensure correct data mapping from our current system into our new DHD system.
Garrison Enterprises runs data validation scripts after a conversion is done and will make
those available to our agency to test against as well. Initial paper -based data conversion
will be validated through visual inspection of files to determine whether page numbers are
correct and will verify that designated file numbers are associated with each address.
For ongoing data collection /submission, El Segundo UPA will use the DHD system as a
clearinghouse where data will be accessed and validated by our staff. Incoming data —
whether via the interface with CERS and via Garrison's local public portal — will be
directed into an "approval queue" in our DHD system, where staff will review the
submittal, validate the data, and set the submittal status.
a) Review Submittal — Ensure all data elements are addressed, as applicable. If data
is missing, staff will contact relevant Business and will collect data for entry into
DHD.
b) Validate Data — Review previous submittals and determine whether there are
significant changes. In addition, requires inspection of facilities that have
extremely hazardous substances.
c) Set Submittal Status — Upon review and validation, the business submittal will be
approved for data transmittal to the State. Any errors in either the review or
validation process will result in the return of submissions back to the company for
correction or completion.
El Segundo UPA will use a combination of the CERS system and Garrison's local public
portal. We will encourage all Businesses to use Garrison's local public portal to register
Page 2 of 11
Exhibit D
G10- UPA -21
and submit their data. However, we expect that multi - jurisdictional- businesses (MJB's)
will elect to submit their data directly through the CERS system.
Also, for agency related data, we will use the DHD system to collect information in the
field using Tablet PCs. Garrison Enterprises provides an offline version of the DHD
system as a standard feature. We will utilize the offline version of our DHD system for
ongoing data entry in the field and synchronize with our live DHD system on a daily basis.
Upon completion of the Garrison Enterprises DHD implementation for the El Segundo
UPA, a business outreach program will be implemented, which will include:
a) Business Workshop — The El Segundo Library will be used to hold workshops for
businesses and will be offered at least twice to ensure businesses are trained in
the use of the DHD software and what is required to be reported. After the initial
training, individuals may come to the Fire Station for one -on -one training as well.
b) Website Posting — The City website will be used to inform the Business community
of training, new developments and availability of electronic reporting through DHD
and CERS.
c) Newspaper Article — The El Segundo Herald is the local newspaper and will be
requested to feature a story on the new electronic data reporting through DHD and
CERS.
2. Needs Assessment
El Segundo UPA recognizes that converting its business- to -CUPA reporting system from
paper /hardcopy to electronic will require an assessment of the resources needed to
implement the new system. We understand the critical needs that :our agency must
address in order to ensure a successful conversion to electronic reporting to the CERS
system. The needs and the plan to address them are listed below:
a) Transferring the data from UPA hardcopy documents to CERS.
Hardcopy information from active file data and documents will be transferred to
CERS through electronic scanning and downloading data into DHD through an
"Attachment Management Tool" offered through DHD. Specific numerical files will
be established for each address to ensure files can be tied and searched by either
file number or address.
Page 3of11
Exhibit D G1d -UPF - 21`
b) Getting "non- computer" businesses to report electronically.
Businesses that can not submit electronically will be offered to use the Fire
Department's front desk computer for data entry and retrieval, if necessary. This
will allow staff to assist the business during data entry and to evaluate the
accuracy of the information with the business before submission. Alternatively,
staff will enter the initial data themselves, and then have the owner validate the
data before acceptance.
c) Building or acquiring a data management system or upgrading and expanding an
existing system so that it can upload /download or exchange UP information with
CERS. (i.e., local interface; portal).
El Segundo UPA will use the DHD system from Garrison Enterprises as our local
data management system. Currently, we use CUPA DMS to manage our data
locally. We will transition from our current method to use Garrison's DHD system
for our local data management. The DHD system provides the required
functionality to exchange UP information with CERS.
d) Data management system maintenance after initial implementation.
El Segundo UPA is contracting for system maintenance and technical support from
Garrison Enterprises. Garrison will provide ongoing maintenance of our DHD
system after the initial implementation as covered by our annual maintenance
agreement with them.
e) Procedural changes for regulatory staff to manage electronic data.
Our staff will be trained on our DHD system as part of Garrison's implementation
process. The data submitted via CERS and /or Garrison's local public portal will be
delivered into an approval queue in our DHD system for our staff to review and
approve. Once the business data is frilly accepted and approved in our DHD
approval queue process, the clean approved data will be sent to CERS via the
data exchange process. Any business submitting data through CERS or Garrison
portals will have incorrect or incomplete data fields sent back to the business for
correction prior to official acceptance of the data.
f) UPA computer access for business community to local portal or CERS.
Garrison Enterprises provides a public portal where the business community can
create and account and log in via the Internet to update their information. The
Page 4 of 11
Exhibit D
18
-
G1d...tJlf A-21 "° ° r� `
public portal provided by Garrison will be available to the local business community
from any Internet access in the world. Those businesses without computer access
will be offered to use the Fire Department's front desk computer for data entry and
review during normal business hours Monday through Thursday. The business will
need to establish an identity code to only have access to its information, and will
not have access to other fields or businesses.
g) CERS and /or local system training for UPA staff.
Training on our DHD system will be provided by Garrison Enterprises as part of the
initial system implementation. Garrison's standard training practices will allow staff
training and to quickly learn the system and perform required activities. In addition,
Garrison will provide User Guides which can be accessed from the DHD system as
a refresher. In regard to CERS training, the Environmental Safety Manager will
continually be trained in CERS at the CUPA Conference and various meetings.
There is no other staff in the Environmental Safety Division.,
To ensure CUPA staff understand and are aware of the capabilities of DHD
software, training will be provided by the Environmental Safety Manager to any
employee requesting further information on the capabilities of the Garrison DHD
software.
h) CERS and /or local system training for the business community.
Through train - the - trainer method, El Segundo UPA will be able to provide training
to our business community on the use of Garrison's local public portal. Garrison
Enterprises will provide initial training for El Segundo UPA on the use of our local
public portal. Subsequently, we will be able to provide training to the local
business community. Each August, Businesses in El Segundo are invited to
attend a 4 -hour training session on hazardous materials and waste, which will now
include a 2 -hour section on CERS and use of the Garrison system for data
collection and entry. An additional training session will be scheduled a few months
later in December.
i) Support from the state.
The State provides support in the following areas:
1) Grant funding for one -time purchase of data management software is a
major portion of support provided by the State to El Segundo UPA. The
software allows for the gathering of data and preparation of reports using
Page 5 of 11
Exhsbit D
G10-UPA-21
pre - formatted programs and templates which address State and municipal
reporting requirements. In addition, archive data will be scanned and
saved in each digital address file for review or enforcement purposes.
2) The CERS program within CaIEPA provides guidance on data
requirements and maintains the CERS portal for those businesses wanting
to use this mechanism for reporting. Various technical meetings, guidance,
fact sheets and coordination with other agencies support the El Segundo
UPA.
j) Computer Availability for CERS Data Entry
With the additional need for electronic entry of data, an additional computer will be
necessary for business access and use for annual updates. It is anticipated a new
computer will be purchased for business use, and will be permanently stationed at
Fire Station 1 for businesses to use, when necessary. The computer will -be
connected to the City's network, aid will have access to CERS, Garrison DHID -and
other environmental programs or websites. r
3. Collecting, Submitting, and Storing Unified Program Related Information
El Segundo UPA plans to use Garrison's DHD system to receive data from businesses
either through CERS or the DHD portal for El Segundo UPA. Data that is collected will be
used for State and Federal reporting requirements, and electronically stored for review,
enforcement or audits. The following capabilities of the DHD system are identified:
a) DHD can collect data from CERS and store local UPA information specified in the
title 27 data dictionary.
b) DFiD can collect locally required non -title. 27. related UPA information. El Segundo
UPA will use Garrison's DHD :system as its data management system to collect
data locally. We will use our DHD system to exchange data with CERS
automatically. The DHD system is capable of meeting all the requirements for the
integration with CERS.
c) El Segundo UPA will use Garrison's DHD system for collecting, submitting, and
storing UP related information. -rhe DHD system is a 100% web -based system,
which will allow us to access the data in real -time from any Internet connection.
For field usage, we will use the standard offline version of Garrison's DHD system,
Page 6 of 11
Exhibit D
U a
G 10- UPA -21
which synchronizes the data back to our live DHD system when an Internet
connection is regained.
4. Management of Data Changes /Updates
Businesses will use the local public portal provided by Garrison Enterprises to enter and
change information. However, while the majority of businesses will use Garrison's local
public portal, we do anticipate that large multi - jurisdictional businesses will still elect to
use CERS. In those cases, the MJB's information will be updated within CERS and sent
down to our DHD system for validation and approval by our staff.
In addition, El Segundo UPA will approve business information changes within our DHD
system. All information updated by businesses — whether via CERS or via Garrison's
local public portal — will enter an approval queue in our DHD system for data validation by
our staff. By using a consistent, single location for data validation and approval, wetwill
be able to easily accommodate for local businesses submitting via Garrison's local portal
and MJB's submitting via CERS.
To ensure data quality, El Segundo UPA is planning to use our DHD system's° data
validation tools and approval queue.
5. Inspection /Enforcement
El Segundo UPA will continue to use paper -based inspection reports to collect inspection
and enforcement information. The inspection and enforcement information will be
recorded into our DHD system upon the inspector's, return to the El Segundo UPA office.
Once the El Segundo UPA establishes the use of field tablets, access to our DHD system
and CERS will be through a wireless connection, such as an air card. El Segundo UPA
field staff will then have access to previous and current business information while out in
the field via our DHD system. Additionally, the field version of our DHD system provides
access to previous inspections, investigations, and other relevant data.
Once established, El Segundo UPA will maintain wireless Internet connectivity for our
field staff. As such, we can allow the businesses to access their CERS account (or
Garrison portal account) through our mobilE� 'tablets. We can provide the businesses on-
the -spot assistance in entering regulatory information; however, the business will
physically make the changes to their data not the inspector. Any changes made during
such interaction will still go through the same data validation process as described earlier.
As described above, El Segundo UPA field staff will provide any necessary guidance and
assistance to businesses that need help making changes to regulatory information. The
business will still be responsible for physically making the changes directly into their
Garrison portal account. The changes will go through the routine validation process from
that point.
Page 7 of 11
Exhibit D
G10- UPA -21
Finally, El Segundo UPA understands that CERS does not provide scheduling capability.
We will use our DHD system to schedule routine and follow -up inspections in accordance
with state and local laws and regulations.
6. Billing /Invoicing
El Segundo UPA understands that CERS does not provide for billing or invoicing of
businesses. Garrison's DHD system includes a financial component as part of the
standard package. El Segundo UPA will handle all billing and invoicing directly within our
DHD system or existing City system of invoicing through "Quickbooks" or Eden. In
addition, we recognize that some information from CERS may need to be imported into
our DHD system for billing /invoicing or permitting purposes. Any information needed from
CERS for billing /invoicing or permitting purposes will be brought down to our local DHD
system through the data exchange process.
7. Training
El Segundo CUPA expects that our staff will require training for Garrison's DHD system,
Garrison's local public portal, and the CERS system. For our new DHD system, El
Segundo UPA's management, inspection staff, and administrative personnel will be
trained by Garrison Enterprises. Garrison will provide training to our agency staff using
step -by -step detail that will allow us to quickly learn the system and perform our daily
activities. For CERS training, the Environmental Safety Manager will provide training to
all CUPA staff based on previous CalEPA training at the CUPA Conference and Forum
Board Meetings. In addition, a request for the CaIEPA PowerPoint presentation for CERS
will assist in providing consistent information to all staff.
For Garrison's public portal for businesses, our El Segundo UPA staff will be trained by
Garrison Enterprises representatives, similarly to the training on our actual DHD system.
We will acquire the necessary expertise on the use of Garrison's public portal, which will
allow us to provide training for our businesses.
Because many of the businesses in El Segundo consist of one large employer, it is
anticipated aerospace companies, computer companies and refinery representatives will
represent the majority of businesses, with only a handful of small business owners. The
initial training will be in August 2012 and includes two -hours of presentations,
question /answer and live demonstration. Businesses will be offered an opportunity to try
the system during the presentation, and will be provided individual training while
demonstrating the business interface system. Another similar training will be offered in
December 2012 for those businesses that were not able to attend the initial session or
require, further assistance in the implementation of CERS. In addition, business
Page 8 of 11
Exhibit D
G10-UPA-21
representatives can also come to the Fire Station for one -on -one training or data entry of
their inventory.
8. Help System
Upon receiving a business request for assistance, El Segundo UPA will first contact the
business by phone and identify a specific issue. Once the issue is determined, El
Segundo UPA will answer specific questions and guide the business through the data
entry requirements. If the questions can not be answered over the phone, staff will meet
with the business at its location and assist the business with data entry.
With regard to our portal, the login page to El Segundo UPA's local public portal provided
by Garrison Enterprises will provide necessary instruction to businesses on its use and its
relationship to CERS. Garrison provides this as a standard feature to its client agencies.
As part of the standard implementation for CUPA's, Garrison will work with its client
agencies to establish the specific instructions and explanations. This will be commonly
agreed upon language to be used on the public portal login page for all of Garrison's
client agencies.
To ensure the public has information on electronic transmission requirements, El
Segundo UPA will have CERS contact information and links to its website on the El
Segundo Fire Department, Environmental Safety Division website. A section for
frequently asked questions, instructions on how to register a business with CERS, and
phone numbers for further information will also be provided.
9. Service Contract and Grant (fiscal)
El Segundo UPA will apply for an electronic reporting grant using the State provided
application. The funds will be used to cover the initial costs of implementing electronic
reporting. The fund distribution allocated for El Segundo City Fire Department is
$40,200.00.
El Segundo UPA funds will be used as follows (figures are approximations as costs may
fluctuate):
Grant Funds:
• Hardware (new computers - wireless) - $3,000.00
• Software Vendor Contract (Garrison) - $22,000.00
• Business Outreach - $500.00
• Training (Businesses) - $500.00
• Personnel Services - $4,700.00*
Page 9 of 11
Exhibit D
i
G10- UPA -21
Data Capture (contractor costs to convert current paper documents to electronic
files): $9,500.00
*(includes: staff time to provide training, meetings, contract procurement, CERS
data collection, consultation with businesses, data collection, sorting files for
scanning indexing, and reporting.)
Total Grant Funds: $40,200
El Segundo UPA will fund ongoing costs through annual permit fees and the use of
Administrative Enforcement Order (AEO) penalties collected from Class I violations.
Approximately $50,000 is available to fund inspection and enforcement related annual
renewal costs for Garrison Digital Health Department software.
10. Ongoing Support and Maintenance
The additional ongoing costs of implementing electronic reporting include the ongoing
support and maintenance cost of Garrison's DHD system, staff and business community
training, and workload increases.
Garrison's DHD system uses a firm fixed price structure, allowing El Segundo UPA to
reliably budget for the ongoing maintenance costs of the system, without concern of user
license seats or usage charges.
The annual budget for the renewal of operation and maintenance costs will be itemized in
the Environmental Safety Division budget as a line item and will be covered by grant
funds the first year. Subsequent budget years will include the operation and maintenance
costs through contract account number 001 -400- 3205 - 6206.
11. Electronic Reporting Conversion Plan Tracking
El Segundo UPA will submit our Electronic Reporting Transition Plan and grant
application to Cal /EPA on or about April 15, 2011. Quarterly, as stated in the Grant
Agreement, El Segundo UPA will submit a status report and invoice to Cal /EPA. The
following table denotes the list of milestones that will be tracked and reported to Cal /EPA.
Page 10 of 11
Exhibit D
Estimated /Actual Start date of the CUPA Electronic
Reporting Conversion Plan
Janua 2010
Date CUPA Select Preferred Data Exchange Methodology �I
April 2011
Date Electronic Reporting Conversion Plan & Grant
Application Submitted
March 2011
Date Cal /EPA Awards Grant
..
September
2011
Date Transfer of existing data from UPA system to CERS
Complete
Janua 2012
Date Authorized Business Electronic Submission
March 2012
Date CERS Data Exchange operational: Business data
Jul 2012
Date CERS Data Exchange operational: Inspection &
September
Enforcement Data
2012
Date CUPA Electronic Reporting Conversion Process
November
Complete (including PAs
2012
N +.l
** NOTE: Garrison Enterprises will discuss directly with each local agency any milestone
dates above which will be impacted by the implementation of the DHD system.
12. SIB 2286 Grant Application Process
El Segundo UPA plans to submit its final Electronic Reporting Conversion Plan and grant
application upon review and recommendations from CaIEPA on the draft Electronic
Reporting Conversion Plan and draft grant application. There are no participating
agencies associated with El Segundo UPA. The El Segundo City Council must consider
entering into a contract with CaIEPA prior to contractor selection.
All proposals, estimates and bids must be reviewed by our Finance Department and
approved for contract or submitted with a Request for Proposal. Upon selection of a
qualified data management software company, the City Council and City Manager will
review and discuss qualifications for consideration by Council. Upon selection, the
contract can be awarded.
Page 11 of 11
k
RESOLUTION NO. 4750
A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE,
TO APPLY FOR, RECEIVE, AND APPROPRIATE GRANT FUNDS FOR
THE CALIFORNIA ENVIRONMENTAL REPORTING; SYSTEM GRANT
PROGRAM (CERS).
The City Council of the city of El Segundo does resolve as follows:
SECTION 1: The City Council finds and declares as follows:
A. The City is authorized to accept California Environmental Protection Agency
(CaIEPA) grant funding pursuant to Assembly Bill 2286, which requires all
Certified Unified Program Agencies, (CUPAs ) to accept and require the submittal
of environmental documentation electronically by January 1, 2013, CaIEPA has
made grants available to CUPAs through 2612 for the implementation of the
California Environmental Reporting System (CERS).
B. The Agency may approve funding allocations for CERS, subject to the terms and
conditions of CaIEPA and acceptance of a Transition Plan and signed grant
agreement.
C. The City agrees to enter into a contract with CaIEPA and be subject to its terms
and conditions. Funds from the CERS must be used for allowable expenditures
identified in the application and transition plan identified in Exhibits A and B of the
Contract.
D. A copy of this Resolution should be included with the City's grant application
SECTION 2: The City Manager, or designee, is authorized to apply for a grant from the
CERS to be used for the purposes identified in Exhibits "A" and "B" to the Contract with
the CaIEPA which is incorporated herein by reference.
SECTION 3: The City Manager, or designee, is authorized to execute any required
documents to receive the grant for the purposes identified herein.
SECTION 4: The City Manager, or designee, is authorized to accept and spend the
grant monies identified in this Resolution for the purposes set forth herein.
SECTION 5: The City Council hereby arnends or supplements the City's Budget for
fiscal years 2012-2013 to appropriate the monies identified herein to pay for the plan
proposed by the City in support of its grant application, The City Manager, or designee,
is authorized to implement the purpose of this section,
SECTION 6: This Resolution will become effective immediately upon adoption
Page 1 of 2
PASSED AND ADOPTED this st ay f November, 2011.
Eric K. Bu chr,
Mayor
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES SS
CITY OF EL SEGUNDO }
I, Cindy Mortesen, City Clerk of the City of El Segundo, California, hereby certify that the
whole number of members of the City Council of the City is five; that the foregoing
Resolution No.4750 was duly passed and adopted by said City Council, approved and
signed by the Mayor of said City, and attested to by the City Clerk of said City, all at a
regular meeting of said Council held on the 15t day of November, 2011, and the same was
so passed and adopted by the following roll call vote:
AYES: Busch, Fisher, Brann, Fuentes, Jacobson
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
Cindy Morf6sen,
City,Clerk
APPROVED AS TO FORM:
Mark D, Hensley, City Attorney
By: .
l( rl H` B&gdr
Assistant City Attorney
�c1C IS ^✓
Page 2 of 2