HomeMy WebLinkAboutC-3898 - 2006 Emergency Management Performance Grant Program� f
I
2 AGREEMENT TO TRANSFER FUNDS
3 FOR 2006 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
4 WU2ad";�&Y
5 THIS AGREEMENT is entered into this day of- ega*2006, which date is enumerated
6 for purposes of reference only, by and between the COUNTY OF ORANGE, a political subdivision of
7 the State of California, hereinafter referred to as "COUNTY ", and ON 6f 4eAdZiff BeQCh , a
8 municipal corporation, hereinafter referred to as " SUBGRANTEE."
9 WHEREAS, COUNTY, acting through its Sheriff- Coroner Department, hereinafter referred to
10 as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and
11 accepted the Emergency Management Performance Grant from the Governor's Office of Emergency
12 Services (hereinafter referred to as "the grant").
13 WHEREAS, the purpose of the grant is to support comprehensive emergency management at
14 the state, tribal and local levels and to encourage the improvement of mitigation, preparedness, response
15 and recovery capabilities for all hazards, as set forth in Attachment A hereto (06 EMPG Project
16 Narrative), which is attached hereto and incorporated herein by reference.
17 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
18 I. COUNTY shall transfer to SUBGRANTEE grant funds, in arrears, as necessary to
19 reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order
20 to obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all
21 required information and documentation, as set forth in Attachment B (EMPG City Application) hereto,
22 which is attached hereto and incorporated herein by reference.
23 2. Throughout their useful life, SUBGRANTEE shall use grant property and equipment
24 only for grant purposes in accordance with Attachment A hereto.
25 3. SUBGRANTEE shall exercise due care to preserve and safeguard grant property and
26 equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
27 property and equipment as are necessary, in order to keep said grant property and equipment
28 1 continually in good working order.
Sheriff 2006 Page 1 of 51
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5. If grant property or equipment becomes obsolete, SUBGRANTEE shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
I grant funds.
6. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in the Attachment C (FY 08 Emergency Management
Performance Grant Program: Grant Guide for Local Governments), which is attached hereto and incorporated
herein by reference.
7. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully
I bound by this Agreement and all applicable provisions of Attachments A, B, and C hereto.
I SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer
will abide by any applicable provision of this Agreement or Attachments A, B, or C hereto.
8. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three year after final payment
hereunder.
9. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, and their elected and appointed officials, officers,
agents and employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, laborers, and any other person, firm or corporation famishing or supplying work,
services, .materials or supplies in connection with SUBGRANTEE's performance of this Agreement,
including Attachments A, B, and C hereto, and from any and all claims and losses accruing or resulting
to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the
performance of this Agreement, including Attachments A, B, and C hereto.
10. No alteration or variation of the terms of this Agreement shall be valid unless made in I
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or I
agreement not incorporated herein shall be binding on any of the parties hereto.
11. SUBGRANTEE may not assign this Agreement in whole or in part without the express
written consent of COUNTY.
sAniff 2006 Page 2 of 51
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1 12. For a period of three years after final payment hereunder or until all claims related to
2 this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
3 documents, papers and records relevant to the work performed or property or equipment acquired in
4 accordance with this Agreement, including Attachments A, B, and C hereto. For the same time period,
5 SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency
6 from which COUNTY received the grant funds or their duly authorized representative(s), for
7 examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon
8 request, during usual working hours.
9 13. SUBGRANTEE shall provide to COUNTY all records and information requested by
10 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
11 required to provide to the agency from which COUNTY received grant funds or other persons or
12 agencies.
13 14. COUNTY may terminate this Agreement and be relieved of the payment of any
14 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants.contained
15 in this Agreement, including the applicable terms of Attachments A, B, and C hereto, at the time and in
16 the manner herein provided, or b) COUNTY loses funding under the grant. In the event of termination,
17 COUNTY may proceed with the work in any manner deemed proper by COUNTY.
18 15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
19 performance of this Agreement, including Attachments A, B, and C hereto, and shalt not be considered
20 officers, agents or employees of COUNTY or SHERIFF or of the agency from which COUNTY
21 received grant funds.
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Shniff 2006 Page 3 of 51
1 IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
2 State of California.
3 political
4 DATED: (1 1 2006 COUNTY OF ORANGE, e State a p subdivision of the State of California y
5
6 BY
- oroner
7 "COUNTY"
8
APPROVED AS TO FORM:
9
COUNTY COUNSEL
10 - J ��]] /�• ?
11 By_�i� a. J�o-c'
Nicole A. Sfms, Deputy
12
13 DATED: 9 ,2006
14
15 DATED: ,2006 SUBGRANTEE
16
17 BY
18 CS�I� YV�9�I+lL{�Q11
19 J
20 ATTEST:
21�
22 City Clerk
23 �� 2QQ6
DATED:
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SfieriR 206
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ATTACIDWM A
2006 EMPG PROJECT NARRATIVE
Applicant Name: County of Orange
Award Number: EMF- 2004 -OR -0402
Protect Al Emergency Planning
Goal
Update emergency laws, plans and procedures to be compliant with the Emergency Services
Act (which includes SEMS) and NIMS.
Objectives
• Initiate the integration of NIMS into existing emergency management programs, plans and
procedures.
• Complete NIMSCAST baseline assessment.
• Formulate a NIMS Implementation Plan.
• Conduct at least one Operational Area council meeting annually.
• Participate in MARAC and SEMS Specialist meetings.
• Establish a regular EOP review cycle and maintenance plan.
• Participate in regional and sub - regional planning efforts.
• Ensure continuity of operations plans (COOP) and continuity of government (COG)
planning.
• Enhance and coordinate mutual aid programs throughout the OA.
• Integrate lessons. learned from After Action Reports for disasters into documents,
procedures and processes.
Description:
The Emergency Planning Project will focus on strategies designed to improve development and
preparation for emergencies. The County of Orange/Emergency Management Bureau (EMB),
as the Orange County Operational Area, will make strides in NIMS integration, continue to
meet with the Operational Area Executive Board on a quarterly basis, continue to attend
MARAC meetings, and maintain and improve upon existing emergency operations plans. The
EMB has active participation with regional planning efforts through the Orange.County
Emergency Management Organization (OCEMO) and will continue with its regular system of
communication, coordination and cooperation through the members of the Operational Area.
Part of emergency planning is ensuring continuity of government and continuity of operations
plans, and the EMB assists in these planning efforts. The EMB will also continue to coordinate
mutual aid programs throughout the OA. The Emergency Management Bureau will continue
its existing regular EOP review and maintenance cycle of three years, annual Operational Area
exercises, and the integration of lessons learned from After Action Reports throughout the grant
performance period of October 1, 2005 to September 30, 2006. Finally, the Emergency
Planning Project will incorporate the use of After Action Reports to assist with the integration
of lessons learned from real events, as well as exercises.
Performance Measures:
These activities will continue throughout or be completed during the grant performance period
of October 1, 2005 through September 30, 2006.
Page 5 of 51
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Proiect #2 Emergency Preparedness
Coal
Promote and support regional and sub - regional emergency preparedness efforts
Ob ectives
• Develop and/or maintain Public Education Programs.
• Participate in state and local risk - reduction campaigns such as:
• Promote individual and business preparedness and mitigation, including provision of risk
communication to Operational Areas, Local Jurisdictions, businesses, non -profit and
community based organization through building constituencies, contacts and relationships.
• Ensure that local OES has a program and procedures to utilize volunteers and volunteered
resources.
• Ensure state and local agencies are prepared to respond to all hazards including terrorist
acts.
• Support and assist state and local agencies' efforts to obtain equipment that can be used to
prevent or respond to either potential or actual terrorist acts.
Description:
The County of Orange/Emergency Management Bureau (EMB), as the Operational Area, will
provide educational opportunities to both the public and private sector regarding emergency
preparedness, as well as the role and responsibilities of the Operational Area in emergency
management. The EMB will continue to coordinate and provide staff support to the monthly
Orange County Emergency Management Organization (OCEMO) meetings and the quarterly
Emergency Management Council (EMC) and Operational Area Executive Board meetings. The
EMB will continue to collaborate with local jurisdictions, volunteer /community -based
organizations, and the private sector, regarding all aspects of all - hazards mitigation,
preparedness, response and recovery planning.
Performance Measures:
These activities will continue throughout the grant performance period from October 1, 2005 to
September 30, 2006.
Page 6 of 51
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Protect #3 Trainine. Exercise and Evaluation
Goal
Develop present and participate in training classes and exercises
Ob ecti es•
• Participate in SEMS/NIMS training.
• Establish and implement an all- hazards progressive exercise program.
• Complete after action reports.
• Implement corrective actions.
Description:
The County of Orange/Emergency Management Bureau, as the Orange County Operational
Area, will continue to provide SEMS/NIMS training to the employees of both the County of
Orange and the 114 jurisdictions within the Operational Area. The EMB will continue to
coordinate the annual Operational Area Exercise, as well as participate/coordinate in various
exercises throughout the grant performance period. After Action Reports will be completed at
the conclusion of each exercise and corrective actions will be identified.
Performance Measures:
These activities will continue throughout the grant performance period from October 1, 2005 to
September 30, 2006.
Protect #4 Emereenev Response
Goal
Establish or enhance emergency operations facilities, equipment and capabilities.
Ob ec es:
• In coordination with State OES Regions, develop Emergency Manager's Mutual Aid
(EMMA) EOC support teams.
• Develop after action reports.
• Implement corrective actions.
• Ensure a smooth transition from Response to Recovery.
• Improve communications with OES constituents, legislators and special interest groups.
Description:
The County of Orange/Emergency Management Bureau, as the Orange County Operational
Area, will develop an EOC support team and coordinate with local jurisdictions to offer, at the
jurisdiction's request, an Operational Area representative to field/local EOC operations for
emergency situations which do not require full activation of the Operational Area EOC. At the
conclusion of an Operational Area EOC activation, the EMB will complete an After Action
Report and identify and implement corrective actions which may need to be taken.
Performance Measures:
These activities will continue throughout the grant performance period from October 1, 2005 to
September 30, 2006.
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Proiect #5 Recovery:
Goal:
Enhance capabilities to rapidly recover from the impacts of emergencies and disasters. To
provide for an efficient, integrated and comprehensive transition process from response to
recovery operations; effective disaster assistance to impacted individuals, business and public
agencies; longer -term reconstruction activities; and, mitigation and risk management activities.
Obiectives•
• Develop recovery plans and programs.
• Establish recovery plans and partnerships.
• Develop after action reports.
• Implement corrective actions.
• Improve communications with OES constituents, legislators and special interest groups,
• Provide advocacy and necessary training and information to those seeking disaster
assistance.
• Anticipate and address recovery issues with local governments, state agencies, private
organizations, and the federal government in a timely and effective manner.
• Establish programs and streamline processes to improve customer service.
Description:
The Orange County Operational Area will continue to develop disaster recovery capabilities
through planning activities, including recovery plan development; the growth of partnerships,
both private and public; use of after action reports, combined with the implementation of
corrective actions for both real events and exercises; working with Operational Area members
to assist with the disaster assistance process; and plan for an integrated and comprehensive
transition process from response to recovery operations. The OCOA will use the Orange
County Emergency Management Organization and the Operational Area members to work
through the above mentioned activities.
Performance Measures:
These activities will continue throughout the grant performance period from October 1, 2005 to
September 30, 2006.
Page 8 of 51
0 ATTACHMENT B 0
2005 EMERGENCY MANAGEMENT PERFORMANCE GRANT
FUNDING ALLOCATION
By using the States population increase of 1.4% for the County of Orange, the following numbers represent the
siible distribution amounts. The population figures can be found at www.doEca.gkv/h 0 - Itable xls
Orange County Operational Area Allocation
$ 394,370
Orange County Operational Area Emergency Management
$ 197,185
Legislative and Grant Tracking OA Executive Board approved)
$ 10,000
Estimated distribution to Cities (based upon all cities participating)
$ 187,185
ORANGE COUNTY CITIES
Total
Population
As of 14-04
Percent
Proposed Allocation
1
ALISO VIEJO
44,850
115%
$ 2,886
2
ANAHEIM
343,374
11.80/0
$ 22,098
3
BREA
38,998
1.3%
$ 2,510
4 IBUENA
PARK
80,709
2.8%
$ 5,194
5
COSTA MESA
113,118
3.9%
$ 7,280
6
CYPRESS
48,496
1.7%
$ 3,121
7
DANA POINT
36,567
1.3%
$ 2,353
8
FOUNTAIN VALLEY
56,574
1.9%
$ 3,641
9
FULLERTON
134,3141
4.6%
$ 8,644
10
GARDEN GROVE
171,204
5.9%
$ 11,018
11
HUNTINGTON BEACH
199,025
6.89A
$ 42,809
12
IRVINE
171,987
5.90/6
$ 11,069
13
LAGUNA BEACH
24,798
0.90/'
$ 1,596
14
LAGUNA HILLS
33,043
1.1%1$
2,127
15
LAGUNA NIGUEL
65,731
2.3%
$ 4,230
16
LAGUNA WOODS
18,305
0.60%
$ 1,178
17
LAHABRA
61,512
2.1%
$ 3,959
18
LAKE FOREST
77,740
2.7%
$ 5,0031
19
LA PALMA
16,054
0.6%
$ 1,033
20
LOS ALAMiTOS
11,945
0.4%
$ 769
21
MISSION VIEJO
97,845
3.40A
$ 6,297
22
NEWPORT BEACH
82,255
2.8%
$ 5,294
23
ORANGE
136,828
4.7%
$ 8,806
24
PLACENTIA
49,940
1.7%
$ 3,214
25
RANCHO SANTA MARGARITA
49,071
1.7%
$ 3,158
26
SAN CLEMENTE
63,079
2.20/6
$ 4,060
27
SAN JUAN CAPISTRANO
35,868
1.2%
$ 2,308
28
SANTA ANA
349,454
12.0%
$ 22,490
29
SEAL BEACH
24,987
0.9%
$ 1,608
30
STANTON
38,652
1.3%
$ 2,488
31
TUSTIN
70,408
2.4%
$ 4,531
32
IVILLA PARK
6,2081
0.2%
$ 400
33
WESTMINSTER
91,5531
3.1%
$ 5,892
34
IYORBA LINDA
64,0551
2.2%1$
4,122
Total for Orange County-
209 8,S471
100.0%
IS 187,185
Page 9 of 51
e[Fis¢ti a
a
Attachment C
Governor's Office of Emergency Services
FY 06 Emergency Management Performance Grant Program
Grant Guide for Local Governments
March 1, 2006
Page 10 of 51
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Table of Contents
Foreword: Director's Message to Grant Recipients .................:....................
..............................3
PartOne — .Grant Overview ............................................................................
..............................4
Purposeof this Grant .................................................................................
..............................4
EligibleGrant Recipients ...........................................................................
..............................4
Purpose of this Grant Guide .......................................................................
..............................4
PerformancePeriod ....................................................................................
..............................4
MatchingRequirements .............................................................................
..............................4
Allocations and Methodology ....................................................................
..............................4
OAResponsibilities ...................................................................................
..............................5
Applicable Laws, Regulations, Guidance Documents
and Websites ........ ..............................6
GrantTimelines .........................................................................................
..............................6
ContactInformation ...................................................................................
..............................7
Part Two — Program Specific Information .....................................................
..............................8
Goalsand Objectives .................................................................................
..............................9
Eligible Activities and Projects ..................................................................
..............................9
EligibleCosts ............................................................................................
.............................10
Part Three — Application Requirements and Process ...................................
..............................1 l
ApplicationComponents ..........................................................................
.............................11
MailingAddress. ................. .............. _ ..................................................................................
11
Application for Assistance ........................................................................
.............................I1
ProjectNarrative .......................................................................................
.............................11
BudgetSummary Worksheet ....................................................................
.............................12
GoverningBody Resolution .....................................................................
.............................12
GrantAssurances ......................................................................................
.............................12
ApplicationDue Date ...............................................................................
.............................12
Approvalof Application ...........................................................................
.............................12
Part Four — Performance Period Activities ...................................................
.............................13
Reimbursement of Eligible Costs .............................................................
.............................13
RevisionRequests .....................................................................................
.............................13
Performance Reports ..................................................................................
... ...........................13
InterestEarnings .......................................................................................
.............................14
Monitoring Grant Performance .................................................................
.............................14
Record Retention Requirements ...............................................................
.............................14
Accessibility of Records .........................................:.................................
.............................15
SuspensionOr Termination ......................................................................
.............................15
PartFive — Grant Closeout ............................................................................
.............................16
FinalGrant Report ....................................................................................
.............................16
Closeout Review and Notification ............................................................
.............................16
Financial Reconciliation of Chant Funds ..................................................
.............................16
AuditRequirements ..................................................................................
.............................16
Appendices....................................................................................................
.............................17
Appendix A — Allocations to Operational Areas ..........................................
.............................18
Appendix B — State OES Goals and Objectives ...........................................
.............................20
AppendixC — Forms .....................................................................................
.............................26
AppendixD — Acronyms ..............................................................................
.............................40
FY 06 EMPG Grant Guide for Local Government Page 11 of 51
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Foreword: Director's Message to Grant Recipients
The need to enhance our emergency management system was recognized in the Governor's
Executive Order (S- 02 -05) and demonstrated in the lessons learned from the Katrina and Rita
disasters. The Emergency Management Performance Grant (EMPG) program provides an
opportunity to achieve greater integration of these emergency management systems. This year
the integration of SEMS and NIMS can be supported by:
• Formally adopting NIMS in a manner consistent with SEMS
• Completing NIMCAST baseline assessment /implementation plan
• Developing and enhancing a public information system consistent with NIMS
• Inclusion of private sector, non - governmental and volunteer organizations in all phases of
emergency management
• Developing communications and data interoperability standards
• Inventorying assets to conform to homeland security resource typing standards
• Conducting at least one operational area (OA) council meeting annually
• Participating in MARAC and SEMS Specialist Committee meetings
• Establishing a regular EOP review cycle and maintenance plan
• Participating in SEMS/NIMS training and implement an all - hazards, progressive exercise
program
• Establishing or enhancing duty officer systems and procedures
• Developing after action reports that incorporate corrective actions
The Governor's Office of Emergency Services is providing this guide to assist with the
application process, and will be available to provide technical assistance throughout the grant
process. We look forward to continuing to work with each and every one of the Operational
Areas on this program. Through our combined efforts, the State of California and local
emergency agencies will be better prepared to manage any emergency event
HENRY RENTERIA
Director
FY 06 EMPG Grant Guide for Local Government Page 12 of 51 3
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Part One — Grant Overview
Purpose of this
The purpose of the Fiscal Year 2006 Emergency Management Performance
Grant
Grant (FY06 EMPG) is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of
mitigation, preparedness, response and recovery capabilities for all hazards.
Funds provided under the EMPG may, and should, be used to support
activities that contribute to the grant recipient's capability to prevent, prepare
for, mitigate against, respond to and recover from emergencies and disasters,
whether natural or man-made.
Eligible Grant
The eligible grant recipients are the 58 Operational Areas.
Recipients
Purpose of this
This Grant Guide will provide grant recipients, and their designated agencies,
Grant Guide
with guidance and forms to apply for, perform and closeout the FY06 EMPG
grant. This Guide specifies the performance period, allocations, eligible
activities and other grant related information and requirements.
Performance
The FY06 EMPG performance period is October 1, 2005 through
Period
September 30, 2006.
Matching
The FY06 EMPG requires a cash or in -kind match, in accordance with the
Requirements
provisions of Title 44, Code of Federal Regulations, Part 13.24.
Allocations and California has beenAlocated $14,093,714 for FY06 EMPG, and will subgrant
Methodology $7,046,857 to OAs. OA allocations were determined using a $50,000 base
award, with remaining funds distributed using per capita figures in the
Department of Finance's yearly report called E -1- City/County Population
Estimates with Annual Percent Change. This report can be accessed at the
following website: ,
bttp:/ /www.dof.ca.gov/html/DemoUE/E -1 text.htm
A complete listing of the allocations for the FY06 EMPG can be found in
Appendix A.
Continued on next page
FY 06 EMPG Goma Guide for Local Govemmerd Page 13 of 51 4
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Part One — Grant Overview, Continued
OA The OA's responsibilities are to:
Responsibilities
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1. Submit a grant application package to OES by March 15, 2006 that
represents the consensus of the OA's Operational Area Council.
2. Comply with all assurances and certifications contained in the Grant
Assurances submitted with the FY06 EMPG application.
3. Prepare performance reports for the duration of the performance period.
Further reporting details are included in Part Four, Performance Period
Activities, under "Performance Reports ".
4. Maintain financial management systems that support grant activities in
accordance with 44 CFR Part 13.20.
5. If changes are required after the initial grant award, submit revision
requests to OES, prior to incurring the associated expenditures. Further
details are included in Part Four, Performance Period Activities, under
"Revision Requests ".
6. Remit unexpended grant funds to OES after all work has been completed
and payments have been disbursed.
7. Maintain property, programmatic and financial records in accordance with
the grant record retention requirements. Further details on the retention
requirement are contained in Part Four, Performance Period Activities,
under "Record Retention Requirements ".
8. Comply with the audit requirements contained in Office of Management
and Budget (OMB) Circular A -133, and Title 44 Code of Federal
Regulations, Part 13.26.
Continued on next page
FY 06 EMPG Grant Guide for Local Government Page 14 of 51 5
Part One — Grant Overview, Continued
Applicable OAs must ensure that local and internal departments are aware of the
Laws, following laws, regulations and guidance documents that apply to this
Regulations, giant.
Guidance
Documents and Robert T. Stafford Disaster Relief and Emergency Assistance Act
Websites as amended.
Grant
Timelines
• Office of Management and Budget (OMB) Circulars A -87, A -102,
A -133 hM2: / /www.whitchouse.gov /omb /circulars /index.html
• California Emergency Services Act, Chapter 7 of Division 1 of
Title 2 of the Government Code - Provides the legal basis for
Emergency Management activities in California. Government
Code Section 8607 describes the Standardized Emergency
Management System.
• Grant Guide for Local Governments provided by OES.
The following documents produced and distributed by the OES can be used
as additional resources. They can be found on the OES website at:
www.oes.ca.aov.
• Local Emergency Planning Guidance
• State Plan
• SEMS/NIMS Regulations
March 15, 2006
Submit applications to OES' Regional Offices.
July 16, 2006
A performance report is due to OES' Regions for the
period October 1, 2005 through June 30, 2006.
September 30, 2006
All grant activities must be completed and all funds
disbursed.
October 31, 2006
A performance report is due to OES' Regions for the
period of July 1, 2006 through September 30, 2006.
Contimed on next page
FY 06 ENIPG Grant Guide for Local Government
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Part One — Grant Overview, Continued
0
Contact Technical assistance is available throughout the application and grant
Information performance process. Contact your OES Region at one of the following
numbers:
Coastal Region (510) 286 -0895
Inland Region — (916) 845 -8470
Southern Region (562) 795 -2900
FY 06 EMPG Greet Guide for Local Govemment Page 16
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Part Two — Program Specific Information
Program The purpose of the FY06 EMPG is to support comprehensive emergency
Overview management and to encourage the improvement of mitigation, preparedness,
response and recovery capabilities for all hazards. Funds provided under
the EMPG may, and should, be used to support activities that contribute to
the OA's capability to prevent, prepare for, mitigate against, respond to and
recover from emergencies and disasters, whether natural or man-made.
Towards this end, OES has established emergency management priorities,
goals and objectives for California. OA activities under this grant must be
tied to these priorities, goals and objectives.
Director's _ Listed below are ten key elements that the Director is emphasizing for the
Emphasis 2006 EMPG program. These are to be considered the minimum program
activities for the Operational Areas to accomplish within the program period.
I . Initiating the integration of NIMS into existing emergency
management programs, plans and procedures
2. Completing NIMCAST baseline assessment
3. Formulating a NIMS implementation plan
4. Conducting at least one operational area (OA) council meeting
annually
5. Participating in MARAC and SEMS Specialist meetings
6. Establishing a regular EOP review cycle and maintenance plan
7. Participating in SEMS/NIMS training
8. Establishing and implementing an all- hazards, progressive exercise
program
9. Establishing or enhancing duty officer systems and procedures
10. Developing after action reports for emergency response
Continued on next page
FY 06 EMPG Gmnt Guide for Local Govemment
Part Two — Program Specific Information, Continued
Goals and The goals and objectives of the state are described in Appendix B. These are
Objectives not all of the goals and objectives from the state's strategy, only those relative
to the implementation of the EMPG program. The goals address seven main
categories:
1. Hazard Mitigation
2. Emergency Planning
3. Emergency Preparedness
4. Training, Exercises and Evaluation
5. Communications, Alert and Warning
6. Emergency Response
7. Recovery
Eligible Eligible activities are those that support the goals and objectives listed in
Activities and Appendix B, and must be tied to a project with a measurable outcome.
Projects
Continued an next page
FY 06 EMPG Grant Guide for Local Government Page 18 of 51 9
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Part Two — Program Specific Information, Continued
Eligible Costs To be allowable under federal awards, costs must meet the criteria as stated in
OMB Circular No. A -87, Attachment A.
Eligible cost categories are as follows:
Personal Services
This includes salary, overtime, compensating
time off and associated fringe benefits.
Travel
Recipients must follow their own established
travel policy. If they have no established policy,
the must follow the state's travel policy.
Equipment
This is defined as property having a useful life of
more than one year and an acquisition cost of
$5,000 or more er unit.
Operating expenses
This includes all items not defined as equipment
such as printing, postage, communications, data
processing,
Contractors /consultants
Ibis includes funds allocated for contractual
agreements.
Pass through to locals
This includes the funds being passed through to
cities and/or other political entities.
Indirect Costs
Rate is based on what is included in the indirect
cost proposals approved by the cognizant federal
agency-
FY 06 EMPG Gem Guide for Local Gove ert Page 19 of 51 10
0
Part Three — Application Requirements and Process
Application
The application must include the following:
Components
• Application for Assistance
• Project Narrative
• Project Budget Summary Worksheet
• Governing Body Resolution
• Grant Assurances
Mailing
The application must be mailed to your Regional office:
Address
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 408 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
Application for
The Application for Assistance form is the coversheet for the application. It
Assistance
identifies the applicant, the authorized agent and contact person for the grant
and their addresses, the maximum award amount and the amount the OA is
requesting. It must be signed by the authorized agent and, after review, it is
approved by OES. This document serves as the contractual basis for the
award of funds.
Project The project narrative must include the following:
Narrative
• An OA assigned number for the project.
• A project title and description.
• The goal and objective (from Appendix B) that the project supports.
• Projects should be presented in terms of what will be accomplished.
For example, if training is planned, the jurisdiction must indicate what
the training is expected to accomplish. The jurisdiction should clearly
indicate how it would know its purpose has been accomplished.
The project narrative forms the basis for the performance reports and OAs
will be expected to report progress on each project.
Continued on next page
FY 06 EMPG Grant Guide for Local Government Page 20 of 51 t 1
0 0
Part Three — Application Requirements and Process, continued
Budget A budget must be developed for each project and itemized on the Budget
Summary Summary Worksheet. The total of all projects should equal the amount
Worksheet requested on the Application for Assistance.
The following expenses need to be itemized:
• Personal Services
• Equipment
• Operating Expenses
• Travel
• Contractors /consultants
• Pass through to locals
• Indirect Costs
Governing The Governing Body Resolution appoints agents authorized to execute any
Body actions necessary under this grant. OAs are not required to create a new
Resolution Governing Body Resolution with the FY06 EMPG application if the one on
file with OES is current, however, a copy of your resolution needs to be filed
with your application.
Grant The Grant Assurances form lists the requirements to which the OA will be
Assurances held accountable. OAs are required to file a new Grant Assurances form with
the FY06 EMPG application.
Application The application package must be submitted to OES by March 15, 2006.
Due Date Incomplete applications will not be approved.
Approval of OES will notify the OA, in writing, of the approved application, award
Application amount and performance period.
FY 06 EMPG Gmt Guide for Local Govc=ent Page 21 of 51 12
0
Part Four — Performance Period Activities
Reimbursement FY06 EMPG funds will be disbursed on a reimbursement basis, by project,
of Eligible using the Reimbursement Request form included in Appendix C.
Costs
OAs are strongly encouraged to submit reimbursement requests as soon as
costs have been incurred and vendor invoices have been received. The cost of
employee labor and expenses has been incurred as soon as the time has been
worked or the expense has been paid. Vendor costs have been incurred when
the purchasing jurisdiction has received the vendor's invoice for payment.
Encumbrances, purchase orders or signed contracts do not qualify as incurred
costs.
NOTE. Payments can only be made if the OA has an:
Approved Application
Valid Governing Body Resolution
Valid Grant Assurance
Revision All changes to the OA's approved Project Narratives and Project Budget
Requests Worksheets must be submitted to OES in writing and approved prior to
initiating the revised scope of work or incurring the associated expenditures.
These changes can be requested as part of the performance report process.
However, OAs are not precluded from submitting revision requests to OES at
any time during the performance period.
Failure to submit revision requests and receive approval prior to expenditure
could result in a reduction or disallowance of that part of the grant.
Performance OAs must prepare and submit a performance report to OES for the duration of
Report the performance period, or until all grant activities are completed and the
grant is formally closed. The report must include the status of all projects, as
well as other requested information and data. The report is due to OES July
16, 2006.
A performance report template, with instructions, will be distributed under
separate cover prior to the deadline for the first report. Failure to submit your
performance report could result in grant reduction, termination or suspension.
Continued on neat page
FY 06 EWG Gantt Guide for Local Government Page 22 of 51 13
0 0
Part Four — Performance Period Activities, Continued
Interest In accordance with Title 44, Code of Federal Regulations, Part 13.21, any
Earnings interest earned, in excess of $100 per federal fiscal year, must be remitted
quarterly to:
United States Department of Health and Human Services
Division of Payment Management Services
Post Office Box 6021
Rockville, MD 20852
NOTE: The transmittal letter included with the check should indicate that the
OA is returning interest earned on FY06 EMPG funds.
A copy of the transmittal letter should be sent to your Regional office at:
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 408 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
Monitoring The state may perform periodic reviews of the OA's grant performance.
Grant These reviews may include, but are not limited to:
Performance
• Comparing actual grant activities to those approved on the Project
Narrative and Budget Worksheet.
• Confirming compliance with:
— Grant Assurances.
— Information provided on the performance reports.
Record Specific requirements for record retention can be found in Title 44, CFR, Part
Retention 13.42
Requirements
In the Grant Closeout letter, OES will notify the OA of the start of the record
retention period for programmatic and financial records.
Continued on next page
FY 06 EWG Gram Guide for Local Government Page 23 of 51 14
0
•
Part Four — Performance Period Activities, Continued
Accessibility of The federal Department of Homeland Security, the DHS Office of Inspector
Records General, the Comptroller General of the United States, OES, and any of their
authorized representatives, shall have the right of access to any books,
documents, papers, or other records which are pertinent to the grant, in order
to make audits, examinations, excerpts and transcripts. The right of access is
not limited to the required retention period but shall last as long as the records
are retained. Refer to 44 CFR 13.42 for more information about accessibility
of records.
Suspension Or Should a jurisdiction materially fail to comply with any term of an award,
Termination whether stated in a Federal statute or regulation, an assurance, in a state plan
or application, a notice of award, or elsewhere, OES may take one or more of
the following actions:
• Temporarily withhold cash payments pending correction of the
deficiency by the jurisdiction;
• Disallow all or part of the cost of the activity or action not in
compliance;
• Wholly or partly suspend or terminate the current award for the
jurisdiction's program;
• Withhold further awards for the program; or
• Take other remedies that may be legally available.
Before taking action; the state will provide the jurisdiction reasonable notice
of intent to impose measures and will make efforts to resolve the problem
informally. For more details on enforcement, see 44 CFR Part 13.43.
FY 06 EWG Grant Guide for Local Govemment Page 24 of 51 is
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Part Five — Grant Closeout
Final Grant The performance report due to OES by October 31, 2006 (unless extended),
Report will serve as the final grant report.
Closeout OES will review the OA's final performance report for compliance with all
Review and grant conditions. After compliance has been verified, OES will notify the
Notification OA, in writing, of the grant closure and record retention requirements.
Financial If the final performance report indicates that the OA:
Reconciliation
of Grant Funds . is owed additional funds, OES will send the final payment
automatically to the OA.
• did not use all funds received, OES will issue an Invoice to recover
unused funds.
Audit OAs, and their recipients, must comply with the audit requirements contained
Requirements in OMB Circular A -133 and Title 44, CFR, Part 13.26.
FY 06 6MPG Grant Guide for Local Govemment Page 25 of 51 16
0
Appendices
List of A — Allocations to Operational Areas
Appendices B — State OES Goals and Objectives
C — Forms
D — Acronyms
E — Definitions
E
FY 06 EMPG Grant Guide for Local Government Page 26 of 51 17
Appendix A - Allocations to Operational Areas
FY 06 EMPG Allocations
County
Population
Base
Per Capita
Total Allocation
ALAMEDA
1,507,500
$50,000
$169.827
$219,827
ALPINE
1,262
$50,000
$142
$50142
AMADOR
37,574
$50,000
$4,233
$54,233
BUTTE
214,119
$50,000
$24,121
$74,121
CALAVERAS
44,796
$50,000
$5,046
$55,046
COLUSA
20,880
$50,000
$2,352
$52,352
CONTRA COSTA
1,020,898
$50,000
$115,009
$165,009
DEL NORTE
28,895
$50,000
$3,255
$53,255
EL DORADO
173,407
$50,000
$19,535
$69,535
FRESNO
883,537
$50,000
$99,534
$149,534
GLENN
28,197
$50,000
$3,177
$53,177
HUMBOLDT
131,334
$50,000
$14,795
$64,795
IMPERIAL
151,800
$50,000
$18228
$68,228
INYO
18,592
$50,000
$2,094
$52,094
KERN
753,070
$50,000
$134,837
KINGS
144,732
$50,000
$66,305
LAKE
63,250
$50,000
$57,125
LASSEN
35,455
$50,000
M$28""',8444
$53,994
LOS ANGELES
10,226,506
$50,000
$1,202,063
MADERA
141,007
$50,000
$65,885
MARIN
252,485
$50,000
$78,444
MARIPOSA
17,991
$50,000
$2,027
$52,027
MENDOCINO
89,974
$50,000
$10,136
$60,136
MERCED
240,162
$50,000
$27,055
$77,055
MODOC
9,700
$50,000
$1,093
$51,093
MONO
13,563
$50,000
$1,528
$51,528
MONTEREY
425,102
$50,000
.$47,890
$97,890
NAPA
133,294
$50,000
$15,016
$65,016
NEVADA
98,955
$50,000
$11,148
$61148
ORANGE
3,056,865
$50,000
$344,370
$394,370
PLACER
305,675
$50,000
$34,436
$84,436
PLUMAS
21,231
$50,000
$2,392
$52,392
RIVERSIDE
1,877,000
$50,000
$211,453
$261,453
SACRAMENTO
1,369,855
$50,000
$154,320
$204,320
SAN BENITO
57,602
$50,000
$6,489
$56,489
SAN BERNARDINO
1,946,202
$50,000
$219,249
$269,249
SAN DIEGO
3,051,280
$50,000
$343,741
$393,741
SAN FRANCISCO
79--9,2-6--3
$50,000
$90,041
$140,041
SAN JOAQUIN
653,333
$50,000
$73,601
$123,601
SAN LUIS OBISPO
260,727
$50,000
$29,372
$79,372
SAN MATEO
723,453
$50,000
$81,500
$131,500
SANTA BARBARA
419 260
$50,000
$47.232
$97,232
SANTA CLARA
1,759,585
$50,000
$198,225
$248,225
FY 06 EMM Grant Guide for Local Government Page 27 of 51 Is
0 0
SANTA CRUZ
260,240
1
$50,000
1
1 $29,317
$79,317
SHASTA
178,197
$50,000,
$20,075
$70,075
SIERRA
3,538
$50,000
$399
$50,399
SISKIYOU
45,819
$50,000
$5,162
$55,162
SOLANO
421,657
$50,000
$47,502
$97,502
SONOMA
478,440
$50,000
$53,898
$103,898
STANISLAUS
504,482
$50,000
$56,832
$106,832
SUTTER
B-8-945
$50,000
$10,020
$60,020
TEHAMA
60,019
$50,000
$6,761
$56,761
TRINITY
13,749
$50,000
$1,549
$51,549
TULARE
409,871
$50,000
$46,174
$96,174
TUOLUMNE
58,504
$50,000
$6,591
$56,591
VENTURA
813,052
$50,000
$91,594
$141,594
YOLO
187,743
$60,000
$21,150
$71,150
YUBA
66,734
$50,000
$7,518
$57,518
TOTALS
36,810,358
$2,900,000
$4,146,857
$7.D49-897
FY 06 EWG Grant Guide for Local Govem rent Page 28 of 51 19
• •
Appendix B — State OES Goals and Objectives
Goal A
Hazard Mitigation
Reduce the impact of disasters and other catastrophic events through effective
Hazard Mitigation measures. This may include:
Obiectives
Al Review and update identified hazards and risk assessment
A2 Develop and maintain existing hazard mitigation plans under DMA 2000
A3 Integrate hazard mitigation activities in all pertinent agency programs.
A4 Maximize the use of hazard mitigation funding to reduce the impact of future disasters.
A5 Develop a strategy for the utilization of all hazards risk assessment.
A6 Maintain collaborative and cooperative relationships with the scientific and technical
communities for all hazards.
Goal B
Emergency Planning
Update emergency laws, plans and procedures to be compliant with the Emergency
Services Act (which includes SEMS) and NIMS.
Obiectives
131 Initiate the integration of NIMS into existing emergency management programs, plans
and procedures.
B2 Complete NIMCAST baseline assessment.
FY 06 EI.TG Grant Guide for Local Govemmeot Page 29 of 51 20
0
0
Appendix B — State OES Goals and Objectives, continued
Goal B
Obiectives continued
B3 Formulate a NIMS implementation plan.
B4 Conduct at least one operational area (OA) council meeting annually.
B5 Participate in MARAC and SEMS Specialist meetings.
B6 Establish a regular EOP review cycle and maintenance plan.
B7 Participate in the Emergency Management Accreditation Program (EMAP).
B8 Participate in regional and sub - regional planning efforts such as:
• Dam Evacuation Planning
• Mass Evacuation Planning
• Tsunami Planning
• Health and Medical Planning
• Transportation Planning
• Care and Shelter Planning
• Communications Planning
• Local Emergency Planning Committee (LEPC)
• Special hazard planning, e.g. fire risk, flood risk, etc.
• Public/Private Partnerships and Community Based Organizations (CBOs)
• Plans and procedures to integrate private resources into emergency response
and recovery efforts
• Catastrophic Disaster Planning
• Developing a Regional Emergency Coordination Plan (RECP)
B9 Ensure continuity of operations plans (COOP) and continuity of government (COG)
planning.
B10 Enhance and coordinate mutual aid programs throughout the OA.
B I I Integrate lessons learned from After Action Reports for disasters into documents,
procedures and processes.
FY 06 ENTG Grant Guide for Local Government Page 30 of 51 21
0
Appendix B — State OES Goals and Objectives, Continued
Goal C
Emergency Preparedness
Promote and support regional and sub - regional emergency preparedness efforts.
Obiectives
C1 Develop and/or maintain Public Education Programs.
C2 Participate in state and local risk - reduction campaigns such as:
• Earthquake Preparedness
• Storm Ready
• Tsunami Ready
• Tribal Government emergency management outreach
C3 Promote individual and business preparedness and mitigation, including provision of
risk communication to Operational Areas, Local Jurisdictions, businesses, non -profit
and community based organization through building constituencies, contacts and
relationships.
C4 Develop and/or maintain Earthquake Preparedness Program.
C5 Ensure that local OES has a program and procedures to utilize volunteers and volunteered resources.
C6 Ensure state and local agencies are prepared to respond to all hazards including terrorist acts.
C7 Support and assist state and local agencies efforts to obtain equipment that can be used to prevent, or
respond to either potential or actual terrorist acts.
Goal D
Training, Exercise and Evaluation
Develop, present and participate in training classes and exercises.
Objectives
Dl Participate in SEMSNIMS training.
D2 Establish and implement an all- hazards, progressive exercise program.
D3 Complete after action reports.
D4 Implement corrective actions.
Continued on next page
FY 06 EMPG Gram Guide for focal Govemment Page 31 of 51 22
E
0
Appendix B — State OES Goals and Objectives, continued
Goal E
Communications, Alert and Warning
Enhance and maintain emergency communications systems. Provide for the rapid
assessment and, as appropriate, verification, impact analysis and timely
notification of predictions, forecasts and /or warnings of potential and/or actual
emergencies or disasters, including terrorism and weapons of mass destruction
(WMD), in order to maximize protective actions, emergency preparedness and to
enhance response effectiveness.
Obiectives
El Increase the agency's capability to assess impending threats and issue warnings.
E2 Enhance Regional, County (OA) and City EOC interoperable communications systems,
including, but not limited to:
• Radio systems
• Video conferencing
• Enhanced OASIS
• Compatible emergency information management systems, such as
RIMS
E3 Develop emergency public information.
E4 Improve the agency's ability to maintain day -to -day operations during disaster response
and recovery periods.
E5 Streamline and standardize administrative and program procedures.
E6 Improve communications with OES constituents, legislators and special interest groups.
Continued on next page
FY 66 ENOG Greet Guide for Local Government Page 32 of 51 23
0
Appendix B — State OES Goals and Objectives, Continued
Goal F
Emergency Response
Establish or enhance emergency operations facilities, equipment and capabilities.
Obiectives
Fl Enhance EOC facilities, equipment and capabilities.
F2 Establish alternate essential facilities.
F3 Establish or enhance duty officer systems and procedures.
F4 Establish and enhance resource inventories.
F5 In coordination with State OES Regions, develop Emergency Manager's Mutual Aid
(EMMA) EOC support teams.
F6 Develop after action reports.
F7 Implement corrective actions.
F8 Ensure a smooth transition from Response to Recovery.
F9 Improve communications with OES constituents, legislators and special interest
groups.
Continued on next page
FY 06 EMPG Grant Guide for Local Government Page 33 of 51 24
0
Appendix B - State OES Goals and Objectives, Continued
Goal G
Recovery
Enhance capabilities to rapidly recover from the impacts of emergencies and
disasters. To provide for: an efficient, integrated and comprehensive transition
process from response to recovery operations; effective disaster assistance to
impacted individuals, businesses and public agencies; longer -term reconstruction
activities; and, mitigation and risk management initiatives.
Obiectives
G1 Develop recovery plans and programs.
G2 Establish recovery organizations and partnerships.
G3 Develop after action reports.
G4 Implement corrective actions.
G5 Improve communications with OES constituents, legislators and special interest groups.
G6 Provide advocacy and necessary training and information to those seeking disaster
assistance.
G7 Anticipate and address recovery issues with local governments, state agencies, private
organizations and the federal government in a timely and effective manner.
G8 Establish programs and streamline processes to improve customer service.
FY 06 Eh PG Gmt Guide for Local Government Page 34 of 51 25
0
Appendix C — Forms
40
Forms The forms required for this grant include the following:
• Application for Assistance
• Program Narrative
• Budget Summary Worksheet
• Governing Body Resolution
• Grant Assurances
• Reimbursement Request
FY 06 EhDG Grant Guide for Local Govemrnent Page 35 of 51 26
• •
FY 2006 Emergency Management Performance Grant
Application for Assistance
Applicant:
(County)
Contact Information:
Authorized Agent Mailing Address Name/Title
City, State, Zip Code
Allocated Amount (from Appendix A)
Amount Requested per Budget
Summary Worksheet
Area Code /Of flue Telephone Number
E -Mail Address
Application Checklist— The following items must be included with this grant application package:
Application for Assistance _ Governing Body Resolution (if required)
Program Narrative Grant Assurances (if required)
_ Budget Summary Worksheet
Certification and Signature of Authorized Agent
1 am the duly appointed Authorized Agent and have the authority to apply for this grant and submit this application on
behalf of the Operational Area.
Signature of Authorized Agent
Printed Name
Title Date
Page 36 of 51
0
Applicant Name:
PROJECT NARRATIVE
Award Number: EMF- 2004 -GR -0402
Project #:
Project Title:
Goal/Objective (from Appendix B) Supported by the Project:
Project Description:
Performance Measures — (How will progress be measured?):
0
FY 06 EMPG Gran[ Guide for Local Government Page 37 of 51 28
0
BUDGET SUMMARY WORKSHEET
0
Line llem
Project
#1
Projert#2
Project #3
Project 44
Project#5
Project #6
Project #7
Project #8
TOTAL
Personal Services
Equipment
Operating Expenses
Travel
Contractors/consultants
Pass thru to locals
Indirect Costs
Overhead
TOTAL
FY 06 EMFO Gram Guide for Loral CievWm6pIR Page 38 of 51 29
Governing Body Resolution
BETT RESOLVED BYTHE
(Governing Body)
OF THE THAT
(Name of Applicant)
, OR
(Name or Title of Authorized Agent)
OR
(Name or Title of Authorized Agent)
,
(Name or Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the named applicant, a public entity
established under the laws of the State of California, any actions necessary for the purpose of
obtaining federal financial assistance provided by the federal Department of Homeland Security
and subgranted through the State of California.
Passed and approved this
day of
Certification
20
I, duly appointed and
(Name)
of the
(Governing Body)
do hereby certify that the above is a true and correct copy of a resolution passed and approved by
the of the on the
(Governing body) (Name of Applicant)
day of
(Official Position)
(Signature)
(Dare)
20
FY 06 EvIPG Grant Guide for Local Government Page 39 of 51 30
E
Instruction Sheet for the Governing Body Resolution
Purpose The purpose of the Governing Body Resolution is to appoint individuals to
act on behalf of the governing body and the OA.
Authorized The Governing Body Resolution allows for the appointment of individuals
Agent(s) or positions. For each person or position appointed by the governing body,
submit the following information, with the resolution, to OES on the
applicant's letterhead:
❑ Jurisdiction
❑ Telephone
❑ Grant Program
❑ Fax #
❑ Name
❑ Cell Phone #
• Title
❑ E -Mail Address
• Address
• City
• Zip Code
Authorized . If the Governing Body Resolution identified Authorized Agents by
Agent Changes position and/or title, changes can be made by submitting new
Authorized Agent information to OES, as indicated above.
• If the Governing Body Resolution identified Authorized Agents by
name, a new Resolution is needed when any changes are made. The
information list above must also be submitted with the new
Resolution.
FY 06 EMPG Grant Guide for Local Government Page 40 of 51 31
0
0
FY 06 EMERGENCY MANAGEMENT PERFORMANCE GRANT
ASSURANCES, CERTIFICATIONS, TERMS AND CONDITIONS
ASSURANCES
The applicant hereby assures and .certifies compliance with all applicable Federal statutes,
regulations, policies, guidelines, and requirements, including OMB Circulars A -87, A -102, A-
133; Executive Order 12372 (intergovernmental review of federal programs); and 28 C.F.R. pts.
66 (administrative requirements for grants and cooperative agreements). The applicant also'
specifically assures and certifies that:
1. It has the legal authority to apply for federal assistance and the institutional, managerial, and
financial capability (including funds sufficient to pay any required non - federal share of project
cost) to ensure proper planning, management, and completion of the project described in this
application.
2. It will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or
personal gain.
3. It will give the awarding agency, the General Accounting Office, or the State of California,
through any authorized representative, access to and the right to examine all paper or
electronic records related to the financial assistance, and will establish a proper accounting
system in accordance with generally accepted accounting standards or agency directives.
4. It will comply with all lawful requirements imposed by the awarding agency, specifically
including any applicable regulations, such as 28 C.F.R. pts. 18, 22, 23, 30, 35, 38, 42, 61, and
63.
5. It will assist the awarding agency (if necessary) in assuring compliance with section 106 of the
National Historic Preservation Act of 1966 (16 U.S.C. § 470), Executive Order 11593
(identification and protection of historic properties), the Archeological and Historical
Preservation Act of 1974 (16 U.S.C. § 469 a4 et seq.), and the National Environmental Policy
Act of 1969 (42 U.S.C. § 4321).
6. It will comply (and will require any subgrantees or contractors to comply) with any applicable
statutorily- imposed nondiscrimination requirements, which may include the Omnibus Crime
Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42
U.S.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C.
§ 5672(b)); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973
(29 U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131 -34); the
Education Amendments of 1972 (20 U.S.C. § §1681, 1683, 1685 -86); and the Age
Discrimination Act of 1975 (42 U.S.C. §§ 6101 -07); see Ex. Order 13279 (equal protection of
the laws for faith-based and community organizations).
7. It will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the treatment of persons
displaced as a result of federal and federally- assisted programs;
S. It will comply with requirements of 5 U.S.C. §§ 1501 -08 and §§ 7324 -28, which limit certain
political activities of State or local government employees whose principal employment is in
connection with an activity financed in whole or in part by federal assistance.
FY 06 EMPG Grant Guide for Local Govemment Page 41 of 51 32
• •
9. It will initiate and complete the work within the approved performance period after receipt of
approval of the State of California.
10. It will comply with Standardized Emergency Management (SEMS) requirements as stated in
the California Emergency Services Act, Government Code, Chapter 7 of Division 1 of Title 2,
Section 8607.1(e) and CCR Title 19, Sections 2445, 2446, 2447, and 2448.
11. It has requested through the State of California, federal financial assistance to be used to
perform eligible work approved in the applicant's application for federal assistance. It will
after the receipt of federal financial assistance, through the State of California, agree to the
following:
a. To return to the State of California such part of the funds so reimbursed pursuant to the
above numbered application, which are excess to the approved actual expenditures.
b. In the event the approved amount of the above numbered project application is reduced, the
reimbursement applicable to the amount of the reduction will be promptly refunded to the
State of California.
CERTIFICATIONS
Applicants should refer to the regulations cited below to determine the certification to which they
are required to attest. Applicants should also review the instructions for certification included in
the regulations before completing this form. Signature of this form provides for compliance with
certification requirements under 28 CFR Part 69, "New Restrictions on Lobbying" and 28 CFR
Part 67, "Government -wide Debarment and Suspension (Non- procurement) and Government -
wide Requirements for Drug- Free Workplace (Grants)." The certifications shall be treated as a
material representation of fact upon which reliance will be placed when the State of California
determines to award the covered transaction, grant, or cooperative agreement.
1. LOBBYING - As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28
CFR Part 69, for persons entering into a grant or cooperative agreement over $100,000, as
defined at 28 CFR Part 69, the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the making of any Federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grant or cooperative agreement;
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal grant or cooperative agreement, the undersigned
shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in
accordance with its instructions found at www.whitehouse.gov /omb /grants.
(c) The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subgrants, contracts under grants
and cooperative agreements, and subcontracts) and that all sub - recipients shall certify and
disclose accordingly.
FY 06 EMPG Grant Guide for Loral Govemmem Page 42 of 51 33
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2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS (DIRECT
RECIPIENT)
As required by Executive Order 12549, Debarment and Suspension, and implemented at 28
CFR Part 67, for prospective participants in primary covered transactions, as defined at 28
CFR Part 67, Section 67.510
A. The applicant certifies that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible,
sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily
excluded from covered transactions by any Federal department or agency;
(2) Have 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;
(3) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the offenses
enumerated in paragraph (A)(2) of this certification; and
(4) Have not within a three -year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in this certification, he or
she shall attach an explanation to this application.
3. DRUG -FREE WORKPLACE REQUIREMENTS: Applicant will comply with the
requirements of the Drug -Free Workplace Act of 1990 and will provide a drug -free workplace
by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession or use of a controlled substance is prohibited and specifying
actions to be taken against employees for violations.
b. Establish a Drug -Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug -free workplace;
3) any available counseling, rehabilitation and employee assistance programs; and,
4) penalties that may be imposed upon employees for drug abuse violations.
c. Every employee who works on the proposed Agreement will:
1) receive a copy of the company's drug -free workplace policy statement;
2) agree to abide by the terms of the company's statement as a condition of employment on
the Agreement and,
3) notify the employer in writing of his or her conviction for a violation of a criminal drug
statute occurring in the workplace no later than five calendar days after such conviction.
FY 06 FWG Grant Guide for Local Govemment Page 43 of 51 34
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d. Notify the agency, in writing, within 10 calendar days after receiving notice under
subparagraph (c)(3) from an employee or otherwise receiving actual notice of such
conviction. Employers of convicted employees must provide notice, including position
title, to: Department of Justice, Office of Justice Programs, ATTN: Control Desk, 633
Indiana Avenue, N.W., Washington, D.C. 20531. Notice shall include the identification
number(s) of each affected grant.
e. Take one of the following actions, within 30 calendar days of receiving notice under
subparagraph (c)(3), with respect to any employee who is so convicted.
1) Take appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973, as
amended; or
2) Require such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health,
law enforcement, or other appropriate agency.
f. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of paragraphs (a), (b), (c), (d), and (e).
4. SWEATFREE CODE OF CONDUCT:
a. All applicants contracting for the procurement or laundering of apparel, garments or
corresponding accessories, or the procurement of equipment, materials, or supplies, other
than procurement related to a public works contract, declare under penalty of perjury that
no apparel, garments or corresponding accessories, equipment, materials, or supplies
furnished to the state pursuant to the subgrant have been laundered or produced in whole or
in part by sweatshop labor, forced labor, convict labor, indentured labor under penal
sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or
with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under
penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor.
The applicant further declares under penalty of perjury that they adhere to the Sweatfree
Code of Conduct as set forth on the California Department of Industrial Relations website
located at www.dir.ca.gov, and Public Contract Code Section 6108.
b. The applicant agrees to cooperate fully in providing reasonable access to the applicant's
records, documents, agents or employees, or premises if reasonably required by authorized
officials of the contracting agency, the Department of Industrial Relations, or the
Department of Justice to determine the contractor's compliance with the requirements
under paragraph (a).
5. DOMESTIC PARTNERS: For subgrants executed or amended after July 1, 2004, the
applicant may elect to offer domestic partner benefits to the applicant's employees in
accordance with Public Contract Code section 10295.3. However, the applicant cannot
require an employee to cover the costs of providing any benefits which have otherwise been
provided to all employees regardless of marital or domestic partner status.
TERMS AND CONDITIONS
The following laws apply to persons or entities doing business with the State of California.
FY 06 EMPG Grant Guide for Local Government Page 44 of 51 35
1. CONFLICT OF INTEREST: Applicant needs to be aware of the following provisions
regarding current or former state employees. If subgrantee has any questions on the status of
any person rendering services or involved with the Agreement, the awarding agency must be
contacted immediately for clarification.
Current State Employees (Public Contract Code §10410):
1) No officer or employee shall engage in any employment, activity or enterprise from which
the officer or employee receives compensation or has a financial interest and which is
sponsored or funded by any state agency, unless the employment, activity or enterprise is
required as a condition of regular state employment.
2) No officer or employee shall contract on his or her own behalf as an independent contractor
with any state agency to provide goods or services.
Former State Employees (Public Contract Code §10411):
1) For the two -year period from the date he or she left state employment, no former state
officer or employee may enter into a contract in which he or she engaged in any of the
negotiations, transactions, planning, arrangements or any part of the decision - making
process relevant to the contract while employed in any capacity by any state agency.
2) For the twelve -month period from the date he or she left state employment, no former state
officer or employee may enter into a contract with any state agency if he or she was
employed by that state agency in a policy - making position in the same general subject area
as the proposed contract within the 12 -month period prior to his or her leaving state
service.
If applicant violates any provisions of above paragraphs, such action by applicant shall render
this Agreement void. (Pub. Contract Code §10420)
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment of each meeting of the board or commission, payment for
preparatory time and payment for per diem. (Pub. Contract Code § 10430 (e))
2. LABOR CODE/WORKERS' COMPENSATION: Applicant needs to be aware of the
provisions which require every employer to be insured against liability for Worker's
Compensation or to undertake self-insurance in accordance with the provisions, and applicant
affirms to comply with such provisions before commencing the performance of the work of
this Agreement. (Labor Code Section 3700)
3. AMERICANS WITH DISABILITIES ACT: Applicant assures the State that it complies with
the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the
basis of disability, as well as all applicable regulations and guidelines issued pursuant to the
ADA. (42 U.S.C. 12101 et seq.)
4. APPLICANT NAME CHANGE: An amendment is required to change the applicant's name as
listed on this Agreement. Upon receipt of legal documentation of the name change the State
will process the amendment. Payment of invoices presented with a new name cannot be paid
prior to approval of said amendment.
FY 06 EMPG Gram Guide for Local Gov=M= Page 46 of 51 36
• •
5. RESOLUTION: A county, city, district, or other local public body must provide the State with
a copy of a resolution, order, motion, or ordinance of the local governing body which by law
has authority to enter into an agreement, authorizing execution of the agreement.
6. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the applicant shall not
be:
(1) in violation of any order or resolution not subject to review promulgated by the State Air
Resources Board or an air pollution control district;
(2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of
the Water Code for violation of waste discharge requirements or discharge prohibitions; or
(3) finally determined to be in violation of provisions of federal law relating to air or water
pollution.
Failure to comply with these requirements may result in suspension of payments under the
Agreement or termination of the Agreement or both and applicant may be ineligible for award of
any future State agreements if the department determines that any of the following has occurred:
the applicant has made false certification, or violated the certification by failing to carry out the
requirements as noted above. (Gov. Code §8350 et seq.)
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly
authorized to legally bind the prospective jurisdiction to the assurances and certifications listed
above.
By (Authorized Signature)
Name and Title of Person Signing
Date Executed
FY 06 EMPG Gram Guide for Local Government Page 46 of 51 37
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FY 06 Emergency Management Performance Grant (EMPG)
Payment Request for Grant Expenditures
Award #
Mail Reimbursement Request to your Reg o: na1 Office: Subgrantee:_
Governor's Office of Emergency Services
Coastal Region Inland Region
1300 Clay Street, Suite 408 3650 Schriever Avenue
Oakland, CA 94612 Mather, CA 95655
r"Wi7
Southern Region
4671 Liberty Avenue
Los Alamitos, CA 90720
Payment Request for which time period? (Check only one box per Payment request):
❑ 10/01/05 to 06/30/06 ❑ 07101106 to 09130/06
Project #
Federal Funds Requested for
the time period checked
above
Total Funds Expended to
Date
Total
Under penalty of perjury, I certify that:
• I am the duly Authorized Agent of the claimant herein.
• This payment request is in all respects true, correct, and in accordance with applicable
laws, rules, regulations, grant conditions and assurances.
• All funds requested as an advance will be expended within 120 days of this request.
• 'All funds requested as a reimbursement have been matched with local funds.
Authorized Agent (Per Governing Body Resolution /State Agency Signature Authority Form)
Printed Name
Title
Mailing Address
City, State, Zip Code
Phone No.
E -Mail Address
Fax No.
Signature Date
❑ Check this boa if this is a pa§bqVjWJbr the Authorized Agent.
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Instruction Sheet for the Reimbursement Request
Subgrantee
The subgrantee is the agency identified in the original grant application and indicated in the Notification of
Application Approval letter. Do not identify any sub - departments or offices as the applicant.
Award Number
The Award Number is identified on the Notification of Application Approval letter.
OES ID #
The OES ID# is identified on the Notification of Application Approval letter.
Payment Request
Indicate the time period for which funds are being requested. For reimbursements, the time period chosen
Period
should represent the period in which the grant funds have been expended. Only one period can be chosen per
payment request and the request period cannot cross state fiscal years; therefore, separate requests must be
submitted for expenditures incurred on or before June 30, and on or after July 1.
Definition of For the purposes of this form, expenditure is defined as the actual payment of funds, by subgrantees, to
Expenditure contractors, vendors, or employee labor, equipment, etc.
Project Number Indicate the project number as noted on the Project Summary which is attached to your Notification of
Application Approval letter.
Federal Funds For each project, indicate the amount of the federal funds being requested from your EMPG grant award. This
Requested for the should be exactly what you want us to reimburse you for. Do no include the local share.
time period
checked above
Total Funds In this column, indicate all funds expended so far for each project, including the local portion. This will help us
Expended to Date ensure you are meeting the match requirements.
Authorized Agent Complete all line items requested and ensure that the form is signed by an Authorized Agent named in the
Information Governing Body Resolution, or the State Agency Signature Authority form.
Address Changes Indicate a change of address by checking the box shown and noting the address in the area marked "mailing
address ". The new address will be used to update OES' records.
Supporting Supporting documents are not required to be submitted with the Payment Request; however, the state reserves
Documents the right to request documentation at any time. Subgrantees are reminded to maintain documents that support
the expenditure and reimbursement amounts shown on the request.
Mail Mail the original Payment Request form to OES at:
Governor's Office of Emergency Services
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 408 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
FY 06 EMPG Greet Guide for Local Government Page 48 of 51 39
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U
Appendix D — Acronyms
0
A & W
Alert and Warning
AAR
After Action Report
ARC
American Red Cross
ARP
Accidental Risk Prevention
BSA
California Bureau of State Audits
CAER
Community Awareness & Emergency Response
CaIARP
California Accidental Release Prevention
CaIEPA
California Environmental Protection Agency
CAR
Capability Assessment for Readiness
CBO
Community based organization
CBRN
Chemical, Biological, Radiological, or Nuclear materials
CDF
California Department of Forestry and Fire Protection
CDMG
California Division of Mines and Geology
CEC
California Energy Commission or California Emergency Council
CERCLA
Comprehensive Environmental Response, Compensation, and Liability Act
CERT
Community Emergency Response Team
CEPEC
California Earthquake Prediction Evaluation Council
CESRS
California Emergency Services Radio System
CFDA
Catalog of Federal Domestic Assistance
CFR
Code of Federal Regulations
CHIP
California Hazard Identification Program
CHMIRS
California Hazardous Material Incident Reporting System
CHP
California Highway Patrol
CLETS
California Law Enforcement Telecommunications System
COG
Continuity of Government
COOP
Continuity of Operations
CSTI
California Specialized Training Institute
CUPA
Certified Unified Program Agency
DAD
Disaster Assistance Division (of the state Office of Emergency Services)
DFO
Disaster Field Office
DGS
California Department of General Services
DHS
U.S. Department of Homeland Security
DHS -RHB
California Department of Health Services, Radiological Health Branch
DOC
Department Operations Center
DOE
Department of Energy (U.S.)
DOF
California Department of Finance
DOJ
California Department of Justice
DSR
Disaster Survey Report
DSW
Disaster Service Worker
DWR California Department of Water Resources
EAS Emergency Alerting System
EDIS Emergency Digital Information System
EERI Earthquake Engineering Research Institute
EMA Emergency Management Assistance
EMAP Emergency Management Accreditation Program
EMF Emergency Management Function
EMI Emergency Management Institute
EMMA Emergency Managers Mutual Aid
EMPG Emergency Management Performance Grant
EMS Emergency Medical Services
EOC Emergency Operations Center
EOP Emergency Operations Plan
EPA Environmental Protection Agency (U.S.)
EPEDAT Early Post Earthquake Damage Assessment Tool
FY 06 EMPG Grant Guide for Local Govemment Page 49 of 51 40
FY 06 EMPG Gram Guide for Local Government Page 50 of 51 41
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EPI
Emergency Public Information
EPIC
Emergency Public Information Council
EP&R
Emergency Preparedness and Response (1)HS Directorate)
ESF
Emergency Service Functions (Federal)
FEMA
Federal Emergency Management Agency
FIR
Final Inspection Reports
FBRESCOPE
Fire Fighting Resources of Southern California Organized for Potential Emergency
FMA
Flood Management Assistance
FSR
Feasibility Study Report
FY
Fiscal Year
GIs
Geographical information System
HAZMAT
Hazardous Material
HAZMIT
Hazardous Mitigation
HAZUS
Hazards- United States (an earthquake damage assessment prediction tool)
HCD
Housing and Community Development
HEICS
Hospital Emergency Incident Command System
HEPG
Hospital Emergency Planning Guidance
HIA
Hazard Identification and Analysis Unit
HMEP
Hazardous Materials Emergency Preparedness
HMGP
Hazard Mitigation Grant Program
IDE
Initial Damage Estimate
IA
Individual Assistance
IFGP
Individual & Family Grant Program
IPA
Information and Public Affairs (of state Office of Emergency Services)
IRG
Incident Response Geographic Information System
LEMA
Law Enforcement Mutual Aid
LEPC
Local Emergency Planning Committee
MARAC
Mutual Aid Regional Advisory Council
MOU
Memorandum of Understanding
NBC
Nuclear, Biological, Chemical
NEMA
National Emergency Management Agency
NEMIS
National Emergency Management Information System
NFIP
National Flood Insurance Program
NIMCAST
National Incident Management Capability Assessment Tool
NIMS
National Incident Management System
NOAA
National Oceanic and Atmospheric Association
NPP
Nuclear Power Plant
NSF
National Science Foundation
NWS
National Weather Service
OA
Operational Area
OASIS
Operational Area Satellite Information System
OCC
Operations Coordination Center
OES
California Governor's Office of Emergency Services
OSHPD
Occupational Safety and Health Protection Division
OSPR
Oil Spill Prevention and Response
PA
Public Assistance
PDA
Preliminary Damage Assessment
PIO
Public Information Office
POST
Police Officer Standards and Training
PSA
Public Service Announcement
PTAB
Planning and Technological Assistance Branch
RAMP
Regional Assessment of Mitigation Priorities
RAPID
Railroad Accident Prevention & Immediate Deployment
RDO
Radiological Defense Officer
RDMHC
Regional Disaster Medical Health Coordinator
REOC
Regional Emergency Operations Center
REPI
Reserve Emergency Public Information
FY 06 EMPG Gram Guide for Local Government Page 50 of 51 41
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RES
Regional Emergency Staff
RIMS
Response Information Management System
RMP
Risk Management Plan
RPU
Radiological Preparedness Unit (OES)
RRT
Regional Response Team
SARA
Superfund Amendments & Reauthorization Act
SAP
Safety Assessment Program
SBA
Small Business Administration
SEMS
Standardized Emergency Management System
SEPIC
State Emergency Public Information Committee
SLA
State and Local Assistance
SONGS
San Onofre Nuclear Generating Station
SOP
Standard Operating Procedure
SWEPC
Statewide Emergency Planning Committee
TRU
Transuranic
UPA
Unified Program Account
USAR
Urban Search and Rescue
USGS
United States Geological Survey
WC
California State Warning Center
WIPP
Waste Isolation Pilot Project
WMD
Weapons of Mass Destruction
FY 06 EMPG Gram Guide for Local Government Page 51 of 51 42