HomeMy WebLinkAboutC-4047 - Agreement to Transfer Property or Funds for 2007 Homeland Security Grant Program Purposes!' 441
2644 SANTIAGO CANYON RD
SILVERADO, CA 92676 -9791
(714) 647 -7000
March 5, 2008
Dear Sir or Madame:
•
SHERIFF - CORONER DEPARTMENT
COUNTY OF ORANGE
CALIFORNIA
OPERATIONS SUPPORT DIVISION
C_go47
JACK ANDERSON
ACTING AS THE
SHERIFF - CORONER
ASSISTANT SHERIFFS
JACK ANDERSON
STEVE BISHOP
JO ANN GALISKY
CHARLES WALTERS
The Orange County Sheriff - Coroner Department (Sheriff's Department), acting on behalf of the Orange
County Operational Area, has received authorization to begin spending of FY07 Homeland Security
Grant Program ( "HSGP ") funds; these funds include:
- State Homeland Security Grant Program (SHSP),
- Law Enforcement and Terrorism Prevention Program (LETPP), and
- Metropolitan Medical Response Systems (MMRS).
In order to reimburse you for any future expenditures you may be approved for relating to the FY07
HSGP, we need to establish a transfer agreement between our agencies. For this purpose, enclosed
please find two copies of the Agreement to Transfer Property or Funds for 2007 Homeland Security
Grant Program ( "Agreement'). Each has been signed by Acting- Sheriff Jack Anderson. Below is a
brief description of the components of these Agreements and needed actions associated with them:
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING CITIES AND AGENCIES:
AUSO VIEJO • DANA POINT . LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA • SAN CLEMENTE • SAN JUAN CAPISTRANO STANTON • VILLA PARK
HARBORS. BEACHES & PARKS • JOHN WAYNE AIRPORT . OCTA • SUPERIOR COURT
DRUG USE
IS
AB E
DILseription
Transfer Agreement, plus attachments
Action Needed
Please have your authorized agent sign page
4 of the Agreement
Please have your City Clerk sign and seal
page 4 of the Agreement
Attachment A: FYV California
Included for reference
Supplement to Federal Program Guidelines
Attachment B: Approved Project
Included for reference
Descriptions
Office of Homeland Security Grant
Please have your authorized agent sign
Assurances
Governing Body Resolution (sample in
Provide a copy of your Governing Body
Attachment A, page 20)
Resolution
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING CITIES AND AGENCIES:
AUSO VIEJO • DANA POINT . LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA • SAN CLEMENTE • SAN JUAN CAPISTRANO STANTON • VILLA PARK
HARBORS. BEACHES & PARKS • JOHN WAYNE AIRPORT . OCTA • SUPERIOR COURT
DRUG USE
IS
AB E
0
March 5, 2008
Page 2 of 2
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If you have any questions or need additional information, please contact me at manderson @ocsd.org or
714- 628 -7158.
Sincerely,
%ice _
Michelle Anderson
Grants Manager, Mutual Aid Bureau
Orange County Sheriffs Department
2644 Santiago Canyon Road
Silverado, CA 92676
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•
AGREEMENT TO TRANSFER PROPERTY OR FUNDS
FOR 2007 HOMELAND SECURITY GRANT PROGRAM PURPOSES
THIS AGREEMENT is entered into this day of M614 200 g, which
date is enumerated for purposes of reference only, by and between the VOUNTY OF ORANGE, a
political subdivision of the State of California, hereinafter referred to as "COUNTY", and
a (municipal corporation /special district/not-for -
profit corporation), hereinafter referred to as " SUBGRANTEE"
WHEREAS, COUNTY, acting through its Sheriff - Coroner Department in its capacity as the
lead agency for the Orange County Operational Area, has applied for, received and accepted a grant
from the State of California, acting through its Office of Homeland Security, to enhance county -wide
emergency preparedness, hereinafter referred to as "the grant ", as set forth in the grant documents that
are attached hereto as Attachments A (FY 07 CA Supplement to Federal Program Guidelines) and B
(2007 Homeland Security Grant Programs) and incorporated herein by reference.
WHEREAS, the terms of the grant require that COUNTY use certain grant funds to purchase
equipment, technology or services that will be transferred to SUBGRANTEE to be used for grant
purposes.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBGRANTEE the equipment, technology or services as
specified in Attachment B hereto, which is incorporated herein by reference. If the grant requires
COUNTY to transfer to SUBGRANTEE equipment, technology or services that COUNTY has not yet
acquired, COUNTY shall transfer said equipment, technology or services to SUBGRANTEE as soon
after acquisition by COUNTY as is reasonably practicable.
2. If COUNTY transfers grant funds to SUBGRANTEE, SUBGRANTEE shall use said
grant funds only to acquire equipment, technology or services as set forth in Attachment B hereto and/or
to perform such other grant functions, if any, for which Attachments A and B permit SUBGRANTEE to
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expend grant funds. SUBGRANTEE shall provide COUNTY with a budget breakdown signed by the I
authorized agent.
3. Throughout its useful life, SUBGRANTEE shall use any equipment, technology or I
services acquired with grant funds only for those purposes permitted under the terms of the grant, and
shall make it available for mutual aid response.
4. SUBGRANTEE shall exercise due care to preserve and safeguard equipment acquired I
with grant funds from damage or destruction and shall provide regular maintenance and repairs for said
equipment as are necessary, in order to keep said equipment in continually good working order. Such
maintenance and servicing shall be the sole responsibility of the SUBGRANTEE, who shall pay for
material and labor costs for any maintenance and repair of the said equipment throughout the life of the
said equipment.
5. SUBGRANTEE shall assume all continuation costs of said equipment, technologies
and/or services to include but not limited to upgrades, licenses and renewals of said equipment,
technologies and/or services.
6. If equipment acquired with grant funds becomes obsolete or unusable, SUBGRANTEE
I shall notify COUNTY of such condition. SUBGRANTEE shall transfer or dispose of grant- funded
equipment only in accordance with the instructions of COUNTY.
7. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and their
elected and appointed officials, officers, agents and employees from any and all claims and Iosses
accruing or resulting to any and all contractors, subcontractors, laborers, and any other person, fine or
corporation furnishing or supplying work services, materials or supplies in connection with
SUBGRANTEE's use of grant- funded equipment, technology or services and SUBGRANTEE's
performance of this Agreement, including Attachments A and B 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 SUBGRANTEE's use of grant- funded equipment, technology or services and
SUBGRANTEE's performance of this Agreement, including Attachments A and B hereto.
8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully bound
I by all applicable provisions of Attachments A and B hereto. SUBGRANTEE shall notify COUNTY
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1 immediately upon discovery that it has not abided or no longer will abide by any applicable provision of
2 Attachments A and B hereto.
3 9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
4 Auditor General with respect to this Agreement for a- period of three years after final payment
5 hereunder.
6 10. No alteration or variation of the terms of this Agreement shall be valid unless made in
7 writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
8 agreement not incorporated herein shall be binding on any of the parties hereto.
9 11. SUBGRANTEE may not assign this Agreement in whole or in part without the express
10 written consent of COUNTY.
11 12. For a period of three years after final payment hereunder or until all claims related to this
12 Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
13 documents, papers and records relevant to the work performed or property or equipment acquired mi
14 accordance with this Agreement, including Attachments A and B hereto. For the same time period,
15 SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency
16 from which COUNTY received grant funds or their duly authorized representative(s), for examination,
17 copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request during
18 usual working hours.
19 13. SUBGRANTEE shall provide to COUNTY all records and information requested by
20 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
21 required to provide to the agency from which COUNTY received grant funds or other persons or
22 agencies.
23 14. COUNTY may terminate this Agreement and be relieved of the payment of any
24 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained
25 in this Agreement, including Attachments A and B hereto, at the time and in the matter herein provided,
26 or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with
27 the work in any manner deemed proper by COUNTY.
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15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A and B hereto, and shall not be considered
officers, agents or employees of COUNTY or of the agency from which COUNTY received grant funds.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: , 2007 COUNTY OF ORANGE, a political
subdivision of the State of California
By //i
Sheriff -Coroner
"COUNTY"
APPROVED AS TO FORM:
COUNTY COUNSEL
By L= UC� 4,l�
Nicole A. Sims, Deputy
DATED: � 2007
DATED: q-15' 4 o SUBGRANTEE
ATTEST:
B �
Y
City Clerk
DATED: 7
7110, 2007
LOW
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Attachment A
0
Governor's Office of Homeland Security
FY07 Homeland Security Grant Program
California Supplement
Federal Program Guidance and Application Kit
Revised
June 1, 2007
0
Table of Contents
Section 2 — Subgrant Timeline 6
Timeline Chart 6
Section 3 — Key Changes 7
Key Changes and State Initiatives 7 -10
Section 4 — Subgrant Applications
Page
Section One — Overview
4
Federal Program Guidance and Updates
4
Purpose of the California Supplement
4
Eligible Subgrantees
4
Approval Authority Body (SHSP and LETPP only)
4
Subgrant Allocations
4
Tribal Governments
5
Public and Private Organizations
5
Management and Administrative Costs
5
State Contact Information
5
Section 2 — Subgrant Timeline 6
Timeline Chart 6
Section 3 — Key Changes 7
Key Changes and State Initiatives 7 -10
Section 4 — Subgrant Applications
11
State Application Components
11
Regional Approach
11
Applications Due
12
Application Approval
12
Governing Body Resolution
12
Grant Assurances
12
State Agencies
13
Section 5 — Post Subgrant Award
14
Post Award Modifications
14
Subgrantee Performance Reports
14
Monitoring Subgrantee Performance
15
Suspension or Termination
15
Closeout
16
Advances and Interest Earned on Advances
16
Payment Request Process
17
Non -G &T Developed Training Courses
17
Authorized Equipment List
18
Equipment Purchase Assistance Program
18
Section 6 - Forms 19
Governing Body Resolution — OA and UASI 20
Governing Body Resolution Instructions 21
Signature Authority — State Agency 22
State Agency Project Description Template 23
FY07 Homeland Security Grant Program Page 2
•
[ Left Blank Intentionally ]
FY07 Homeland Security Grant Program Page 3
• •
Section 1 - Overview
Federal The U.S. Department of Homeland Security (US DHS) published the FY 2007
Program Homeland Security Grant Program, Program Guidance and Application Kit
Guidance and on January 5, 2007.
Updates
The Guidance and Application Kit may be obtained at:
hiip: / /www.oip.usdoi. og v /odD /grants hsgo.htm.
Information US DHS also issues information bulletins which provide grant updates,
Bulletins information, clarification, and requirements throughout the life of the grant.
Information Bulletins:
hM: / /www.oi .ua sdoi.gov /odn /docs/bulletins.htm
Purpose of the The California Supplement to the Federal Program Guidance is intended to
California complement, rather than replace, the Guidance published by the United States
Supplement Department of Homeland Security's (US DHS), Office of Grants and Training.
The Supplement will emphasize differences between the FY 06 and FY 07
Homeland Security Grant Programs, and will include additional California
policies and requirements applicable to FY 07 HSGP.
Eligible Eligible subgrant recipients, referred to as subgrantees, differ for each
Subgrantees program. Generally, eligible subgrant recipients will remain the same as in FY
06.
- Operational Areas (OA)
- includes Metropolitan Medical Response (MMRS)
- Urban Area Security Initiative Jurisdictions (UASI)
State Agencies (SA)
Approval
Operational Areas must appoint an Anti - Terrorism Approval Body (Approval
Authority Body
Authority) to have final approval of the OA's application for SHSP and
(SHSP and
LETPP funds. The Approval Authority shall consist of the following
LETPP only)
representatives, and additional voting members may be added by a simple
majority vote of the following standing members:
• County Public Health Officer or designee responsible for Emergency
Medical Services
• County Fire Chief or Chief of Fire Authority
• Municipal Fire Chief (selected by the Operational Area Fire Chiefs)
• County Sheriff
• Chief of Police (selected by the Operational Area Police Chiefs)
Each member of the Approval Authority must provide written agreement with
the OA's application for SHSP and LETPP funds.
NOTE. A list of the Approval Authority Body members, and associated
contact information, must be submitted with the FY07 HSGP application.
Subgrantee Subsequent to US DHS's announcement of funding to California on
Allocations approximately July 5, 2007, subgrantee allocation information will be made
available via a OHS Grant Management Memorandum (GMM)
FY07 Homeland Security Grant Program Page 4
• •
Tribal NOTE: All subgrantees are encouraged to coordinate with Tribal
Governments Governments to ensure that Tribal needs are considered in the subgrantees'
applications.
Public and NOTE: Subgrantees may contract with any other public or private
Private organizations to perform eligible activities on approved projects.
Organizations
Management The subgrantee Management and Administrative (M &A) allowance is a
and maximum of 3% of the subgrant award on all FY 07 HSGP programs.
Administrative
Costs
State Contact All subgrantee application materials, related questions, comments and
Information correspondence should be directed to the address below.
Governor's Office of Homeland Security
ATTN: Grants Management Section
State Capitol
Sacramento, CA 95814 -4900
(916) 324 -8908
(916) 324 -5902 Fax
OHS Regional Representatives may be located on the regional map at:
http : / /www.homeland.ca.gov /gmts.html
HAND DELIVERED APPLCATIONS WILL NOT BE ACCEPTED
Important
Note:
Governor's Office of Homeland Security Website
OHS website http: / /www.homeland.ca.gov/
Office for Domestic Preparedness Secure Portal
Access to httos : / /odi).esportals.com/index.cfm
Secure portal
To obtain access to the ODP Secure Portal please contact BJ Bjornson,
Secure Portal Administrator, Office of Homeland Security, Training and
Exercise Program (T&E).
Bj.biomson@9hs.ca.gov Phone (916) 826 -4488
The FY 07 HSGP .Enhancement Plan, Threat Overview, Investment
Justifications are posted on the secure portal. It is important that
Important anyone needing access to these documents obtain access as soon as
Note: possible. The volume of requests to obtain portal access is greatly
increased as deadlines approach and processing times are increased
accordingly.
Grants Office for Domestic Preparedness, Grant Reporting Tool (GRT)
Reporting Tool https : / /www.reporting.odp.dhs:gov
FY07 Homeland Security Grant Program Page 5
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Section 2 - Subgrant Timelines
FY 07 HSGP US DHS Announcement of FY 07 HSGP
Subgrantee
Timeline FY 07 HSGP California Supplement release
First subgrantee application workshop
Last subgrantee application workshop
SAA application Due
US DHS Award
OHS release of Suballocations
Subgrantee applications due to OHS .
Subgrantee awards (60 days -US DHS award)
Subgrantee performance period begins
Subgrantee performance period ends
Final requests for reimbursement due
SAA Performance Period Ends
* Date approximate depending on US DHS award date
January 5, 2007
March 27, 2007
March 27, 2007
April 10, 2007
April 5, 2007
July 5, 2007*
July 9, 2007*
August 9, 2007*
Sept 5, 2007*
September 5, 2007
April 5, 2010
April 15, 2010
July 5, 2010
FY07 Homeland Security Grant Program Page 6
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Section 3 — Key Changes and State Initiatives
Key Changes and Counterterrorism Staffing Pilot for FY 07 UASI — As a pilot in FY 07,
State Initiatives Tier 1 UASI jurisdictions may use FY 07 UASI funds to support non-
overtime (or regular time) operational costs for existing positions that are'
currently assigned to full -time counterterrorism duties, including
intergovernmental assignments. Counterterrorism duties include such
activities as intelligence gathering, information sharing, and surveillance.
Costs associated with newly hired personnel or regular time for personnel at
all engaged in traditional public safety or non - counterterrorism duties in
these jurisdictions are ineligible. FY 06 UASI funds may also be used
retroactively for this activity.
Law Enforcement Training Set Aside — Local law enforcement and the
Peace Officers Standards and Training (POST) shall make available funds
for training law enforcement officers in terrorism awareness and in becoming
a Terrorism Liaison Officer (TLO). The OHS will be holding back ten
percent (10 %) of LETPP funds to awarded to California and award them to
POST for this purpose.
Terrorism Liaison Officer (TLO) — In an effort to continue to build
towards a comprehensive, integrated prevention network of information
sharing, all recipients of FY 07 Homeland Security Grant funds will be
required to demonstrate connectivity to a trained TLO; however, the TLO
does not have to reside in their agency. An initial roster must be
submitted at the time of application. Subgrantees must require
documentation for their subrecipients prior to the subaward of
homeland security grant funds.
CAL JRIES - The State Terrorism Threat Assessment Center (STTAC) and
Regional Terrorism Threat Assessment Centers ( MAC) are all linked by a
common information sharing system, the California Joint Regional
Information Exchange System (CAL JRIES), which provides date sharing
capabilities throughout the state. The JRIES is an integral component in the
information sharing network throughout the state. Applicants shall
document Cal JRIES access or an application for access to CAL DRIES
in their grant application to be eligible for funding. Access of an
application for access will be confirmed with the STTAC prior to final
application approval.
Regional Terrorism Threat Assessment Centers ( RTTAC) — To
compliment federal efforts, California has created four (4) mutually
supporting Regional Terrorism Threat Assessment Centers ( RTTAC) aligned
with the four (4) FBI Field Offices in the state (San Diego, Los Angeles, San
Francisco, and Sacramento), and a State Terrorism Threat Assessment Center
(STTAC), all linked by a common information sharing system (CAL JRIES).
Each RTTAC shall receive $1,000,000 in homeland security funding for FY
07.
FY07 Homeland Security Grant Program Page 7
Key Changes
and State Tactical Interoperable Communications Plans (TICP) - In FY 07
Initiatives participation in the California Statewide Interoperability Executive Committee
(cont) (CalSIEC) and the development of a Tactical Interoperable Communications
plans is strongly suggested. It is the intention of OHS to require participation
in CaISIEC and the development of a TICP as a condition of FY 08 HSGP
funding. CalSIEC is coordinating the development of the Statewide
Communications Interoperability Plan (SCIP) by November 2007 as required
by the federal guidance. Technical assistance in developing TICP is available.
Failure to Submit Required Reports — Many Subgrantees fail to fulfill the
periodic reporting requirements as required by the grant. Subgrantees who
miss a single reporting deadline will receive a letter addressed to their Board
of Supervisors informing them of the failure to report. Subgrantees who fail to
report twice in a row will have subsequent awards reduced by ten percent
(10 %) until timely reporting is reestablished.
Corrective Action Plans — The Monitoring and Audits Unit (MAU) is
actively conducting monitoring visits, both desk review and on -site, among
subgrantees. Many of these jurisdictions receive "findings" which necessitate a
Corrective Action Plan (CAP) on their part. Those subgrantees who fail to
submit a CAP as required shall have a "hold" placed on any future
reimbursements until the `finding" is resolved.
"On Behalf Of" — Consistent with the federal guidelines, the OHS may, in
conjunction with local approval authorities, designate funds "on behalf of
local entities that choose to decline or fail to utilize their homeland security
award in a timely manner.
Stakeholders Conference — OHS will conduct an annual stakeholder's
conference to receive statewide input across all disciplines. In FY 06 and FY
07 these conferences were call the "Program and Capability Review ". For
planning purposes, the conference will be he Sacramento each year the first
two weeks of December. This conference is an eligible planning activity.
Please be sure to include the cost to attend this stakeholder's conference in
your FY 07 HSGP application.
State Initiative Funding — In FY 07 HSGP, the OHS shall retain twenty
percent (20 1/o) of the SHSP, UASI, and LETPP funding awarded to California
for state initiatives. The State will pass 100% of the MMRS and CCP funding
to eligible subgrantees.
FY07 Homeland Security Grant Program Page 8
Key Changes
and State 10% Training Requirement - Generally, there are not state restrictions or
Initiatives preferences on how subgrantees allocate funds across eligible program
(cont) activities. However, not less than ten percent (10 %) of all subgrantee
applications must be allocated to G &T approved Training activities.
Exercises - Subgrantees must conduct threat- and performance -based exercises
in accordance with G &T's Homeland Security Exercise and Evaluation
Program (HSEEP) manuals. Once an exercise paid for with grant funds has
been scheduled, subgrantees must notify the Office of Homeland Security,
Training and Exercise Program (T &E) of the exercise date, time, location, and
point of contact information. T &E will maintain a web -based master schedule
of all exercises occurring throughout the state, to increase communication and
coordination of all exercises.
Important Exercise After Action Reports (AAR) and Improvement Plans (IP) must be
Note: provided to G &T within 60 days following the completion of each exercise.
Delivery to G &T is accomplished by posting the AAR and IP in the
appropriate portion of the G &T secure portal. Exercise costs will not be
reimbursed until an after action report has been posted on the secure
portal.
Golden Subgrantees scheduled to participate in Golden Guardian (GG) exercise
Guardian activities should program FY 07 HSGP funds into their subgrant
Costs application. OHS program representatives will be checking applications
from subgrantees scheduled to participate GG activities within the FY 07
HSGP grant performance period for adequate exercise funding.
ME is the subgrantee's point of contact for exercise related issues and
questions. Subgrantees may contact the ME at (916) 826 -4488, or by e-mail
to Bi.BjornsonQohs.ca.eov.
CDRCAP California Disaster Resource and Capability Assessment Project
( CDRCAP) — Travel costs to participate in the CDRCAP is an eligible
planning cost. Participants should coordinate with their operational area,
urban area or state agency to ensure the costs of participating in the project are
reflected in their respective application.
Allocations by Discipline — Subgrantees are no longer required to follow the
20/20/20/40 split regarding allocation percentages for SHSP funding.
FY07 Homeland Security Grant Program Page 9
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Key Changes Personnel Costs — In FY 07 HSGP the fifteen percent (15 %) cap on personnel
and State costs is not applicable to the Metropolitan Medical Response System (MMRS)
Initiatives or Citizen Corps Program (CCP) funding.
(cont)
Performance Bond — Many subgrantees were unable to procure large
equipment items due to problems with vendor delivery scheduled to occur after
the federal reporting period had expired. To assist with this issue, US DHS
allowed purchase of a "performance bond" wherein subgrantees procured the
item(s) in question, paid the money up front, and purchased a performance
bond to ensure delivery of the item after the grant period had expired.
Subgrantees must purchase a performance bond for any equipment item over
$250,000 or any vehicle (aircraft or watercraft) financed with homeland
security dollars.
Grant Management Capabilities — Applicants will be required to document
their grant management capabilities and include this information with their
application.
Financial Management Forms Workbook — an electronic copy of the OHS
Financial Management Forms Workbook V 1.07 must be submitted to the ODP
Secure Portal via email. Documents requiring an original signature will need
to be sent in hardcopy.
Late or Incomplete Applications - Late or incomplete applications will be
reviewed and/or denied at the sole discretion of the OHS.
FY07 Homeland Security Grant Program Page 10
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Section 4- Subgrant Applications
State Required A completed application will include all of the following components.
Application
Components . Completed OHS Financial Management Forms Workbook V 1.07
- Submitted electronically via email on the ODP Secure Portal
Application Cover Sheet
Grant Management Roster
Project Ledger
Project Description
Project — A thru T
- Investment Justification— Goals and Objectives
- Project Description
- Need for Project
- Status of Project
Equipment Inventory Ledger
Training Roster
Exercise Roster
Terrorism Liaison Officer (TLO) Roster
Authorized Agent form with appropriate signatures
• Project Description Narrative for State Agencies —Mailed
• Governing Body Resolution — Mailed
State Agency • Project Narrative — (State Agency Only) — Mailed
Project - Template available in Section 6
Narrative
• Signature Authority - Mailed
• Signed Original Grant Assurances —Mailed
- Available only in PDF format on the OHS website
The Financial Management Forms Workbook V 1.07 can be found at
htto: / /www.homeland.ca.aov /grants.html
NOTE: Subgrant awards will not be made until all required application
components have been approved by the state.
Regional Subgrantees must take a regional approach when determining the best use of
Approach FY 07 HSGP funds. Subgrantees must consider the needs of local units of
government and applicable volunteer organizations in the projects and
activities included in their FY 07 HSGP application.
FY07 Homeland Security Grant Program Page 11
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Applications Completed financial management forms workbooks must submitted
Due electronically to the ODP secure portal. Detailed instructions on the
electronic submittal process will be issued in an OHS Grant Management
Memo prior to application due date. Project description narratives and
original grant assurances must be mailed to the address below.
All application materials are due no later than Thursday, August 9, 2007.
Only applications postmarked by the due date will be accepted. Additional
information will be requested or accepted from subgrantees at the sole
discretion of the Governor's Office of Homeland Security (OHS).
Applications lost in transit are the responsibility of the applicant and will not
be considered for funding.
The mailing address for all applications is:
Governor's Office of Homeland Security
ATTN: Grant Management Section
State Capitol
Sacramento, CA 95814
ODP Secure Portal
hos : / /odp.eWortals.com/index.cfin
Application The subgrantee will receive written notice of the state's approval of the
Approval subgrant application no later than 60 days after the federal grant award.
Governing The Governing Body Resolution appoints agents authorized to execute any
Body actions necessary for each application and subgrant.
Resolution
NOTE. All applicants will be required to submit a new Governing Body
Resolution with their FY 07 HSGP application. A sample Resolution can be
found in Appendix A- Forms.
Grant The Grant Assurances form lists the requirements to which the subgrantees
Assurances will be held accountable.
NOTE. All applicants will be required to submit new Grant Assurances with
their FY 07 HSGP application. The required Grant Assurances form can be
found only in PDF format on the OHS website.
Important Self created grant assurances forms will not be accepted.
note:
FY07 Homeland Security Grant Program Page 12
• . •
State Agencies
Which State An state agency, department, commission board etc. may apply for FY
organizations y y' p y pp y
may apply? 2007 Homeland Security Grant Program (HSGP 07) funding, as long as the
organization:
• Has, or can obtain, appropriate state Department of Finance budget authority
for awarded funds; and,
• Will comply with all grant requirements contained in the federal and state
grant guidance documents, and in the Grant Assurances form.
Who may sign The application cover sheet must be signed by the highest -level person at the
the Application state organization, or their designee. If a designee, the highest -level person at
for to the state organization must execute and submit a Signature Authority form
with the Application Package.
NOTE: The requirement for the creation of an Approval Authority Body
does not apply to state organizations.
State organizations may apply for;
For which
Programs may - State Homeland Security Program (SHSP)
State - Law Enforcement Terrorism Prevention Program (LETPP)
Organizations - Urban Areas Security Initiative (UASI)
Apply?
Use of UASI If a state organization applies for any of the UASI state allocation, the funds
funding by must be used to directly support one or more pre - selected urban area(s). The
State Agencies application's UASI project description must describe the project AND
identify the urban area(s) that will be supported by the project.
What are the
State Priorities
While the State Homeland Security Strategy broadly describes goals,
for FY 07
objectives and implementation steps, the state's priorities for FY 07 HSGP
HSGP?
are;
(1) Interoperable Communications
(2) Catastrophic Planning
(3) Medical Surge
(4) Citizen Preparedness and Participation
(S) Mass Prophylaxis
(6) Critical Infrastructure Protection
(7) Training for First Responders
Project In addition to the project description in the Financial Management Forms
Narrative Workbook, a detailed project narrative is required.
Project Narrative is included in Section 6 - Appendices
FY07 Homeland Security Grant Program Page 13
9 0
Section 5- Post Award Requirements
Post Award Post award budget, scope and time modifications must be requested using the
Modifications OHS Financial Management Forms Workbook V1.07, by the subgrantee's
Authorized Agent, and submitted to the subgrantees Program Representative
in the Grant Administration Unit at the Governor's Office of Homeland
Security. Upon approval the subgrantee will he instructed to make the
required changes in the Office for Domestic Preparedness (ODP), Grants
Reporting Tool (GRT) hgps: / /www.reporting.ody.dhs.gov . The subgrantee
may implement the modifications, and incur associated expenses, after
receiving written final approval of the modification from the State.
NOTE. Modifications can be requested once per quarter during the
grant performance period. Failure to submit modification requests, and
receive written approval prior to expenditure, could result in a reduction or
disallowance of that part of the grant.
Subgrantee Subgrantees must prepare and submit performance reports to the state for the
Performance duration of the grant performance period, or until all grant activities are
Reports completed and the grant is formally closed. Subgrantees must complete a
Biannual Strategy Implementation Report (BSIR) using the Office-for
Domestic Preparedness (ODP), Grants Reporting Tool (GRT)
https : / /www.rei)orting.odp.dhs.gov , and will also be required to submit
additional information and data requested by the state.
Subgrantees who miss a single reporting deadline will receive a letter
addressed to their Board of Supervisors informing them of the failure to
report. Subgrantees who fail to report twice in a row will have
subsequent awards reduced by ten percent (10 %) until timely reporting
is reestablished.
FY07 Homeland Security Grant Program Page 14
Monitoring The state is currently conducting a program of sub - grantee monitoring. The
Subgrantee monitoring will be conducted on the subgrantees administrative,
Performance programmatic and fiscal management of the grant(s).
These reviews may include, but are not limited to:
• Eligibility of expenditures
• Comparing actual subgrantee activities to those approved in the subgrant
application and subsequent modifications, if any.
• Ensuring that advances have been disbursed in accordance with applicable
guidelines.
• Confirming compliance with:
— Grant Assurances.
— Information provided on performance reports and payment requests.
— Needs and threat assessments and strategies.
important It is the responsibility of all subgrantees to monitor and audit the grant
note: activities of their subrecipients. This requirement includes, but is not
limited, to on site verification of grant activities as required.
Suspension or The State may suspend or terminate subgrant funding, in whole or in part, or
Termination other measures may be imposed for any of the following reasons:
• Failing to expend funds in a timely manner consistent with the grant
milestones, guidance and assurances.
• Failing to comply with the requirements or statutory objectives of federal
or state law.
• Failing to make satisfactory progress toward the goals or objectives set
forth in the subgrant application.
• Failing to follow grant agreement requirements or special conditions.
• :.Proposing or implementing substantial plan changes to the extent that, if
originally submitted, the application would not have been selected for
funding.
• Failing to submit required reports.
• Filing a false certification in the application or other report or document.
• Failing to adequately manage, monitor or direct the grant funding
activities of their subrecipients.
Before taking action, the state will provide the subgrantee reasonable notice
of intent to impose corrective measures and will make every effort to resolve
the problem informally.
FY07 Homeland Security Grant Program Page 15
0 0
Closeout The State will close a subgrantee award after:
• Receiving a subgrantee Performance Report indicating that all approved
work has been completed, and all funds have been disbursed;
• Completing a review to confirm the accuracy of reported information;
and,
• Reconciling actual costs to awards, modifications and payments.
If the closeout review and reconciliation indicates that the subgrantee:
• is owed additional funds, the state will send the final payment
automatically to the subgrantee.
• did not use all funds received, the state will issue an Invoice or Grant
Modification letter to recover unused funds.
In the Grant Closeout letter, the state will notify the subgrantee of the start
of the record retention period for all programmatic and financial grant related
records.
NOTE. Failure to maintain all grant records for the required retention period
could result in a reduction of eligible grant activities, and an invoice to return
costs associated with the unsupported activities.
Advances and The U.S. Department of Homeland Security allows subgrantees to request FY
Interest Earned 07 HSGP funds up to 120 days prior to expenditure /disbursement, or on a
on Advances reimbursement basis. The federal guide requires that advances must be
deposited in interest - bearing accounts, and describes how interest earned
should be returned quarterly to the federal government.
In addition to returning interest in accordance with the prescribed federal
guidance, subgrantees must also inform the grantees Program Representative
in the Grant Administration Unit at the Governor's Office of Homeland
Security, of any interest returned on program funds.
Payment To request advance or reimbursement payment of FY 07 HSGP funds,
Request complete a payment request form using the OHS Financial management
Process Forms Workbook and return it to the appropriate Program Representative in
the Grant Administration Unit at the Governor's Office of Homeland
Security.
OHS Financial Management Forms Workbook V 1.07
hM://www.homeland.ca.gov/grants.htrnl
NOTE. Payments can only be made if the subgrantee has an approved
application, valid Governing Body Resolution and valid Grant Assurance
form.
FY07 Homeland Security Grant Program Page 16
r 1
► J
Non -G &T When seeking US DHS approval of non -G &T developed courses, the most
Developed notable changes:
Training
Courses . Course materials must be submitted with the approval request; and,
• Conditional approvals are no longer offered.
The Office of Homeland Security HSTEEP will release additional training
related information at a later date.
OHS Training Website:
htto: //www.homeland.ca. og v/hseepiTrainingHome.html
FY07 Homeland Security Grant Program Page 17
0 0
Authorized The FY 07 Authorized Equipment List (AEL) may now be found on the web
Equipment List at http: / /www.rkb.mipt.org.
Equipment The federal Department of Homeland Security's Equipment Purchase
Assistance
Purchase Assistance Program (EPAP)* allows grantees access to the Defense Logistics
Program Agency's (DLA) "prime vendors ". California has established an on -line
purchase process with Fisher Safety, a DLA prime vendor that will allow
subgrantees access to the EPAP. Benefits of the program include shorter
procurement lead time, online ordering and a diverse inventory of products.
However, Fisher Safety may not carry all items on the AEL and standard
subgrantee procurement processes should be followed to obtain those items.
Subgrantee participation in EPAP is voluntary.
Subgramees must submit an Equipment Inventory from the OHS Financial
Management Workbook with their application package. The Workbook is
available at b=://www.homeland.ca.2ov/grants.htrni , and indicates, by
project and funding source, the value of equipment purchases to be made
through Fisher Safety, or through the subgrantee's standard procurement
processes. Subgrantee funds committed to Fisher Safety will be paid by the
state, directly to DLA, upon Fisher Safety's notification that subgrantee
ordered equipment has been shipped. Consequently, the funds committed to
Fisher Safety will not be available for subgrantees to request as either an
advance or reimbursement payment.
To. view Prime Vendor pricing on the Quartermaster website and try out
the site without placing an order.
1. Go to Fisher Safety's website www.fishersafetv.com
2. Under the usemame enter "caprimevendor"
3. Under the password type "califomia" in lowercase.
4. Common reimbursable products can be view by SEL/AEL categories
under the Hotlist link in the top right comer
5. All Products can be found in Search by typing in part numbers,
descriptions, and manufacturer's names. Search will show all items in
Fisher's system but will highlight the reimbursable ones with a small
green "P" and labeled CA OHSIOES reviewed item.
If anyone requires any additional help, they can call the Quartermaster
Hotline 1- 888 - 764 -3572 or email at CS .Ouartermaster(a�fishersci.com.
Section 6 — Appendices
FY07 Homeland Security Grant Program Page 18
0
1.) Governing Body Resolution — OA and UASI
2.) Signature Authority — State Agency
3.) State Agency Project Description Template
0
FY07 Homeland Security Grant Program Page 19
L
Governing Body Resolution
(For Operational Areas and Urban Areas)
BE IT RESOLVED BY THE
(Governing Body)
OF THE
THAT
, OR
(Name or Title of Authorized Agent)
, OR
(Name or Title of Authorized Agent)
(Name or Title of Audiorized 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 sub - granted through the State of
California.
Passed and approved this day of 120
Certification
I, duly appointed and
(Name)
of the
(Title) (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 20
(Official Position)
(Signature)
(Date)
FY07 Homeland Security Grant Program Page 20
0
0
Instruction Sheet for the Governing Body Resolution
Purpose The purpose of the Governing Body Resolution is to appoint individuals to
act behalf of the governing body and the applicant.
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 the state on the
applicant's letterhead:
•
Jurisdiction
•
Grant Program
•
Name
•
Title
•
Address
•
City
❑
Zip Code
• Telephone
• Fax #
• Cell Phone #
❑ E -Mail Address
Authorized . If the Governing Body Resolution. identifies Authorized Agents by
Agent Changes position and/or title, changes can be made by submitting new Authorized
Agent information to the state.
• If the Governing Body Resolution identifies 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.
FY07 Homeland Security Grant Program Page 21
OF THE
0 0
Signature Authority
(For State Organizations)
AS THE
(Secretary/Director / President / Chancellor)
(Name of State Organization)
I hereby authorize the following individual(s) to execute for and on behalf of the named state organization,
any actions necessary for the purpose of obtaining federal financial assistance provided by the federal
Department of Homeland Security and sub - granted through the Governor's Office of Homeland Security.
, OR
(Name or Title of Authorized Agent)
OR
(Name or Tide of Authorized Agent)
(Name or Tide of Authorized Agent)
Signed and approved this day of 120
FY07 Homeland Security Grant Program Page 22
State Agency Project Description
FY 2007 Homeland Security Grant Program
Applicant (state organization)
NOTE: Complete a separate Project Description for each proposed project
Project Title:
State Strategy Goal and Objective Supported by the Project:
Indicate the State Priority Supported by the Project:
Interoperable Communications
_ Catastrophic Planning
_ Medical Surge
_ Citizen Preparedness and Participation
Mass Prophylaxis
_ Critical Infrastructure Protection
Training for First Responders
Provide a detailed description of the proposed project and how it supports the state priority indicated
For construction and/or renovation projects, provide the following additional information:
• A description and location of the facility;
• A description of the vulnerability assessment that has already been conducted of the facility, and the
date of the assessment (the assessment does not have to be submitted with the application);
• A description of how the proposed project will address the vulnerabilities identified in the
assessment;
• A description of the consequences if the project is not funded under HSGP 07
• Indicate the requested funding, by program:
• SHSP $ UASI $ LETPP
• For UASI funding, indicate the Urban Area(s) supported by the project:
FY07 Homeland Security Grant Program Page 23
Attachment B
2007 Homeland Security Grant Programs
Project Title
Description
Amount
This project will integrate the Automated Vehicle Location (AVL) and Geospatial Information
Systems (GIS) projects, currently being installed or already in place in the Urban Area, with the
Mobile Data Computers (MDC) installed in fire apparatus. The project includes the purchase of
Fire Agencies
hardware and software, and the installation of the purchased equipment to establish a Wireless
$676,444
AVL/GIS/Wireless
Network at each fire station in the Operational Area. The Wireless Network will automatically
From SHSG
Network
update the data loaded on the MDC's. The data will include GIs layers such as building addresses,
fire hydrant locations, location of hazardous materials, etc. The automatic update will provide the
responding firefighters with access to the latest available information. This will result in quicker
and more effective responses.
The need for this Investment is the continuation to enhance the all - hazard response capabilities
within the County. It will emphasize a coordinated multi- discipline, multi jurisdiction response to
$650,000
a CBRNE event. Projects in this Investment will sustain and enhance previous OA/UA
From LETPP
investments. It will replenish Personal Protective Equipment used during training/deployment and
($100,000 for
PPE Replenish/Joint
improve equipment standardization & response methods among all disciplines/jurisdictions within
PPE;
Hazard Assessment
the County. Some of the projects will be PPE replenishment, CBRNE equipment, fit Testing
$200,000 for
Team/Mobile EOC
Machines, and Maintenance. This project will include equipment and supplies for the JHAT Team
JHAT Team;
for enhancement and sustainment. This project will also include Enhancements/Upgrades for
$350,000 for
Emergency Operation Centers within the Operational Area. In addition, the purchase of a Mobile
Mobile EOC)
EOC, to include necessary equipment and a trailer and/or vehicle.
The goal of this project will be accomplished by expanding the existing Orange County Terrorism
Early Warning Group to a co- managed regional intelligence center, which will consist of a multi -
disciplined team (Police, Sheriff, Fire, & Health). This team will be tasked with implementing
information sharing collaborative that expands and improves upon existing communication
$654,617
Enhance/Expand
practices, intelligence and information analysis, critical infrastructure protection and risk
From LETPP
the OCSD/OA's
assessments. This task force will enable the team to strengthen information sharing, collaboration
and
TEWG &include
TEWG
capabilities and law enforcement investigation and risk assessments enhance information
$335,024
collection, analysis and dissemination. Completion of infrastructure data entry into ACAMS; and
From SHSG
enhance protection at Cl/KR sites. The primary goal will be a collaborative process to improve
intelligence sharing, and ultimately increase the ability to detect, prevent, and solve crimes while
safeguarding our homeland. This project will include equipment, supplies, and personnel.
Page 28 of 30 Page 1 of 3
0
0
Mimic nr Pmnnrty
Project Title
...cow ........... ..... ..«. -. ___ __ -"- __
Description
__._.
Amount
The OA and UASI must continue with NIMS integration into local and county Emergency
Management Programs, including emergency plans, emergency operations centers (HOC)
Upgrades, emergency management software, business continuity plans and hazard mitigation
plans. Thus investment will enhance current County Business Continuity Plans and Hazard
$816,870
EOC Upgrades
Mitigation Plans through comprehensive plan updates incorporating all hazards and business
From SHSG
operations. Hazard Mitigation Plan updates will incorporate all hazards affecting Orange County
and appropriate cost benefit analysis for mitigation projects. Web EOC maintenance and upgrades
will also be a focus. This project will include the pREhase of equipment and supplies.
This investment currently funds various volunteer preparedness programs coordinated by the
Orange County California Citizen Corps (OCCCC) as well as a multi-media public awareness
campaign. The volunteer programs prepare residents of all ages and abilities for catastrophic
Citizen Corps
events and provide ongoing opportunities to volunteer, become better prepared, and respond to
Program - increase
emergencies and disasters. This investment also currently funds the multi-media public awareness
Community
campaign. This campaign, named ReadyOC, was modeled off of the DHS sponsored Ready.gov
$194,000
Preparedness,
campaign. ReadyOC and its Spanish - language equivalent (ListoOC) is a preparedness campaign
From SHSG
Participation and
aimed at informing businesses and residents about the importance of preparing for emergencies
Awareness
and disasters. The objectives of this investment are to enhance volunteer preparedness programs,
enhance the coordination activities of the OCCCC, and enhance awareness and participation from
UA residents and businesses in the ReadyOC campaign. This project will include the purr-base of
equipment and supplies.
This project focuses on the continuation of training on equipment, and Incident Command System.
This will also focus on the OA being compliant with HSPD -8, the OA and UASI instituted NIMS
$348,682
training for public employees at all levels. City representatives in the County attend monthly
From SHSG
Training
meetings to discuss issues related to NIMS compliance activities including NIMS training. To
And
sustain ongoing training for Command Officer Response to Terrorism, Law Enforcement
$234,439
Response to Terrorism, Terrorism Liaison Officer and other State approved training programs.
From LETPP
This project will include the purchase of equipment and supplies.
The purpose of this investment is to develop a new 3-year exercise plan and to design and deliver
the exercises outlined in the plan. A Full -Scale exercise will be in conjunction with the State's
"Golden Guardian" exercise which is designed to test the State's capability to respond to
$334,756
Exercises
catastrophic events. The overall objective of this investment is to develop and implement a new 3-
From SHSG
year exercise plan which will test the capabilities in the OA. This project will include the purchase
of equipment and supplies.
Page 29 of 30 Page 2 of 3
0
LJ
DWrihutinn of Grant Funds or Pronertv
Project Title
Description
Amount
Enhance Information
$250,000
Collection, Analysis
From LETPP
and Dissemination -
Orange Alert funding for heightened threat levels.
$104,605
From SHSG
Management &
Administration and Program Management of Homeland Security Grant Programs (SHSG, LETPP,
$55,332
Administration of
& MMRS). The OCSD /OA will use the 3% of its total 2007 HSGP allocation to continue to pay
From LETPP
the SHSGP
for grant management staff, hire additional staff, and purchase the supplies/equipment to
$23,233
successfull y administer the State Homeland Security Grant Program.
From MMRS
This investment will provide a means to prophylaxis first responders and their families in the
event of a bioterrorism attack of disease outbreak and will support protection of the community at
Mass Prophylaxis
and Medical Surge
large. The storage will be used to receive, manage, distribute and store medicine and medical
HCA
supplies. This facility provides critical support to the region in the event of a disaster or disease
From SHSG
outbreak. The need to obtain Mark -1 NAAK Kits for Law Enforcement and First Responders will
provide a means to rapid intervention to first responders during a nerve agent attack or
organophosphate chemical spill. This project will include the purchase of equipment and supplies.
MMRS funds support the three cities of Anaheim, Huntington Beach, and Santa Ana to further
enhance and sustain a regionally integrated, systemic mass causality incident preparedness
program that enables a response during the fast crucial hours of an incident. The programs
prepares jurisdictions and the Operational Area of Orange County for response to all hazards mass
causality incidents, including CBRNE terrorism, epidemic disease outbreaks, natural disasters, and
$751,202
MMRS
large scale hazardous materials incidents. MMRS further works, plans, and integrates with its
From MMRS
UASI and SHSP partners to provide an effective response to these incidents. It will emphasize a
coordinated multi- discipline, multi jurisdiction response to a CBRNE event. Projects in this
Investment will sustain and enhance previous OA/UA investments. The funds are passed through
to these cities to manage. The County retains 3% for Administrative and Management costs. This
project will include the purchase of equipment and supplies.
Page 30 of 30
Page 3 of 3
:^ racy.
Fs.
2644 SANTIAGO CANYON RD.
SILVERADO, CA 92676 -9791
(714) 647 -7000
March 5, 2008
Dear Sir or Madame:
• •
SHERIFF - CORONER DEPARTMENT
COUNTY OF ORANGE
CALIFORNIA
OPERATIONS SUPPORT DIVISION
JACK ANDERSON
ACTING AS THE
SHERIFF - CORONER
ASSISTANT SHERIFFS
JACK ANDERSON
STEVE BISHOP
JO ANN GALISKY
CHARLES WALTERS
The Orange County Sheriff - Coroner Department (Sheriffs Department), acting on behalf of the Orange
County Operational Area, has received authorization to begin spending of FY07 Homeland Security
Grant Program ( "HSGP ") funds; these funds include:
- State Homeland Security Grant Program (SHSP),
- Law Enforcement and Terrorism Prevention Program (LETPP), and
- Metropolitan Medical Response Systems (MMRS).
In order to reimburse you for any future expenditures you may be approved for relating to the FY07
HSGP, we need to establish a transfer agreement between our agencies. For this purpose, enclosed
please find two copies of the Agreement to Transfer Property or Funds for 2007 Homeland Security
Grant Program ( "Agreement'). Each has been signed by Acting - Sheriff Jack Anderson. Below is a
brief description of the components of these Agreements and needed actions associated with them:
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOIMNG CITIES AND AGENCIES:
ALISO VIEJO • DANA POINT • LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA • SAN CLEMENTE • SAN JUAN CAPISTRANO . STANTON • VILLA PARK
HARBORS, BEACHES & PARKS • JOHN WAYNE AIRPORT • OCTA • SUPERIOR COURT
DRUG USE
AB
Transfer Agreement, plus attachments
Please have your authorized agent sign page
4 of the Agreement
Please have your City Clerk sign and seal
page 4 of the Agreement
Attachment A: FY07 California
Included for reference
Supplement to Federal Program Guidelines
Attachment B: Approved Project
Included for reference
Descriptions
Office of Homeland Security Grant
Please have your authorized agent sign
Assurances
Governing Body Resolution (sample in
Provide a copy of your Governing Body
Attachment A, page 20)
Resolution
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOIMNG CITIES AND AGENCIES:
ALISO VIEJO • DANA POINT • LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA • SAN CLEMENTE • SAN JUAN CAPISTRANO . STANTON • VILLA PARK
HARBORS, BEACHES & PARKS • JOHN WAYNE AIRPORT • OCTA • SUPERIOR COURT
DRUG USE
AB
• !
March 5, 2008
Page 2 of 2
If you have any questions or need additional information, please contact me at manderson@ocsd.org or
714 - 628 -7158.
Sincerely,
Michelle Anderson
Grants Manager, Mutual Aid Bureau
Orange County Sheriff's Department
2644 Santiago Canyon Road
Silverado, CA 92676
0
Name of Applicant:
Office of Homeland Security
Grant Assurances
(All Applicants)
0
City: State: Zip Code:
Telephone Number:
Fax Number:
E -Mail
As the duly authorized representative of the applicant, T certify that the applicant named above:
1. 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 federal Department of Homeland Security and
sub - granted through the State of California.
2. Will assure that grant funds are only used for allowable, fair, and reasonable costs
3. Will give the federal government, the General Accounting Office, the Comptroller
General of the United States, the State of California, through any authorized
representative, access to and the right to examine all paper or electronic records, books,
papers, or documents related to the award; and will establish a proper accounting system
in accordance with generally accepted accounting standards or awarding agency
directives.
4. Will provide progress reports and such other information as may be required by the
awarding agency.
5. Will initiate and complete the work within the applicable time frame after receipt of
approval of the awarding agency.
6. 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 ties.
• •
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 residence structures. Will comply with all federal statues relating to
nondiscrimination. These include but are not limited to:
a. Title VI of the Civil Rights Act of 1964 (P.L. 88 -352), as amended, 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 handicaps;
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 nondiscrimination in the sale, rental or financing of housing;
i. Title 28, Code of Federal Regulations, Part 42, Subparts C, D, E and G;
j. Title 28, CFR, Part 35;
k. Any other nondiscrimination provisions in the specific statute(s) under which
application for federal assistance is being made, and
1. The requirements on any other nondiscrimination statute(s) which may apply to
the application.
8. Will 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 (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.
9. Will comply, if applicable, with the flood insurance purchase requirements of Section
102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93 -234) which requires
recipients in a special flood hazard area to participate in the program and to purchase
flood insurance if the total cost of insurable construction and acquisition is $10,000 or
more.
0
10. Will comply with environmental standards which may be prescribed pursuant to the
following:
a. institution of environmental quality control measures under the National
Environmental Policy Act of 1969 (P.L. 91 -190) and Executive Order (EO)
11514;
b. notification of violating facilities pursuant to EO 11738;
c. protection of wetlands pursuant to EO 11990;
d. evaluation of flood hazards in floodplains in accordance with EO 11988;
e. assurance of project consistency with the approved state management program
developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§ 1451
et seq.);
f. conformity of federal actions to State (Clean Air) Implementation Plans under
Section FY06 Homeland Security Grant Program Page 45 176(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); and
h. protection of endangered species under the Endangered Species Act of 1973, as
amended, (P.L. 93 -205).
i. California Environmental Quality Act (CEQA). California Public Resources Code
Sections 21080 - 21098. California Code of Regulations, Title 14, Chapter 3
Section 15000- 15007.
11. Will 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.
12. Will assist the awarding agency in assuring compliance with Section 106 of the National
Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO 11593 (identification
and preservation of historic properties), and the Archaeological and Historic Preservation
Act of 1974 (16 U.S.C. 469a -1 et seq).
13. 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, Section 8607.1(e) and CCR Title 19, Sections 2445, 2446, 2447 and
2448.
14. 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. Will,
after the receipt of federal financial assistance, through the State of California, agree to
the following:
a. Promptly return to the State of California all the funds received which exceed the
approved, actual expenditures as accepted by the federal or state government.
b. 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.
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c. Separately account for interest earned on grant funds, and will return all interest
earned, in excess of $100 per federal fiscal year.
15. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S C. Sections
4728 -4763) relating to prescribed standards for merit systems for programs funded under
one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards
for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F).
16. Will comply with provisions of the Hatch Act (5 U.S.C. Sections 1501 -1508 and 7324-
7328) which limit the political activities of employees whose principal employment
activities are funded in whole or in part with federal funds.
17. Will comply with P.L. 93 -348 regarding the protection of human subjects involved in
research, development, and related activities supported by this award of assistance.
18. 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. FY06 Homeland Security Grant Program Page 46
i9. 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.
20. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C.
Section 276a to 276a -7), the Copeland Act (40 U.S.C. Section 276c and 18 U.S.C.
Sections 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C.
Sections 327 -333), regarding labor standards for federally assisted construction sub -
agreements.
21. 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."
22. Agrees 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 other funds 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 an employee of Congress, or
employee of a Member of Congress in connection with the federal grant or
cooperative agreement, the undersigned shall complete and submit Standard Form
LLL, "Disclosure of Lobbying Activities," in accordance with its instructions;
c. The undersigned shall require that the language of this certification be included in
the award documents for all sub awards at all tiers including subgrants, contracts
under grants and cooperative agreements, and subcontract(s) and that all sub
recipients shall certify and disclose accordingly.
d. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this
certification is a prerequisite for making or entering into this transaction imposed
by section 1352, Title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
23. Agrees that equipment acquired or obtained with grant funds:
a. 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.
b. Is consistent with needs as identified in the State Homeland Security Strategy and
will be deployed in conformance with that Strategy.
c. 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.
24. Agrees that funds awarded under this grant will be used to supplement existing funds for
program activities, and will not supplant (replace) non - federal funds.
25. Will comply with all applicable Federal statutes, regulations, policies, guidelines and
requirements, including OMB Circulars A -21, A -87, A102, A -I 10, A -122, and A -133,
E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative
Agreements contained in Title 28, Code of Federal Regulations, Part 66 or 70, that
govern the application, acceptance and use of Federal funds for this federally - assisted
project.
26. Will comply, and assure the compliance of all its subgrantees and contractors, with the
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 provision 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.
27. Will comply with provisions of 28 CFR applicable to grants and cooperative agreements,
Including:
a. Part 18, Administrative Review Procedures;
b. Part 20, Criminal Justice Information Systems;
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c. Part 22, Confidentiality of Identifiable Research and Statistical Information;
d. Part 23, Criminal Intelligence Systems Operating Policies;
e. Part 30, Intergovernmental Review of Department of Justice Programs and
Activities;
f. Part 35, Nondiscrimination on the Basis of Disability in State and Local
Government Services;
g. Part 38, Equal Treatment of Faith-based Organizations;
h. Part 63, Floodplain Management and Wetland Protection Procedures;
i. Part 42, Nondiscrimination/Equal Employment Opportunities Policies and
Procedures;
j. Part 61, Procedures for Implementing the National Environmental Policy Act;
k. Part 64, Floodplain Management and Wetland Protection Procedures; and Federal
laws or regulations applicable to Federal Assistance Programs.
1. Part 66, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments.
m. Part 67, Government -Wide Debarment and Suspension (Non- Procurement)
n. Part 69, New Restrictions on Lobbying
o. Part 70, Uniform Administrative Requirements for Grants and Cooperative
Agreements (including sub - awards) with Institutions of Higher Learning,
Hospitals and other Non - Profit Organizations.
p. Part 83, Government -Wide Requirements for a Drug Free Workplace (grants)
28. Will ensure that the facilities under its ownership, lease or supervision which shall be
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.
29. Will comply with Subtitle A, Title II of the Americans with Disabilities Act (ADA) 1990.
30. Will, in the event 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 origin, sex, 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.
31. Will provide an Equal Employment Opportunity Plan, if applicable, to the Department of
Justice Office of Civil Rights within 60 days of grant award.
32. Will comply with the financial and administrative requirements set forth in the current
edition of the Office of Justice Programs (OJP) Financial Guide.
33. Will comply, if applicable, 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.
34. Will comply with all applicable requirements of all other federal laws, executive orders,
regulations, program and administrative requirements, policies and any other
requirements governing this program.
35. Understands that failure to comply with any of the above assurances may result in
suspension, termination or reduction of grant funds.
36. 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:
(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 (d) 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.
37. As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part
67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620
A. The applicant certifies that it will or will continue to provide a drug -free workplace
by:
(a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is
prohibited in the grantee's workplace and specifying the actions that will be
taken against employees for violation of such prohibition;
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(b) Establishing an on -going drug -free awareness program to inform employees
about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug -free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance
programs; and
(4) The penalties that may be imposed upon employees for drug abuse
violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance
of the grant be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a
condition of employment under the grant, the employee will
(1) Abide by the terms of the statement; and
(2) 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;
(e) Notifying the agency, in writing, within 10 calendar days after receiving
notice under subparagraph (d)(2) 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;
(f) Taking one of the following actions, within 30 calendar days of receiving
notice under subparagraph (d)(2), with respect to any employee who is so
convicted
(1) Taking 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) Requiring 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;
(g) Making a good faith effort to continue to maintain a drug -free workplace
through implementation of paragraphs (a), (b), (c), (d), (e), and (f).
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As the duly authorized representative of the applicant, I hereby certify that the applicant will
comply with the above certifications.
The undersigned represents that he /she is authorized by the above named applicant to enter into
this agreement for and on behalf of the said applicant.
Signature of Authorized
Printed Name of Authorized Agent: JOHN KLEIN
CHIEF OF POLICE nntp. 7/8/2008
0
Governing Body
(For Operational Areas
BE IT RESOLVED BY THE
0
Resolution
and Urban Area's)
(Governing Body)
OF THE THAT
(Name of Applicant)
M
(Name or Title of Authorized
M
(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 sub - granted through the State of California.
Passed and approved this day of , 20
Certification
1, , duly appointed and
(Name)
of the
(Title) (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 20
(Official Position)
(Signature)
RESOLUTION NO. 2008. 39
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
NEWPORT BEACH AUTHORIZING THE CITY MANAGER, CHIEF
OF POLICE, AND THE FIRE CHIEF TO ACT AS "AUTHORIZED
AGENTS" TO EXECUTE THE NECESSARY DOCUMENTS
RELATING TO THE FY 2007 HOMELAND SECURITY GRANT
PROGRAM TRANSFER AGREEMENT LETTER.
WHEREAS, the City of Newport Beach has partnered with the County of Orange
and other cities located within the County to participate in the FY 2007 Homeland
Security Grant. The City of Newport Beach has requested property available to it
under this grant that will be used for the public safety of its citizens.
WHEREAS, the Orange County Sheriff's Department is the administrator of the
FY 2007 Homeland Security Grant. The City is required to sign the Transfer
Agreement Letter and the Homeland Security Grant Assurances. The Sheriffs
Department requires the naming of one to three authorized agents from within
the City to sign these documents on behalf of the City.
NOW THEREFORE, BE IT RESOLVED as follows by the City Council of the City
of Newport Beach:
Section 1. Authorize the City Manager, Police Chief, and Fire Chief to act as
Authorized Agents with the authority to sign documents as they relate to the FY
2007 Homeland Security Grant Program.
Adopted this 27h day of May, 2008.
ATTEST:
KOA I V901 4:4 14
i 0
STATE OF CALIFORNIA }
COUNTY OF ORANGE } ss.
CITY OF NEWPORT BEACH }
I, LaVonne M. Harkless, City Clerk of the City of Newport Beach, California, do
hereby certify that the whole number of members of the City Council is seven; that the foregoing
resolution, being Resolution No. 2008 -89 was duly and regularly introduced before and adopted by
the City Council of said City at a regular meeting of said Council, duly and regularly held on the
27th day of May 2008, and that the same was so passed and adopted by the following vote, to wit:
Ayes: Henn, Rosansky, Daigle, Webh, Curry, Gardner, Mayor Selich
Noes: None
Absent: None
Abstain: None
IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed the
official seal of said City this 28th day of May 2008.
(Seal)
City Clerk
Newport Beach, California
BY THE OITy couNCA.
CRY OF NEWPORT BEACH
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 4
May 27, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Police Department
John Klein, Chief of Police, 644 3701, JKlein @nbpd.org
Craig Fox, Lieutenant; 644 3710, CFox @nbpd.org
SUBJECT: EXECUTION OF FISCAL YEAR 2007 HOMELAND SECURITY GRANT
PROGRAMS TRANSFER AGREEMENTS
Adopt Resolution No. 2008 _ authorizing the Police Chief, the Fire Chief, and City
Manager to act as "Authorized Agents" to execute the necessary documents in
conjunction with the attached Agreements.
DISCUSSION:
The Orange County Sheriffs Department, acting on behalf of the Orange County
Operational Area, has requested that the City Council approve for signature the
Transfer Agreement Letter for the Fiscal Year 2007 Homeland Security Grant Program
funds. The Agreement has been signed by Acting Sheriff Jack Anderson. The Transfer
Agreement Letter includes:
Agreement to Transfer Property or Funds for the 2007 Homeland Security Grant
Program Purposes. This Agreement requires the signature of an authorized
agent and approval of the City Council for execution by the City Clerk.
a. This Agreement encompasses the following grant programs:
i. 2007 State Homeland Security Grant Program (SHSP)
ii. 2007 Law Enforcement Terrorism Prevention Plan (LETPP)
iii. 2007 Metropolitan Medical Response System (MMRS)*
`Anaheim, Huntington Beach, and Santa Ana only
2. Attachment A — FY 07 California Supplement to Federal Program Guidelines.
FY 2007 Homelankecurity Grant Programs
May 27, 2008
Page 2
3. Attachment B — Approved Project Description *.
4. Governing Body Resolution - This document requires execution by the City
Council naming one to three authorized agents. Authorized agents are allowed
to sign documents on behalf of the City.
5. Office of Homeland Security Grant Assurances — This document requires the
signature of one of the authorized agents named in the Governing Body
Resolution.
One original document is to be returned to the Orange County Sheriffs Department
after signature.
*Funding from this grant will allow the City to acquire the following:
1. 800 MHz Microwave Tower Upgrades — Project will upgrade the digital
microwave system that was implemented in 1993.
2. Fire Agencies AVL / GIS / Wireless Network — Will establish a county wide
shared mobile data network enabling improved interoperability among
Orange County fire agencies.
3. PPE Replenish — Personal Protective Equipment with enclosing expiration
dates will be replenished.
4. Joint Hazard Assessment Team — The Joint Hazard Assessment Team is
comprised of HazMat, SWAT and Bomb Squad personnel.
5. MIR 3 — A first responder notification system that allows the end user to
communicate critical events in a timely and managed fashion using various
types of communication.
6. IMAP — IMAP is a software program used by first responders that organizes
information into a response folder by location.
7. EOC Upgrades — This project is to determine baseline needs for City
Emergency Operation Centers within Orange County.
8. Training — To sustain ongoing training for Command Officer Response to
Terrorism, Law Enforcement Response to Terrorism, Terrorism Liaison
Officer and other State approved training programs.
• FY 2007 HomelafSecurity Grant Programs
May 27, 2008
Page 3
9. CERT — To continue the coordination and baseline efforts of the CERT
Mutual Aid Program.
Fundinq Availability:
Provided by Fiscal Year 2007 Homeland Security Grant Programs.
Prepared by:
�7
Craig Foy , Lieutenant
Office of the Chief
Attachment: Transfer Agreement Letter
Resolution
Submitted by:
C��Z_ -
Jo Klein
C IEF OF POLICE
i •
RESOLUTION NO. 2008
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
NEWPORT BEACH AUTHORIZING THE CITY MANAGER, CHIEF
OF POLICE, AND THE FIRE CHIEF TO ACT AS "AUTHORIZED
AGENTS" TO EXECUTE THE NECESSARY DOCUMENTS
RELATING TO THE FY 2007 HOMELAND SECURITY GRANT
PROGRAM TRANSFER AGREEMENT LETTER.
WHEREAS, the City of Newport Beach has partnered with the County of Orange
and other cities located within the County to participate in the FY 2007 Homeland
Security Grant. The City of Newport Beach has requested property available to it
under this grant that will be used for the public safety of its citizens.
WHEREAS, the Orange County Sheriffs Department is the administrator of the
FY 2007 Homeland Security Grant. The City is required to sign the Transfer
Agreement Letter and the Homeland Security Grant Assurances. The Sheriffs
Department requires the naming of one to three authorized agents from within
the City to sign these documents on behalf of the City.
NOW THEREFORE, BE IT RESOLVED as follows by the City Council of the City
of Newport Beach:
Section 1. Authorize the City Manager, Police Chief, and Fire Chief to act as
Authorized Agents with the authority to sign documents as they relate to the FY
2007 Homeland Security Grant Program.
Adopted this 27"' day of May, 2008.
MAYOR
ATTEST:
CITY CLERK
yJ
J
2644 SANTIAGO CANYON RD.
SILVERADO, CA 92676 -9791
(714) 647 -7000
March 5, 2008
Dear Sir or Madame:
&ERIFF- CORONER DEPARTMENO
COUNTY OF ORANGE
CALIFORNIA
OPERATIONS SUPPORT DIVISION
JACK ANDERSON
ACTING AS THE
SHERIFF - CORONER
ASSISTANT SHERIFFS
JACKANDERSON
STEVE BISHOP
JO ANN GALISKY
CHARLES WALTERS
The Orange County Sheriff - Coroner Department (Sheriff's Department), acting on behalf of the Orange
County Operational Area, has received authorization to begin spending of FY07.Homeland Security
Grant Program ( "HSGP ") funds; these funds include:
- State Homeland Security Grant Program (SHSP),
- Law Enforcement and Terrorism Prevention Program (LETPP), and
- Metropolitan Medical Response Systems (MMRS).
In order to reimburse you for any future expenditures you may be approved for relating to the FY07
HSGP, we need to establish a transfer agreement between our agencies. For this purpose, enclosed
please find two copies of the Agreement to Transfer Property or Funds for 2007 Homeland Security
Grant Program ("Agreement"). Each has been signed by Acting -Sheriff Jack Anderson. Below is a
brief description of the components of these Agreements and needed actions associated with them:
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOV4NG CITIES AND AGENCIES:
ALISO VIEJO • DANA POINT • LAGUNA HILLS . LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA . SAN CLEMENTE • SAN JUAN CAPISTRANO • STANTON . VILLA PARK
HARBORS. BEACHES & PARKS • JOHN WAYNE AIRPORT . OCTA • SUPERIOR COURT
Transfer P greement plus a ents
Please have your authorized agent sign page
4 of the Agreement
Please have your City Clerk sign and seal
a e 4 of the Agreement
Attachment A: FY07 California
Included for reference
Supplement to Federal Program Guidelines
Attachment B: Approved Project
Included for reference
Descriptions
Office of Homeland Security Gram
Please have your authorized agent sign
Assurances
Governing Body Resolution (sample in
Provide a copy of your Governing Body
Attachment A, page 20 )
Resolution
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOV4NG CITIES AND AGENCIES:
ALISO VIEJO • DANA POINT • LAGUNA HILLS . LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA . SAN CLEMENTE • SAN JUAN CAPISTRANO • STANTON . VILLA PARK
HARBORS. BEACHES & PARKS • JOHN WAYNE AIRPORT . OCTA • SUPERIOR COURT
March 5, 2008
Page 2 of 2
If you have any questions or need additional information, please contact me at manderson @ocsd.org or
714 - 628 -7158.
Sincerely,
Michelle Anderson
Grants Manager, Mutual Aid Bureau
Orange County Sherifrs Department
2644 Santiago Canyon Road
Silverado, CA 92676
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AGREEMENT TO TRANSFER PROPERTY OR FUNDS
FOR 2007 HOMELAND SECURITY GRANT PROGRAM PURPOSES
THIS AGREEMENT is entered into this day of
206_, which
date is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a .
political subdivision of the State of California, hereinafter referred to as "COUNTY", and
a (municipal corporation/special district /not -for-
profit corporation), hereinafter•referred to as " SUBGRANTEE."
WHEREAS, COUNTY, acting through its Sheriff - Coroner Department in. its capacity as
lead agency for the Orange County Operational Area, has applied for, received and accepted a grant
from the State of California, acting through its Office of Homeland Security, to enhance county-wide
emergency preparedness, hereinafter referred to as "the grant', as set forth in the grant documents that
are attached hereto as Attachments A (FY 07 CA Supplement to Federal Program Guidelines) and B
(2007 Homeland Security Grant Programs) and incorporated herein by reference.
WHEREAS, the terms of the grant require that COUNTY use certain grant funds to purchase
equipment, technology or services that will be transferred to SUBGRANTEE to be used for grant
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
L. COUNTY shall transfer to SUBGRANTEE the equipment, technology or services as
specified in Attachment B hereto, which is incorporated herein by reference. If the grant requires
COUNTY to transfer to SUBGRANTEE equipment, technology or services that COUNTY has not yet
acquired, COUNTY shall transfer said equipment, technology or services to SUBGRANTEE as soon
after acquisition by COUNTY as is reasonably practicable.
2. If COUNTY transfers grant funds to SUBGRANTEE, SUBGRANTEE shall use said
grant funds only to acquire equipment, technology or services as set forth in Attachment B hereto and/or
to perform such other grant functions, if any, for which Attachments A and B permit SUBGRANTEE to
Page 1 of 4
I expend grant funds. SUBGRANTEE shall provide COUNTY with a budget breakdown signed by the
2 authorized agent.
3 3. Throughout its useful life, SUBGRANTEE shall use any equipment, technology or
4 services acquired with grant funds only for those purposes permitted under the terms of the grant, and
5 shall make it available for mutual aid response.
6 4. SUBGRANTEE shall exercise due care to preserve and safeguard equipment acquired
.7 with grant funds from damage or destruction and shall provide regular maintenance and repairs for said
8 equipment as are necessary, in order to keep said equipment in continually good working order. Such
9 maintenance and servicing shall be the sole :responsibility of the SUBGRANTEE, who shall .pay for
10 . material and labor costs for any maintenance an& rmair of the said ,equipment throughout the life of the
11 " said equipment.
12 5. SUBGRANTEE shall assume all continuation costs of said equipment, technologies
13 and/or services to include but not limited to upgrades, licenses and renewals of said equipment,
14 technologies and/or services.
15 6. If equipment acquired with grant funds becomes obsolete or unusable, SUBGRANTEE
16 shall notify COUNTY of such condition. SUBGRANTEE shall transfer or dispose of grant- funded
17 equipment only in accordance with the instructions of COUNTY.
18 7. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and their
19 elected and appointed officials, officers, agents and employees from any and all claims and losses
20 accruing or resulting to any and all contractors, subcontractors, laborers, and any other person, firm or
21 corporation furnisbing or supplying work services, materials or supplies in connection with
22 SUBGRANTEE's use of grant- funded equipment, technology or services and SUBGRANTEE's
23 performance of this Agreement, including Attachments A and B hereto, and from any and all claims and
24 losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by
25 SUBGRANTEE in SUBGRANTEE's use of grant - funded equipment, technology or services and
26 SUBGRANTEE's performance of this Agreement, including Attachments A and B hereto.
27
PA.]
8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully bound
I by all applicable provisions of Attachments A and B hereto. SUBGRANTEE shall notify COUNTY
Page 2 of 4
I immediately upon discovery that it has not abided or no longer will abide by any applicable provision of
2 Attachments A and B hereto.
3 9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
4 Auditor General with respect to this Agreement for a-,period of three years after final payment
5 hereunder.
6 10. No alteration or variation of the terms of this Agreement shall be valid unless made in
7 writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
8 agreement not incorporated herein shall be binding on any of the parties hereto.
9 11. SUBGRANTEE may not assign this Agreement in whole or in part without the express
10 written consent. of COUNTY.
11 12. For a period of three years after final payment hereunder or until all claims related to this
12 Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
13 documents, papers and records relevant to the work performed or property or equipment acquired in
14 accordance with this Agreement, including Attachments A and B hereto. For the same time period,
15 SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency
16 from which COUNTY received grant funds or their duly authorized representative(s), for examination,
17 copying, or mechanical reproduction on or oft' the premises of SUBGRANTEE, upon request during
18 usual working hours.
19 13. SUBGRANTEE shall provide to COUNTY all records and information requested by
20 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
21 required to provide to the agency from which COUNTY received grant funds or other persons or
22 agencies.
23 14. COUNTY may terminate this Agreement and be relieved of the payment of any
24 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained
25 in this Agreement, including Attachments A and B hereto, at the time and in the matter herein provided,
26 or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with
27 the work in any manner deemed proper by COUNTY.
28
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�J
15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A and B hereto, and shall not be considered
officers, agents or employees of COUNTY or of the agency from which COUNTY received grant funds.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
I�
APPROVED AS TO FORM:
COUNTY COUNSEL
By �[ e-6% 9. X;;�
Nicole A. Sims, Deputy
DATED: IO `� g 2007
I DATED:
I ATTEST:
By
City Clerk
DATED: .2007
2007
COUNTY OF ORANGE, a political
subdivision of the State of California
I
Sheriff - Coroner
"COUNTY"
SUBGRANTEE
LM
Page 4 of 4
0
Attachment A
Governor's Office of Homeland Security
FY07 Homeland Security Grant Program
California Supplement
Federal Program Guidance and Application Kit
Revised
June 1, 2007
Table of Contents
Section 2 — Subgrant Timeline
Timeline Chart
Section 3 — Key Changes 7
Key Changes and State Initiatives 7 -10
Section 4 — Subgrant Applications
Page
Section One — Overview
4
Federal Program Guidance and Updates
4
Purpose of the California Supplement
4
Eligible Subgrantees
4
Approval Authority Body (SHSP and LETPP only)
4
Subgrant Allocations
4
Tribal Governments F_.-
5
Public and Private Organizations
5
Management and Administrative Costs
5
State Contact Information
5
Section 2 — Subgrant Timeline
Timeline Chart
Section 3 — Key Changes 7
Key Changes and State Initiatives 7 -10
Section 4 — Subgrant Applications
11
State Application Components
1 I
Regional Approach
11
Applications Due
12
Application Approval
12
Governing Body Resolution
12
Grant Assurances
12
State Agencies
13
Section 5 —Post Subgrant Award
14
Post Award Modifications
14
Subgrantee Performance Reports
14
Monitoring Subgrantee Performance
15
Suspension or Termination
15
Closeout
16
Advances and Interest Earned on Advances
16
Payment Request Process
17
Non -G &T Developed Training Courses
17
Authorized Equipment List
18
Equipment Purchase Assistance Program
18
Section 6 - Forms 19
Governing Body Resolution — OA and UASI 20
Governing Body Resolution Instructions 21
Signature Authority — State Agency 22
State Agency Project Description Template 23
0
FY07 Homeland Security Grant Program Page 2
9 0
[ Left Blank Intentionally ]
FY07 Homeland Security Grant Program Page 3
0
Section 1 - Overview
Federal The U.S. Department of Homeland Security (US DHS) published the FY2007
Program Homeland Security Grant Program, Program Guidance and Application Kit
Guidance and on January 5, 2007.
Updates
The Guidance and Application Kit may be obtained at:
http: //www.oiR.usdoi.gov /� /wants hsgp htm.
Information US DHS also issues information bulletins which provide grant updates,
Bulletins information, clarification, and requirements throughout the life of the grant.
Information Bulletins:
htto: / /www.oit).usdoj ov /odn*cs/builetins htm
Purpose of the The California Supplement to the Federal Program Guidance is intended to
California complement, rather than replace, the Guidance published by the United States
Supplement Department of Homeland Security's (US DHS), Office of Grants and Training.
The Supplement will emphasize differences between the FY 06 and FY 07
Homeland Security Grant Programs, and will include additional California
policies and requirements applicable to FY 07 HSGP.
Eligible Eligible subgrant recipients, referred to as subgrantees, differ for each
Subgrantees program. Generally, eligible subgrant recipients will remain the same as in FY
06.
Operational.Areas (OA)
- includes Metropolitan Medical Response (MMRS)
- Urban Area Security Initiative Jurisdictions (UASI)
State Agencies (SA)
Approval Operational Areas must appoint an Anti - Terrorism Approval Body (Approval
Authority Body Authority) to have final approval of the OA's application for SHSP and
(SHSP and LETPP funds. The Approval Authority shall consist of the following
LETPP only) representatives, and additional voting members may be added by a simple
majority vote of the following standing members:.
• County Public Health Officer or designee responsible for Emergency
Medical Services
• County Fire Chief or Chief of Fire Authority
• Municipal Fire Chief (selected by the Operational Area Fire Chiefs)
• County Sheriff
• Chief of Police (selected by the Operational Area Police Chiefs)
Each member of the Approval Authority must provide written agreement with
the OA's application for SHSP and LETPP funds.
NOTE. A list of the Approval Authority Body members, and associated
contact information, must be submitted with the FY07 HSGP application.
Su Subsequent to US DHS's announcement of funding to California on
Allocations approximately July 5, 2007, subgrantee allocation information will be made
available via a OHS Grant Management Memorandum (Gh"
FY07 Homeland Security Grant Program Page 4
. 9 •
Tribal NOTE. • All subgrantees are encouraged to coordinate with Tribal
Governments Governments to ensure that Tribal needs are considered in the subgrantees'
applications.
Public and NOTE: Subgramees may contract with any other public or private
Private organizations to perform eligible activities on approved projects.
Organizations
Management The subgrantee Management and Administrative (M &A) allowance is a
and maximum of 3% of the subgrant award on all FY 07 HSGP programs.
Administrative
Costs
State Contact All subgrantee application materials, related questions, comments and
Information correspondence should be directed to the address below.
Governor's Office of Homeland Security
ATTN: Grants Management Section
State Capitol
Sacramento, CA 95814 -4900
(916) 324 -8908
(916) 324 -5902 Fax
OHS Regional Representatives may be located on the regional map at:
htty : / /www.homeland.ca.goviamm.html
ITA.ND DELIVERED APPLCATIONS WILL NOT BE ACCEPTED
Important
Note:
Governor's Office of Homeland Security Website
OHS website hM: / /www.homeland.ca.gov/
Office for Domestic Preparedness Secure Portal
Access to https://odi).Mortals.com/index.cfin
Secure portal
To obtain access to the ODP Secure Portal please contact BJ Bjornson,
Secure Portal Administrator, Office of Homeland Security, Training and
Exercise Program (T&E).
Bi.biornson@2hs.ca.gov Phone (916) 826 -4488
The FY 07 HSGP Enhancement Plan, Threat Overview, Investment
Justifications are posted on the secure portal. It is important that
Important anyone needing access to these documents obtain access as soon as
Note: possible. The volume, of requests to obtain portal access is greatly
increased as deadlines approach and processing times are increased
accordingly.
Grants Office for Domestic Preparedness, Grant Reporting Tool (GRT)
Reporting Tool https: / /www.reporting.odn.dhsgov
FY07 Homeland Security Grant Program Page 5
•Section 2 - Subgrant Timelines
FY 07 HSGP US DHS Announcement of FY 07 HSGP
Subgrantee
Timeline FY 07 HSGP California Supplement release
First subgrantee application workshop
Last subgrantee application workshop
SAA application Due
US DHS Award
OHS release of Suballocations
Subgrantee applications due to OHS
Subgrantee awards (60 days -US DHS award)
Subgrantee performance period begins
Subgrantee performance period ends
Final requests for reimbursement due
SAA Performance Period Ends
* Date approximate depending on US DHS s%vard date
January 5, 2007
March 27, 2007
March 27, 2007
April 10, 2007
April 5, 2007
July 5, 2007*
July 9, 2007•
August 9,2007*
Sept 5, 2007*
September 5, 2007
April 5, 2010
April 15, 2010
July 5, 2010
FY07 Homeland Security Grant Program Page 6
Selion 3 — Key Changes and Statetitiatives
Key Changes and Counterterrorism Staffing Pilot for FY 07 UASI — As a pilot in FY 07,
State Initiatives Tier I UASI jurisdictions may use FY 07 UASI funds to support non-
overtime (or regular time) operational costs for existing positions that are
currently assigned to full -time counterterrorism duties, including
intergovernmental assignments. Counterterrorism duties include such
activities as intelligence gathering, information sharing, and surveillance.
Costs associated with newly hired personnel or regular time for personnel at
all engaged in traditional public safety or non - counterterrorism duties in
these jurisdictions are ineligible. FY 06 UASI funds may also be used
retroactively for this activity.
Law Enforcement Training Set Aside — Local law enforcement and the
Peace Officers Standards and Training (POST) shall make available funds
for training law enforcement officers in terrorism awareness and in becoming
a Terrorism Liaison Officer (TLO). The OHS will be holding back ten
percent (10 %) of LETPP funds to awarded to California and award them to
POST for this purpose.
Terrorism Liaison Officer (TLO) — In an effort to continue to build
towards a comprehensive, integrated prevention network of information
sharing, all recipients of FY 07 Homeland Security Grant funds will be
required to demonstrate connectivity to a trained TLO; however, the TLO
does not have to reside in their agency. An initial roster must be
submitted at the time of application. Subgrantees must require
documentation for their subrecipients prior to the subaward of
homeland security grant funds.
CAL JRIES - The State Terrorism Threat Assessment Center ( STTAC) and
Regional Terrorism Threat Assessment Centers ( RTTAC) are all linked by a
common information sharing system, the California Joint Regional
Information Exchange System (CAL JRIES), which provides date sharing
capabilities throughout the state. The HUES is an integral component in the
information sharing network throughout the state. Applicants shall
document Cal JRIES access or an application for access to CAL JRIES
in their grant application to be eligible for funding. Access of an
application for access will be confirmed with the STTAC prior to final
application approval.
Regional Terrorism Threat Assessment Centers ( RTTAC) — To
compliment federal efforts, California has created four (4) mutually
supporting Regional Terrorism Threat Assessment Centers (RTTAC).aligned
with the four (4) FBI Field Offices in the state (San Diego, Los Angeles, San
Francisco, and Sacramento), and a State Terrorism Threat Assessment Center
( STTAC), all linked by a common information sharing system (CAL JRIES).
Each RTTAC shall receive $ 1,000,000 in homeland security funding for FY
07.
FY07 Homeland Security Grant Program Page 7
Key Changes
and State Tactical Interoperable Communications Plans (TICP) - In FY 07
Initiatives participation in the California Statewide Interoperability Executive Committee
(cont) (Ca1SIEC) and the development of a Tactical Interoperable Communications
plans is strongly suggested. It is the intention of OHS to require participation
in CalSIEC and the development of b TICP as a condition of FY 08 HSGP
funding. CaISIPC is coordinating the development of the Statewide
Communications Interoperability Plan (SCIP) by November 2007 as required
by the federal guidance. Technical assistance in developing TICP is available.
Failure to Submit Required. Reports — Many Subgrantees fail to fulfill the
periodic reporting requirements as required by the grant. Subgrantees who
miss a single reporting deadline wilt receive a letter addressed to thew Board
of Supervisors informing them of the failure to report. Subgrantees who fail to
report twice in a row will have subsequent awards reduced by ten percent
(10 %) until timely reporting is reestablished.
Corrective Action Plans — The Monitoring and Audits Unit (MAU) is
actively conducting monitoring visits, both desk review and on -site, among
subgrantees. Many of these jurisdictions receive "findings" which necessitate a
Corrective Action Plan (CAP) on their part. Those subgrantees who fail to
submit a CAP as required shall have a "hold" placed on any future
reimbursements until the `finding" is resolved.
"On Behalf Of" — Consistent with the federal guidelines, the OHS may, in
conjunction with local approval authorities, designate funds "on behalf of
local entities that choose to decline or fail to utilize their homeland security
award in a timely manner.
Stakeholders Conference — OHS will conduct an annual stakeholder's
conference to receive statewide input across all disciplines. In FY 06 and FY
07 these conferences were call the "Program and Capability Review ". For
planning purposes, the conference will be he Sacramento each year the first
two weeks of December. This conference is an eligible planning activity.
Please be sure to include the cost to attend this stakeholder's conference in
your FY 07 HSGP application.
State Initiative Funding — In FY 07 HSGP, the OHS shall retain twenty
percent (20 %) of the SHSP, UASI, and LETPP funding awarded to California
for state initiatives. The State will pass 100% of the MMRS and CCP funding
to eligible subgrantees.
FY07 Homeland Security Grant Program Page 8
Key Changes `r •
and State 10% Training Requirement - Generally, there are not state restrictions or
Initiatives preferences on how subgrantees allocate funds across eligible program
(cont) activities. However, not less than ten percent (10 %) of all subgrantee
applications must be allocated to G &T approved Training activities.
Exercises - Subgrantees must conduct threat- and performance -based exercises
in accordance with G &T's Homeland Security Exercise and Evaluation
Program (HSEEP) manuals. Once an exercise paid for with grant funds has
been scheduled, subgrantees must notify the Office of Homeland Security,
Training and Exercise Program (T &E) of the exercise date, time, location, and
point of contact information. ME will maintain a web -based master schedule
of all exercises occurring throughout the state, to increase communication and
coordination of all exercises.
Important Exercise After Action Reports (AAR) and Improvement Plans (111) must be
Note: provided to G &T within 60 days following the completion of each exercise.
Delivery to G &T is accomplished by posting the AAR and IP in the
appropriate portion of the G &T secure portal. Exercise costs will not be
reimbursed until an after action report has been posted on the secure
portal.
Golden Subgrantees scheduled to participate in Golden Guardian (GG) exercise
Guardian activities should program FY 07 HSGP funds into their subgrant
Costs
application. OHS program representatives will be checking applications
from subgrantees scheduled to participate GG activities within the FY 07
HSGP grant performance period for adequate exercise funding.
ME is the subgrantee's point of contact for exercise related issues and
questions. Subgrantees may contact the ME at (916) 8264488,,or by e-mail
to Bi.Bjornso ohs.ca.gov.
CDRCAP California Disaster Resource and Capability Assessment Project
( CDRCAP) — Travel costs to participate in the CDRCAP is an eligible
planning cost. Participants should coordinate with their operational area,
urban area or state agency to ensure the costs of participating in the project are
reflected in their respective application.
Allocations by Discipline — Subgrantees are no longer required to follow the
20/20/20/40 split regarding allocation percentages for SHSP funding.
FY07 Homeland Security Grant Program Page 9
Key Changes Personnel Costs — In FY 07 HSGP the fifteen percent (15 %) cap on personnel
and State costs is not applicable to the Metropolitan Medical Response System (MMRS)
initiatives or Citizen Corps Program (CCP) funding.
(cunt)
Performance Bond — Many subgrantees were unable to procure large
equipment items due to problems with vendor delivery scheduled to occur after
the federal reporting period had expired. To assist with this issue, US DHS
allowed purchase of a "performance bond" wherein subgrantees procured the
item(s) in question, paid the money upfront, and purchased a performance
bond to ensure delivery of the item after the °grant period had expired.
Subgrantees must purchase a performance bond for any equipment item over
$250,000 or any vehicle, (aircraft or watercraft) financed with homeland
security dollars.
Grant Management Capabilities — Applicants will be required to document
their grant management capabilities and include this information with their
application.
Financial Management Forms Workbook— an electronic copy of the OHS
Financial Management Forms Workbook V 1.07 must be submitted to the ODP
Secure Portal via email. Documents requiring an original signature will need
to be sent in hardcopy.
Late or Incomplete Applications - Late or incomplete applications will be
reviewed and/or denied at the sole discretion of the OHS.
FY07 Homeland Security Grant Program Page 10
• •
Section 4- Subgrant Applications
State Required A completed application will include all of the. fallowing components.
Application
Components . Completed OHS Financial ManagemenbFQrms Workbook V 1.07
- Submitted electronically. via email on the ODP Secure Porfai
Application Cover Sheet
Grant Management Roster
Project Ledger
Project Description
Project — A then T
- InvestmentJustification —Goals and Objectives
- Project Description
- Need for Project
- Status of Project
Equipment Inventory Ledger
Training Roster
Exercise Roster
Terrorism Liaison Officer (TLO) Roster
Authorized Agent form with appropriate signatures
• Project Description Narrative for State Agencies —Mailed
• Governing Body Resolution — Mailed
State Agency • Project Narrative— (State Agency Only) —Mailed
Project - Template available in Section 6
Narrative
• Signature Authority - Mailed
• Signed Original Grant Assurances— Mailed
- Available only in PDF format on the OHS website
The Financial Management Forms Workbook V 1.07 can be found at
hilp: / /www.homeland.ca.ggy/grants.htrnl
NOTE: Subgrant awards will not be made until all required application
components have been approved by the state.
Regional Subgrantees must take a regional approach when determining the best use of
Approach FY 07 HSGP funds. Subgrantees must consider the needs of local units of
government and applicable volunteer organizations in the projects and
activities included in their FY 07 HSGP application.
FY07 Homeland Security Grant Program Page I1
Applications Completed financial management forms workbooks must submitted
Due electronically to the ODP secure portal. Detailed instructions on the
electronic submittal process will be issued in an OHS Grant Management
Memo prior to-application due date. Project description narratives and
original grant assurances must be mailed to the address below.
All application materials are due no later than Thursday, August 9, 2007.
Only applications.postmarked by the due date will be accepted. Additional
information will be requested or accepted from subgrantees at the sole
discretion of the Governor's Office of Homeland Security (OHS).
Applications lost in transit are the responsibility of the applicant and will not
be considered for funding.
The mailing address for all applications is:
Governor's Office of Homeland Security
ATTN: Grant Management Section
State Capitol
Sacramento, CA 95814
ODP Secure Portal
hos : / /odj.espartals.com/index.ofin
Application The subgrantee will receive written notice of the state's approval of the
Approval subgrant application no later than 60 days after the federal grant award.
Governing The Governing Body Resolution appoints agents authorized to execute any
Body actions necessary for each application and subgrant.
Resolution
NOTE: All applicants will be required to submit a new Governing Body
Resolution with their FY 07 HSGP application. A sample Resolution can be
found in Appendix A- Forms.
Grant The GrantAssurances form lists the requirements to which the subgrantees
Assurances will be held accountable.
NOTE: All applicants will be required to submit new Grant Assurances with
their FY 07 HSGP application. The required Grant Assurances form can be
found only in PDF format on the OHS website.
Important Self created grant assurances forms will not be accepted.
note:
FY07 Homeland Security Grant Program Page 12
0 •
State Agencies
Which State Any state agency, department, commission, board, etc., may apply for FY
i ti
may a pl ? 2007 Homeland Security Grant Program (HSGP 07) funding, as long as the
y pp y organization:
Has, or can obtain, appropriate state Department of Finance budget authority
for awarded funds; and,
• Will comply with all grant requirements contained in the federal and state
grant guidance documents, and in the Grant Assurances form.
Who may sign The application cover sheet must be signed by the highest -level person at the
the Application state organization, or their designee. If a designee, the highest -level person at
for a State the state organization must execute and submit a Signature Authority form
Agency. with the Application Package.
NOTE: The requirement for the creation of an Approval Authority Body
does not apply to state organizations.
State organizations may apply for;
For which
Programs may - State Homeland Security Program (SHSP) t.
star - Law Enforcement Terrorism Prevention Program (LETPP)
Organizations _ Urban Areas Security Initiative (UASI)
Apply?
Use of UASI If a state organization applies forany of the UASI state allocation, the funds
funding by must be used to directly support one or more pre- selected urban area(s). The
State Agencies application's UASI project description must describe the project AND
identify the urban area(s) that will be supported by the project.
What are the
State Priorities
While the State Homeland Security Strategy broadly describes goals,
for FY 07
objectives and implementation steps, the state's priorities for FY 07 HSGP
HSGP?
are:
(1) Interoperable Communications
(2) Catastrophic Planning
(3) Medical Surge
(4) Citizen Preparedness and Participation
(5) Mass Prophylaxis
(6) Critical Infrastructure Protection
(7) Training for First Responders
Project In addition to the project description in the Financial Management Fors
Narrative Workbook, a detailed project narrative is required.
Project Narrative is included in Section 6 - Appendices
FY07 Homeland Security Grant Program Page 13
Section 5- Post Award Requirements
Post Award Post award budget, scope and time modifications must be requested using the
Modifications. OHS Financial Management Forms Workbook V 1.07, by the subgrantee's
Authorized Agent, and submitted to the subgrantees Program Representative
in the Grant Administration Unit at the Governor's Office of Homeland
Security. Upon approval the subgrantee will be instructed to make the
required changes in the Office for Domestic Preparedness (ODP), Grants
Reporting Too] (GRT) https: /Iwww.reporting.odp.dhs.gov . The subgiau ee
may implement the modifications, and incur associated expenses; after
receiving written final approval of the modification from the State.
NOTE. Modifications can be requested once per quarter during the
grant performance period. Failure to submit modification requests, and
receive written approval prior to expenditure, could result in a reduction or
disallowance of that part of the grant.
Subgrantee Subgrantees must prepare and submit performance reports to the state for the
Performance duration of the grant performance period, or until all grant activities are
Reports completed and the grant is formally closed. Subgrantees must complete a
Biannual Strategy Implementation Report (BSIR) using the Office <for
Domestic Preparedness (ODP), Grants Reporting'Tool (GRT)
https://www.reMrfing.o&.dhs.gov, and will also be required to submit
additional information and data requested by the state.
Subgrantees who miss a single reporting deadline will receive a letter
addressed to their Board of Supervisors informing them of the failure to
report. Subgrantees who fail to report twice in a row will have
subsequent awards reduced by ten percent (10 %) until timely reporting
is reestablished.
FY07 Homeland Security Grant Program Page 14
Monitoring The state is currently conducting a program of sub - grantee monitoring. The
Subgrantee monitoring will be conducted on the subgrantees administrative,
Performance programmatic and fiscal management of the grant(s).
These reviews may include, but are not limited to:
• Eligibility of expenditures
• Comparing actual subgrantee activities to those approved in the subgrant
application and subsequent modifications, if any.
• Ensuring that advances have been disbursed in accordance with applicable
guidelines.
• Confirming compliance with:
— Grant Assurances.
— Information provided on performance reports and payment requests.
— Needs and threat assessments and strategies.
Important It is the responsibility of all subgrantees to monitor and audit the grant
note: activities of their subrecipients. This requirement includes, but is. not
limited, to on site verification of grant activities as required.
Suspension or The State may suspend or terminate subgrant funding, in whole or in part, or
Termination other measures may be imposed for any of the following reasons:
• Failing to expend funds in a timely manner consistent with the grant
milestones, guidance and assurances.
• Failing to comply with the requirements or statutory objectives of federal
or state law.
• Failing to make satisfactory progress toward the goals or objectives set
forth in the subgrant application.
• Failing to follow grant agreement requirements or special conditions.
• - ,,Proposing or implementing substantial plan changes to the extent that, if
originally submitted, the application would not have been selected for
funding.
• Failing to submit required reports.
• Filing a false certification in the application or other report or document.
• Failing to adequately manage, monitor or direct the grant funding
activities of their subre0ipients.
Before taking action, the state will provide the subgrantee reasonable notice
of intent to impose corrective measures and will make every effort to resolve
the problem informally.
FY07 Homeland Security Grant Program Page 15
Closeout The State will close a subgrantee award after:
• Receiving a subgrantee Performance Report indicating that all approved
work has been completed, and all funds have been disbursed;
• Completing a review to confirm the accuracy of reported information;
and,
• Reconciling actual costs to awards, modifications and payments.
If the closeout review and reconciliation indicates that the subgrantee:
• is owed additional funds, the state will send the final payment
automatically to the subgrantee.
• did not use all funds received, the state will issue an Invoice or Grant
Modification letter to recover unused funds.
In the Grant Closeout letter, the state will notify the subgrantee of the start
of the record retention period for all programmatic and financial grant related
records.
NOTE. Failure to maintain all grant records for the required retention period
could result in a reduction of eligible grant activities, and an invoice to return
costs associated with the unsupported activities.
Advances and The U.S. Department of Homeland Security allows subgrantees to request FY
Interest Earned 07 HSGP funds up to 120 days prior to expenditure/disbursement, or on a
on Advances reimbursement basis. The federal guide requires that advances must be
deposited in interest - bearing accounts, and describes how interest earned
should be returned quarterly to the federal government.
In addition to returning interest in accordance with the prescribed federal
guidance, subgrantees must also inform the grantees Program Representative
in the Grant Administration Unit at the Governor's Office of Homeland
Security, of any interest returned on program funds.
Payment To request advance or reimbursement payment of FY 07 HSGP funds,
Request complete a payment request form using the OHS Financial management
Process Forms Workbook and return it to the appropriate Program Representative in
the Grant Administration Unit at the Governor's Office of Homeland
Security.
OHS Financial Management Forms Workbook V 1.07
hU://www.homeland.mgoy/gmts.html
NOTE.- Payments can only be made if the subgrantee has an approved
application, valid Governing Body Resolution and valid Grant Assurance
form.
FY07 Homeland Security Grant Program Page 16
Non -G &T When seeking US DHS approval of non -G&T developed courses, the most
Developed notable changes:
Training
Courses . Course materials must be submitted with the approval request; and,
• Conditional approvals are no longer offered.
The Office of Homeland Security HSTEEP will release additional training
related information at a later date.
OHS Training Website:
http: //www. homeland .ca.gov /hseep/`frainingHome.html
FY07 Homeland Security Grant Program Page 17
« i
Authorized The FY 07 Authorized Equipment List (AEL) may now be found on the web
Equipment List at hiip: / /www.rkb.mipt.org.
Equipment
Purchase
The federal Department of Homeland Security's Equipment Purchase
Assistance
Assistance Program (EPAP)* allows grantees access to the Defense Logistics
Program
Agency's (DLA) "prime vendors ". California has established an on -line
purchase process with Fisher Safety, a DLA prime vendor that will allow
subgrantees access to the EPAP. Benefits of the program include shorter
procurement lead time, online ordering and a diverse inventory of products.
However, Fisher Safety may not carry all items on the AEL and standard
subgrantee procurement processes should be followed to obtain those items.
Subgrantee participation in EPAP is voluntary.
Subgrantees must submit an Equipment Inventory from the OHS Financial
Management Workbook with their application package. The Workbook is
available at http: //www.homeland.ca.eov /gants.html , and indicates, by
project and funding source, the value of equipment purchases to be made
through Fisher Safety, or through the subgrantee's standard procurement
processes. Subgtantee funds committed to Fisher Safety will be paid by the
state, directly to DLA, upon Fisher Safety's notification that subgrantee
ordered equipment has been shipped. Consequently, the funds committed to
Fisher Safety will not be available for subgrantees to request as either an
advance or reimbursement payment
To-view Prime Vendor pricing on the Quartermaster website and try out
the site without placing an order.
1. Go to Fisher Safety's website www.fishersafety.com
2. Under the usemame enter "caprimevendor"
3. Under the password type "california" in lowercase.
4. Common reimbursable products can be view by SEL/AEL categories
under the Hoillst link in the top right comer
5. All Products can be found in Search by typing in part numbers,
descriptions, and manufacturer's names. Search will show all items in
Fisher's system but will highlight the reimbursable ones with a small
green "P" and labeled CA OHS/OES reviewed item.
If anyone requires any additional help, they can call the Quartermaster
Hotline 1- 888- 764 -3572 or email at CS.OuartermasterlQfishersci.com.
Section 6 — Appendices
FY07 Homeland Security Grant Program Page 18
0
1.) Governing Body Resolution — OA and UASI
2.) Signature Authority — .State Agency
3.) State Agency Project Description Template
•
.;,j::.
FY07 Homeland Security Grant Program Page 19
L
BEITRESOLVED BYTHE
0
Governing Body Resolution
(For Operational Areas and Urban Areas)
OF THE THAT
(Name of Applicant)
OR.
(Name or Title of AutAmi=d Agent)
, OR
(Name or Title ofAuthoriud Agent)
(No= or Title of Anthoiiwd 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 sub - granted through the State of
California.
Passed and approved this day of 120
Certification
L I . duly appointed and
of the
(Governing Body)
do hereby certify that the above is a true and correct copy of a resolution passed and approved'by
the of the on the
(Governing body) (Name of Applicant)
day of
(Oaicial Position)
(signawre)
20
FY07 Homeland Security Grant Program Page 20
Instruction Sheet for thGoverning Body Resolution •
Purpose The purpose of the Governing Body Resolution is to appoint individuals to
act behalf of the governing body and the applicant.
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 the state on the
applicant's letterhead:
❑
Jurisdiction
•
Grant Program
•
Name
•
Title
•
Address
•
City
"❑
Zip Code
❑ Telephone
❑ Fax #
❑ Cell Phone #
❑ &Mail Address
Authorized . If the Governing Body Resolution. identifies Authorized Agents by
Agent Changes position and/or title, changes can be made by submitting new Authorized
Agent information to the state.
• If the Governing Body Resolution identifies 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.
FY07 Homeland Security Grant Program Page 21
C,
J
Signature Authority
(For State Organizations)
AS THE
(Secretry/Oirecmr / President / Chwoellor)
OF THE
(Name of Stare Organizatlon)
i
I hereby authorize the following individual(s) to execute for and on behalf of the named state organization,
any actions necessary for the purpose of obtaining federal financial assistance provided by the federal
Department of Homeland Security and sub - granted through the Governor's Office of Homeland Security.
OR
(Name m Title ofAidorized Agent)
OR
(Name or Title ofaufhonzed Agent)
(Name or Title ofAuffiorized Agent)
Signed and approved this day of , 20
FY07 Homeland Security Grant Program Page 22
State Agency Project Description
FY 2007 Homeland Security Grant Program
Applicant (state organization)
NOTE Complete a separate Project Description far eaftroposed project
Project Title:
State Strategy Goal and Objective Supported by the Project:
Indicate the State Priority Supported by the Project:
_ Interoperable Communications
_ Catastrophic Planning
Medical Surge
_ Citizen Preparedness and Participation
_ Mass Prophylaxis
_ Critical Infrastructure Protection
Training for First Responders
Provide a detailed description of the proposed project and how it supports the state priority indicated
For construction and/or renovation projects, provide the following additional information:
• A description and location of the facility;
• A description of the vulnerability assessment that has already been conducted of the facility, and the
date of the assessment (the assessment does not have to be submitted with the application);
• A description of how the proposed project will address the vulnerabilities identified in the
assessment;
• A description of the consequences if the project is not funded under HSGP 07
• Indicate the requested funding, by program:
• SHSP $ UASI $
LETPP $
• For UASI funding, indicate the Urban Area(s) supported by the project:
FY07 Homeland Security Grant Program Page 23
Attachment B
2007 Homeland Security Grant Programs
Pro ect Title
Des • n
Amount
This project will integrate the Automated Vdhidte location (AVL) and Geospatial Information
Systems (GIS) projects, currently be; installed or alteady in place in the Urban Area, with the
Mobile Data Computers (MDC) irret� lead in fire apparaitus. The project includes the purchase of
Fire Agencies
hardware and software, and the installation of the purchased equipment to establish a Wireless
$676,444
AVL/GIS/Wfreless
Network at each fire station in the Operational Area. The Wireless Network will automatically
From SHSG
Network
update the data loaded on the MDC's. The data will include GIS layers such as building addresses,
fire hydrant locations, Iocation of hazardous materials, etc The automatic update will provide the
responding firefighter: with access to the latest available information. This will result in quicker
and more efrective responses.
The need for this.Jnvestruent is the continuation to enhance the all- hazard response capabilities
within the County. It will emphasize a coordinated multi - discipline, multi jurisdiction response to
$650,000
a CBRNE event. Projects in this Investment will sustain and enhance previous OA/UA
From LETPP
PPE Repientsh/doint
investments. It will replenish Personal Protective Equipment used during training/deployment and
($100,000 for
Hazard Assessment
improve equipment standardization & response methods among all disciplines/jurisdictions within
PPE;
Team/Mobile EOC
the County. Some of the projects will be PPE replenishment, CBRNE equipment, fit Testing
$200,000 for
Machines, and Maintenance. This project will include equipment and supplies for the JHAT Team
JHAT Team;
for enhancement and sustainment. This project will also include Enhancements/Upgrades for
$350,000 for
Emergency Operation Centers within the Operational Area. In addition, the purchase of a Mobile
Mobile EOC)
EOC to include necessary and a trailer and/or vehicle.
The goal of this.project will be accomplished by expanding the existing Orange County Terrorism
Early Warning Group to a co- managed regional intelligence center, which will consist of a multi -
disciplined team (Ponce, Sheriff, Fire, & Health). Ibis team will be tasked with implementing
Enhance/Expand
information sharing collaborative that expands and improves upon existing communication
$654,617
the OCSD/OA's
practices, intelligence and infomration analysis, critical infrastructure protection and risk
From LETPP
assessments. This task force will enable the team to strengthen information sharing, collaboration
and
TEWG & include
capabilities and law enforcement investigations and risk assessments enhance information
$335,024
/ACAMS
collection, analysis and dissemination. Completion of infrastructure data entry into ACAMS; and
From SHSG
enhance protection at CM sites. The primary goal will be a collaborative process to improve
intelligence sharing, and ultimately increase the ability to detect, prevent, sad solve crimes while
Safeguarding our homeland. This project will include equipment, supplies, and personnel.
Page 28 of 30 Page I of 3
9
r�
U
Distributinn of ('.runt Pundit nr Pmnerty
Project Title
Dwription
Amount
The OA and UASI must continue with NIMS integration into local and county Emergency
Management Programs, including emergency plans, emergency operations centers (EOC)
Upgrades, emergency management software, business continuity plans and hazard mitigation
EOC Upgrades
plans' This investment will enhance current County Business Continuity Plans and Hazard
$816,870
Mitigation Plans through comprehensive plan updates incorporating all hazards and business
From SHSG
operations. Hazard Mitigation Plan updates will incorporate all hazards affecting Orange County
and appropriate cost benefit analysis fbr_ 'y projects. Web EOC maintenance and upgrades
will also be a focus. This of equipment and supplies.
This investment currently ftwh vnftm VWpWe*m programs coordinated by the
Orange County California Citiamr Corps (.as well as a multi-media public awareness
campaign. The volunteer programs prepare residents of all ages and abilities for catastrophic
Citizen Corps
events and provide ongoing opportunities to volunteer, become better prepared, and respond to ,
Program - increase
emergencies and disasters. This investment also currently funds the multi-media public awareness
Community
campaign. This campaign, named ReadyOC, was modeled off of the DHS sponsored Ready.gov
$194,000
Preparedness,
campaign. ReadyOC and its Spanish - language equivalent (ListoOC) is a preparedness campaign
From SHSG
Participation and
aimed at informing businesses and residents about the importance of preparing for emergencies
Awareness
and disasters. The objectives of this investment are to enhance volunteer preparedness programs,
enhance the coordination activities of the OCCCC, and enhance awareness and participation from
UA residents and businesses in the ReadyOC campaign. This project will include the purchase of
ui ment and supplies.
This project focuses on the continuation of training on equipment, and Incident Command System.
This will also focus on the OA being compliant with HSPD -8, the OA and UASI instituted NIMS
$348,682
training for public employees at all levels. City representatives in the County attend monthly
From SHSG
Training
meetings to discuss issues related to NIMS compliance activities including NIMS training. To
And
sustain ongoing training for Command Officer Response to Terrorism, Law Enforcement
$234,439
Response to Terrorism, Terrorism Liaison Officer and other State approved training programs.
From LETPP
This project will include the purghwof equipment and supplies.
The purpose of this investment is to develop a new 3 -year exercise plan and to design and deliver
the exercises outlined in the plan. A Full-Scale exercise will be in conjunction. with the State's
"Golden Guardian" exercise which is designed to test the State's capability to respond to
$334,756
Exercises
catastrophic events. The overall objective of this investment is to develop and implement a new 3-
From SHSG
year exercise plan which will test the capabilities in the OA. This project will include the purchase
of equipment and supplies.
Page 29 of 30 Page 2 of 3
9
`J
nictrihtt# inn of r. .f Fnndc nr VMnsrhr
Pro
ect Title
Dese i thou
Amount
Enhance Information
$250,000
Collection, Analysis
and Dissemination -
Orange Alert funding for her tend threat levels.
From LEM
$104,605
Management &
Administration of
Administration and Program Management of Homeland Security Grant Programs (SHSG, LETPP,
From SHSG
$55,332
the SHSGP
& MMRS). The OCSD /OA will use the 3% of its total 2007 HSGP allocation to continue to pay
From LETPP
for t management staff, hire additional managem stafly and purchase the supplies/equipment to
$23,233
successfully administer the State Homeland Security Chant Program.
From MMRS
This investment will provide a means to prophylaxis first responders and their families in the
Mass Prophylaxis
event of a bioterrorism attack of disease outbreak and will support protection of the community at
and Medical Surge
large. The storage will be used to receive, manage, distribute and store medicine and medical
$676,444
HCA
supplies. This facility provides critical support to the region in the event of a disaster or disease
From SHSG
outbreak The need to obtain Mark -I NAAK Kits for Law Enforcement and First Responders will
provide a means to rapid intervention to first responders during a nerve agent attack or
organophosphate chemicals ill. This project will include the purchase of equipment and supplies.
MIVIRS funds support the three cities of Anaheim, Huntington Beach, and Santa Ana to farther
enhance and sustain a regionally integrated, systemic mass causality incident preparedness
program that enables a response during the first crucial hours of an incident. The programs
prepares jurisdictions and the Operational Area of Orange County for msponse Wall hazards mass
causality incidents, including CBRNE terrorism, epidemic disease outbreaks, natural disasters, and
$751,202
M *IW
large scale hazardous materials incidents. MMRS further works, plans, and integrates with its
From MMRS
UASI and SHSP partners to provide an effective response to these incidents. It will emphasize a
coordinated multi- discipline, multi jurisdiction response to a CBRNE event. Projects in this
Investment will sustain and enhance previous OA/UA investments. The funds are passed through
to these cities to manage. The County retains 3% for Administrative and Management costs. This
ro ect will include the pMEhase of njpnent and supplies.
Page 30 of 30
Page 3 of 3
0
0
SHERIFF- CORONER DEPARTMENO
COUNTY OF ORANGE
CALIFORNIA
OPERATIONS SUPPORT DIVISION
2644 SANTIAGO CANYON RD.
SILVERADO. CA 926769791
(714) 647 -7600
March 5, 2008
Dear Sir or Madame:
JACK ANDERSON
ACTING AS THE
SHERIFF - CORONER
ASSISTANT SHERIFFS
JACK ANDERSON
STEVE BISHOP
JO ANN GALISKY
CHARLES WALTERS
The Orange County Sheriff - Coroner Department (Sheriff's Department), acting on behalf of the Orange
County Operational Area, has received authorization to begin spending of FY07 Homeland Security
Grant Program ( "HSGP ") funds; these funds include:
State Homeland Security Grant Program (SHSP),
Law Enforcement and Terrorism Prevention Program (LETPP), and
Metropolitan Medical Response Systems (MMRS).
In order to reimburse you for any future expenditures you may be approved for relating to the FY07
HSGP, we need to establish a transfer agreement between our agencies. For this purpose, enclosed
please find two copies of the Agreement to Transfer Property or Funds for 2007 Homeland Security
Grant Program ( "Agreement's. Each has been signed by Acting -Sheriff Jack Anderson. Below is a
brief description of the components of these Agreements and needed actions associated with them:
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING CITIES AND AGENCIES:
ALISO VIEJO • DANA POINT • LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA • SAN CLEMENTE • SAN JUAN CAPISTRANO • STANTON • VILLA PARK
HARBORS. BEACHES a PARKS • JOHN WAYNE AIRPORT • OCTA • SUPERIOR COURT
Transfer Agreement pus attaa ents
rave your au torized' agent sign page
Pease Ili-
4 of the Agreement
Please have your City Clerk sign and seal
e 4 of the eat
Attachment A: ' FY07 California
Included for reference
Supplement to Federal Pro Guidelines
Attachment B: Approved Project
Included for reference
Descriptions
Office of Homeland Security Grant
Please have your authorized agent sign
Assurances
Governing Body Resolution (sample in
Provide a copy of your Governing Body
Attachment A page 20)
Resolution
Please return one set of originals to my attention at the address below; please retain the other copy for
you records.
PROUDLY SERVING THE UNINCORPORATED AREAS OF ORANGE COUNTY AND THE FOLLOWING CITIES AND AGENCIES:
ALISO VIEJO • DANA POINT • LAGUNA HILLS • LAGUNA NIGUEL • LAGUNA WOODS • LAKE FOREST • MISSION VIEJO
RANCHO SANTA MARGARITA • SAN CLEMENTE • SAN JUAN CAPISTRANO • STANTON • VILLA PARK
HARBORS. BEACHES a PARKS • JOHN WAYNE AIRPORT • OCTA • SUPERIOR COURT
• 0
March 5, 2008
Page 2 of 2
If you have any questions or need additional information, please contact me at manderson@ocsd.org or
714- 628 -7158.
Sincerely,
Michelle Anderson
Grants Manager, Mutual Aid Bureau
Orange County Sheriffs Department
2644 Santiago Canyon Road
Silverado, CA 92676
I'
LJ
Name of
Address:
Office of Homeland Security
Grant Assurances
(All Applicants)
City: State:
Telephone Number: (
Fax Number:
E -Mail Address:
0
Zip Code:
As the duly authorized representative of the applicant, I certify that the applicant named above:
1. 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 federal Department of Homeland Security and
sub - granted through the State of California.
2. Will assure that grant funds arc only used for allowable, fair, and reasonable costs
3. Will give the federal government, the General Accounting Office, the Comptroller
General of the United States, the State of California, through any authorized
representative, access to and the right to examine all paper or electronic records, books,
papers, or documents related to the award; and will establish a proper accounting system
in accordance with generally accepted accounting standards or awarding agency
directives.
4. Will provide progress reports and such other information as may be required by the
awarding agency.
5. Will initiate and complete the work within the applicable time frame after receipt of
approval of the awarding agency.
6. 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 ties.
0 •
7. 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 residence structures. Will comply with all federal statues relating to
nondiscrimination. These include but are not limited to:
a. Title VI of the Civil Rights Act of 1964 (P.L. 88 -352), as amended, 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 handicaps;
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 nondiscrimination in the sale, rental or financing of housing;
i. Title 28, Code of Federal Regulations, Part 42, Subparts C, D, E and G;
j. Title 28, CFR, Part 35;
k. Any other nondiscrimination provisions in the specific statute(s) under which
application for federal assistance is being made, and
1. The requirements on any other nondiscrimination statute(s) which may apply to
the application.
8. Will 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 (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.
9. Will comply, if applicable, with the flood insurance purchase requirements of Section
102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93 -234) which requires
recipients in a special flood hazard area to participate in the program and to purchase
flood insurance if the total cost of insurable construction and acquisition is $10,000 or
more.
10. Will comply with environmental standards which may be prescribed pursuant to the
"following:
a. institution of environmental quality control measures under the National
Environmental Policy Act of 1969 (P.L. 91 -190) and Executive Order (EO)
11514;
b. notification of violating facilities pursuant to EO 11738;
c. protection of wetlands pursuant to EO 11990;
d. evaluation of flood hazards in floodplains in accordance with EO 11988;
e. assurance of project consistency with the approved state management program
developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§ 1451
et seq.);
f. conformity of federal actions to State (Clean Air) Implementation Plans under
Section FY06 Homeland Security Grant Program Page 45 176(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); and
h. protection of endangered species under the Endangered Species Act of 1973, as
amended, (P.L. 93 -205).
i. California Environmental Quality Act (CEQA). California Public Resources Code
Sections 21080- 21098. California Code of Regulations, Title 14, Chapter 3
Section 15000 - 15007.
11. Will 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.
12. Will assist the awarding agency in assuring compliance with Section 106 of the National
Historic Preservation Act of 1966, as amended (16 U.S.C. 470), EO-1 1593 (identification
and preservation of historic properties), and the Archaeological and Historic Preservation
Act of 1974 (16 U.S.C. 469a -I et seq).
13. 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, Section 8607.1(e) and CCR Title 19, Sections 2445, 2446, 2447 and
2448.
14. 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. Will,
after the receipt of federal financial assistance, through the State of California, agree to
the following:
a. Promptly return to the State of California all the funds received which exceed the
approved, actual expenditures as accepted by the federal or state government.
b. 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.
11
0
c. Separately account for interest earned on grant funds, and will return all interest
earned, in excess of $100 per federal fiscal year.
15. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S C. Sections
4728 -4763) relating to prescribed standards for merit systems for programs funded under
one of the nineteen statutes or regulations specified in Appendix A of OPM's Standards
for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F).
16. Will comply with provisions of the Hatch Act (5 U.S.C. Sections 1501 -1508 and 7324-
7328) which limit the political activities of employees whose principal employment
activities are funded in whole or in part with federal funds.
17. Will comply with P.L. 93 -348 regarding the protection of human subjects involved in
research, development, and related activities supported by this award of assistance.
18. 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. FY06 Homeland Security Grant Program Page 46
iv. 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.
20. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C.
Section 276a to 276a -7), the Copeland Act (40 U.S.C. Section 276c and I8 U.S.C.
Sections 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C.
Sections 327 -333), regarding labor standards for federally assisted construction sub -
agreements.
21. 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."
22. Agrees 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 other funds 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 an employee of Congress, or
employee of a Member of Congress in connection with the federal grant or
9 0
cooperative agreement, the undersigned shall complete and submit Standard Form
LLL, "Disclosure of Lobbying Activities," in accordance with its instructions;
c. The undersigned shall require that the language of this certification be included in
the award documents for all sub awards at all tiers including subgrants, contracts
under grants and cooperative agreements, and subcontract(s) and that all sub
recipients shall certify and disclose accordingly.
d. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this
certification is a prerequisite for making or entering into this transaction imposed
by section 1352, Title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
23. Agrees that equipment acquired or obtained with grant funds:
a. 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.
b. Is consistent with needs as identified in the State Homeland Security Strategy and
will be deployed in conformance with that Strategy.
c. 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.
24. Agrees that funds awarded under this grant will be used to supplement existing funds for
program activities, and will not supplant (replace) non - federal funds.
25. Will comply with all applicable Federal statutes, regulations, policies, guidelines and
requirements, including OMB Circulars A -21, A -87, A102, A -110, A -122, and A -133,
E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative
Agreements contained in Title 28, Code of Federal Regulations, Part 66 or 70, that
govern the application, acceptance and use of Federal funds for this federally - assisted
project.
26. Will comply, and assure the compliance of all its subgrantees and contractors, with the
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 provision 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.
27. Will comply with provisions of 28 CFR applicable to grants and cooperative agreements,
Including:
a. Part 18, Administrative Review Procedures;
b. Part 20, Criminal Justice Information Systems;
c. Part 22, Confidentiality of Identifiable Research and Statistical Information;
d. Part 23, Criminal Intelligence Systems Operating Policies;
e. 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;
g. Part 38, Equal Treatment of Faith-based Organizations;
h. Part 63, Floodplain Management and Wetland Protection Procedures;
i. Part 42, Nondiscrimination /Equal Employment Opportunities Policies and
Procedures;
j. Part 61, Procedures for Implementing the National Environmental Policy Act;
k. Part 64, Floodplain Management and Wetland Protection Procedures; and Federal
laws or regulations applicable to Federal Assistance Programs.
I. Part 66, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments.
m. Part 67, Government -Wide Debarment and Suspension (Non- Procurement)
n. Part 69, New Restrictions on Lobbying
o. Part 70, Uniform Administrative Requirements for Grants and Cooperative
Agreements (including sub - awards) with Institutions of Higher Leaming,
Hospitals and other Non -Profit Organizations.
p. Part 83, Government -Wide Requirements for a Drug Free Workplace (grants)
28. Will ensure that the facilities under its ownership, lease or supervision which shall be
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.
29. Will comply with Subtitle A, Title I1 of the Americans with Disabilities. Act (ADA) 1990.
30. Will, in the event 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 origin, sex, 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.
31. Will provide an Equal Employment Opportunity Plan, if applicable, to the Department of
Justice Office of Civil Rights within 60 days of grant award.
32. Will comply with the financial and administrative requirements set forth in the current
edition of the Office of Justice Programs (OJP) Financial Guide.
33. Will comply, if applicable, 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.
34. Will comply with all applicable requirements of all other federal laws, executive orders,
regulations, program and administrative requirements, policies and any other
requirements governing this program.
35. Understands that failure to comply with any of the above assurances may result in
suspension, termination or reduction of grant funds.
36. 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:
(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 (d) 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.
37. As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part
67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620
A. The applicant certifies that it will or will continue to provide a drug -free workplace
by:
(a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is
prohibited in the grantee's workplace and specifying the actions that will be
taken against employees for violation of such prohibition;
(b) Establishing an on -going drug -free awareness program to inform employees
about:
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug -free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance
programs; and
(4) The penalties that may be imposed upon employees for drug abuse
violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance
of the grant be given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a
condition of employment under the grant, the employee will
(1) Abide by the terms of the statement; and
(2) 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;
(e) Notifying the agency, in writing, within 10 calendar days after receiving
notice under subparagraph (d)(2) 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;
(f) Taking one of the following actions, within 30 calendar days of receiving
notice under subparagraph (d)(2), with respect to any employee who is so
convicted
(1) Taking 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) Requiring 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;
(g) Making a good faith effort to continue to maintain a drug -free workplace
through implementation of paragraphs (a), (b), (c), (d), (e), and (f).