CONTRACT 4985 Other CLOSEDam
• ! A 0
T' a City of El Segundo
illimiplilliq ' • 0 • .! li
HOA.1160587.1
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 44 C.F.R. through the
Office of Grants and Training (G &T), has provided financial assistance from the State
Homeland Security Program (SHSP), Catalog of Federal Domestic Assistance (CFDA)
97.067 directly to the California Governor's Office of Emergency Services (Cal OES) for the
2014 SHSP; and
WHEREAS, the Cal OES provides said funds to the County of Los Angeles as its
Subgrantee, and the Chief Executive Officer (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
2014 SHSP grant from Cal OES for the Subrecipient in the amount of $4,932; and
WHEREAS, the CEO now wishes to distribute 2014 SHSP grant funds to the
Subrecipient, 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 December 2, 2014
authorized the CEO to prepare and execute this Agreement.
NOW, THEREFORE, the County of Los Angeles and Subrecipient agree as follows:
HOA.1160587.1 Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
4985 . 41
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
B. City of El Segundo, 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:
1. The representative of the County of Los Angeles is, unless otherwise stated in
this Agreement:
Alvia Shaw, Interim Director
Chief Executive Office, Los Angeles County (LAC)
222 S. Hill Street, 2nd Floor
Los Angeles, CA 90012
Phone: (213) 974 -7315
Fax: (213) 687 -3765
ashaw @ceo.lacounty.gov
With a copy to:
Craig Hirakawa, Grants Manager
Chief Executive Office, LAC
222 S. Hill Street, 2nd Floor
Los Angeles, CA 90012
Phone: (213) 974 -1127
Fax: (213) 687 -3765
chirakawa @ceo.lacounty.gov
2
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
4985`
2. The representative of Subrecipient is:
Name and Title:
Greg Carpenter, City Manager
Organization /DUNS # 077- 264679
Address: 350 Main Street
City /State /Zip: El Segundo, CA 90245
Phone: 310 - 524 -2301
Fax:
Email: gcarpenter@elsegundo.org
With a copy to:
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.
3
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
Name and Title:
Carol Lynn Anderson
Sr. Management Analyst
Organization
City of El Segundo Fire Department
Address:
314 Main Street
City /State /Zip:
El Segundo, CA 90245
Phone:
310- 524 -2235
Fax:
Email:
canderson @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.
3
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
1
4985 o.�{
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.
Subrecipient must provide the following signed documents to the County of
Los Angeles, unless otherwise exempted:
A. Certifications and Disclosures 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. Certifications Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion,
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 — Non - Construction Programs, 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
The performance period of this Agreement is from September 1, 2014 to
March 31, 2016, 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.
4
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ El Segundo Agreement
§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 2014 SHSP, which
has been approved by Cal OES. This information is contained in a copy of the Final
Grant Award Letter and 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
t : / /www.sam. ov/ 2orta AM/#1 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 of
$100,000 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 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 15th of the following month. Subrecipient
must submit claims for reimbursement in a timely manner.
F. Subrecipient must provide an electronic copy of their Annual Single Audit Report, as
required b� Office of Management and Budget Circular A -133, to CEO no later than
March 31 s of the year following the reporting period.
G. Subrecipient will 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 will include, at a minimum, one on -site
visit during the term of this Agreement.
5
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
H. Subrecipient must provide a Corrective Action Plan to CEO within 30 days of any audit
finding.
1. Any equipment acquired pursuant to this Agreement must be authorized in the G &T
Authorized Equipment List (AEL) available online at
htt s � r. t� . ovlzh- pans /media� -libra bassets/documents/1 0 1566 and the
Funding Guidelines of the 2014 SHSP, Funding Opportunity Announcement,
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. Federal procurement requirements for the 2014 SHSP can be found at
Office of Management and Budget Circular A -102, Title 44 C.F.R. Part 13.
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;
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.
J. Equipment acquired pursuant to this Agreement will be subject to the requirements of
Title 44, C.F.R. Part 13.32. 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 or more per unit. Items costing less than $5,000, but acquired under the
"Equipment" category of the Grant must also be listed on any required Equipment
Ledger.
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.
6
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
,i
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 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, (j) 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 44, Part 13.32 (d) (1) of the Code of Federal
Regulations.
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.
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 /monitors. The Subrecipient
is required to submit a letter certifying as to the accuracy of the Equipment
Listing to the CEO, in the frequency as above.
K. Any planning paid pursuant to this Agreement must conform to the guidelines as listed
in 2014 SHSP, Funding Opportunity Announcement or subsequent grant year
programs.
L. Any training paid pursuant to this Agreement must conform to the guidelines as listed
in 2014 SHSP, Funding Opportunity Announcement, 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
Nate: //w w firstrc�s ondertrainin ov /catalo .do?a =f der 1.
M. Any exercise paid pursuant to this Agreement must conform to the guidelines as listed
in 2014 SHSP, Funding Opportunity Announcement. Detailed Homeland Security
Exercise and Evaluation Program Guidance is available at
htt sI /lisee . )re toolkit.or /.
N. 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.
O. Any organization activities paid pursuant to this Agreement must conform to the
guidelines as listed in 2014 SHSP, Funding Opportunity Announcement.
7
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
q .
P. Any personnel activities paid pursuant to this Agreement must conform to the
guidelines as listed in 2014 SHSP, Funding Opportunity Announcement.
SECTION III
PAYMENT
§301. Payment of Grant Funds and Method of Pavment
A. The County of Los Angeles will reimburse Subrecipient up to the maximum grant
amount of $4,932 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, and planning as described
in Section II of this Agreement. The grant amount represents the amount allocated to
Subrecipient in the 2014 SHSP Grant Award Letter from Cal OES.
B. Subrecipient must submit reimbursement requests to the County of Los Angeles
Auditor - Controller Shared Services Division requesting payment as soon as expenses
are incurred and paid, and the required supporting documentation is available. Said
timeframe should be within ten (10) business days of Subrecipient's payment to
vendors and /or prescribed due dates by CEO and /or Cal OES. Each reimbursement
request must be accompanied by the Reimbursement Form (attached hereto as
Exhibit G). All appropriate back -up documentation must be attached to the
reimbursement form, including 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 tracking 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 60 days following completion of the exercise and submit proof of State approval
of the AAR with the reimbursement request.
For planning reimbursements, Subrecipient must include a copy of the final tangible
product as a result of the planning project.
C. The County of Los Angeles may, at its discretion, and with Cal OES approval,
reallocate unexpended grant funds to another subrecipient. Said reallocation may
occur upon completion of an approved project, 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
8
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
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.
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 PROVISIO
§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.
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.
9
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
§403. Integrated A reement
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.
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.
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.
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).
10
HOA.1160587.1Grants /SHSP 2014/Subrecipient Agreements/ El Segundo Agreement
�a� f
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
http,;//www.o . __j...c ov /about/ocrleeo .htm.
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 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;
11
HOA.1160587.1 Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
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 seq. 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:
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.
12
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo 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 ".
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:
• • + r -
JK(MUT ' 11.101M
"
Subrecipient must comply with OMB Circulars, as applicable: OMB Circular
A -21 (Cost Principles for Educational Institutions); OMB Circular A -87 (Cost
Principles for State, Local, and Indian Tribal Governments); OMB Circular
A -102 (Grants and Cooperative Agreements with State and Local
Governments); Common Rule, Subpart C for public agencies or OMB Circular
A -110 (Uniform Administrative Requirements for Grants and Other Agreements
with Institutions of Higher Education, Hospitals and Other Non - Profit
Organizations); OMB Circular A -122 (Cost Principles for Non - Profit
Organizations); OMB Circular A -133 (Audits of States, Local Governments, and
Non - Profit Organizations.
NEW= ► s
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.), OMB Circular A -133 and any
administrative regulation or field memos implementing the Act.
13
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ El Segundo Agreement
®4 W g
3. Americans with Disabilities Act
Subrecipient hereby certifies that, as applicable, it will comply with the
Americans with Disabilities Act 42, USC § §12101 et se g., 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 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
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.
14
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ El Segundo 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 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 C.F.R. 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.
15
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
None of the funds may be used to promote or deter union /labor organizing
activities. CA Gov't Code Sec. 16645 et sew.
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 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; (j) 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
16
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
®A ,
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 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 USC 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.).
17
HOA.1160587.1 Grants /SHSP 2014 /Subrecipient Agreements/ El Segundo Agreement
od 0
Subrecipient must, as applicable, comply with Title 2 C.F.R. 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 award documents for all sub -award at all
tiers and that all subcontractors certify accordingly.
13. Drua -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 44 CFR Part 13; 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.
18
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ El Segundo Agreement
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 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 Expense
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.
19
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
of
• r
Subrecipient understands that failure to comply with any of the above
assurances 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.
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 the 2014 Funding Opportunity
Announcement and in the "Grant Assurances ", attached hereto as Exhibit D. By
signing these Grant Assurances and accepting the Funding Opportunity
Announcement, the County of Los Angeles became liable to the State for any funds
that are used in violation of the grant requirements. Subrecipient will be liable to the
Grantor for any funds the State determines that Subrecipient used in violation of
these Grant Assurances. 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.
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
20
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ El Segundo Agreement
,,
hereby agrees to be bound by the Policy, and will contractually require its personnel to
be bound by the Policy.
B. Rights to Use Inventions
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.
Maw
Under the terms of this Agreement, Subrecipient must, as applicable, comply with
California Family Code Section 5230 et seq.
21
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
§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.
SECTION V
119TOVIA1111% -11
,� -�� ,a
§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. 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
1
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.
�1 a- "w•-
This Agreement may be executed in two (2) duplicate originals, each of which is
deemed to be an original. This Agreement includes (23) pages and (7) Exhibits which
constitute the entire understanding and agreement of the parties.
22
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements/ E/ Segundo Agreement
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
z.
BY "
SA. H AI
Chief xec ive Officer
APPROVED AS TO FORM
MARY WICKHAM
County Counsel
BY
Senior Deputy County Counsel
Date
BY J
- Controller
enter
Cit epr entativelTitl' (signatcr (Print Name)
APPROVED AS TO FORM
BY 6
City ttorney (Signature (Print Name) Arf 1
ATTEST
Bit'~''',/ ,,.
City /Clerk ( r
Tracy Weaver
(Print Name)
Zo �14
Date
3 / ?/ / 4
Date
Date
23
HOA.1160587.1Grants /SHSP 2014 /Subrecipient Agreements /E/ Segundo Agreement
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E
Exhibit F
Exhibit G
HOA.1160587.1
EXHIBITS
Certification and Disclosures Regarding Lobbying
Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion Lower Tier Covered Transactions and
Certification Regarding Drug -Free Workplace
Certification of Grant Assurances
Final Grant Award Letter and Worksheet
Funding Guidelines
Reimbursement Form and Instructions
4985
EXHIBIT A
Cal OES 2 -232
Approved by OMB 0349 -0046
DISCLOSURE OF LOBBYING ACTIVITIES
Complete this form to disclose lol�jnq gq y�scant to 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action; 3. Report Type:
El a, contract El a. bid /offer /application
A a. initial filing
b. grant b, initial award b. material change
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. Narpe and Address of Reporting Entity: 5. If Reporting Entity in No. 4 Is Subawardee,
City of E1 Segundo Enter Name and Address of Prime:
350 Main Street, El Segundo, CA 90245
County of Los Angeles
Prime ; "I Subawardee 500 W. Temple Street, Room 713
Tier, If known. Los Angeles, CA 90012
Congressional District, if known: 4C Congressional District, if known:
6. Federal Department/Agency: 7. Federal Program Name /Description:
Homeland Security Grant Program
Department of Homeland Security 97.067
CFDA Number, if applicable:
B. Federal Action Number, if known: 9. Award Amount, if known: $4,932.00
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):
Acteral Planned a, retainer
12. Form of Payment (check all that apply). ! b. one -time fee
�j a. cash c. commission
b. in- k'ind'a specify. _j d. contingent fee
e. deferred
nature value
.M 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(a) SF- LLL -A, if necessary)
15. Continuation Sheet(s) SF -LLL -A attached: Yes No
115. Information requested through this form Is authorized by Title 31 fl S.C. Section 1352. Signature: -
This disclosure of lobbying activities is a material representation of fact upon which Name: —
reliance was placed by the tier above when this transaction was made or entered into.
This disclosure is required pursuant to 31 U S. C. 1352. This information will be Title: _ Al
reported to the CongTess serrii annually and will be available for public inspection. Any Telephone:
parson who fails to flrle the required disclosure shall be .subject to a civil penalty of not (rxw
6ess than $x10,000 and not more than $100,000 for each such f4vre, Date:
Use Only: Authorized for Local Reproduction
Standard Form — LLL
Disclosure of Lobbying Activities - Cal OES 2 -232 (Revised 718/2013)
DISCLOSURE OF LOBBYING ACTIVITIES
CONCONTINUATION SHEET
Continuation of 10 a -b: additional sheets may be added if necessary
Reporting Entity:
Last Name
First Name
Approved by OMB 034 &0046
Address City
�_a �u_� ...._.., ........ Name___""_,
,
Last Name First Name
Address
City
Lust Name �.
First Name
._Address �........ �
m�...__._._ _ ... ........ city� _ .m.....�
I'll— ----- ------- ........ ra.
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
Disclosure of Lobbying Activities - Cal DES 2 -232 (Revised 71812013)
MI
Zip
MI
MI
Zip
MI
Zip
s
Cal OES 2 -232
Approved by QM® 0340 -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)
®4
Cal OES 2.232
Approved by OMB 0348 -0048
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)
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
`.
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 tit is later determined that he
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," " primary 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 participation on this covered transaction,
unless authorized by the department or agency with which this transaction originated.
6. The prospective recipient of Federal assistance funds further agrees by submitting this
proposal that it will include the clause titled "Certification Regarding Debarment,
Suspension, Ineligibility 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 Pear ie mE ded from Pro ure ment � Non ProcureMgol Prra ra s
8. Nothing contained in the foregoing shall be construed to require establishment 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 remedies 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
CERTIFICATION REGARDING DRUG -FREE WORKPLACE ACT REQUIREMENTS
The Contractor certifies that it will provide a drug -free workplace, In accordance with State law and State
Employment Development Department (EDD) Directive No. 0907 by:
1. Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of a controlled substance is prohibited in the Contractor's
workplace and specifying the actions that will be taken against employees for violation of
such prohibition.
2. Establishing a drug -free awareness program to inform employees about:
a. The dangers of drug abuse in the workplace;
b. The Contractor's policy of maintaining a drug -free workplace;
c. Any available drug counseling, rehabilitation and employee assistance programs; and
d. The penalties that may be imposed upon employees for drug abuse violations occurring
in the workplace.
3. Making it a requirement that each employee to be engaged in the performance of this
program be given a copy of the statement required by paragraph 1,above.
4. Notifying the employee in the statement required by paragraph 1. that, as a condition of
employment under this program, the employee will:
a. Abide by the terms of the statement, and
b. Notify the Contractor of any criminal drug statute convictions for a violation occurring in
the workplace no later than five days after such conviction.
5. Notifying the County within ten days after receiving notice under subparagraph 4.b. from an
employee or otherwise receiving actual notice of such conviction.
5. Taking one of the following actions, within 30 days of receiving notice under subparagraph
4.b. with respect to any employee who is so convicted by taking appropriate personnel action
against such an employee, up to and including termination.
7, Making a good faith effort to continue to maintain a drug -free workplace through
implementation of the provision of this certification.
City of El Segundo
C014TRACTOR/AGEN!CY
Greg Carpenter, City Manager
IIE AP447ITLE OF AUTHORIZ EPRESENTa
SIGNATU9840F AUTWbRIZED REPRESENTA
DATE
California Governor's Office of Emergency Services
FY2014 Grant Assurances
(All HSGP Applicants)
Name of Applicant:
City of El Segundo
Address: 350 Main Street
City: E1 Segundo State:
Telephone Number: 310 - 524 -2235
E -Mail Address: canderson @elsegundo.org
CA
Fax Number:
. .
EXHIBIT D
Zip Code: mm90245
As the duly authorized representative of the applicant, I certify that the applicant named above:
Will assure that the Funding Opportunity Announcement for this program is hereby incorporated into your
award agreement by reference. By accepting this award, the recipient agrees that all allocations and use of
funds under this grant will be in accordance with the requirements contained in the FY2014 Homeland
Security Grant Program Funding Opportunity Announcement, the California Supplement to the FY2014
Homeland Security Grant Program Funding Opportunity Announcement, and all applicable laws and
regulations.
2. All allocations and use of funds under this grant will be in accordance with the Allocations, and use of grant
funding must support the goals and objectives included in the State and/or Urban Area Homeland Security
Strategies as well as the investments identified in the Investment Justifications which were submitted as part
of the California FY2014 Homeland Security Grant Program application. Further, use of FY2014 funds is
limited to those investments included in the California FY2014 Investment Justifications submitted to
DHS /FEMA and Cal OES and evaluated through the peer review process.
3. Understands that in the event FEMA determines that changes are necessary to the award document after an
award has been made, including changes to period of performance or terms and conditions, recipients will
be notified of the changes in writing. Once notification has been made, any subsequent request for funds
will indicate recipient acceptance of the changes to the award. Please call the FEMA/GMD Call Center at
(866) 927 -5646 or via e-mail to ASK- t.al+w1l7 dLis L,oa if you have any questions.
4. Has the legal authority to apply for Federal assistance and has the institutional, managerial and financial
capability to ensure proper planning, management and completion of the grant provided by the U.S.
Department of Homeland Security (DHS) /Federal Emergency Management Agency (FEMA) and sub -
granted through the State of California, California Governor's Office of Emergency Services (Cal OES).
5. Will assure that grant funds are used for allowable, fair, and reasonable costs only and will not be
transferred between grant programs (for example: State Homeland Security Program and Urban Area
Security Initiative) or fiscal years.
6. Will comply with any cost sharing commitments included in the FY2014 Investment Justifications
submitted to DHS/FEMA/Cal OES, where applicable.
7. Will establish a proper accounting system in accordance with generally accepted accounting standards and
awarding agency directives.
Page 1 Initials
4
8. Will give the DHS /FEMA, the General Accounting Office, the Comptroller General of the United States,
the Cal OES, the Office of Inspector General, through any authorized representatives, access to, and the
right to examine, all paper or electronic records, books, and documents related to the award, and will
permit access to its facilities, personnel and other individuals and information as may be necessary, as
required by DHS /FEMA or Cal OES, through any authorized representative, with regard to examination of
grant related records, accounts, documents, information and staff.
9. Agrees, and will require any subrecipient, contractor, successor, transferee, and assignee to acknowledge
and agree to comply with applicable provisions governing DHS access to records, accounts, documents,
information, facilities, and staff.
a. Recipients must cooperate with any compliance review or complaint investigation conducted by DHS
or Cal OES.
b. Recipients must give DHS and Cal OES access to and the right to examine and copy records,
accounts, and other documents and sources of information related to the grant and permit access to
facilities, personnel, and other individuals and information as may be necessary, as required by DHS
and Cal OES program guidance, requirements, and applicable laws.
c. Recipients must comply with all other special reporting, data collection, and evaluation requirements,
as prescribed by law or detailed in program guidance, and recipients must submit timely, complete,
and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation
to support the reports.
d. If, during the past three years, the recipient has been accused of discrimination on the grounds of race,
color, national origin (including limited English proficiency), sex, age, disability, religion, or familial
status, the recipient must provide a list of all such proceedings, pending or completed, including
outcome and copies of settlement agreements to the DHS /Cal OES awarding office and the DHS
Office of Civil Rights and Civil Liberties.
e. In the event any court or administrative agency makes a finding of discrimination on grounds of race,
color, national origin (including limited English proficiency), sex, age, disability, religion, or familial
status against the recipient, or the recipient settles a case or matter alleging such discrimination,
recipients must forward a copy of the complaint and findings to the DHS Component and /or awarding
office.
The United States has the right to seek judicial enforcement of these obligations.
10. Will comply with any other special reporting, assessments, national evaluation efforts, or information or
data collection requests, including, but not limited to, the provision of any information required for the
assessment or evaluation of any activities within this agreement, or detailed in the program guidance.
11. Agrees that funds utilized to establish or enhance State and Local fusion centers must support the
development of a statewide fusion process that corresponds with the Global Justice /Homeland Security
Advisory Council (HSAC) Fusion Center Guidelines, follow the Federal and State approved privacy
policies, and achieve (at a minimum) the baseline level of capability as defined by the Fusion Capability
Planning Tool.
12. Understands that a hold is in place on Fusion Center activities and the applicant is prohibited from
obligating, expending, or drawing down HSGP — UASI funds in support of their State and/or Major Urban
Area Fusion Center. Cal OES will notify the subgrantee in writing when DHS /FEMA has lifted the hold.
13. Will initiate and complete the work within the applicable timeframe (subgrantee performance period), in
accordance with grant award terms and requirements, after receipt of approval from Cal OES and will
maintain procedures to minimize the amount of time elapsing between the award of funds and the
disbursement of funds.
Page 2 Initials
a:.9 a IN.
14. Will provide timely, complete and accurate progress reports, and maintain appropriate support
documentation to support the reports, and other such information as may be required by the awarding
agency, including the Initial Strategy Implementation Plan (ISIP), within 45 (forty-five) days of the award,
and update these reports and related documentation via the Grant Reporting Tool (GRT) twice each year.
15. Will provide timely notifications to Cal OES of any developments that have a significant impact on award -
supported activities, including changes to key program staff.
16. Agrees to be non - delinquent in the 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 and form SF -42413, item number 17 for additional information and guidance.
17. Will comply with the requirements of 31 U.S.C. § 3729, which set forth that no subgrantee, recipient or
subrecipient of federal payments, shall submit a false claim for payment, reimbursement, or advance.
Administrative remedies may be found in 38 U.S.C. §§ 3801 -3812, addressing false claims and statements
made.
18. Will comply with all applicable provisions of DHS /FEMA's regulations, including Title 44 of the Code of
Federal Regulations, Part 13, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments, including the payment of interest earned on advances.
19. Will comply with the Office of Management and Budget (OMB) Circular A -102, Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local Governments (also known as the
"A -102 Common Rule "), which are also located found within DHS regulations at Title 44, Code of Federal
Regulations (CFR) Part 13, "Uniform Administrative Requirements for Grants and Cooperative Agreements
to State and Local Governments "; will comply with OMB Circular A -110, Uniform Administrative
Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non -
Profit Organizations, relocated to 2 CFR Part 215.
20. Will comply with the financial and administrative requirements set forth in the current edition of the DHS
Financial Management Guide; OMB Circular A -21, Cost Principles for Educational Institutions, relocated
to 2 CFR Part 220; OMB Circular A -87, Cost Principles for State, Local, and Indian Tribal Governments,
relocated to 2 CFR Part 225; OMB Circular A -122, Cost Principles for Non - Profit Organizations, relocated
to 2 CFR Part 230; and OMB Circular A -133, Audits of States, Local Governments and Non - Profit
Organizations, as applicable.
21. Will comply with all provisions of the Federal Acquisition Regulations, including but not limited to Title 48
CFR Part 31.2, part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial
Organizations.
22. Will comply with provisions of the Hatch Act (5 U.S.C. §§ 1501 -1508 and 7324 - 7328), which limits the
political activities of employees whose principal employment activities are funded in whole or in part with
Federal funds.
23. 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 for themselves or
others, particularly those with whom they have family, business, or other connections.
24. Understands and 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, at any level of government, without the
express prior written approval from DHS /FEMA and Cal OES.
25. Will comply with all applicable lobbying prohibitions and laws, including those found 31 U.S.C.§ 1352.,
and agrees that none of the funds provided under this award may be expended by the recipient to pay any
Page 3 Ni is
,
person to influence, or attempt 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 any
Federal action concerning the award or renewal of any Federal contract, grant, loan, or cooperative
agreement.
26. Agrees that, to the extent contractors or subcontractors are utilized, will use small, minority- owned,
women - owned, or disadvantaged businesses, to the extent practicable.
27. Will comply with Title 2 of the Code of Federal Regulations Part 225, Appendix A, paragraph (C)(3)(c),
which provides that any cost allocable to a particular Federal award or cost objective under the principles
provided for in this authority may not be charged to other Federal awards to overcome fund deficiencies.
28. Will ensure that Federal funds do not replace (supplant) funds that have been budgeted for the same purpose
through non - Federal sources. Subgrantees and subrecipients may be required to demonstrate and document
that a reduction in non - Federal resources occurred for reasons other than the receipt or expected receipt of
Federal funds.
29. Will comply, if applicable, with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. § 4801 et seq.),
which prohibits the use of lead based paint in construction or rehabilitation of structures.
30. Will comply with all federal and state laws and regulations relating to civil rights protections and
nondiscrimination. These include, but are not limited to:
a. Title VI of the Civil Rights Act of 1964, Public Law 88 -352, (42 U.S.C. § 2000d et seq.), codified at
6 CFR Part 21 and 44 CFR Part 7, which provides that no person in the United States will, on the
grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of,
or be subjected to discrimination under any program or activity receiving Federal financial assistance.
b. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. § 1681 et seq.), which
prohibits discrimination on the basis of gender in educational programs and activities. These
regulations are codified at 6 CFR Part 17 and 44 CFR Part 19.
c. The Americans with Disabilities Act, as amended, which prohibits recipients from discriminating on
the basis of disability in the operation of public entities, public and private transportation systems,
places of public accommodation, and certain testing entities (42 U.S.C. § 12101 et seq.).
d. The Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101 et seq.), which prohibits
discrimination on the basis of age in any program or activity receiving federal financial assistance.
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 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. Sections 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 implemented by 24 CFR Part
100), as amended, relating to nondiscrimination in the sale, rental and financing of housing.
i. Title 44 of the Code of Federal Regulations (CFR) Parts 7, 16, and 19 relating to nondiscrimination.
j. The requirements of any other nondiscrimination provisions in the specific statute(s) under which the
application for Federal assistance is being made and any other applicable statutes.
k. The requirements of Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended,
which provides that no otherwise qualified individual with a disability in the United States will, solely
by reason of the disability, be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving Federal financial assistance.
These requirements pertain to the provision of benefits or services as well as to employment.
1. Will, in the event that a Federal or State court or Federal or State administrative agency makes a
finding of discrimination after a due process hearing on the grounds or race, color, religion, national
Page 4 Initials
origin, gender, or disability against a recipient of funds, the recipient will forward a copy of the
finding to the Office of Civil Rights, Office of Justice Programs.
m. Will provide an Equal Employment Opportunity Plan, if applicable, to the Department of Justice
Office of Civil Rights within 60 days of grant award.
n. Will comply, and assure the compliance of all its subgrantees and contractors, with the
nondiscrimination requirements and all other provisions of the current edition of the Office of Justice
Programs Financial and Administrative Guide for Grants, M7100.1.
31. Will comply with the requirements of Titles II and III of the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970 (42 U.S.C. § 4601 et seq. [P.L. 91- 646]), which provides 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 interested in real property acquired for project
purposes regardless of Federal participation in purchases. Will also comply with Title 44 CFR, Part 25,
Uniform Relocation Assistance and Real Property Acquisition for Federal and Federally- assisted programs.
32. Will comply with all provisions of DHS /FEMA's regulation 44 CFR Part 10, Environmental
Considerations.
33. Will comply with all applicable Federal, State, and Local environmental and historical preservation (EHP)
requirements. Failure to meet Federal, State, and Local EHP requirements and obtain applicable permits
may jeopardize Federal funding. Agrees not to undertake any project having the potential to impact EHP
resources without the prior written approval of DHS/FEMA and Cal OES, including, but not limited to,
ground disturbance, construction, modification to any structure, physical security enhancements,
communications towers, any structure over 50 years old, and purchase and/or use of any sonar equipment.
The subgrantee must comply with all conditions and restrictions placed on the project as a result of the EHP
review. Any construction - related activities initiated without the necessary EHP review and approval will
result in a noncompliance finding, and may not be eligible for reimbursement with DHS /FEMA and Cal
OES funding. Any change to the scope of work will require re- evaluation of compliance with the EHP. If
ground- disturbing activities occur during the project implementation, the subgrantee must ensure
monitoring of the disturbance. If any potential archeological resources are discovered, the subgrantee will
immediately cease activity in that area and notify DHS /FEMA/ and Cal OES and the appropriate State
Historic Preservation Office.
34. Any construction activities that have been initiated prior to the full environmental and historic preservation
review could result in a non - compliance finding. Subgrantees must complete the DHS /FEMA EHP
Screening Form (OMB Number 1660 - 0115 /FEMA Form 024 -0 -01) and submit it, with all supporting
documentation, to their Cal OES program representative, for processing by the DHS /FEMA GPD EHP.
35. Grantees should submit the FEMA EHP Screening Form for each project as soon as possible upon receiving
their grant award. The Screening From for these types of projects is available at:
m e � tt. ro Ja9 �,,� csvcrgas cat rnil /bkiIl�tiiis i1, 16329 fl�iafl
36. Will ensure that the facilities under its ownership, lease or supervision, which shall be utilized in the
accomplishment of this project, are not on the Environmental Protection Agency's (EPAs) List of Violating
Facilities, and will notify Cal OES and the DHS/FEMA of the receipt of any communication from the
Director of the EPA Office of Federal Activities indicating if a facility to be used in the project is under
consideration for listing by the EPA.
37. Will provide any information requested by DHS /FEMA/ and Cal OES to ensure compliance with applicable
laws including, but not limited to, the following:
a. Institution of environmental quality control measures under the Archaeological and Historic
Preservation Act, Endangered Species Act, and Executive Orders on Floodplains (11988), and
Environmental Justice (EO12898) and Environmental Quality (EO11514).
Page 5 Initials
4985 A.
b. Notification of violating facilities pursuant to EO 11738.
c. 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.).
d. Protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as
amended, (P.L. 93 -523).
e. California Environmental Quality Act (CEQA), California Public Resources Code Sections 21080-
21098, and California Code of Regulations, Title 14, Chapter 3 §§ 15000- 15007.
f. 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.
g. Applicable provisions of the Coastal Barrier Resources Act (P.L. 97 -348) dated October 19, 1982 (16
USC § 3501 et seq.), which prohibits the expenditure of most new Federal funds within the units of
the Coastal Barrier Resources System.
38. Will comply with 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, 2446, 2447, and 2448.
39. Agrees that subgrantees and subrecipients collecting Personally Identifiable Information (PII) must have a
publically- available privacy policy that describes what PII they collect, how they plan to use the PII,
whether they share PII with third parties, and how individuals may have their PII corrected where
appropriate. Subgrantees and subrecipients may also find DHS Privacy Impact Assessments, guidance and
templates online at 1, t „,,fuidame ' I e ?(,)I0 p jf and at
l lr � �g JsNi�rN y /��s ts4 r ovac, irivacy aoa t wu � ate LLd , respectively.
40. Agrees that all DHS/FEMA- funded project activities carried on outside the United States are coordinated as
necessary with appropriate government authorities and that appropriate licenses, permits, and approvals are
obtained.
41. Will comply with Section 6 of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. § 2225(a), whereby
all subgrantees, recipients, and subrecipients 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, 15 U.S.C. § 2225.
42. Will comply with the 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 13 8942.
43. Agrees that all publications created or published with funding under this grant shall prominently contain the
following statement: "This document was prepared under a grant from FEAM s Grant Programs
Directorate, U.S. Department of Homeland Security. Points of view or opinions expressed in this document
are those of the authors and do not necessarily represent the official position or policies of FEMA's Grant
Programs Directorate or the U.S. Department of Homeland Security. " The recipient also agrees that, when
practicable, any equipment purchased with grant funding shall be prominently marked as follows:
"Purchased with funds provided by the U.S. Department of Homeland Security. "
44. Acknowledges that DHS /FEMA reserves a royalty -free, nonexclusive, and irrevocable license to reproduce,
publish, or otherwise use, and authorize others to use, for Federal government purposes: a) the copyright in
any work developed under an award or sub - award; and b) any rights of copyright to which a recipient or
sub - recipient purchases ownership with Federal support. The recipient must affix the applicable copyright
notices of 17 U.S.C. section 401 or 402 and an acknowledgement of Government sponsorship (including
award number) to any work first produced under Federal financial assistance awards, unless the work
Page 6 Inhials/l
4985
includes any information that is otherwise controlled by the Government (e.g. classified information or
other information subject to national security or export control laws or regulations). The recipient agrees to
consult with DHS /FEMA and Cal OES regarding the allocation of any patent rights that arise from, or are
purchased with, this funding.
45. Recipients receiving Federal financial assistance to be used to perform eligible work approved in the
submitted application for Federal assistance and after the receipt of Federal financial assistance, through the
State of California, agrees to the following:
a. Promptly return to the State of California all funds received which exceed the approved, actual
expenditures as determined by the Federal or State government.
b. In the event the approved amount of the grant is reduced, the reimbursement applicable to the amount
of the reduction will be promptly refunded to the State of California.
c. Property and equipment purchased under the HSGP reverts to Cal OES if the grant funds are
deobligated or disallowed and not promptly repaid.
d. HSGP funds used for the improvement of real property must be promptly repaid following
deobligation or disallowment of costs, and Cal OES reserves the right to place a lien on the property
for the amount owed.
e. Separately account for interest earned on grant funds, and will return all interest earned, in excess of
$100 per Federal Fiscal Year.
46. Understands that recipients who receive 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.
47. Will comply, if applicable, with the Laboratory Animal Welfare Act of 1966 (P. L. 89 -544, as amended, 7
U.S.C. § 2131 et seq.) pertaining to the care, handling, and treatment of warm blooded animals held for
research, teaching, or other activities supported by this award of assistance.
48. Will comply with the minimum wage and maximum hour provisions of the Federal Fair Labor Standards
Act (29 U.S.C. § 201), as they apply to employees of institutions of higher education, hospitals, and other
non - profit organizations.
49. Agrees that "Classified national security information," as defined in Executive Order (EO) 12958, as
amended or updated via later executive order(s), means information that has been determined pursuant to
EO 12958 to require protection against unauthorized disclosure and is marked to indicate its classified
status when in documentary form. No funding under this award shall be used to support a contract,
subaward, or other agreement for goods or services that will include access to classified national security
information if the award recipient has not been approved for and granted access to such information by
appropriate authorities.
50. Agrees that where an award recipient has been approved for and has access to classified national security
information, no funding under this award shall be used to support a contract, subaward, or other agreement
for goods or services that will include access to classified national security information by the contractor,
subrecipient, or other entity without prior written approval from the DHS Office of Security, Industrial
Security Program Branch (ISPB), or, an appropriate official within the Federal department or agency with
whom the classified effort will be performed. Such contracts, subawards, or other agreements shall be
processed and administered in accordance with the DHS "Standard Operating Procedures, Classified
Contracting by States and Local Entities," dated July 7, 2008; EOs 12829, 12958, 12968, and other
applicable executive orders; the National Industrial Security Program Operating Manual (NISPOM); and
other applicable implementing directives or instructions. Security requirement documents may be located
at: �R Shim
Page 7 lritial.s a.."
4 P
51. Immediately upon determination by the award recipient that funding under this award may be used to
support a contract, subaward, or other agreement involving access to classified national security information
pursuant to paragraph 47, and prior to execution of any actions to facilitate the acquisition of such a
contract, subaward, or other agreement, the award recipient shall contact ISPB, and the applicable Federal
department or agency, for approval and processing instructions.
DHS Office of Security ISPB contact information:
Telephone: 202-447-5346
Email: DD254AdministrativeSecurity @dhs.gov
Mail: Department of Homeland Security
Office of the Chief Security Officer
ATTN: ASD /Industrial Security Program Branch
Washington, D.C. 20528
52. Will comply with the requirements regarding Data Universal Numbering System (DUNS) numbers. If
recipients are authorized to make subawards under this award, they must first notify potential subrecipients
that no entity may receive or make a subaward to any entity unless the entity has provided a DUNS number.
For purposes of this award term, the following definitions will apply:
a. "Data Universal Numbering System (DUNS)" number means the nine digit number established and
assigned by Dun and Bradstreet, Inc. (D &B) to uniquely identify business entities. A DUNS number
may be obtained from D &B by telephone (currently 866 - 705 -5711) or the Internet, currently at
b. "Entity ", as it is used in this award term, means all of the following, as defined at 2 CFR part 25,
subpart C, as a Governmental organization, which is a State, local government, or Indian Tribe; or a
foreign public entity; or a domestic or foreign nonprofit organization; or a domestic or foreign for -
profit organization; or a Federal agency, but only as a sub recipient under an award or subaward to a
non - Federal entity.
c. "Subaward" means a legal instrument to provide support for the performance of any portion of the
substantive project or program for which you received this award and that you as the recipient award
to an eligible subrecipient. It does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see section 210 of the attachment to OMB
Circular A- 133, "Audits of States, Local Governments, and Non - Profit Organizations ") and may be
provided through any legal agreement, including an agreement that you consider a contract.
d. "Subrecipient" means an entity that receives a subaward from you under this award, and is
accountable to you for the use of the Federal funds provided by the subaward.
53. Will comply, as applicable, 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), and the Contract Work Hours and Safety Standards
Act (40 U.S.C. §§ 327 -333), regarding labor standards for Federally- assisted construction sub - agreements.
54. Agrees that equipment acquired or obtained with grant funds:
a. Will be made available pursuant to applicable terms of 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, 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.
b. Is consistent with needs as identified in the State Homeland Security Strategy and will be deployed
in conformance with that Strategy.
55. Will comply with Homeland Security Presidential Directive (HSPD) -5, Management of Domestic Incidents.
The adoption of the National Incident Management System (NIMS) is a requirement to receive Federal
preparedness assistance, through grants, contracts, and other activities. The NIMS provides a consistent
Page 8 Initials
®® .
nationwide template to enable all levels of government, tribal nations, nongovernmental organizations, and
private sector partners to work together to prevent, protect against, respond to, recover from, and mitigate
the effects of incidents, regardless of cause, size, location, or complexity.
56. Will comply with OMB Standard Form 424B Assurances — Non construction Programs, whereby the
awarding agency may require subgrantees and subrecipients to certify to additional assurances.
57. Will not make any award or permit any award (subgrant or contract) to any party which is debarred or
suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under
Executive Order 12549 and 12689, "Debarment and Suspension." As required by Executive Order 12549,
Debarment and Suspension, and implemented at 44 CFR Part 17, for prospective participants in primary
covered transactions, 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. Applicant
certifies that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a
denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered
transactions by any Federal department or agency.
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 (1)(b) of
this certification; and have not within a three -year period preceding this application had one or more
public transactions (Federal, State, or local) terminated for cause or default; and
d. 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.
58. Will comply with requirements to acknowledge 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.
59. Will obtain, via Cal OES, the prior approval from DHS on any use of 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.
60. Will comply with the requirements of the Drug -Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.),
which requires that all organizations receiving grants from any Federal agency agree to maintain a drug -free
workplace. The recipient must notify the awarding office if an employee of the recipient is convicted of
violating a criminal drug statute. Failure to comply with these requirements may be cause for debarment.
These regulations are codified at 2 CFR 3001.
61. Will comply with the requirements of the government -wide award term which implements Section 106(g)
of the Trafficking Victims Protection Act (TVPA) of 2000, as amended (22 U.S.C. § 7104), located at 2
CFR Part 175. This is implemented in accordance with OMB Interim Final Guidance, Federal Register,
Volume 72, No. 218, November 13, 2007. In accordance with Section 106(g) of the TVPA, as amended,
requires the agency to include a condition that authorizes the agency to terminate the award, without
penalty, if the recipient or a subrecipient engages in severe forms of trafficking in persons during the period
of time that the award is in effect, procures a commercial sex act during the period of time that the award is
g
Pa e 9 Imtials w „w__
in effect, or uses forced labor in the performance of the award or subawards under the award. Full text of
the award term is provided at 2 CFR § 175.15.
62. Will comply with Title VI of the Civil Rights Act of 1964 prohibition against discrimination on the basis of
national origin, which requires that recipients of federal financial assistance take reasonable steps to provide
meaningful access to their programs and services. Meaningful access may entail providing language
assistance services, including oral and written translation, where necessary. Recipients are encouraged to
consider the need for language services for LEP persons served or encountered both in developing budgets
and in conducting programs and activities. Recipient shall comply with DHS Guidance to Federal Financial
Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting
Limited English Proficient Persons, 76 Fed. Reg. 21755 -21768 (April 18, 2011), resulting from Executive
Order 13166. For assistance and information regarding LEP obligations, refer to DHS Recipient Guidance
at http / / %y rWJ�hw v/ ^,tu 9��1a .1 uR )a 9 wd_6 (1:�:.. lol t, � �[ m� ula4rc�ra t bra t o r� t ��rl a w c vial -� r lw z7g�ill-
and additional resources on litt 4Vww]
63. Will comply with the requirements of 42 U.S.C. § 7401 et seq. and Executive Order 11738, which provides
for the protection and enhancement of the quality of the nation's air resources to promote public health and
welfare and for restoring and maintaining the chemical, physical, and biological integrity of the nation's
waters is considered research for other purposes.
64. Will comply with the requirements of the Federal regulations at 45 CFR Part 46 and the requirements in
DHS Management Directive 026 -04, Protection of Human Subjects, prior to implementing any work with
human subjects. The regulations specify additional protections for research involving human fetuses,
pregnant women, and neonates (Subpart B); prisoners (Subpart C); and children (Subpart D). The use of
autopsy materials is governed by applicable State and local law and is not directly regulated by 45 CFR Part
46.
65. Will comply with the requirements of the National Environmental Policy Act (NEPA), as amended, 42
U.S.C. § 4331 et seq., which establishes national policy goals and procedures to protect and enhance the
environment, including protection against natural disasters. To comply with NEPA for its grant- supported
activities, DHS requires the environmental aspects of construction grants (and certain non - construction
projects as specified by the Component and awarding office) to be reviewed and evaluated before final
action on the application.
66. Will comply with the requirements of section 1306(c) of the National Flood Insurance Act, as amended,
which provides for benefit payments under the Standard Flood Insurance Policy for demolition or relocation
of a structure insured under the Act that is located along the shore of a lake or other body of water and that
is certified by an appropriate State or local land use authority to be subject to imminent collapse or
subsidence as a result of erosion or undermining caused by waves or currents of water exceeding
anticipated cyclical levels. These regulations are codified at 44 CFR Part 63.
67. Will comply with the requirements of the Flood Disaster Protection Act of 1973, as amended (42 U.S.C. §
4001 et seq.), which provides that no Federal financial assistance to acquire, modernize, or construct
property may be provided in identified flood -prone communities in the United States, unless the community
participates in the National Flood Insurance Program and flood insurance is purchased within one year of
the identification. The flood insurance purchase requirement applies to both public and private applicants
for DHS support. Lists of flood -prone areas that are eligible for flood insurance are published in the Federal
Register by FEMA.
68. Will comply with the requirements of Executive Order 11990, which provides that federally- funded
construction and improvements minimize the destruction, loss, or degradation of wetlands. The Executive
Order provides that, in furtherance of section 101(b)(3) of NEPA (42 U.S.C. § 4331(b)(3)), Federal
agencies, to the extent permitted by law, must avoid undertaking or assisting with new construction located
in wetlands unless the head of the agency finds that there is no practicable alternative to such construction,
Page 10 Initials
and that the proposed action includes all practicable measures to minimize harm to wetlands that may result
from such use. In making this finding, the head of the agency may take into account economic,
environmental, and other pertinent factors. The public disclosure requirement described above also pertains
to early public review of any plans or proposals for new construction in wetlands. This is codified at 44
CFR Part 9.
69. Will comply with the 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. Among other things, it prescribes criminal penalties for possession of any biological agent, toxin,
or delivery system of a type or in a quantity that is not reasonably justified by a prophylactic, protective,
bona fide research, or other peaceful purpose. The act also establishes restrictions on access to specified
materials. "Restricted persons," as defined by the act, may not possess, ship, transport, or receive any
biological agent or toxin that is listed as a select agent.
70. Understands the reporting of subawards and executive compensation rules, including first tier subawards to
Cal OES.
a. Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must report
each action that obligates $25,000 or more in Federal funds that does not include Recovery funds (as
defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009,
b. Where and when to report: you must report on each obligating action described in the following
paragraphs to Cal OES. For subaward information, report no later than the end of the month
following the month in which the obligation was made. (For example, if the obligation was made on
November 7, 2013, the obligation must be reported by no later than December 31, 2013.)
c. What to report: You must report the information about each obligating action that the submission
instructions posted in Information Bulletin 350, to Cal OES. To determine if the public has access to
the compensation information, see the U.S. Security and Exchange Commission total compensation
filings at h i.lar an s c cy���w_tt Subgrantees must report subrecipient executive
total compensation to Cal OES by the end of the month following the month during which you make
the subaward. Exemptions include: If, in the previous tax year, you had gross income, from all
sources, under $300,000, you are exempt from the requirements to report on subawards, and the total
compensation of the five most highly compensated executives of any subrecipient.
d. Reporting Total Compensation of Recipient Executives: You must report total compensation for each
of your five most highly compensated executives for the preceding completed fiscal year, if
i. the total Federal funding authorized to date under this award is $25,000 or more;
ii. in the preceding fiscal year, you received 80 percent or more of your annual gross revenues
from Federal procurement contracts (and subcontracts) and Federal financial assistance
subject to the Transparency Act, as defined at 2 CFR § 170.320 (and subawards); and
$25,000,000 or more in annual gross revenues from Federal procurement contracts (and
subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at
2 CFR § 170.320 (and subawards); and
iii. The public does not have access to information about the compensation of the executives
through periodic reports filed under Section 13(a) or 15(d) of the Securities Exchange Act
of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or § 6104 of the Internal Revenue Code of 1986.
(To determine if the public has access to the compensation information, see the U.S.
Security and Exchange Commission total compensation filings at
;Con 11,,l q,1.)
iv. Subrecipient Executives. Unless you are exempt as provided above, for each first -tier
subrecipient under this award, you shall report the names and total compensation of each of
the subrecipient's five most highly compensated executives for the subrecipient's preceding
completed fiscal year, if in the subrecipient's preceding fiscal year, the subrecipient
received 80 percent or more of its annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the Transparency
Act, as defined at 2 CFR § 170.320 (and subawards); and $25,000,000 or more in annual
gross revenues from Federal procurement contracts (and subcontracts), and Federal
Page 11 hlitiais ....:
4985
,1 * ..
financial assistance subject to the Transparency Act (and subawards); and the public does
not have access to information about the compensation of the executives through periodic
reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15
U.S.C. §§ 78m(a), 78o(d)) or § 6104 of the Internal Revenue Code of 1986.
71. Understands that failure to comply with any of these assurances may result in suspension, termination, or
reduction of grant funds.
Page 12
EXHIBIT E
EDMUND G. BROWN JR.
GOVERNOR
C41'OES
OOVERNOWS OFFICE
OF ENERBENCY SERVICES
William T. Fujioka, CEO
County of Los Angeles
CEO/CDAT
222 Hill Street, 2 d Floor
SUBJECT: NOTIFICATION OF SUBGRANTEE AWARD APPR*VAL
FY 2014 Homeland Security Grant Program (HSGP)
Grant # 2014-00093 Cal OES ID# 037-00000
Subgrantee Performance Period: September 1, 2014 to May 31, 2016
The California Governor's *ffice of Emergency Services ( � I )has approveTy—our F11-4
Homeland Security Grant Program (HSGP) award in the amount of $10,286,069. Once your
completed application is received and approved, you may request reimbursement of eligible
grant expenditures using the Cal OES Financial Management Forms Workbook available at
www.caloes.ca.gov.
Amount Completion Date
All Projects $5,000,000 August 31, 2015
3650 SCHRIEVER AVENUE, THER, CA 95655
(916) 845-8506 TELEPHONE, (916) 845-8511 FAx
• 4
Mr. William T. FuJioka
September 24, 2014
Page 2 £f?
4985
I-Ilk's - A-MIM-TAMT11"IMPM
k
my vehicle, aviation, or watercraft (regardless of 2s < «< financed with homeland security
dollars. Please su/ »2 »« »«a « » bonds to your Program Representative.
This grant is subject to all policies and provisions of the Federal Single Audit Act of 1984 and
the Single Audit Act Amendments of 1996. Any f? :: :« . : in excess of current needs,
NIAW arnni hoe ound wd as a reut of a final review o auditmst be eunded to
[Nile IMILVA4 gym, Isug Ineikell $2<�
«! » : z: signature is required on this letter. Please sign and return the original to your
Cal OES Program Representative within ten days « °« 2 4 and keep a copy for your files. For
further assistance, please feel free to contact your Cal OES Program Representative or ?-
2 » »«z42 <— Grants Unit at (916) 845-8186.
MM=
lar-111 "IMMKO 6111 WAII.114 0111ka
MGM I'm
\ \ //\ ,"a, CEO
�z
County of Los Angeles
L
. ...... .. .
Date
Ali
-
------------------------- - - - - --
. . . .. .. .. ...........
------------------- -----------------------
.... . .. .... .
66
0 I--
-----------
............
12
"2
t v
E
0
. . ................
LL
--------------------- - - - - - - - - - - --------- - - - -
O
..........
-8
fl
.
m
. . ......... I'll, ............
Ali
EXHIBIT F
Appendix C — Funding Guidelines
Grantees must comply with all the requirements in 44 CFR Part §13 and 2 CFR Part
§215.
In general, grantees should consult with their FEMA Headquarters Program Analyst
prior to making any Investment that does not clearly meet the allowable expense criteria
established by the FOA. Funding guidelines established within this section support the
five mission areas — Prevention, Protection, Mitigation, Response, and Recovery —and
associated core capabilities within the NPG.
Management and Administration (SHSP, UASI, and OPSG)
Management and administration (M &A) activities are those defined directly relating to
the management and administration of HSGP funds, such as financial management and
monitoring. The amount of M&A is specified in each year's FOA. For additional
information on SHSP and UASI M &A, refer to IB 365. For additional clarification on
OPSG M &A, refer to IB 378. Both IBs can be found at
tti „/ ww fer ra.cl rat rater t-a_ro rrr dire ^ctorgle- Lnforrnation -byiiq n .
Allowable Investments made in support of the HSGP priorities as well as other
capability- enhancing projects must fall into the categories of planning, organization,
exercises, training, or equipment.
Indirect Cost Rate
Indirect costs are allowable only if the applicant has an approved indirect cost rate with
the cognizant Federal agency. 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. Indirect costs will be evaluated as part of the application for Federal
funds to determine if allowable and reasonable.
Planning (SHSP, UASI, and OPSG)
SHSP and UASI funds may be used for a range of emergency preparedness and
management planning activities and that support Performance Objectives such as
THIRA, SPR and Planning, by placing an emphasis on updating and maintaining a
current EOP that conforms to the guidelines outlined in CPG 101 v.2. Development and
maintenance of a THIRA must align to CPG 201. Planning must include participation
from all stakeholders in the community who are able to contribute critical perspectives
and may have a role in executing the plan. Planning should be flexible enough to
address incidents of varying types and magnitudes.
Grantees must use the CPG 101 v.2: Developing and Maintaining Emergency
Operations Plans in order to develop robust and effective plans. For additional
information, please see httra: wvww v_t rra . ✓p t`a + r� Idivi.sions1ta ct /CPG f01 2. df.
6
Appendix C – Funding Guidelines
Organization (SHSP and UASI Only)
Organizational activities include:
• Program management;
• Development of whole community partnerships, through groups such as Citizen
Corp Councils;
• Structures and mechanisms for information sharing between the public and
private sector;
• Tools, resources and activities that facilitate shared situational awareness
between the public and private sectors;
• Operational Support;
• Utilization of standardized resource management concepts such as typing,
inventorying, organizing, and tracking to facilitate the dispatch, deployment, and
recovery of resources before, during, and after an incident;
• Responding to an increase in the threat level under the National Terrorism
Advisory System (NTAS), or needs in resulting from a National Special Security
Event; and
• Paying salaries and benefits for personnel to serve as qualified intelligence
analysts.
States and Urban Areas mustjustify proposed expenditures of SHSP or UASI funds to
support organization activities within their IJ submission by using historical data or other
analysis. All States are allowed to utilize up to 50 percent (50 %) of their SHSP funding
and all Urban Areas are allowed up to 50 percent (50 %) of their UASI funding for
personnel costs. At the request of a recipient of a grant, the Administrator may grant a
waiver of the 50 percent (50 %) limitation noted above. Organizational activities under
SHSP and UASI include:
Intelligence analysts. Per the Personnel Reimbursement for Intelligence
Cooperation and Enhancement (PRICE) of Homeland Security Act (Public Law
110412), SHSP and UASI funds may be used to hire new staff and /or contractor
positions to serve as intelligence analysts to enable information /intelligence
sharing capabilities, as well as support existing intelligence analysts previously
covered by SHSP or UASI funding. In order to be hired as an intelligence
analyst, staff and /or contractor personnel must meet at least one of the following
criteria:
- Successfully complete training to ensure baseline proficiency in
intelligence analysis and production within six months of being hired;
and /or,
- Previously served as an intelligence analyst for a minimum of two years
either in a Federal intelligence agency, the military, or State and /or local
law enforcement intelligence unit
As identified in the Maturation and Enhancement of State and Major Urban Area Fusion
Centers priority, all fusion centers analytic personnel must demonstrate qualifications
that meet or exceed competencies identified in the Common Competencies for State,
Si
Appendix C -- Funding Guidelines
* r
Local, and Tribal Intelligence Analysts, which outlines the minimum categories of
training needed for intelligence analysts. A certificate of completion of such training
must be on file with the SAA and must be made available to FEMA Program Analysts
upon request. In addition to these training requirements, fusion centers should also
continue to mature their analytic capabilities by addressing shortfalls in analytic
capability identified during the fusion center's annual assessment.
Overtime costs. Overtime costs are allowable for personnel to participate in
information, investigative, and intelligence sharing activities specifically related to
homeland security and specifically requested by a Federal agency. Allowable
costs are limited to overtime associated with federally requested participation in
eligible fusion activities including anti - terrorism task forces, Joint Terrorism Task
Forces (JTTFs), Area Maritime Security Committees (as required by the Maritime
Transportation Security Act of 2002), DHS Border Enforcement Security Task
Forces, and Integrated Border Enforcement Teams. Grant funding can only be
used in proportion to the Federal man -hour estimate, and only after funding for
these activities from other Federal sources (i.e., FBI JTTF payments to State and
local agencies) has been exhausted. Under no circumstances should DHS grant
funding be used to pay for costs already supported by funding from another
Federal source.
Operational overtime costs. In support of efforts to enhance capabilities for
detecting, deterring, disrupting, and preventing acts of terrorism, operational
overtime costs are allowable for increased security measures at critical
infrastructure sites. SHSP or UASI funds for organizational costs may be used to
support select operational expenses associated with increased security
measures at critical infrastructure sites in the following authorized categories:
Backfill and overtime expenses for staffing State or Major Urban Area
fusion centers;
Hiring of contracted security for critical infrastructure sites;
Participation in Regional Resiliency Assessment Program (RRAP)
activities;
Public safety overtime;
Title 32 or State Active Duty National Guard deployments to protect critical
infrastructure sites, including all resources that are part of the standard
National Guard deployment package (Note: Consumable costs, such as
fuel expenses, are not allowed except as part of the standard National
Guard deployment package); and
Increased border security activities in coordination with CBP, as outlined
in IB 135.
SHSP or UASI funds may only be spent for operational overtime costs upon prior
approval provided in writing by the FEMA Administrator.
Note: States with UASI jurisdictions can use funds retained at the State level to
reimburse eligible operational overtime expenses incurred by the State (per the above
5
Appendix C— Funding Guidelines
guidance limitations and up to a maximum of 50 percent (50 %) of the State share of the
UASI grant). Any UASI funds retained by the State must be used in direct support of
the Urban Area. States must provide documentation to the UAWG and FEMA upon
request demonstrating how any UASI funds retained by the State would directly support
the Urban Area.
Equipment (SHSP and UASI)
The 21 allowable prevention, protection, mitigation, response, and recovery equipment
categories and equipment standards for HSGP are listed on the web -based version of
the Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB), at
tit Llv�vr .rl(b .L . Unless otherwise stated, equipment must meet all mandatory
regulatory and /or DHS- adopted standards to be eligible for purchase using these funds.
In addition, agencies will be responsible for obtaining and maintaining all necessary
certifications and licenses for the requested equipment.
Grantees (including sub - grantees) that are using HSGP funds for emergency
communications equipment should comply with the FY 2013 SAFECOM Guidance for
Emergency Communication Grants, including provisions on technical standards that
ensure and enhance interoperable communications. SAFECOM Guidance can be
found at tLttp:1AXww, safdco agr t c vr" rantlQefauffq , . Grantees investing in
broadband- related investments should review IB 386: Clarification on Use of
DHS /FEMA Public Safety Grant Funds for Broadband - Related Expenditures and
Investments, and consult their FEMA Headquarters Program Analyst on such
Investments before developing applications. Relocating existing systems operating in
the T -Band is also allowable.
Grant funds may be used for the procurement of medical countermeasures.
Procurement of medical countermeasures must be conducted in collaboration with
State /city /local health departments who administer Federal funds from HHS for this
purpose. Procurement must have a sound threat based justification with an aim to
reduce the consequences of mass casualty incidents during the first crucial hours of a
response. Prior to procuring pharmaceuticals, grantees must have in place an inventory
management plan to avoid large periodic variations in supplies due to coinciding
purchase and expiration dates. Grantees are encouraged to enter into rotational
procurement agreements with vendors and distributors. Purchases of pharmaceuticals
must include a budget for the disposal of expired drugs within each fiscal year's the
period of performance for HSGP. The cost of disposal cannot be carried over to
another FEMA grant or grant period,
Training (SHSP and UASI)
States, territories, and Urban Areas may use HSGP funds to develop and /or maintain a
homeland security training program. Allowable training - related costs under HSGP
include the establishment, support, conduct, and attendance of training specifically
identified under the SHSP and UASI programs and/or in conjunction with emergency
preparedness training by other Federal agencies (e.g., HHS and DOT). Training
conducted using HSGP funds should address a performance shortfall identified through
59
Appendix C; — Funding Guidelines
1
M.
an After Action Report/Improvement Plan (AAR /IP) or other assessments (e.g., National
Emergency Communications Plan [NECP] Goal Assessments) and contribute to
building a capability that will be evaluated through a formal exercise. Exercises should
be used to provide the opportunity to demonstrate and validate skills learned in training,
as well as to identify training shortfalls. Any training or training shortfalls, including
those for vulnerable populations including children, the elderly, pregnant women, and
individuals with disabilities or access and functional needs, should be identified in the
AAR /IP and addressed in the State or Urban Area training cycle. All training and
exercises conducted with HSGP funds should support the development and testing of
the jurisdiction's Emergency Operations Plan (EOP) components or specific annexes,
and validation of completed corrective actions from previous exercises or real world
events, where applicable. Grantees are encouraged to use existing training rather than
developing new courses. When developing new courses, grantees are encouraged to
apply the Analysis Design Development and Implementation Evaluation (ADDIE) model
of instruction design ( https:// www .firstrespondertraining.gov).
Exercises (SHSP and UASI)
Exercises conducted with FEMA support should be managed and executed in
accordance with HSEEP. HSEEP Guidance for exercise design, development, conduct,
evaluation, and improvement planning is located at htt s,�llh e p,dtis. .
All capabilities exercised using HSGP funding must be NIMS compliant. More
information is available online at the NIC at
ta:/ /e�w�w,e�r��.gu /emer e�rc �rrr "as�'Irad'�.�a�.shtm.
All States and Urban Areas are required to conduct a Training and Exercise Planning
Workshop (TEPW) and develop and /or update a Multi -Year Training and Exercise Plan
(TEP) on an annual basis. This plan should be informed by the principles and tenants
of the National Exercise Program (NEP). Such plans should take into consideration
anticipated training and exercise needs of the respective jurisdiction for at least the
immediate year, with exercises being targeted to provide responders the opportunity to
utilize training received. The plan should include a training and exercise schedule along
with the States' and Urban Areas' priority capabilities to assist in focusing the allocation
of available exercise resources. This Plan is to be submitted to the State's respective
Exercise Program point of contact. The State Exercise Program point of contact should
submit a copy of the Plan to hs�Qdhs,aray. All scheduled training and exercises
included in the Plan should be entered in the HSEEP National Exercise Schedule
(NEXS) System, located in the HSEEP Toolkit on the HSEEP website. A TEPW user
guide and a template of the Multi -Year Training and Exercise Plan can be found on the
HSEEP website at ttttee.dhs, ov. States and Urban Areas are also encouraged
to participate in their respective FEMA Regional Training and Exercise Workshop
(conducted annually) and coordinate /integrate CDC PHEP, ASPR HPP, State and
Urban Area exercise initiatives accordingly.
Other Federally funded preparedness programs have similar exercise and training
requirements. Exercise and training activities should be coordinated across the
60
Appendix C — Funding Guidelines
jurisdiction(s) to the maximum extent possible to include the Whole Community and to
foster better coordination working relationships across the enterprise.
Grantees must develop AAR /IPs following the completion of exercises funded under this
program; the use of HSEEP is strongly encouraged. AAR /IPs are to be submitted to
Lis ee s, ov. Please ensure the documents are encrypted (password - protected)
and the password is also sent to jiseep@dhs._qo via a separate email.
Maintenance and Sustainment (SHSP, UASI, and OPSG)
The use of FEMA preparedness grant funds for maintenance contracts, warranties,
repair or replacement costs, upgrades, and user fees are allowable under all active and
future grant awards, unless otherwise noted. With the exception of maintenance plans
purchased incidental to the original purchase of the equipment, the period covered by a
maintenance or warranty plan must not exceed the period of performance of the specific
grant funds used to purchase the plan or warranty.
Grant funds are intended to support the NPG by funding projects that build and sustain
the core capabilities necessary to prevent, protect against, mitigate the effects of,
respond to, and recover from those threats that pose the greatest risk to the security of
the Nation. In order to provide grantees the ability to meet this objective, the policy set
forth in GPD's IB 379 (Guidance to State Administrative Agencies to Expedite the
Expenditure of Certain DHS /FEMA Grant Funding) allows for the expansion of eligible
maintenance and sustainment costs which must be in 1) direct support of existing
capabilities; (2) must be an otherwise allowable expenditure under the applicable grant
program; (3) be tied to one of the core capabilities in the five mission areas contained
within the National preparedness Goal, and (4) shareable through the Emergency
Management Assistance Compact. Additionally, eligible costs must also be in support
of equipment, training, and critical resources that have previously been purchased with
either Federal grant or any other source of funding other than DHS /FEMA preparedness
grant program dollars.
Law Enforcement Terrorism Prevention Allowable Costs (SHSP and UASI Only)
The following activities are eligible for use of LETPA focused funds:
Maturation and enhancement of designated State and major Urban Area fusion
centers, including information sharing and analysis, threat recognition, and
terrorist interdiction, and training/ hiring of intelligence analysts;
Implementation and maintenance of the Nationwide SAR Initiative (NSI),
including training for front line personnel on identifying and reporting suspicious
activities;
Implementation of the "If You See Something, Say SomethingTM" campaign to
raise public awareness of indicators of terrorism and terrorism - related crime and
associated efforts to increase the sharing of information with public and private
sector partners, including nonprofit organizations. Note that DHS requires that
the Office of Public Affairs be given the opportunity to review and approve any
public awareness materials (e.g., videos, posters, tri- folds, etc.) developed using
6]
Appendix C: -- Funding Guidelines
HSGP grant funds for the "If You See Something, Say SomethingTM" campaign to
ensure these materials are consistent with the Department's messaging and
strategy for the campaign and the initiative's trademark;
Training for countering violent extremism; development, implementation, and /or
expansion of programs to engage communities that may be targeted by violent
extremist radicalization; and the development and implementation of projects to
partner with local communities to prevent radicalization to violence, in
accordance with the Strategic Implementation Plan (SIP) to the National Strategy
on Empowering Local Partners to Prevent Violent Extremism in the United
States; and
Increase physical security, via law enforcement personnel and other protective
measures by implementing preventive and protective measures related to at -risk
nonprofit organizations.
For additional information, refer to the Building Law Enforcement Terrorism Prevention
Capabilities priority within Appendix B — Program Specific Priorities.
Critical Emergency Supplies (SHSP and UASI Only)
In furtherance of DHS's mission, critical emergency supplies, such as shelf stable food
products, water, and basic medical supplies are an allowable expense under SHSP and
UASI. Prior to allocating grant funding for stockpiling purposes, each State must have
FEMA's approval of a viable inventory management plan, an effective distribution
strategy, sustainment costs for such an effort, and logistics expertise to avoid situations
where funds are wasted because supplies are rendered ineffective due to lack of
planning.
The inventory management plan and distribution strategy, to include sustainment costs,
will be developed and monitored by FEMA GPD with the assistance of the FEMA
Logistics Management Directorate (LMD). GPD will coordinate with LMD and the
respective FEMA Region to provide program oversight and technical assistance as it
relates to the purchase of critical emergency supplies under UASI. GPD and LMD will
establish guidelines and requirements for the purchase of these supplies under UASI
and monitor development and status of the State's inventory management plan and
distribution strategy.
States (through their Emergency Management Office) are strongly encouraged to
consult with their respective FEMA Regional Logistics Chief regarding disaster logistics -
related issues. States are further encouraged to share their FEMA approved plans with
local jurisdictions and Tribes to meet minimum inventory management plan
requirements when using FEMA grant funds.
Construction and Renovation (SHSP and UASI Only)
Project construction using SHSP and UASI funds may not exceed the greater of
$1,000,000 or 15 percent (15 %) of the grant award. For the purposes of the limitations
on funding levels, communications towers are not considered construction.
62
Appendix C funding Guidelines
Written approval must be provided by FEMA prior to the use of any HSGP funds for
construction or renovation. When applying for construction funds, including
communications towers, at the time of application, grantees must submit evidence of
approved zoning ordinances, architectural plans, any other locally required planning
permits, and a notice of Federal interest. Additionally, grantees are required to submit a
SF -424C Budget and Budget detail citing the project costs.
When applying for funds to construct communication towers, grantees and sub - grantees
must submit evidence that the FCC's Section 106 review process has been completed
and submit all documentation resulting from that review to GPD using the guidelines in
EHP Supplement prior to submitting materials for EHP review. Grantees and sub -
grantees are also encouraged to have completed as many steps as possible for a
successful EHP review in support of their proposal for funding (e.g., coordination with
their State Historic Preservation Office to identify potential historic preservation issues
and to discuss the potential for project effects; compliance with all state and EHP laws
and requirements). Projects for which the grantee believes an Environmental
Assessment (EA) may be needed, as defined in 44 CFR 10.8 and 10.9, must also be
identified to the FEMA Program Analyst within six months of the award. Completed EHP
review materials for construction and communication tower projects must be submitted
no later than 12 months before the end of the period of performance. EHP review
materials should be sent to g h i fem qov.
HSGP Program grantees using funds for construction projects must comply with the
Davis -Bacon Act (40 U.S.C. 3141 et seq.). Grant recipients must ensure that their
contractors or subcontractors for construction projects pay workers employed directly at
the work -site no less than the prevailing wages and fringe benefits paid on projects of a
similar character. Additional information, including Department of Labor (DOL) wage
determinations, is available from the following website
htta l v r r.do .c Qy/ on7pliaanceiiaws1 omp. bra.htm.
OPSG funds may not be used for any type of construction.
Personnel (SHSP and UASI)
Personnel hiring, overtime, and backfill expenses are permitted under this grant in order
to perform allowable HSGP planning, training, exercise, and equipment activities.
Personnel may include but is not limited to: training and exercise coordinators, program
managers for activities directly associated with SHSP and UASI funded activities,
intelligence analysts, and statewide interoperability coordinators (SWIC). A personnel
cost cap of up to 50 percent (50 %) of total SHSP and UASI program funds may be used
for personnel and personnel- related activities. Grantees who wish to seek a waiver from
the personnel cost cap must provide documentation explaining why the cap should be
waived; waiver requests will be considered only under extreme circumstances. In
general, the use of SHSP and UASI funding to pay for staff and /or contractor regular
time or overtime / backfill is considered a personnel cost.
For further details, SAAs should refer to IB 358 or contact their FEMA Headquarters
Program Analyst.
63
Appendix C . Funding Guidelines
8 5 .
HSGP funds may not be used to support the hiring of any personnel for the purposes of
fulfilling traditional public health and safety duties or to supplant traditional public health
and safety positions and responsibilities.
Definitions for hiring, overtime, backfill- related overtime, and supplanting remain
unchanged from FY 2012 HSGP.
Operational Packages (OPacks) (SHSP and UASI)
Applicants may elect to pursue operational package (OPack) funding, such as Canine
Teams, Mobile Explosive Screening Teams, and Anti - Terrorism Teams, for new
capabilities as well as sustain existing OPacks. Applicants must commit to minimum
training standards to be set by the Department for all Federally funded security
positions. Applicants must also ensure that the capabilities are able to be deployable,
through EMAC, outside of their community to support regional and national efforts.
When requesting OPacks- related projects, applicants must demonstrate the need for
developing a new capability at the expense of sustaining existing core capability.
Applicants are reminded that personnel - related activities associated with OPacks will be
subject to the PRICE Act requirements in which all States are allowed to utilize up to 50
percent (50 %) of their SHSP funding and all Urban Areas are allowed up to 50 percent
(50 %) of their UASI funding for personnel costs.
Western Hemispheric Travel Initiative (SHSP)
In addition to the expenditures outlined above, SHSP funds may be used to support the
implementation activities associated with the Western Hemisphere Travel Initiative
(WHTI), including the issuance of WHTI- compliant tribal identification cards. More
information on the WHTI may be found at
lath llwww. 17s. vlf�`lesl r ramrs "a�c 12 6693579776.shtm or
hJtp! /wwv q t uhome. ov ±tyjl�� a ahtml.
Other Secure Identification Initiatives (SHSP)
SHSP funds may also be used to support the Department's additional efforts to
enhance secure identification, including driver's license and identification security
enhancements. Activities that facilitate secure identification, including IT enhancements
for identification management and verification systems are a priority. DHS is currently
developing and implementing a number of screening programs in which secure
identification credentials figure prominently. These include the Transportation Worker
Identification Credential (TWIG) program which promotes tamper- resistant biometric
credentials for workers who require unescorted access to secure areas of ports,
vessels, outer continental shelf facilities, and all credentialed merchant mariners; and
the credentialing of first responders which entails enhancing real -time electronic
authentication of identity and attribute(s) (qualification, certification, authorization, and /or
privilege) of emergency response /critical government personnel responding to terrorist
attacks or other catastrophic events.
64
Appendix C — Funding Guidelines
498 5 8;
If identified as a priority in the State THIRA, States may continue implementing activities
previously funded through the Driver's License Security Grant Program (DLSGP) that
focus on securing driver's license and identification card issuance processes. Initiatives
related to securing identification should:
• Have the greatest impact upon reducing the issuance and use of fraudulent
driver's license and identification cards;
• Reduce the cost of program implementation for individuals, States, and the
Federal government;
• Driver's license identification material requirements;
• Expedite State progress toward meeting minimum security standards; and
• Plan and expedite State - specific activities to support Federal data and document
verification requirements and standards.
Operations (OPSG)
The intent of OPSG is to focus on operational aspects of enhancing coordination
between Federal, State, local, tribal, and territorial law enforcement agencies to
increase the security of the United States borders. While equipment is an allowable
expense, OPSG is not intended to be an equipment- centric grant.
Operational Overtime. Operational overtime costs associated with law
enforcement activities, in support of border law enforcement agencies for
increased border security enhancement. Per the PRICE of Homeland Security
Act (Public Law 110 -412), all grantees are allowed to utilize up to 50 percent
(50 %) of their OPSG funding for personnel related costs, which include overtime
activities. At the request of a grant recipient, the FEMA Administrator may waive
the 50 percent (50 %) personnel cap. Waiver decisions are at the discretion of
the FEMA Administrator and will be considered on a case -by -case basis. A
formal OPSG personnel waiver request should:
- Be requested on official letterhead, include a written justification, and be
signed by the authorized representative of the SAA;
- Include a budget and method of calculation of personnel costs both in
percentage of the grant award and in total dollar amount. To avoid
supplanting issues, the request must also include a three -year staffing
history for the requesting entity;
- Include an approved Operations Order from the CBP /BP Sector office
which supports the SAA's written justification;
- Be coordinated with the CBP Sector and OBP; and
- Be forwarded electronically by the SAA to FEMA GPD Program Analyst.
Part Time Personnel. OPSG funds may be used to pay additional current part
time law enforcement personnel salaries in order to bring them to temporary full
time status.
Travel, Per Diem, and Lodging. Travel and per diem include costs associated
with the deployment/redeployment of personnel to border areas and for travel
associated with law enforcement entities assisting other local jurisdictions in law
enforcement activities. In addition, costs to support up to six month deployment
65
Appendix C; - - Funding Guidelines
of law enforcement personnel to critical Southwest Border locations to support
operational activities (travel costs must be in accordance with applicable travel
regulations).
• Vehicle and Equipment Rentals
• Vehicle/Equipment Maintenance
• Fuel Cost and /or Mileage Reimbursement. There is no cap for reimbursement of
operational activities.
• Activate Reserve State, local, tribal, and territorial law enforcement personnel.
Supporting a request to the Governor to activate, deploy, or redeploy specialized
National Guard Units /Package and /or elements of State law enforcement to
increase or augment specialized /technical law enforcement elements operational
activities.
• Backfill. Costs associated with backfill for personnel supporting operational
activities.
• Law Enforcement Readiness. Use of OPSG funds may be used to increase
operational, material, and technological readiness of State, local, tribal, and
territorial law enforcement agencies.
Unallowable Costs (OPSG)
OPSG unallowable costs include costs associated with staffing and general IT
computing equipment and hardware, such as personal computers, faxes, copy
machines, modems, etc. OPSG is not intended as a hiring program. Therefore,
applying funds toward hiring full -time or permanent sworn public safety officers is
unallowable. OPSG funding shall not be used to supplant inherent routine patrols and
law enforcement operations or activities not directly related to providing enhanced
coordination between local and Federal law enforcement agencies. Finally,
construction and /or renovation costs are prohibited under OPSG. Applicants should
refer to IB 358 or contact their FEMA Headquarters Program Analyst at (800) 368 -6498
for guidance and clarification.
Examples of Allowable Activities for SHSP and UASI
m ............... .. '._ ................_.... .......
Planning Activities
Examples of planning activities include:
Developing hazard /threat- specific annexes that incorporate the range of
prevention, protection, mitigation, response, and recovery activities
Developing and implementing homeland security support programs and adopting
DHS national initiatives including but not limited to the following:
- Implementing the NPG, NPS, and the Whole Community Approach to
Security and Emergency Management including efforts to support
strengthening of capacity among whole community partners
- Pre -event recovery planning
- Implementing the National Infrastructure Protection Plan (NIPP) and
associated Sector Specific Plans
66
Appendix C ., Funding Guidelines
- Enhancing and implementing SCIPs and Tactical Interoperable
Communications Plans (TICPs) that align with the goals, objectives, and
initiatives of the National Emergency Communications Plan (NECP)
Costs associated with the adoption, implementation, and sustainment of
the NIMS, including implementing the NIMS National Credentialing
Framework
- Modifying existing incident management and EOPs to ensure proper
alignment with the coordinating structures, processes, and protocols
described in the National Frameworks
Establishing or enhancing mutual aid agreements
- Developing communications and interoperability protocols and solutions
consistent with NIMS /ICS that include communications support for faith -
based and voluntary organizations
Developing emergency communications SOPs and plain language
protocols
Integrating emergency communications SOPs across jurisdiction,
disciplines, and levels of government
Conducting local, regional, and tribal program implementation meetings
Developing or updating resource inventory assets in accordance to NIMS -
typed resource definitions issued by the NIC
Designing State and local geospatial data systems
Developing and conducting public education and outreach campaigns,
including promoting individual, family, and organizational emergency
preparedness and support for the campaign to build and sustain national
preparedness as required by the NPS; alerts and warnings education;
promoting training, exercise, and volunteer opportunities; informing the
public about emergency plans, evacuation routes, shelter locations; and
evacuation plans as well as CBRNE prevention awareness
Designing programs to address targeting at -risk populations and engaging
them in emergency management planning efforts
Developing and sustaining Citizen Corps Councils and CERTs
Activities, materials, services, tools and equipment to achieve planning,
protection, mitigation, response and recovery that is inclusive of people
with disabilities (physical, programmatic and communications access for
people with physical, sensory, mental health, intellectual and cognitive
disabilities)
Preparing materials for SPRs
WHTI implementation activities including the issuance of WHTI - compliant
tribal identification cards
Conducting statewide emergency communications and preparedness planning,
including the following activities:
- Conducting /attending planning and governance meetings
- Engaging and expanding the participation of the whole community in
emergency communications planning, response, and risk identification
- Participating in THIRA development and follow -on capability estimation
processes
67
Appendix C -- Funding Guidelines
Collecting and using data (e.g., NECP Goal Assessments, findings from
national -level exercises) to assess user needs, capabilities, and gaps, and
to facilitate coordination and asset - sharing
Assessing emergency communications needs and assets and integrating
needs into State plans (e.g., SCIP, SPR, and broadband plans)
Coordinating with SWIC, SAA, and State -level planners to ensure
proposed investments align to statewide plans (e.g., SCIP, State
broadband plan) and comply with technical requirements
Developing related terrorism prevention activities including:
- Developing THIRAs that reflects a representative makeup and
composition of the jurisdiction
- Developing initiatives that directly support local efforts to understand,
recognize, prepare for, prevent, mitigate, and respond to pre - operational
activity and other crimes that are precursors or indicators of terrorist
activity, in accordance with civil rights /civil liberties protections
- Developing law enforcement prevention activities, to include establishing
and /or enhancing a fusion center
- Hiring an IT specialist to plan, develop, and implement the IT applications
necessary for a fusion center
- Developing and planning for information /intelligence sharing groups
- Integrating and coordinating the fire service, emergency management,
public health care, public safety, and health security data - gathering
(threats to human and animal health) within designated fusion centers to
achieve early warning, monitoring, and mitigation of threats
- Hiring and training privacy, security, and /or fusion liaison officers (FLO)
coordinators to support fusion center operations
- Integrating and coordinating private sector participation with fusion center
activities
- Developing and implementing preventive radiological /nuclear detection
activities
- Acquiring systems allowing connectivity to State, local, tribal, territorial,
and Federal data networks, such as the National Crime Information Center
(NCIC) and Integrated Automated Fingerprint Identification System
(IAFIS), as appropriate
- Planning to enhance security during heightened alerts, terrorist incidents,
and /or during mitigation and recovery
- Accessible public information /education: printed and electronic materials,
public service announcements, seminars /town hall meetings, and web
postings coordinated through local Citizen Corps Councils
- Volunteer programs and other activities to strengthen citizen participation
- Conducting public education campaigns including promoting suspicious
activity reporting and preparedness; individual, family, and organizational
emergency preparedness; promoting the National Preparedness and
Ready campaigns; and /or creating State, regional, or local emergency
preparedness efforts that build upon the Ready campaign
68
Appendix C - -- Funding Guidelines
I e IM
- Evaluating Critical Infrastructure Protection (CIP) security equipment
and /or personnel requirements to protect and secure sites
- CIP cost assessments, including resources (e.g., financial, personnel)
required for security enhancements /deployments
- Underwater Terrorist Protection Plans
Developing and enhancing risk centric capabilities -based plans and protocols,
including but not limited to:
- Community -based planning to advance "whole community" security and
emergency management
- Incorporating govern ment/non- governmental collaboration, citizen
preparedness, and volunteer participation into State and local government
homeland security strategies, policies, guidance, plans, and evaluations
- Developing, enhancing, maintaining a current EOP that conforms to the
guidelines outlined in the CPG 101 v.2
- Planning for the relocation of existing systems operating in the T -Band
- Developing or enhancing local, regional, or Statewide strategic or tactical
interoperable emergency communications plans including such actions to
support communications with faith -based and voluntary entities who act as
immediate responders in disaster
- Developing protocols or SOPs for specialized teams to incorporate the
use of equipment acquired through this grant program
- Developing terrorism prevention /protection plans
- Developing plans, procedures, and requirements for the management of
infrastructure and resources related to HSGP and implementation of State
or Urban Area Homeland Security Strategies
- Developing plans for mass evacuation and pre - positioning equipment
- Developing or enhancing plans for responding to mass casualty incidents
caused by any hazards
- Developing or enhancing applicable procedures and operational guides to
implement the response actions within the local plan including patient
tracking that addresses identifying and tracking children, access and
functional needs population, and the elderly and keeping families intact
where possible
- Developing or enhancing border security plans
- Developing or enhancing cybersecurity and risk mitigation plans
- Developing or enhancing secondary health screening protocols at major
points of entry (e.g., air, rail, port)
- Developing or enhancing agriculture /food security risk mitigation,
response, and recovery plans
- Developing public /private sector partnership emergency response,
assessment, and resource sharing plans
- Developing or enhancing plans to engage and interface with, and to
increase the capacity of, private sectorin on-govern mental entities working
to meet the human service response and recovery needs of survivors
- Developing or updating local or regional communications plans
69
Appendix C: -Funding Guidelines
- Developing plans to support and assist jurisdictions, such as port
authorities and rail and mass transit agencies
- Developing or enhancing continuity of operations and continuity of
government plans
- Developing or enhancing existing catastrophic incident response and
recovery plans to include and integrate Federal assets provided under the
NRF
- Developing plans and response procedures for adjudicating, validating
and responding to an alarm from a chemical or biological detector
(response procedures should include emergency response procedures
integrating local first responders)
- Developing or enhancing evacuation plans
- Developing mechanisms for utilizing the National Emergency Family
Registry and Locator System (NEFRLS)
- Developing or enhancing plans to prepare for surge capacity of volunteers
- Developing or enhancing the State EMS systems
- Developing or enhancing plans for donations and volunteer management
and the engagement/integration of private sector /non - governmental
entities, and faith -based organizations in preparedness, mitigation,
response, and recovery activities
- Developing school preparedness plans
- Developing preparedness plans for child congregate care facilities,
including group residential facilities, juvenile detention facilities, and
publiclprivate child care facilities
- Developing plans to educate youth on disaster preparedness
- Ensuring jurisdiction EOPs adequately address warnings, emergency
public information, evacuation, sheltering, mass care, resource
management from non - governmental sources, unaffiliated volunteer and
donations management, and volunteer resource integration to support
each Emergency Support Function, to include appropriate considerations
for integrating activities, materials, services, tools and equipment to
achieve planning inclusive of people with disabilities (physical,
programmatic and communications access for people with physical,
sensory, mental health, intellectual and cognitive disabilities). Developing
and implementing civil rights, civil liberties, and privacy policies,
procedures, and protocols
- Designing and developing State, local, tribal, and territorial geospatial data
systems
- Developing and implementing statewide electronic patient care reporting
systems compliant with the National Emergency Medical Services
Information System (NEMSIS)
- Costs associated with inclusive practices and the provision of reasonable
accommodations and modifications to provide full access for children and
adults with disabilities
Preparing and submitting SCIPs for SHSP, grantees are required to submit to the
Office of Emergency Communications as part of an annual SCIP Implementation
70
Appendix C — Funding Guidelines
Preparing and submitting reports to the Office of Emergency Communications
(OEC) on progress of implementing that State's SCIP and achieving
interoperability at the interstate, State, county, regional, and city levels
Updating and implementing SCIP and TICP to:
Address findings and gaps identified in AARs from real world incidents
and planned exercises, NECP Goal assessments, other State -level
preparedness reports and assessments
Incorporate the NPS and DHS Whole Community initiatives
Address plans for implementation of the Federal Communications
Commission (FCC) narrowband requirements
Describe strategic broadband planning activities and initiatives in
preparation for the future deployment of the Nationwide Public Safety
Broadband Network (NPSBN)
Developing or conducting assessments, including but not limited to:
- Developing pre -event recovery plans
- Conducting point vulnerability assessments at critical infrastructure
sites /key assets and develop remediation /security plans
- Participating Regional Resiliency Assessment Program (RRAP) activities
- Conducting or updating interoperable emergency communications
capabilities assessments at the local, regional, or Statewide level (e.g.,
Communications Assets and Mapping [CASM])
- Developing border security operations plans in coordination with CBP
- Developing, implementing, and reviewing Area Maritime Security Plans for
ports, waterways, and coastal areas
- Updating and refining threat matrices
- Conducting cyber risk and vulnerability assessments
- Conducting assessments and exercising existing catastrophic incident
response and recovery plans and capabilities to identify critical shortfalls
that cannot be met by existing local, regional, and State resources
- Activities that directly support the identification of specific catastrophic
incident priority response and recovery projected needs across disciplines
(e.g., law enforcement, fire service, EMS, public health, behavioral health,
public works, agriculture, information technology, and citizen
preparedness)
- Activities that directly support the identification of pre- designated
temporary housing sites
- Activities that support the identification and development of alternate care
sites
- Conducting community assessments, surveys, and research of
vulnerabilities and resource needs to determine how to meet needs and
build effective and tailored strategies for educating individuals conducting
assessments of the extent to which compliance with the integration
mandate of disability laws is being achieved
- Conducting or updating interoperable emergency communications
capabilities and broadband needs assessments at the local, regional, or
Statewide level
71
Appendix C — Funding Guidelines
9 r 1R
- Soft target security planning (e.g., public gatherings)
Developing, hosting, or participating in bombing prevention /counter- improvised
explosives device (IED)- specific planning initiatives to include:
Incorporating appropriate IED- specific intelligence and threat analysis
when developing and maintaining a THIRA;
Conducting inventories and assessments of capabilities or typed resource
using the counter - IED - specific DHS National Capabilities Analysis
Database (NCAD) program for use in applicable THIRAs, preparedness
reporting, or strategies;
Conducting DHS Multi- Jurisdiction IED Security Planning (MJIEDSP)
workshops to develop THIRA -based plans and strategies that maximize
the use of limited resources;
Developing IED hazard - specific EOP annexes.
• Identifying resources for medical supplies necessary to support children during
an emergency, including pharmaceuticals and pediatric -sized equipment on
which first responders and medical providers are trained
• Ensuring subject matter experts, durable medical equipment, consumable
medical supplies and other resources required to assist children and adults with
disabilities to maintain health, safety and usual levels of independence in general
population environments
• Developing and implementing a community preparedness strategy for the
State /local jurisdiction
• Building and expanding governance structures to:
- Include representatives from multiple agencies, jurisdictions, disciplines,
levels of government, Tribes, rural areas, subject matter experts, and
private industry
- Integrate statewide leadership and governance structures into broader
statewide planning efforts (e.g., statewide broadband planning activities,
grants coordination activities, needs assessments) to ensure emergency
communications needs are represented
- Conduct outreach and education on emergency communications needs
and initiatives to stakeholder groups
• Establishing, expanding, and maintaining volunteer programs and volunteer
recruitment efforts that support disaster preparedness and /or response
- Citizen support for emergency responders is critical through year -round
volunteer programs and as surge capacity in disaster response, including
but not limited to: Citizen Corps Councils, Programs and Organizations,
CERTs, Fire Corps, Medical Reserve Corps (MRC), Neighborhood
Watch /USAonWatch, Volunteers in Police Service (YIPS), and jurisdiction
specific volunteer efforts
• Establishing and sustaining Citizen Corps Councils
• Working with youth - serving organizations and houses of worship to develop and
sustain youth and faith -based preparedness programs
72
Appendix C -- . Funding Guidelines
Organization Activities
The following organization activities in support of public - private partnerships are
allowable expenses.
Program management:
- Salary for a dedicated liaison who acts as the primary point of contact,
coordinates the public - private partnership and ensures proper
implementation of the strategic plan
- Facilities, including meeting space and work space for private sector
liaisons. Grantees are encouraged to use free space /locations /facilities,
whenever possible, prior to the rental of space /locations /facilities
- Supplies needed to support regular communications
- Implementation of infrastructure resilience enhancement options
described in a RRAP report
Utilization of standardized resource management concepts such as typing,
inventorying, organizing, and tracking to facilitate the dispatch, deployment, and
recovery of resources before, during, and after an incident
Sustain partnership efforts to include:
Support for in- person meetings, events, and workshops that bring the
public and private sectors together. Grantees are encouraged to use free
space /locations /facilities, whenever possible, prior to the rental of
space /locations /facilities
Web -based and social media tactics (webinars, emails, newsletters, alerts,
databases, online collaboration tools, website development and
maintenance, etc.)
Innovative approaches for reaching the Whole Community to include
translated material for individuals that are blind and or have low vision
capability and those with English as a second language and coalitions
among citizens.
Leverage already existing structures and mechanisms, such as Citizen
Corps, for sharing information and engaging members of the Whole
Community to include: for - profit and not - for - profit entities, faith based and
community organizations, youth - serving and youth advocates, those that
support socio- economic and diverse cultures
Structures and mechanisms for information sharing between the public and
private sector:
- Tools, software, programs, and other mechanisms that support two -way
information sharing during normal and emergency operations
- Means to receive input or feedback from the private sector, and
encourage participation from civic leaders from all sectors
- Regular and timely communications on subjects relating to all phases of
emergency management, such as newsletters, emails, and alerts
Tools, resources and activities that facilitate shared situational awareness
between the public and private sectors
- Web -based and new media platforms that allow real -time information
exchange
73
Appendix C, — Funding Guidelines elines
- Asset mapping, such as participation in FEMA's Total Asset Visibility and
LogViz initiatives
- A seat(s) in the emergency operation center, or virtual EOC
Operational Support:
- Tools for identifying and tracking available paid and unpaid disaster
response resources
- Dedicated space and equipment for private sector representation within a
State, county, or city emergency operation center
- A dedicated business emergency operations center that works with the
State, county or city EOC (not construction)
- Tools for real time information sharing between the public and private
sector
- Licensing, screening, or other requirements for access to real EOC or
virtual EOC
Federal Emergency Response Official (F /ERO) Credentialing and Validation:
- Working group meetings and conferences relating to emergency
responder Credentialing and validation
- Compiling data to enter into an emergency responder repository
- Coordinating with other State, local, territorial, and tribal partners to
ensure interoperability among existing and planned credentialing and
validation systems and equipment
- Planning to incorporate emergency responder identity and credential
validation into training and exercises.
- This supports our efforts to address grant money for the F /ERO program
and further solidifies those efforts in additional to our independent efforts
that Darcy has already worked.
• Continuity of Operations / Continuity of Government Planning (COOP /COG)
Grant Funding Opportunity
COOP /COG planning is the fundamental responsibility of every government
agency that performs an essential function at the State and local level. In order to
conduct necessary emergency operations, recovery actions, and other key
essential functions during a large -scale or catastrophic event, the agency must
have effective Continuity plans in place to support continued operations.
Continuity efforts also provide the foundational basis for COG programs, such as
succession planning, which are designed to ensure the survival of not only
leadership at the State and local level, but also an enduring constitutional
government. State and local plans to address COOP /COG issues should be
consistent with the Nations Continuity Policy described in Homeland Security
Presidential Directive 20 (HSPD -20); the National Continuity Policy
Implementation Plan (NCPIP); and Continuity Guidance Circular's 1 (CGC 1) and
2 (CGC 2), which provides guidance for State, local, territorial, and tribal
governments, and private sector organizations in developing robust Continuity
plans and programs in support of a comprehensive and integrated national
continuity capability. Continuity issues to address include, but are not limited to:
7
Appendix C; — funding Guidelines
.
- Determine essential functions and activities, interdependencies, and
resources needed to perform them
- Establish orders of succession and delegations of authority to key
agency positions and establish and maintain current roster(s) of fully
equipped and trained COOP personnel with the authority to perform
essential functions
- Provide for the identification and preparation of alternate operating
facilities for relocated operations
- Provide for the regular training, testing, and exercising of COOP
personnel, systems, and facilities
- Provide for reconstitution of agency capabilities, and transition from
continuity operations to normal operations
Training Information
Training Information Reporting System ( "Web- Forms "). Web -Forms is an electronic
form /data management system built to assist the SAA and its designated State /territory
Training Point of Contact (TPOC) with the reporting of State and Federal sponsored
training supported by HSGP funds. Web -Forms can be accessed through the FEMA
Toolkit located at ht f :Ilwww.firstresoondoilt-ainin-c7,aovladtrrin.
FEMA resources include a number of different training sources:
FEMA Provided Training. These programs or courses are developed for and
delivered by institutions and organizations funded by FEMA. This includes the
Center for Domestic Preparedness (CDP), the Emergency Management Institute
(EMI) and the National Training and Education Division (NTED) training partner
programs including, the Competitive and Continuing Training Grant programs,
the National Domestic Preparedness Consortium (NDPC) and the Rural
Domestic Preparedness Consortium (RDPC).
Training Not Provided by FEMA. These courses are either State sponsored or
Federal sponsored, coordinated and approved by the SAA or their designated
TPOC, and fall within the FEMA mission scope to prepare State, local, tribal, and
territorial personnel to prevent, protect against, mitigate, respond to, and recover
from acts of terrorism or catastrophic events.
State Sponsored Courses. These courses are developed for and /or delivered by
institutions or organizations other than Federal entities or FEMA and are
sponsored by the SAA or their designated TPOC.
Federal Sponsored Courses. This catalog lists courses developed for and/or
delivered by institutions funded by Federal entities other than FEMA. These
courses are listed at i° tt ):IAA ^ v.firstres onrJertraii7it1, ,g v.
Approved State and Federal Sponsored Course Catalog. This catalog lists State
and Federal sponsored courses that fall within the FEMA mission scope, and
have been approved through the FEMA course review and approval process. Ar
updated version of this catalog can be accessed at
htt,o:;1Awwww,fjr, tr �s on Je °tr ainin off✓.
75
Appendix C — Funding Guidelines
Additionally the new National Preparedness Directorate (NPD) Online Course
Catalog (OCC) allows access to courses delivered by the CDP, EMI, and NTED.
It can be accessed at hkt�i ,fern. /p/
Joint Training and Exercises with the Public and Private Sectors. These courses
are sponsored and coordinated by private sector entities to enhance public -
private partnerships for training personnel to prevent, protect against, mitigate,
respond to, and recover from acts of terrorism or catastrophic events.
Each FEMA training partner should contact the SAA or designated TPOC for locations
within the State that are appropriate for the training. When the direct delivery funds are
exhausted, the training partner can continue to offer the classes to the States through
the Excess Delivery Acquisition Program (EDAP).
EDAP allows an NTED training partner to charge for a course delivery when the Federal
grant that developed the program is completed or more deliveries of a requested class
are needed than the grant funds can accommodate. The cost per class is approved by
FEMA so that States pay for the cost of instruction only, not the curriculum development
costs that were paid by FEMA training grant funds. HSGP funds can be used to pay for
the delivery of these classes within a State at the request of the SAA/TPOC.
Attending Training Not Provided by FEMA (State and Federal Sponsored
Courses). States, territories, and Urban Areas are not required to request approval
from FEMA for personnel to attend training not provided by FEMA (State or Federal
sponsored courses) provided that the training is coordinated with and approved by the
SAA or TPOC and falls within the FEMA mission scope and the jurisdiction's EOP and
strategy of preparing State, local, tribal, and territorial personnel or citizens to prevent,
protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic
events.
FEMA will conduct periodic reviews of all State, territory, and Urban Area training
funded by FEMA. These reviews may include requests for all course materials and
physical observation of, or participation in, the funded training. If these reviews
determine that courses are outside the scope of this guidance, grantees will be asked to
repay grant funds expended in support of those efforts.
State and Federal- Sponsored Course Catalog. Courses approved through NTED will
be added to the approved State and Federal Sponsored Course Catalog. Courses
identified within this catalog may be attended on an unlimited basis within any
State /territory as long as the training is coordinated and approved by the SAA/TPOC. A
full description of the NTED Course Development, Review, and Approval Process, as
well as the approved course catalog, can be found at
l�fit . °! vvr, r ftr r y rr rtr i �c a /cal p we fgLms. NTED will respond to the initial
request for review within 15 days with one of the following outcomes:
76
Appendix C — Funding Guidelines
• Course concept is approved as consistent with the State plan and the State
should submit the full course package for subject matter expert review and
comment or
• Course concept is disapproved as inconsistent with State plan, FEMA guidance,
or is exactly the same as another course in the catalog (no need for another
approval, refer to the curriculum already developed and approved).
At any time, the SAA/TPOC (for State sponsored courses) or the Federal agency POC
(for Federal sponsored courses) may request the addition of a course to the
corresponding approved catalog by submitting the associated Web -Form (i.e., Request
for Addition to the Approved State - Sponsored Catalog) for review. If a class on the
same subject is already in the catalog, the submitting State should provide
documentation as to why the course is unique, after contacting the owner(s) of the other
courses to review the curriculum. This step is required to avoid unnecessary duplication
of similar courses in the catalog, allow States to share course development costs,
permit all States to have access to new or unique courses developed by other
providers, and allow States to direct their training dollars to delivery rather than
development. If it is determined that the proposed course meets the above listed
criteria, the providing entity (SAA/TPOC or Federal Agency POC) will be invited to
submit the Course Review and Approval Request Form along with all supporting
training materials.
States, territories, and Urban Areas are no longer required to submit non -FEMA
approved courses to NTED for review under the current course review and approval
process. In previous years, FEMA funding guidance and / or funding opportunity
announcements identified that the SAAfTPOC was allowed three deliveries of the same
course within a State /territory before a non -FEMA approved training course was
required to go through the NTED State course review and approval process. Although
the current State course review and approval process is still available to any State,
there is no longer a requirement to submit a course for review after three deliveries.
For further information on developing courses using the instructional design
methodology and tools that can facilitate the process, SAAs and TPOCs are
encouraged to review the NTED Responder Training Development Center (RTDC)
available at trtt llwww.flr;stres on ertf's iiiinc (Iovlrtdc;lstatel.
FEMA funds must be used to supplement, not supplant, existing funds that have been
appropriated for the same purpose.
States and territories are required to conduct a Training and Exercise Plan Workshop to
identify and set training and exercise program priorities and develop a multi -year
schedule of exercise events and supporting training activities to meet priorities. A Multi-
year Training and Exercise Plan will developed following the Training and Exercise Plan
Workshop to include training and exercise priorities identified by elected and appointed
officials and whole community stakeholders. Further guidance concerning the Multi-
year Training and Exercise Plan can be found in the Exercises section.
77
Appendix C — Funding Guidelines
498 5 ® 0
Joint Training and Exercises with the Public and Private Sectors. Trainings and
exercises designed to enhance private sector and public sector coordination are
allowable. Overtime pay for first responders and emergency managers who participate
in public - private training and exercises is allowable. In addition, States, territories,
Tribes, and local units of government are encouraged to incorporate the private sector
in government- sponsored training and exercises.
Training and exercises for the public or civilian volunteer programs supporting first
responders, including CERT, before, during and after disasters should address the
needs of the Whole Community. Allowable training includes: all- hazards safety such as
emergency preparedness, basic first aid, lifesaving skills, crime prevention and
terrorism awareness, school preparedness, youth preparedness, public health issues,
mitigation /property damage prevention, safety in the home, light search and rescue
skills, principles of NIMS /ICS, volunteer management, serving and integrating people
with disabilities, pet care preparedness, training necessary to participate in volunteer
activities, fulfill surge capacity roles, integration and coordination of faith community
roles, communication in disaster or promotes individual, family, or whole community
safety and preparedness. Exercises that include members of the public or that are
conducted for the public should be coordinated with local CERT and Citizen Corps
Councils as well as organizations outside of emergency management and focus on the
importance of personal preparedness and protective actions.
Allowable Training Costs
Allowable training - related costs include, but are not limited to, the following:
Developing, Delivering, and Evaluating Training. Includes costs related to
administering the training, planning, scheduling, facilities, materials and supplies,
reproduction of materials, disability accommodations, and equipment. Training
should provide the opportunity to demonstrate and validate skills learned, as well
as to identify any shortfalls in these skills. Any training shortfalls, including those
for children and individuals with disabilities or access and functional needs,
should be identified in the AAR /IP and addressed in the training cycle.
Expenditures to provide necessary non - structural accommodations for persons
with disabilities and other access and functional needs is allowable (e.g., sign
language interpreters, Communication Access Real -time Translation [CART] and
other modifications of policies and practices to fully include participants with
disabilities). Stakeholders are also encouraged to leverage existing training
provided via educational /professional facilities and to incorporate non - traditional
methodologies such as the internet, distance learning, or home study whenever
such delivery supports training objectives. Pilot courses and innovative
approaches to training citizens and instructors are encouraged.
Training that promotes individual, family, or community safety and preparedness
is encouraged, including: all- hazards safety training such as emergency
preparedness, basic first aid, lifesaving skills, crime prevention and terrorism
awareness, school preparedness, public health issues, mitigation /property
78
Appendix C — Funding Guidelines
, a 40
damage prevention, safety in the home, light search and rescue skills, principles
of NIMS /ICS, volunteer management and volunteer activities, serving and
integrating people with disabilities, pet care preparedness, CPR /AED training,
identity theft workshops, terrorism awareness seminars, and disability- inclusive
community preparedness conferences. The delivery of the CERT Basic Training
Course and supplemental training for CERT members who have completed the
basic training, the CERT Train - the - Trainer Course, and the CERT Program
Manager Course are strongly encouraged.
Conducting, hosting, or participating in training related to IED prevention,
protection, mitigation, or response to include:
— Awareness and education for the public, private sector and first
responders;
— Suspicious activity identification and reporting;
— Management of bomb threats;
— Physical protective measures;
— Diversion control measures for dual -use explosive precursor chemicals;
— Training for specialized IED prevention and protection teams or OPacks
such as Public Safety Bomb Squads, Explosives Detection Canine
Teams, and Mobile Explosive Device Screening Teams in accordance
with applicable guidelines, certification, or accreditation requirements.
Overtime and Backfill. The entire amount of overtime costs, including payments
related to backfilling personnel, which are the direct result of attendance at FEMA
and /or approved training courses and programs, are allowable. These costs are
allowed only to the extent the payment for such services is in accordance with
the policies of the State or unit(s) of local government and has the approval of
the State or the awarding agency, whichever is applicable. In no case is dual
compensation allowable. That is, an employee of a unit of government may not
receive compensation from their unit or agency of government and from an
award for a single period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such
work may benefit both activities.
Travel. Costs (e.g., airfare, mileage, per diem, hotel) are allowable as expenses
by employees who are on travel status for official business related to approved
training.
Hiring of Full or Part -Time Staff or Contractors /Consultants. Payment of salaries
and fringe benefits to full or part-time staff or contractors /consultants must be in
accordance with the policies of the State or unit(s) of local government and have
the approval of the State or awarding agency, whichever is applicable. Such
costs must be included within the funding allowed for program management
personnel expenses. In no case is dual compensation allowable.
Certification /Recertification of Instructors. States are encouraged to follow the
NTE Instructor Quality Assurance Program to ensure a minimum level of
competency and corresponding levels of evaluation of student learning. This is
particularly important for those courses that involve training of trainers. This
information is contained in IB 193, issued October 20, 2005. Additional
information can be obtained at
1 I/v W 1 rr ..g r(i _gtlic' t� �Idownload /90946.
79
Appendix C. — Funding Guidelines
ar
Mini 4
Exercise Requirements
Training and Exercise Plan Workshop. States and Urban Areas are required to conduct
an annual Training and Exercise Plan Workshop (TEPW). A Multi -year Training and
Exercise Plan must be developed from the workshops on an annual basis and
submitted to the State's respective Exercise Program Point of Contact. The State
Exercise Program Point of Contact should submit a copy of the State and Urban Area
plans to jpwsee dhgv.
The Training and Exercise Plan will include the State's program priorities and a Multi -
Year Training and Exercise Plan (schedule) that supports the identified priorities and
aligned capabilities. In addition to submission of the Multi -Year Training and Exercise
Plan to hseea dh go, all scheduled training and exercises should be entered in the
HSEEP National Exercise Scheduling (NEXS) System, located in the HSEEP Toolkit on
the HSEEP website hf ps :11�r epdh Gov_. A TEPW user guides and a template of the
Multi -Year Training and Exercise Plan can be found on the HSEEP website
http�lrsee .dhs. ov.
States must complete a cycle of progressive exercise activities during the period of this
grant. Exercises conducted by States and Urban Areas may be used to fulfill similar
exercise requirements required by other grant programs. For example, HHS
preparedness programs require joint exercises between public health departments, the
health care sector and medical countermeasure authorities including law enforcement
which could provide collaborative opportunities. To this end, grantees are encouraged
to invite representatives /planners involved with other federally - mandated or private
exercise activities. States and Urban Areas are encouraged to share, at a minimum,
the multi -year training and exercise schedule with those departments, agencies, and
organizations included in the plan.
Exercise Scenarios. The scenarios used in HSGP- funded exercises must be
based on the State /Urban Area's THIRA. The scenarios used in HSGP- funded
exercises must focus on testing capabilities, must be large enough in scope and
size to exercise multiple activities and warrant involvement from multiple
jurisdictions and disciplines and non - governmental organizations, and take into
account the needs and requirements for individuals with disabilities. Exercise
scenarios should align with priorities and capabilities identified in the Multi -year
Training and Exercise Plan.
Special Event Planning. If a State or Urban Area will be hosting a special event
(e.g., Super Bowl, G -8 Summit), the special event planning should be considered
as a training or exercise activity for the purpose of the Multi -Year Training and
Exercise Plan. The State or Urban Area should plan to use SHSP or UASI
funding to finance training and exercise activities in preparation for those events.
States and Urban Areas should also consider exercises at major venues (e.g.,
arenas, convention centers) that focus on evacuations, communications, and
command and control. States should also anticipate participating in at least one
Regional Exercise annually. States must include all confirmed or planned special
events in the Multi -year Training and Exercise Plan.
so
Appendix C — Funding Guidelines
Exercise Evaluation and Improvement. Exercises should evaluate performance
of capabilities against the level of capabilities required. Guidance related to
exercise evaluation and improvement planning is defined in the HSEEP located
at h (tta 11 p 017 spy.
Self - Sustaining Exercise Programs. States are expected to develop a self -
sustaining exercise program. A self- sustaining exercise program is one that is
successfully able to implement, maintain, and oversee the Multi -year Training
and Exercise Plan, including the development and delivery of HSGP- funded
exercises. The program must utilize a multi - disciplinary approach to the
development and delivery of exercises, and build upon existing plans, training,
and equipment.
Role of Non - Governmental Entities in Exercises. Non - governmental
participation in all levels of exercises is strongly encouraged. Leaders from non-
governmental entities should be included in the planning, conduct, and
evaluation of an exercise. State, local, tribal, and territorial jurisdictions are
encouraged to develop exercises that test the integration and use of non-
governmental resources provided by non - governmental entities, defined as the
private sector and private non - profit, faith - based, community, disability, volunteer,
and other non - governmental organizations. Non - governmental participation in
exercises should be coordinated with the local Citizen Corps Council(s) or their
equivalent and other partner agencies. The scenarios used in HSGP- funded
exercises must focus on validating existing capabilities, must comply with and be
large enough in scope and size to exercise multiple activities and warrant
involvement from multiple jurisdictions and disciplines and non - governmental
organizations, and take into account the needs and requirements for individuals
with disabilities.
Allowable Exercise Costs
Allowable exercise - related costs include:
Funds Used to Design, Develop, Conduct, and Evaluate an Exercise. Includes
costs related to planning, meeting space and other meeting costs, facilitation
costs, materials and supplies, travel, and documentation. Grantees are
encouraged to use government or free public space /locations /facilities, whenever
available, prior to the rental of space /locations /facilities. Exercises should
provide the opportunity to demonstrate and validate skills learned, as well as to
identify any shortfalls in these skills. Any exercise or exercise shortfalls,
including those for children and individuals with disabilities or access and
functional needs, should be identified in the AAR /IP and addressed in the
exercise cycle.
Full or part-time staff may be hired to support exercise - related activities. Such
costs must be included within the funding allowed for program management
personnel expenses.
The applicant's formal written procurement policy or 44 CFR 13.36— whichever is
more stringent — must be followed.
81
Appendix C, Funding Guidelines
Overtime and Backfill. The entire amount of overtime costs, including payments
related to backfilling personnel, which are the direct result of time spent on the
design, development, and conduct of exercises are allowable expenses. These
costs are allowed only to the extent the payment for such services is in
accordance with the policies of the State or unit(s) of local government and has
the approval of the State or the awarding agency, whichever is applicable. In no
case is dual compensation allowable. That is, an employee of a unit of
government may not receive compensation from their unit or agency of
government AND from an award for a single period of time (e.g., 1:00 p.m. to
5:00 p.m.), even though such work may benefit both activities.
• Travel. Travel costs are allowable as expenses by employees who are on travel
status for official business related to the planning and conduct of exercise
project(s) or HSEEP programmatic requirements as described in the HSEEP
(e.g., Training and Exercise Plan).
• Supplies. Supplies are items that are expended or consumed during the course
of the planning and conduct of the exercise project(s) (e.g., gloves, non - sterile
masks, and disposable protective equipment).
• Disability Accommodations. Materials, services, tools and equipment for
exercising inclusive of people with disabilities (physical, programmatic and
communications access for people with physical, sensory, mental health,
intellectual and cognitive disabilities).
• Other Items. These costs include the rental of equipment and other expenses
used specifically for exercises, costs associated with inclusive practices and the
provision of reasonable accommodations and modifications to provide full access
for children and adults with disabilities.
Unauthorized Exercise Costs
Unauthorized exercise - related costs include:
• Reimbursement for the maintenance and /or wear and tear costs of general use
vehicles (e.g., construction vehicles), medical supplies, and emergency response
apparatus (e.g., fire trucks, ambulances).
• Equipment that is purchased for permanent installation and /or use, beyond the
scope of exercise conduct (e.g., electronic messaging signs).
82
Appendix C — Funding Guidelines
EXHIBIT G
a LOS ANGELES COUNTY
DEPARTMENT OF AUDITOR - CONTROLLER / SHARED SERVICES DIVISION
„
W HOMELAND SECURITY GRANT REIMBURSEMENT FORM 4 9 5 "
Please submit Is l I supporting documents, files and completed reimbursement form at:
1. Enter Grant
Ora its0audiftorJacounty.apy
Year:
In the event e-mail is not available, you can mail your claims to (please do not fax or send
duplicates):
Department of Audltor- Controller
2014
Shared Services Division / Attn: Grants Unit
3470 Wilshire Blvd., Suite 812
Los Angeles, CA 90010
I
j; J
'EllL f
irl rtil ;,
"
1. Sub- recipient's Name: (reimbursement check will be made payable to the name enter here) 3. Taxpayer ID #:
4. Contact's Name,
2 Mailing Address (please let us know where you want your check delivered, including attention line If necessary):
4. Contact's phone:
4. Contact's e-mail _
....�....�
�6.
1. SOLUTION AREA 2. ITEM # 3. PROJECT 4. EHP required? 5. VENDOR'S INVOICE #
PURCHASE METHOD
7.CLAIM AMOUNT'
(e.g. equipment, training, (e.g. 17.020) ALPHA (Environmental a Historic (if services, supplies or equipment
(if services, supplies or
(indicate the amount per
planning, exercise) (e.g, D) Preservation) were purchased, please attach
equipment are being claimed)
each line)
No Yes (attach invoices)
competitive Sole Source?
prior State
Bid? (attachprlorState
Approval)
Approval for
purchase of $100K
or more to a slngle
....... ............,.... ,...& ............... < ..._ .......... .....,..... ..,.... ...... «....... .,.. ...
vendor)
...... .,............. ,,,..,.
...«., ......................
i
...................... ., ... ...... ....... ...... ........._.., .. M.., «.,.......,,..,1........ ,wM,.,,..... t ..,.,
.,�,
pp
B. TOTAL
$
3.
3
Penalty of Perjury I certify that (please use the checkbox)
1. 1 am the duly authorized officer of the claimant herein and this claim is in all respect true and correct. All STAMP WITH RECEIVED DATE HERE:
expenditures were made In acf wdance with applicable laws„ rules, regulatlons and grant conditions and
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
g, AUTHORIZED CONTACT INFORMATION (if different from Section B): II ASSIGNED CLAIM TRACKING NO.:
PHONE #:
E -MAIL: I ��
Revised on 06/19/2012
COUNTY OF LOS ANGELES
DEPARTMENT OF AUDITOR - CONTROLLER / SHARED SERVICES DIVISION
INST'RUCTICNS TC 'IPLETE I r_- HOMELAND SECURITY GRANT REIMBURSEMENT FORM
Purpose of this form:
To assist sub - recipients in completing the Homeland Security Grant Reimbursement form. 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.
'SEC I N GENERAL �I STRU0 I"IONS FOR �, BMISSION';OF' IMS'V" "i
i i of
In numeral 1 of this section, please enter the year of the grant program that you are submitting for reimbursement. In
addition, please help us expedite the process of your Homeland Security claims by:
• Completing the reimbursement forms correctly and according to these instructions.
Submitting your claims using our e-mail - -> Grants@auditor.lacounty.gov (please do not fax documents).
0 Sending your claims 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 claim form.
Supporting documents are flagged for your convenience with a checkbox within the corresponding areas.
Ensuring that all documents attached to your claims are legible .
0 Submitting claims timely. We do not guarantee the process of claims 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.
�ECTI'4�11' :
SUB-RECIPIEW_�S*IRFORMATION
The following numerals provide the instructions to fill in the corresponding numeral in the form:
1. Please enter the name of the agency requesting the reimbursement. 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 reimbursement. Please leave blank for L.A. County
departments.
4. Please enter the information of the person that can assist us with detail claim questions,
iS e- NO'176.1, DE�"AIL�G AIM:I CwRM T +
In order to expedite your claim, in this area's grid, include a maximum of five l n voices or reirn�ursemem'k _
chafes one chafe or one Invoice VSr firrel, The invoices or charges need to share the same solution area, project
alpha and item #. In addition, invoices from one fiscal year should be claimed separate from invoices of another fiscal
year, For example: an invoice dated June 2012 (FY 11112) should not be combined with an invoice dated October 2012
(FY 12/13) in the same claim request.
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 item # corresponding to the claim. This information is found in the latest budget of the grant. An
example of Item # is 17.020.
3. Enter the project alpha corresponding to the claim. This information is found in the latest budget of the grant. An
example of project alpha is D.
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 purchase of certain
equipment items (see AEL description) or training /exercise projects. Please attach the following:
a) [J State EHP Approval: if required by the state for your claim.
Revised on 1130/2014 rage 1 of 5
4985
COUNTY OF LOS ANGELES
DEPARTMENT OF AUDITOR - CONTROLLER / SHARED SERVICES DIVISION
INSTRUCTIONS TO COMPLETE I!lg HOWL AND SECURITY GRANT REIMBURSEMENT FORM
SEC I+C
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) F� 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) El Print out of the corresponding AEL # (Authorized Equipment List number). The AEL listing can be
found at: https : /lwww.rkb.us /fema_grants.cfm
d) Proof of payment of the invoice: The proof of payment for L.A. County Departments is the printout from
�,..W..W�
e -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.
9) 1 -� Federal Debarment Listing: Please provide a screen print out of the queried Federal Debarment Listing
at https, / /www.sam.gov /portal /public /SAM/ (you will need a username and a password; if you don't please
create an account) . The listing needs to be queried gdgr to the purchase of the items being claimed.
This will certify that the vendor is allowed by the state.
6. if you are claiming services, supplies or any other type of items purchased thru a vendor or contractor, please
select with an X the method that you used to acquire the items (do not leave blank). Please note that competitive
bid and sole source are the only two valid purchasing methods.
a) ❑ Sole Source State Approval: for non -bid purchases of $100,000 or more to a single vendor or a single
project, please attach the sole source approval from the State. The approval needs to be requested from
the State rp for to the purchase of the items.
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 CDAT know of the possible need for budget modification.
a. Enter the "Total Amount" by adding the subtotal claims included in each line.
SEQTION 0:, SUEZ" RECI PIENT S E TI, IC T'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.
Please read and check the box provided if you are an authorized signor.
Please sign the claim 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
5. authorized contact information. If the authorized person and the contact person in Section B are different, please
enter all the fields in this area as requested.
Revised on 1;30120,14 Page 2 of 5
COUNTY OF LOS ANGELES
DEPARTMENT OF AUDITOR- CONTROLLER / SHARED SERVICES DIVISION
INSTRUCTIONS TO COMPLETE THE HOMELAND SECURITY GRANT REIMBURSEMENT FORM
hor,Ec iI rnert,t „+Maims:
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) do not write N/A or leave the corresponding space blank.
.t Please ensure that the following information is in your listing: project #, alpha, equipment description,
AEL #, AEL title, invoice #, vendor, total cost, invoice date, acquired date, serial #, condition and
disposition, deployed location and grant year. Please provide the complete address of the deployed
location.
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 *1. 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.
b) L—] Grant - Funded Typed Resource Report (Excel File): Please complete and include with your claim the
excel file titled " grant- fundedtypedresourcetool_051612" starting with the 2011 SHSHP and subsequent
grants.
For Trarnjnfl� F�lalm s:
a) 0 State - Sponsored Training Reporting Form (with the tracking request #): Please add this form along
with the Training Request Form Training Officer (POC), which you cornpleted 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.
b) 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.
C) "` Grant- Funded Typed Resource Report (Excel File): Please complete and include with your claim the
excel file titled " grant- fundedtypedresourcetool _051612" starting with the 2011 SHSHP and subsequent
grants.
If you are including personnel cost with your training claim, please add the following:
d) 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)
e Sign in sheets (same as above) • Signed training certificates
Revised on 1/30/2014 Page 3 of 5
COUNTY OF LOS ANGELES
DEPARTMENT Of AUDITOR - CONTROLLER / SHARED SERVICES DIVISION
INSTRUCTIONS TO COIWgI'i.ETE Thdi I IONtEt ANIg 59RITY GRANT REIMBURSEMENT FORM
a) Summary Listing of Charges: Please .. the Training Summary Sheet provided
packet that clearly shows the breakdown of the training charges per lr
employee claimed. This form includes the following: g date, salary, hours
claimed, regular rate, overtime rate, employee benefits rate, claim amount per employee,
calculations of amount claimed per (equal o the amount claimed).
f-lease ensure that the Training Summary Sheet is verified/a p proved by an authorized
with printed name and title, and dated.
f) n 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.
g) F__J 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 final approved and include the name of the employee and hours
charged per day to the grant.
h) I Explanation of timekeeping codes: When the supporting documentation (timesheet, payroll register,
etc.) includes timekeeping codes please provide a printout with the explanation of the usage as detailed
as possible.
i) F-] 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,
j) Roster of backfilled positions: When you are claiming overtime for a backfilled position, please attach
the backfilled roster to your clairn. 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.
Fear l lannirt _ggaims:
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).
) 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 00P Portal (see link below), within 60 days following the completion of
the exercise. You need to notify the State when the AAR is uploaded so they can proceed with the
approval process.
https: / /hseep.dhs.gov /DHS_SSO/
b} D 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).
Revised on 1/30/2014 page 4 of 5
COUNTY OF LOS ANGELES 4985
DEPARTMENT OF AUDITOR-CONTROLLER / SHARED SERVICES DIVISION
IN TQ9_QMPLETE !HE HOMELAND SECUR111�Y..GRANT REIMBURSEMENT FORM
For exercise Claims (Continued;,,
c) ❑ Supporting Documentatlon for Personnel Cost: When your exercise claim includes personnel cost,
please see d) to i) Linder Training Claim (supporting documents needed) and add to the documentation.
FqL0
jr,janization Clal s: Please see a )ovgp
Revised on 113012014 Page 5 of 5
?01 10 "1: V,A f q I I 6p IN v, Ill uex I stil I Iq
CWnt-ft needlyWd Iftwome
111�11 M, 4, 1 o ,
'Wd I r"m 1, 0 "'91" 1 """1 P o", MI R RMA'l II.POIDIVII, WAY I' lv� I h1j: PTO l4mllrp)lwpl,� %fp4gwf,, f ,Olml,
k,,P, 'A�
1, V$ op c,r t. 'A,,, r.IMP v, n e,' 6 x.,w uq ,N h", A
'v,
W I I'll 1, ,
oo, , lll I II I I j 0 F,.x 1h. P w, W', m, .......
..... .. .. ..
cwmwall
iflKlow" .1 Rwwdft v T"*d S.W. Row
klp I . . ... .......
�pl 11,A PO 1� ��amd i ".,V,O*M
vpa N � I f.T
bf voltwolA lvpq4T-
upmwd onut,&Iitv
aeww
. . ..........
Training Summary
Sheet
2013 HSGP
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:
4985 .4.4
498 5
aJ
as
CALIFORNIA EMERGENCY MANAGEMENT AGENCY
HAPIN o C01- km
ti, 5 a ,w .. nio
CALIFORNIA EMERGENCY MANAGEMENT AGENCY
EXERCISE ROSTER
l$WVP 0 "k), IlPor,
SACHI A. HAMAI
Chief Executive Officer
March 22, 2016
County of Los Angeles
CHIEF EXECUTIVE OFFICE
Kenneth Hahn Hall of Administration
500 West Temple Street, Room 713, Los Angeles, California 90012
(213) 974 -1101
http://ceo.lacounty.gov
Greg Carpenter, City Manager
City of El Segundo
350 Main Street
El Segundo, CA 90245
Dear Mr. Carpenter:
City
C.
Board of Supervisors
HILDA L. SOLIS
First District
MARK RIDLEY - THOMAS
Second District
SHEILA KUEHL
Third District
DON KNABE
Fourth District
MICHAEL D. ANTONOVICH
Fifth District
2014 STATE HOMELAND SECURITY PROGRAM AGREEMENT
Enclosed for your files is an executed 2014 State Homeland Security Program
Agreement between your City and the County of Los Angeles. This Agreement
provides the basis for the City to make approved expenditures and seek reimbursement
under the grant. However, prior to the City moving forward and if appropriate,
request(s) for sole source procurement, as well as aviation, watercraft, and
environmental approvals, if applicable, must be secured from the State.
Any questions regarding this Agreement should be directed to me at
ashaw ceo.lacount , ov or (213) 974 -7315. Questions about requests for sole source
procurement and aviation, watercraft, and environmental approvals should be directed
to Craig Hirakawa at chirakawa eo.lacounty. y or (213) 974 -1127.
sing rely yo irs ,
A[ ia' haw, Interim Director
AS:CH:sc
Enclosure
c: Carol Lynn Anderson, Sr. Management Analyst, El Segundo Fire Department
(w /o enclosure)
Grants /SHSGP 14 /Subrecipient Agreements /Agreements and Transmittals Final Word Docs/
El Segundo Approved Agreement Transmittal
"To Enrich Lives Through Effective And Caring Service"