09-116 Emerg Mgmt Perf Grant, SCCAGREEMENT BETWEEN THE COIUNTY OF SANTA CLARA AND
THE CITY OF CUPERTINO GRANTING PROGRAM FUNDS FOR THE FISCAL YEAR
2009 EMERGENCY MANAGEME:vT PERFORMANCE GRANT
THIS AGREEMENT is made effective July 1, 2009, by and between the County of Santa Clara
("County") and the City of Cupertino ("City") for the allocation and distribution of FY 2009
Emergency Management Performance Grant funds.
RECITA-LS
WHEREAS, the Cities of Campbell, Cupertino, Gilroy, Los Altos, Milpitas, Monte Sereno, Morgan
Hill, Mountain View, Palo Alto, San Jose, Santa Clar;~, Saratoga, Sunnyvale, the Towns ofLos Gatos,
Los Altos Hills, and the County of Santa Clara, arf; parties to the 1994 Operational Area Interim
Agreement; and
WHEREAS, the Emergency Preparedness Council ('`EPC") is the advisory body of the Santa Clara
Operational Area in matters affecting disaster preparedness throughout the Operational Area. EPC
membership includes an elected city council member from each city in the Operational Area, one
member of the Water District and one member of they Santa Clara County Board of Supervisors; and
WHEREAS, the County Emergency Services/Civil Defense Ordinance empowers the EPC to serve as
the Santa Clara County Operational Area Council ("C-AC") with governing body authority to carry out
the responsibilities of the OAC and to make funding allocation decisions for the Emergency
Management Performance Grants; and
WHEREAS, on June 15, 2009, the Governor's Office of Emergency Services awarded the County a
Fiscal Year 2009 Emergency Management Performance Grant of $294,110.00 for the purpose of
managing emergency planning;
NOW, THEREFORE, this AGREEMENT is to allocate the sum of $8,329.15 (a portion of the grant
funds, allocated on a per capita basis, Exhibit A), from the County to the City , so that the City may
implement programs as provided under this Agreement and specified in the Emergency Management
Performance Grant guidelines for subgrant recipient:;, Exhibit B. Projects must follow the Program
Narrative, Exhibit C, submitted with the FY09 EMPG application submittal. The performance period
for this grant expires on June 30, 2010.
The County and City agree as follows:
Agreement between the County of Santa Clara and City of Cupertino
Granting funds for FY09 Emergency Management Performance Grant
Page 1
THE AGREEMENT
Article I. Payment and Request for Reimbursement
1. Amount of Payment.
Fiscal Year 2009 Emergency Management Performance Grant funds will be disbursed pursuant to the
state formula for each city. The County will reimbur:;e to the City, funds that the City expends, under
Fiscal Year 2009 Emergency Management Performance Grant. The amount for the City of Cupertino
will not exceed $8,329.15, unless additional funds become available under the Fiscal Year 2009
Emergency Management Performance Grant following the execution of this agreement. If additional
funds are allocated, an amendment to this MOU will follow.
2. Request for Reimbursement
The EMPG is a matching funds grant. All requests for reimbursement should be accompanied
by a spreadsheet, Exhibit F, indicating the 50°io city match and the EMPG allowable amount up
to the allocated amount of each city.
All equipment must be authorized per the web-based Authorized Equipment List (AEL) on the
Responder Knowledge Base (RKB) which is sponsored by Grants & Training and the National
Memorial Institute for the Prevention of Terr~~rism (MIPT) at https://www.rkb.us/.
The following documentation is required for all reimbursement requests for equipment:
• Quote or Solicitation Documents
• Summary of pricing and chosen vendor
• Documentation that vendor is not on t:he excluded parties list (https://www.epls.gov~
• Purchase or and/or Contract
• Receiving documentation/Packing slip
• Invoice
• Proof of Payment
For reimbursement of Salaries:
• Functional Timesheet (Exhibit E)
• Description of scope of job which includes Emergency Management functions
• Payroll reports showing amount paid nor each pay period being claimed
For reimbursement for Training activities:
Agreement between the County of Santa Clara and City of Cupertino
Granting funds for FY09 Emergency Management Performance Grant
Page 2
• Class Syllabus
• Class sign-in sheet
• Instructor/Consultant contract documents
• Instructor's invoice
• Proof of Payment
Article II. Use of Funds
1. Scope of Services
(a) The City will use the funds granted under this A;~reement only for the purpose of implementing
applicable programs under the Fiscal Year 2009 Emergency Management Performance Grant, as
indicated in Exhibit A, Program Narrative.
(b) The City will use the funds granted under this Agreement in a manner consistent with:
(1) the applications submitted by the County to the State for the grants under this Agreement;
(2) the grant guidance issued by the State for the grants under this Agreement; and
(3) the notifications issued by the State for the approval of the grants under this Agreement.
(c) The documents described in Article II.1(b)(1-3) of this Agreement are on file with the County and
the granting agencies of the State, and are hereby incorporated into this Agreement.
2. Performance Period
The performance period for this grant expires on June 30, 2010.
3. Master Grant Obligations.
(a) The City agrees to comply with all applicable req~.~irements and assurances contained in the State
Grant Requirements. The City may designate vendors or sub grantees to fulfill these obligations.
(b) If any provisions of this Agreement conflict with 'the State Grant Requirements, the provisions of
the State Grant Requirements will control.
4. Reporting
(a) The City will prepare progress reports for the dur~~tion of the term of this Agreement. The reports
must include the status of all activities, including equipment purchases (if applicable).
(b) The reports are due to the County representative identified in Article V.1 as follows:
Agreement between the County of Santa Clara and City of Cupertino
Granting funds for FY09 Emergency Management Performance Grant
Page 3
Performance Reporting Period (July 1, 2009- December 31, 2009) -due by January 9, 2009
Final Performance Reporting Period (Januar}~ 1, 2010- June 30, 2010) -due by July 9, 2010
(c) The County will provide the City with a report template, (Exhibit D) and the City will utilize the
template.
(d) The City will notify the County representative ide~ntif"ied in Article V.1, within 15 days, when the
City has completed all performance obligations for these grants.
5. Disallowances
(a) During the term of this Agreement, County is not obligated to honor any request for reimbursement that
is submitted more than three months following the date of the service for which payment is requested.
(b) Final invoice will be due ten days before the expiration date of the Performance Period of the grant (as
indicated in Article II.2 above and in paragraph 5 of the Recitals). County will not process any claims
submitted after this date.
Article III Term and Termination
1. Term of Agreement
This Agreement is effective from July 1, 2009 throul;h the date that the County receives
notification from Governor's Office of Emergency Services that the County's Fiscal Year 2009
Emergency Management Performance Grants have been closed out.
2. Termination
a. Either party may terminate this Agreement for cause upon written notice to the other; cause
includes, but is not limited to a material br~~ach of this Agreement, or a violation of any
applicable laws.
b. Opportunity to cure. The non-breaching pai7.y shall give written notice of the breach to the
breaching party, specifying the breach. The breaching party shall not be deemed in default
hereunder and the non-breaching party shall n~~t institute proceedings or exercise any remedies
against the breaching party unless the breach ryas not been cured, corrected or remedied within
thirty (30) days after the giving of such notice of breach or within such longer period as maybe
reasonably required to cure, correct or remedy the breach, provided the breaching party has
commenced such cure, correction or remedy within such thirty (30) day period and diligently
and continuously pursues such cure, correction or remedy.
Agreement between the County of Santa Clara and City of Cupertino
Granting funds for FY09 Emergency Management Performance Grant
Page 4
c. If Agreement is terminated, the City shall return funding in accordance with grant guidelines.
Article IV. Liabilities
1. Mutual Indemnification
In lieu of and not withstanding the pro rata risk allocation which might otherwise be imposed between
the parties pursuant to Government Code Section 89:x.6, the parties agree that all losses or liabilities
incurred by a party shall not be shared pro rata but instead the County and the City agree that pursuant
to Government Code Section 895.4, each of the parties hereto shall fully indemnify and hold each of
the other parties, their officers, board members, employees and agents, harmless from any claim,
expense or cost, damage or liability imposed for injury (as defined by Government Code Section
810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the
indemnifying party, its officers, board members, employees or agents, under or in connection with or
arising out of any work, authority or jurisdiction delegated to such party under this Agreement. No
party, nor any officer, board member, employee or agc;nt thereof shall be responsible for any damage or
liability occurring by reason of the negligent acts or emissions or willful misconduct of other parties
hereto, their officers, board members, employees or agents, under or in connection with or arising out
of any work, authority or jurisdiction delegated to such other parties under this Agreement.
Article V. Miscellaneous
1. Notice
All notices required by this Agreement will be deemed given when in writing and delivered personally
or deposited in the United States mail, postage prepaici, return receipt requested, addressed to the other
party at the address set forth below or at such other address as the party may designate in writing:
To the City:
Marsha Hovey, Emergency Preparedr.~ess Coordinator
City of Cupertino
10300 Torre Avenue
Cupertino, CA 95014-3232
To the County:
Diane Stambaugh
Administrative Services & Grants Manager
County of Santa Clara Office of Emergency Services
55 W. Younger Ave., Suite 450
San Jose, CA 95110
Agreement between the County of Santa Clara and City of Cupertino
granting funds for FY09 Emergency Management Performance Grant
5 of 8
2. Compliance and Nondiscrimination
The parties will comply with all applicable Federal, ~~tate, and local laws and regulations. Such laws
include but are not limited to the following: Title VII of the Civil Rights Act of 1964 as amended, the
Americans with Disabilities Act of 1990, the Rehabil~.itation Act of 1973 (Sections 503 and 504), the
California Fair Employment and Housing Act (Government Code sections 12900 et seq.), and
California Labor Code sections 1101 and 1102. The parties will not discriminate against any
subcontractor, employee, or applicant for employmt;nt because of age, race, color, national origin,
ancestry, religion, sex/gender, sexual orientation, :mental disability, physical disability, medical
condition, political beliefs, organizational affiliations, or marital status in the recruitment, selection for
training including apprenticeship, hiring, employment, utilization, promotion, layoff, rates of pay or
other forms of compensation. Nor will the parties discriminate in the provision of services provided
under this Agreement because of age, race, color, national origin, ancestry, religion, sex/gender, sexual
orientation, mental disability, physical disability, medical condition, political beliefs, organizational
affiliations, or marital status.
3. County No-Smoking Policy
Contractor and its employees, agents and subcontractors, shall comply with the County's No Smoking
Policy, as set forth in the Board of Supervisors Policy Manual section 3.47 (as amended from time to
time), which prohibits smoking: (1) at the Santa Clara Valley Medical Center Campus and all County-
owned and operated health facilities, (2) within 30 fe;et surrounding County-owned buildings and
leased buildings where the County is the sole occupant, and (3) in all County vehicles.
4. Governing Law
This Agreement has been executed and delivered in, a.nd will be construed and enforced in accordance
with, the laws of the State of California.
5. Assignment
The parties may not assign this Agreement or the rights and obligations hereunder without the
specific written consent of the other.
6. Entire Agreement
This document represents the entire Agreement betw~:en the parties with respect to the subject matter
hereof. All prior negotiations and written and/or oral agreements between the parties with respect to
the subject matter of this Agreement are merged into this Agreement.
7. Amendments
This Agreement may only be amended by an instrument signed by the parties.
Agreement between the County of Santa Clara and City of Cupertino
granting funds for FY09 Emergency Management Performance Grant
6 ~~f 8
8. Counterparts
This Agreement maybe executed in one or more counterparts, each of which shall be deemed to be an
original, but all of which together shall constitute one and the same instrument.
9. Severability
If any provision of this Agreement is found by a court of competent jurisdiction to be void, invalid or
unenforceable, the same will either be reformed to comply with applicable law or stricken if not so
conformable, so as not to affect the validity or enfor~:eability of this Agreement.
10. Waiver
No delay or failure to require performance of any pro~~ision of this Agreement shall constitute a waiver
of that provision as to that or any other instance. Arty waiver granted by a party must be in writing,
and shall apply to the specific instance expressly staked.
11. Conflict of Interest
In accepting this Agreement, City covenants that is presently has no interest and will not acquire any
interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with
the performance of services under this Agreement. City is responsible for assuring compliance of its
subcontractors, if any, with the requirements of this~~rovision.
12. Certified Resolution of Signature Authorilty
Upon request of Santa Clara County, City will deliver to Santa Clara County a copy of the resolution(s)
authorizing execution, delivery and performance of this Agreement, certified as true, accurate and
complete by the appropriate authorized representative of City.
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Agreement between the County of Santa Clara and City of Cupertino
granting funds for FY09 Emergency Management Performance Grant
7of8
Signed:
COUNTY OF SANTA CLARA CITY OF CUPERTINO
By ~'° 2i D 9 w S S' ~~
Gary G aves Date David Knapp Date
Acting County Executive City Manager
Approved as to Form and Legality:
~-~ i~~ ~,
Kimberly Thomas a p Date
Deputy County Counsel
Approved as to Form and Legality:
~;
t Attorney Date
Exhibit A FY08 Per Capita Distribution Worksheet
Exhibit B Grant Guidance
Exhibit C Program Narrative
Exhibit D Report Template
Exhibit E Functional Timesheet Template
Exhibit F City Reimbursement Worksheet
Agreement between the County of Santa Clara and City of Cupertino
granting funds for FY09 Emergency Management Performance Grant
8of8
Per capita Distribution FY09 EMPG
Grant Funding
Grant Amount
FY09 EMPG Allocation $294,110.00
Administrative Costs $8,823.30
S ecial Pro~ect s $0.00
Amount for Distribution to Jurisdictions $285,286.70
PARTICIPATING JURISDICTION Bay Area
Census 2006
Population
%
FY08 EMPG
1 Cam bell 38,138 2.20% $6,284.52
2 Cu ertino 50,546 2.92% $8,329.15
3 Gilro 41,464 2.39% $6,832.59
4 Los Altos 27,693 1.60% $4,563.35
5 Los Altos Hills 7,902 0.46% $1,302.12
6 LoS Gatos 28,592 1.65% $4,711.49
7 Mil itas 62,698 3.62% $10,331.60
8 Monte Sereno 3,483 0.20% $573.94
9 Mor an Hill 33,556 1.94% $5,529.48
10 Mountain View 71,518 4.13% $11,784.99
11 Palo Alto 58,598 3.38% $9,655.99
12 San Jose 916,220 52.92% $150,978.02
13 Santa Clara 112,098 6.47% $18,471.91
14 Saratoga 29,843 1.72% $4,917.64
15 Sunn ale 140,516 8.12% $23,154.73
16 Unincor orated Areas 108,416 6.26% $17,865.18
TOTAL Per Capita Distribution 1,731,281 100.00% $285,286.70
Exhibit A
7/21/2009
Exhibit B
oEs
C ONNIA
~~ • •
California Emergency Management Agency
Emergency Ma~iagement Performance Grant
Recipient Subgrant Guide for Local Governments
Fiscal Year 2009
February 11, 2009
Table of Contents
Section One: Subgrant Overview ...........................................................................................3
Purpose of this Subgrant ..................................................................................................... . 4
Eligible Subgrant Recipients ...............................................................................................4
Purpose of this Subgrant Guide ........................................................................................... 4
Performance Period .............................................................................................................4
Matching Requireinents ......................................................................................................4
Allocations and Methodology ..............................................................................................4
OA Responsibilities ............................................................................................................ 5
Applicable Laws, Regulations, Guidance Documents and Websites ....................................6
Subgrant Timelines ............................................................................................................. 7
Contact Information ............................................................................................................ 7
Section Two: Program Specific Information ......................................................................... . 8
Program Overview .............................................................................................................. 9
What's New? ....................................................................................................................... 9
Secretary's Emphasis ......................................................................................................... 10
Goals and Objectives ......................................................................................................... 11
Eligible Activities ............................................................................................................. 11
Other Unallowable Costs ................................................................................................... 18
Eligible Costs .................................................................................................................... 19
Section Three: Application Requirements and Process ......................................................... 20
Application Components ................................................................................................... 21
Mailing Address ................................................................................................................ 21
Application for Assistance ................................................................................................. 21
Program Narrative ............................................................................................................. 21
Budget Worksheet .............:............................................................................................... 21
Governing Body Resolution .............................................................................................. 22
Grant Assurances .............................................................................................................. 22
Application Due Date ........................................................................................................ 22
Approval of Application .................................................................................................... 22
Section Four: Performance Period Activities ........................................................................ 23
Reimbursement of Eligible Costs ...................................................................................... 24
Revision Requests ............................................................................................................. 24
Performance Reports ......................................................................................................... 24
Interest Earnings ............................................................................................................... 25
Monitoring Subgrant Performance ..................................................................................... 25
Record Retention Requirements ........................................................................................ 25
Accessibility of Records .................................................................................................... 25
Suspension or Termination ................................................................................................ 26
Section Five: Subgrant Closeout .......................................................................................... 27
Final Subgrant Report ....................................................................................................... 28
Closeout Review and Notification ..................................................................................... 28
Audit Requirements .......................................................................................................... 28
Appendices ........................................................................................................................... 29
Appendix A -Allocations to Operational Areas ............................................................... 30
Appendix B - CaIEMA Goals and Objectives .................................................................. 31
Appendix C -Forms ........................................................................................................ 37
Appendix D -Sample Forms ........................................................................................... 57
Appendix E -Acronyms .................................................................................................. 67
FY09 EMPG Grant Guide for Local Government 2
Section One: Subgrant Overview
Contents This section contains the following:
• Purpose of this Subgrant
• Eligible Subgrant Recipients
• Purpose of this Subgrant Guide
• Performance Period
• Matching Requirements
• Allocations and Methodology
• OA Responsibilities
• Applicable Laws, Regulations, Guidance Documents and
Websites
• Subgrant Timelines
• Contact Information
FY09 EMPG Recipient Subgrant Guide for Local Government
Section One: Subgrant Overview, continued
Purpose of this The purpose of the Fiscal Year 2009 Emergency Management Performance
Subgrant Grant (FY09 EMPG) is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of
mitigation, preparedness, response, and recovery capabilities for all hazards.
Funds provided under the EMPG must be used to support activities that
contribute to the Operational Area's capability to prevent, prepare for,
mitigate against, respond to, and recover from emergencies and disasters,
whether natural or man-made.
Eligible The eligible grant recipients are the 58 Operational Areas (OAs).
Subgrant
Recipients
Purpose of this This Recipient Subgrant Guide will provide the OAs with guidance and forms
Subgrant Guide to apply for, perform, and closeout the FY09 EMPG Subgrant. This Guide
specifies the performance period, allocations, eligible activities, and other
Subgrant related information and requirements.
Performance The FY09 EMPG performance period is October 1, 2008 through
Period June 30, 2010. However, each OA must choose a 12-month period within
this time frame for their particular performance period. This would either be
the federal fiscal year (October 1, 2008 through September 30, 2009) or the
state fiscal year (July 1, 2009 to June 30, 2010).
Matching The FY09 EMPG requires adollar-for-dollar match. This can be cash or in-
Requirements kind. Please refer to 44 Code of Federal Regulations (CFR), 13.24 for
specific details.
Allocations and California will Subgrant a total of $9,100,000 to OAS. The OA allocations
Methodology were determined using a $80,000 base award, with remaining funds
distributed using per capita figures in the Department of Finance's yearly
report called
E-1: Ciry/County Population Estimates with Annual Percent Change
This report can be accessed at the following website:
http://www.dof.ca. Gov/HTMUDEMOGRAP/ReportsPapers/Estimates/E 1 /documents/E-1 tabl e.xls
The data for January 1, 2008 were used for calculating allocations. A
complete listing of the allocations for the FY09 EMPG can be found in
Appendix A.
FY09 EMPG Recipient Subgrant Guide for Local Government
Section One: Subgrant Overview, continued
OA The OAs responsibilities are to:
Responsibilities
1. Submit a subgrant application package to Ca]EMA Regions by
March 27, 2009.
2. Comply with all assurances and certifications contained in the Grant
Assurances submitted with the FY09 EMPG application. In addition, if
the OA subgrants funds to other entities, their subgrant
agreements/contracts must also include these same assurances and
certifications along with any loc,~l requirements.
3. Prepare performance reports for the duration of the performance period.
Further reporting details are included in Part Four, Performance Period
Activities, under "Performance Reports".
4. Maintain financial management systems that support subgrant activities in
accordance with 44 CFR Part 1'? .20.
5. If changes are required after the initial subgrant award, submit revision
requests to CaIEMA, prior to incurring any associated expenditures.
Further details are included in P:rrt Four, Performance Period Activities,
under "Revision Requests".
6. Remit unexpended subgrant funds to CaIEMA after all work has been
completed and reimbursements leave been disbursed.
7. Maintain property, programmatic, and fmancial records in accordance
with the grant record retention requirements. Further details on the
retention requirement are contained in Part Four, Performance Period
Activities, under "Record Retention Requirements".
8. Comply with the audit requirements contained in Office of Management
and Budget (OMB) Circular A-:_33, and Title 44 CFR, Part 13.26.
FY09 EMPG Recipient Subgrant Guide for Local Goverrunent
Section One: Subgrant Overview, continued
Applicable OAs must ensure that local and intenial departments are aware of the
Laws, following laws, regulations, and guidance documents that apply to this
Regulations, Subgrant:
Guidance
Documents and Robert T. Stafford Disaster Relief and Emergency Assistance Act
Websites as amended.
• Office of Management and Budget (OMB) Circulars A-87, A-102,
A-133 htt~//www.whitehouse.gov/omb/circulars/index.html
• California Emergency Services Act, Chapter 7 of Division 1 of
Title 2 of the Government Code -Provides the legal basis for
Emergency Management activities in California. Government
Code Section 8607 describes the Standardized Emergency
Management System.
• Recipient Subgrant Guide for Local Governments provided by
CaIEMA.
The following documents produced and distributed by Ca1EMA can be used
as additional resources. They can be found on the CaIEMA website at:
www.oes.ca.gov.
• Local Emergency Planning Guidance
• State Emergency Plan
• SEMS/NIMS Regulations
• Statewide Emergency Management Strategic Plan
FY09 EMPG Recipient Subgrant Guide for Local Government 6
Section One: Subgrant Overview, continued
Subgrant
Timelines
March 27, 2009 Submit applications to the appropriate Regional Office.
Apri114, 2009 Regional Offices will complete review of applications and
forward to the Emergency Grants Administration Section
to process.
May 29, 2009 OAs will be ~iotified of application approval and award.
July 17, 2009 A performan~:e report is due to the appropriate Regional
Office for thc; period October 1, 2008 through June 30,
2009.
October 16, 2009 A performance report is due to the appropriate Regional
Office for thc; period July 1, 2009 through September 30,
2009.
January 15, 2010 A performance report is due to the appropriate Regional
Office for thf; period October 1, 2009 through December
31, 2009.
Apri116, 2010 A performance report is due to the appropriate Regional
Office for thr, period January 1, 2010 through March 31,
2010.
June 30, 2010 All subgrant activities must be completed and all funds
disbursed.
July 30, 2010 • A final performance report is due to the appropriate
Regional Office for the period of April 1, 2010
through :tune 30, 2010.
• A fmal Reimbursement Request is due to the
appropriate Regional Office.
Contact Technical assistance is available tkroughout the application and subgrant
Information performance process. Contact your Regional Office at one of the following
numbers:
Coastal Region (510) 286-0895
Inland Region (916) 845-8470
Southern Region (562) 795-2900
FY09 EMPG Recipient Subgrant Guide for Local Government
Section Two: Program Specific Information
Contents This section contains the following:
• Program Overview
• What's New?
• Secretary's Emphasis
• Goals and Objectives
• Eligible Activities
• Management and Administration
• Planning
• Organizational
• Equpment
• Training
• Exercise
• Construction and Renovation
• Unallowable Costs
• Eligible Costs
FY09 EMPG Recipient Subgrant Guide for Local Government 8
Section Two: Program Specific Information, continued
Program The purpose of the FY09 EMPG is to support comprehensive emergency
Overview management and to encourage the improvement of mitigation, preparedness,
response, and recovery capabilities for all hazards. Funds provided under
the EMPG must be used to support activities that contribute to the OA's
capability to prevent, prepare for, rriitigate against, respond to, and recover
from emergencies and disasters, whether natural or man-made. Towards
this end, CaIEMA has established emergency management priorities, goals,
and objectives for California. OA ~.ctivities under this subgrant must be tied
to these priorities, goals, and objectives.
What's New? • The funds can be used for EOC construction (up to $1,000,000) or
renovation (up to $250,000).
• Local jurisdictions can use up to 3% for management and administration
costs.
Secretary's Listed below are the key areas the State will be focusing on in the FY 09
Emphasis EMPG programs. OAs are strongl;~ encouraged to focus on these activities as
well.
• Information Management Te~~hnology and Process: OAs are
encouraged to participate with CaIEMA in a Feasibility Study Review to
develop a new emergency information management system (technology
and process).
• Emergency Responder Credentialing Program: Participation in a
Regional EMMA exercise is strongly encouraged.
• Alert & Warning: Counties should assess their ability to notify cities
within their jurisdiction and, in turn, the cities' ability to notify their
citizens, of imminent or actual emergencies where a warning would give
sufficient additional time for action and increase safety.
• Special Needs: Evacuation anti sheltering needs of the OA's special
needs population should be addressed. OA's should recognize the need to
identify, transport, and provide required medical or supportive care to
people with physical, sensory, or cognitive, language, or economic
limitations that must be evacuated or sheltered during a disaster.
• Mass Evacuation: OAs must .:valuate their ability to move a large and
demographically diverse group of people within a short time period to a
safe location within their own county and/or an adjoining county. Under
extreme catastrophic events, this distance may not be far enough to
provide the expected level of protection. If necessary, plans should be
developed or revised to address this issue.
FY09 EMPG Recipient SuUgrant Guide for Local Government
Section Two: Program Specific Information, continued
Secretary's • Care and Sheltering: In the event of a mass evacuation, the need to
Emphasis, temporarily feed, shelter, and provide basic hygienic and medical support
continued becomes an issue that OAs will also have to address. Another
consideration ui this area will be the need to shelter-in-place and ensuring
that the OA's population is prepared to remaui in their homes and/or
places of business for multiple days at a time.
• Planning: Review and revise the jurisdiction's Emergency Operations
Plan in accordance with the schedule established in the plan, and submit
the revised plan to CaIEMA Regions at least every three years for their
review according to published emergency plan criteria.
• Exercises: OAs should participate in disaster exercises that test the
jurisdiction's emergency plan, emergency facilities and equipment;
prepare After Action Reports identifying corrective actions; and take
appropriate action to implement recommended corrective actions.
• Regional Catastrophic Planning: Where it is likely that a disastrous
event could involve more than one OA, OAs should be expanding their
catastrophic event planning to include their neighboring jurisdictions and
federal, state, and private entities.
• COOP and COG Planning: OAs should review and revise their current
plan as necessary.
Goals and The goals and objectives of the state are described in Appendix B. The goals
Objectives address three main categories:
1. Organizational and Enterprise Enhancement
2. Manage Risks and Vulnerabilities
3. Enhance Customer and Stakeholder Services
FY09 EMPG Recipient Subgrant Guide for Local Government 10
Section Two: Program Specific Information, continued
Eligible MANAGEMENT AND ADMINISTRATIVE (M&A) COSTS
Activities
M&A activities are those defused as directly relating to the management and
administration of EMPG funds, such as financial management and
monitoring. It should be noted that salaries of local emergency managers are
not typically categorized as M&A, unless the OA chooses to assign persomnel
to specific M&A activities.
M&A costs are allowable for OAs. OAs may retain and use up to 3% of their
subaward from the State for OA M&A purposes.
M&A costs include the following categories of activities:
• Hiring of full-time or part-time st~~ff or contractors/consultants:
o To assist with the management of FY 2009 EMPG funds
o To assist with design, requirements, and implementation of the FY
2009 EMPG Program
• Hiring of full-time or part-time st;rff or contractors/consultants and expenses
related to:
o FY 2009 EMPG pre-application submission management activities and
application requirements
o Meeting compliance with reporting/data collection requirements,
including data calls
• Development of operating plans for information collection and processing
necessary to respond to FEMA d~ita calls
• Travel expenses directly related to management and administration of
EMPG grant funds
• Meeting-related expenses directly related to management and administration
of EMPG grant funds
• Acquisition of authorized office equipment, including personal computers,
laptop computers, printers, LCD ~~rojectors, and other equipment or
software which are used primaril~~ in support the implementation of EMPG-
related activities
• The following are allowable only within the period of performance of the
grant program:
o Recurring fees/charges associated with certain equipment, such as cell
phones, faxes, etc. which are directly related to management and
administration of FY 2009 EMPG grant funds
o Leasing and/or renting of space for newly hired personnel to administer
FY 2009 EMPG grant funds
FY09 EMPG Recipient Subgrant Guide for Local Government 11
Section Two: Program Specific Information, continued
.Eligible PLANNING
Activities, FY 2009 EMPG funds may be used for a range of emergency management planning
continued activities, including activities and costs related to the FEMA Gap Analysis Program
and EMAP accreditation process (State and/or local). As indicated, subgrant
recipients should place a high priority on developing/enhancing scenario specific
plans that incorporate activities across the pillars of prevention, protection, and
response and recovery. These plans may uiclude aspects of the following, but are
not limited to:
• Disaster housing planning
• Planning for NIMS implementation
• Modifying existing incident management and emergency operations plans to
ensure proper aligmnent with the NIMS and NRF coordinating structures,
processes, and protocols
• Developing/enhancing comprehensive emergency management plans
• Conducting a hazard analysis and risk assessment prior to mitigation plan
development
• Developing/enhancing all-hazards mitigation plans
• Developing/enhancing catastrophic incident plans
• Developing/enhancing COOP/COG plans
• Developing/enhancing logistics and resource management plans
• Developing/enhancing evacuation plans, including alerts/warning, crisis
communications, sheltering, and re-entry
• Developing/enhancing mass casualty and mass fatality plans
• Developing/enhancing fmancial and administrative procedures for use
before, during, and after disaster events in support of a comprehensive
emergency management program
• Public education and awareness
• Developing/enhancing other response and recovery plans
• Developing/enhancing emergency management and operations plans to
integrate citizen/volunteer and other non-governmental organization
resources and participation
In support of efforts by OAs to improve their preparedness programs, program
evaluations are now allowable planning costs. Program evaluations provide valuable
information regarding a program's outcomes, efficiency, and effectiveness. Beyond
financial audits and program monitoring, evaluations can help managers track
progress and demonstrate performance by quantitatively measuring the results of
programs.
FY09 EMPG Recipient subgrant Guide for Local Government 12
Section Two: Program Specific Information, continued
Eligible ORGANIZATION
Activities, Per the Robert T. Stafford Disaster Relief and Emergency Assistance Act,
continued (Public Law 93-288), as amended, 42 U.S.C. 5121-5207, EMPG funds may be used
for all-hazards emergency management operations, staffing, and other day-to-day
activities in support of emergency management.
Personnel costs, including salary, overtime, compensatory time off, and associated
fringe benefits, are allowable cost: with FY 2009 EMPG funds. These costs must
comply with 2 CFR Part 225, Cos! Principles for State, Local, and Indian Tribal
Governments (OMB Circular A-8?). Proposed personnel costs should be linked to
achieving objectives outlined in your Program Narrative.
EQUIPMENT
Allowable equipment categories fir FY 2009 EMPG are listed on the web-based
version of the Authorized Equipment List (AEL) on the Responder Knowledge Base
(RKB), which is sponsored by FE_VIA at http: //www. rkb. us.
The Standardized Equipment List (SEL) is located at this site as well. In some
cases, items on the SEL are not allowable under EMPG or will not be eligible for
purchase unless specific conditions are met. Unless otherwise stated, equipment
must meet all mandatory regulatory and/or FEMA-adopted standards to be eligible
for purchase using these funds. In addition, agencies will be responsible for
obtaining and maintaining all necessary certifications and licenses for the requested
equipment.
The select allowable equipment includes equipment from the following AEL
categories:
• Information Technology (Category 4)
• Cyber-Security Enhancement Equipment (Category 5)
• Interoperable Communications Equipment (Category 6)
• Detection Equipment (Category 7)
• Power Equipment (Categ,ory 10)
• CBRNE Reference Materials (Category 11)
• CBRNE Incident Response Vehicles (Category 12)
• Physical Security Enhancement Equipment (Category 14)
• CBRNE Logistical Supp~~rt Equipment (Category 19)
• Other Authorized Equipment (Category 21)
FY09 EMPG Recipient Subgrant Guide for Local Government 13
Section Two: Program Specific Information, continued
Eligible TRAINING
Activities, EMPG funds may be used for a range of emergency management-related training
continued activities to enhance the capabilities of State and local emergency management
personnel through the establishment, support, conduct, and attendance of training.
Types of training include, but are not limited to, the following:
• Developing enhancing systems to monitor training programs
• Conducting all hazards emergency management training, including NIMS
training requirements
• Attending Emergency Management Institute (EMI) training or delivering
EMI train-the-trainer courses, not limited to terrorism-related courses
• Attending other FEMA-approved emergency management trainuig
Allowable training-related costs include the following:
Funds used to develop, deliver, and evaluate training -Includes costs
related to administering the training: planning, scheduling, facilities,
materials and supplies, reproduction of materials, and equipment.
Overtime and Backfill -Overtime costs which are the direct result of
attendance at FEMA and/or approved training courses and programs are
allowable. Overtime payments related to backfilling personnel who have
been sent to training are also allowable, but only for the marginal added cost
to the grantee of having to pay overtime instead of regular time. The grantee
must maintain financial responsibility for the regular time portion of backfill
costs. These costs are allowed only to the extent the payment for such
services is in accordance with the policies of the State or unit(s) of local
government and has the approval of the State or the awarding agency,
whichever is applicable. In no case is dual compensation allowable. That is,
an employee of a unit of government may not receive compensation from
their unit or agency of government AND from an award for a single period
of time (e.g., 1:00 pm to 5:00 pm), even though such work may benefit both
activities.
• Travel -Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable
as expenses by employees who are on travel status for official business
related to approved training.
• Hiring of Full or Part-Time Staff or Contractors/Consultants - Full- or
part-time staff may be hired to support direct training-related activities.
Payment of salaries and fringe benefits must be in accordance with the
policies of the State or unit(s) of local government and have the approval of
the State or awarding agency, whichever is applicable.
• Certification/Reeertifieation of Instructors -Costs associated with the
certification and re-certification of instructors are allowed. OAs are
encouraged to follow the FEMA Instructor Quality Assurance Program to
ensure a minimum level of competency and corresponding levels of
evaluation of student learning. This is particularly important for those
courses which involve training of trainers.
FY09 EMPG Recipient Subgrant Guide for Local Government 14
Section Two: Program Specific Information, continued
Eligible EXERCISES
Activities, EMPG funds may be used to design, develop, conduct, and evaluate emergency
continued management related exercises. Exercises must be consistent with the principles
outlined in the Homeland Security Exercise and Evaluation Program (HSEEP), as
well as applicable existing emergency management standards. HSEEP Volumes I-III
contains guidance and recommendations for designing, developing, conducting, and
evaluating exercises. HSEEP Volume IV provides sample exercise materials. All
four volumes can be found at the HSEEP website htt~://hsee~.dhs.gov). Exercises
conducted using EMPG funding must be NIMS compliant. Types of exercises
include, but are not limited to, the followuig:
Developing/enhancing systems to monitor exercise programs
Conducting all-hazards exercises, based on the likely hazards/scenarios a
jurisdiction may encounter
Conducting emergency management exercises, while incorporating NIMS
exercise requirements
Allowable exercise-related costsviclude:
Funds Used to Design, Develop, Conduct and Evaluate an Exercise -
Includes costs related to planning, meeting space and other meeting costs,
facilitation costs, materials and supplies, travel, and documentation.
Hiring of Full or Part-Tune Staff or Contractors/Consultants - Full- or
part-time staff may be hired to support direct exercise activities. Payment of
salaries and fringe benefits must be in accordance with the policies of the
State or unit(s) of local go`~ernment and have the approval of the State or the
awarding agency, whichever is applicable. The services of
contractors/consultants may also be procured to support the design,
development, conduct and evaluation of exercises. The applicant's formal
written procurement polic}~ or the Federal Acquisition Regulations (FAR)
must be followed.
Overtime and Backfill - ~~vertime costs which are the direct result of time
spent on the design, development and conduct of exercises are allowable
expenses. Overtime payments related to backfilling personnel who have
been sent to exercises are also allowable but only for the marginal added
cost to the grantee of having to pay overtime instead of regular time. The
grantee must maintain financial responsibility for the regular time portion of
backfill costs. These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the State or unit(s) of
local government and has the approval of the State or the awarding agency,
whichever is applicable. In no case is dual compensation allowable. That is,
an employee of a unit of government may not receive compensation from
their unit or agency of government AND from an award for a single period
of time (e.g., 1:00 pm to 5:00 pm), even though such work may benefit both
activities.
FY09 EMPG Recipient Subgrant Guide for Local Goverrunent 15
Section Two: Program Specific Information, continued
Eligible EXERCISES, continued
Activities, • Travel -Travel costs (e.g., airfare, mileage, per diem, hotel) are allowable as
continued expenses by employees who are on travel status for official business related to
the planning and conduct of the exercise project(s).
• Supplies -Supplies are items that are expended or consumed during the course
of the planning and conduct of the exercise project(s) (e.g., copying paper,
gloves, tape, non-sterile masks, and disposable protective equipment).
• Implementation of HSEEP -This refers to costs related to developing and
maintaining aself-sustaining State Homeland Security Exercise and Evaluation
Program which is modeled after the national HSEEP.
• Other Items -These costs are limited to items consumed in direct support of
exercise activities such as the rental ofspace/locations for planning and
conducting an exercise, rental of equipment (e.g., portable toilets, tents), and the
procurement of gasoline, exercise signs, badges, and other essential nondurable
goods. The only vehicle costs that are reimbursable are fueUgasoline or mileage.
Unauthorized exercise-related costs include:
• Reimbursement for the maintenance and/or wear and tear costs of general
use vehicles (e.g., construction vehicles) and emergency response apparatus
(e.g., fire trucks, ambulances).
• Equipment that is purchased for permanent installation and/or use, beyond
the scope of exercise conduct (e.g., electronic messaging signs).
• Durable and non-durable goods purchased for installation and/or use beyond
the scope of exercise conduct.
FY09 EMPG Recipient Subgrant Guide for Local Government 16
Section Two: Program Specific Information, continued
Eligible CONSTRUCTION AND RENOVATION
Activities, FEMA recognizes that an updated, functioning emergency operations center
continued (EOC), accessible to and usable by individuals with disabilities, is a core
component of an effective emergency management system. Therefore,
construction and renovation activities for a State, local, or tribal government's
principal EOC are allowable under EMPG. Allowable costs for EOC
construction and renovation are consistent with the FY 2009 EOC Grant
Program. In addition, EOCs may use up to $1,000,000 for construction
projects or up to $250,000 for reno~/ation projects. However, the match
requirement for EOC construction and renovation with EMPG funding is 50
percent federal and 50 percent grantee.
FY 2009 EMGP subgrant recipients using funds for construction projects
must comply with the Davis-Bacon Act. Subgrant recipients must ensure that
their contractors or subcontractors i'or construction projects pay workers
employed directly at the worksite no less than the prevailing wages and fringe
benefits paid on projects of a similar character. Additional information,
including Department of Labor wa€;e determinations, is available from the
following website: htt~://www.dol.gov/esa/programs/dbra/.
In order for subgrant recipients to drawdown funds for limited EOC
construction and renovation projects under EMPG:
Subgrantee recipients must provide to CaIEMA the following:
o A description of the EOC facility, location, and the scope of the
construction or renovation project
o A certification that an assessment has been conducted to identify EOC
needs regarding such issues its the facility, communications capability,
computer systems and network capabilities, survivability, and
sustainability
o A description of how the construction or renovation project will
address the needs identified from the assessment
o A consequences of not implementing the construction or renovation
project
o A NEPA Compliance Checklist
Written approval must be obtained by CaIEMA from FEMA prior to the
use of any EMPG funds for construction or renovation
All proposed construction and renovation activities must undergo an
Environmental and Historic Preservation (EHP) review, including approval of
the review from FEMA, prior to undertaking any action related to the project.
Any applicant that is proposing a construction project under the FY 2009
EMGP should pay special attention to the EHP requirements contained in Part
VI (B, 4.7) of the Guidance. Failure; of a grant recipient to meet these
requirements may jeopardize Federal funding.
FY09 EMPG Recipient Subgrant Guide for Local Goverrunent 17
Section Two: Program Specific Information, continued
Other UNALLOWABLE COSTS
Unallowable • Expenditures for items such as general-use software (word processing,
Costs spreadsheet, graphics, etc), general-use computers and related
equipment (other than for allowable M&A activities, or otherwise
associated preparedness or response functions), general-use vehicles,
licensing fees, weapons systems and ammunition.
• Personnel costs (except for costs as detailed above). Costs to support
the hiring of sworn public safety officers for the purposes of fulfilling
traditional public safety duties or to supplant traditional public safety
positions and responsibilities.
• Activities unrelated to the completion and implementation of the
EMPG.
• Other items not in accordance with the portions of the AEL and
allowable cost listed ul "Eligible Activities" section.
FY09 EMPG Recipient Subgrant Guide for Local Government 18
Section Two: Program Specific Information, continued
Eligible Costs To be allowable under federal awards, costs must meet the criteria as stated in
OMB Circular No. A-87, Attachment A.
Eligible cost categories are as follo~~vs:
Personnel Services This includes salary, overtime, compensating
time off~and associated fringe benefits.
Equipment This is defined as property having a useful life of
more th;rn one year and an acquisition cost of
$5,000 or more per unit. Allowable equipment
categories for FY 2009 EMPG are listed on the
web-baked Authorized Equipment List (AEL) on
the Responder Knowledge Base (RKB), at
http://www.rkb.mipt.org. The FY 2009 EMPG
AEL is housed on the RKB and relies heavily on
the Standardized Equipment List (SEL)
developed by the Inter-Agency Board (IAB) for
Equipment Standardization and Interoperability.
The AEL maintains the cross-referencing to the
SEL in ;~n effort to eliminate redundancy. Both
the AEL and SEL are available on the RKB,
which also offers an interactive version that
provides links to corresponding SEL items and
commercial roducts.
Operating expenses This includes all items not defined as equipment
such as printing, postage, communications, data
processing, etc.
Management and Costs associated with the management and
Administration costs administration of this grant. This would include
costs of such activities as preparing reports,
reimbursement requests, and recordkeeping.
Specific: documentation of these costs must be
maintained.
Pass through to locals This includes the funds being passed through to
cities and/or other olitical entities.
Another useful Financial Guide for determining eligible costs can be found
at: http://www.dhs.Qov/xlibrary/assets/G:-ants FinancialManagementGuide.pdf
FY09 EMPG Recipient Subgrant Guide for Local Government 19
Section Three: Application Requirements and Process
Contents This section contains the following:
• Application Components
• Mailing Address
• Application for Assistance
• Program Narrative
• Budget Worksheet
• Governing Body Resolution
• Grant Assurances
• Application Due Date
• Approval of Application
FY09 EMPG Recipient Subgrant Guide for Local Government 20
Section Three: Application Requirements and Process, continued
Application The application must include the following forms. These forms can be found
Components in Appendix C.
• Application for Assistance
• Program Narrative
• Budget Worksheet
• Governing Body Resolution
• Grant Assurances
Mailing The application must be mailed to ~~our CaIEMA Regional office:
Address
Coastal Region Inland Region Southern Region
1300 Clay Street, Suite 400 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
Application for The Application for Assistance form is the coversheet for the application. It
Assistance identifies the applicant, the authori;~ed agent and contact person for the
subgrant and their addresses, the maximum award amount and the amount the
OA is requesting. It must be signed by the authorized agent of the
Operational Area. After review an~i approval by Ca1EMA, this document
serves as the contractual basis for tae award of funds.
Program The Program Narrative must incluc.e the following:
Narrative • Program activities to be accomplished.
• Tasks required to complete the activity.
• Associated goal(s) and objective(s) (from Appendix B) for each
activity.
The Program Narrative information forms the basis for the performance
reports. The OAs will be expected to report progress on each task identified.
Budget The following expenses need to be itemized if you are going to expend funds
Worksheet in these areas:
• Personal Services
• Operating Expenses
• Equipment
• Management and Administration (M&A)
• Pass through to locals
FY09 EMPG Recipient subgrant Guide for Local Government 21
Section Three: Application Requirements and Process, continued
Governing The Governing Body Resolution appoints agents authorized to execute any
Body actions necessary under this subgrant. The OAs are not required to create a
Resolution new Governing Body Resolution with the FY09 EMPG application if the one
on file with CaIEMA is current, however, a copy of your resolution needs to
be filed with your application.
Grant The Grant Assurances form lists the requirements to which the OA will be
Assurances held accountable. OAs are required to file a new Grant Assurances form
with the FY09 EMPG application.
Application The application package must be submitted to CaIEMA by March 27,
Due Date 2009.
Approval of CaIEMA will notify the OA, in writing, of the approved application, award
Application amount, and performance period.
FY09 EMPG Recipient subgrant Guide for Local Government 22
Section Four: Performance Period Activities
Contents This section contains the following:
• Reimbursement of Eligible Costs
• Revision Requests
• Performance Report
• Interest Earnings
• Monitoring Subgrant Performance
• Record Retention Re~~uirements
• Accessibility of Records
• Suspension or Termviation
FY09 EMPG Recipient Subgrant Guide for Local Government 23
Section Four: Performance Period Activities, continued
Reimbursement The FY09 EMPG funds will be disbursed on a reimbursement basis, using
of Eligible the Reimbursement Request form included in Appendix C. The cost of
Costs employee labor and expenses has been incurred as soon as the time has
been worked or the expense has been paid. Vendor costs have been
incurred when the purchasing jurisdiction has paid the vendor's invoice.
Encumbrances, purchase orders or signed contracts do not qualify as
incurred costs.
The OAs are strongly encouraged to submit reimbursement requests on a
quarterly basis; but, are allowed to submit reimbursement requests
monthly.
NOTE: Payments can only be made if the OA has an:
Approved Application
Valid Governing Body Resolution
Valid Grant Assurance
It is recommended copies of all documents adding up to the total of each
reimbursement request be kept with your files to make verification by
monitors and/or auditors easier.
Revision All changes to the OAs approved Program Narrative and Budget
Requests Worksheet must be submitted to CaIEMA in writing and approved prioY to
initiating any revised scope of work or incurring the associated
expenditures. The OAs may submit revision requests to CaIEMA at any
time during the performance period.
Failure to submit revision requests and receive approval prior to
expenditure could result in a reduction or disallowance of that part of the
subgrant.
Performance The OAs must submit performance reports as required. The report must
Report include the progress made on identified activities, as well as other
requested information and data.
The last performance report is due to CaIEMA by July 31, 2010 (unless
extended), and will serve as the final subgrant report.
Failure to submit a performance report could result ul subgrant reduction,
termination or suspension.
FY09 EMPG Recipient Subgrant Guide for Local Government 24
Section Four: Performance Period Activities, continued
Interest In accordance with Title 44, Code of Federal Regulations, Part 13.21, any
Earnings interest earned, in excess of $100 per federal fiscal year, must be remitted
quarterly to:
United States Department of Health and Human Services
Division of Payment ManagemFmt Services
Post Office Box 6021
Rockville, MD 20852
NOTE: The transmittal letter included with the check should indicate that
the OA is returning interest earned on FY09 EMPG funds.
A copy of the transmittal letter sho~~ld be sent to your Regional office at:
Coastal Region Inland Region Southern Region
1300 Clay Sheet, Suite 400 3650 Schriever Avenue 4671 Liberty Avenue
Oakland, CA 94612 Mather, CA 95655 Los Alamitos, CA 90720
Monitoring The state may perform periodic reviews of the OAs subgrant performance.
Subgrant These reviews may include, but area not limited to:
Performance
• Comparing actual subgrant activities to those approved on the
Program Narrative and Budget Worksheet.
• Confirming compliance with:
- Grant Assurances.
- Information provided on the performance reports.
• Reviewing and monitoring financial and administrative records.
Record Specific requirements for record retention can. be found in Title 44, CFR,
Retention Part 13.42.
Requirements
In the Subgrant Closeout letter, Ca]EMA will notify the OA of the start of
the record retention period for programmatic and financial records.
Accessibility The federal Department of Homeland Security, the DHS Office of
of Records Inspector General, the Comptroller General of the United States, CaIEMA,
and any of their authorized representatives, shall have the right of access to
any books, documents, papers, or other records which are pertinent to the
subgrant, in order to make audits, monitoring review, examinations,
excerpts, and transcripts. The right of access is not limited to the required
retention period but shall last as lortg as the records are retained. Refer to
44 CFR 13.42 for more information about accessibility of records.
FY09 EMPG Recipient Subgrant Guide for Local Government 25
Section Four: Performance Period Activities, continued
Suspension Should a jurisdiction materially fail to comply with any term of an award,
or whether stated in a Federal statute or regulation, an assurance, in a state
Termination plan or application, a notice of award, or elsewhere, CaIEMA may take one
or more of the following actions:
• Temporarily withhold cash reimbursements pending correction of
the deficiency by the jurisdiction;
• Disallow all or part of the cost of the activity or action not in
compliance;
• Wholly or partly suspend or terminate the current award for the
jurisdiction's program;
• Withhold further awards for the program; or
• Take other remedies that may be legally available.
Before taking action, the state will provide the jurisdiction reasonable
notice of intent to impose measures and will make efforts to resolve the
problem informally. For more details on enforcement, see 44 CFR Part
13.43.
FY09 EMPG Recipient Subgrant Guide for Local Government 26
Section Five: Subgrant Closeout
Contents This section contains the following:
• Final Subgrant Report
• Closeout Review and Notification
• Audit Requirements
FY09 EMPG Recipient Subgrant Guide for Local Government 27
Section Five: Subgrant Closeout, continued
Final The performance report due to Ca1EMA by July 31, 2010 (unless
Subgrant extended) will serve as the final Subgrant report (see timeline on page 8).
Report
Closeout CaIEMA will review the OA's Final Performance Report for compliance
Review and with all subgrant conditions. After compliance has been verified, CaIEMA
Notification will notify the OA, in writing, of the subgrant closure and record retention
requirements.
Audit The OAS, and their sub-recipients, must comply with the audit
Requirements requirements contained in OMB Circular A-133 and Title 44, CFR, Part
13.26.
FY09 EMPG Recipient Subgrant Guide for Local Government 28
Aupendices
List of A: Allocations to Operational Are~~s
Appendices B: CaIEMA Goals and Objectives
C: Forms
D: Sample Forms
E: Acronyms
FY09 EMPG Recipient Subgrant Guide for Local Government 29
Appendix A: Allocations to Operational Areas
FY 09 EMPG Allocations
O erational Area Po ulation Base Per Ca ita Total Allocation
ALAMEDA 1,526,148 $80,000 $180,727 $260,727
ALPINE 1,261 $80,000 $149 $80,149
AMADOR 38,435 $80,000 $4,551 $84,551
BUTTE 218,069 $80,000 $25,824 $105,824
CALAVERAS 46,028 $80,000 $5,451 $85,451
COLUSA 21,951 $80,000 $2,599 $82,599
CONTRA COSTA 1,042,341 $80,000 $123,434 $203,434
DEL NORTE 29,341 $80,000 $3,475 $83,475
EL DORADO 178,674 $80,000 $21,159 $101,159
FRESNO 917,515 $80,000 $108,652 $188,652
GLENN 28,915 $80,000 $3,424 $83,424
HUMBOLDT 131,959 $80,000 $15,627 $95,627
IMPERIAL 172,672 $80,000 $20,448 $100,448
INYO 18,383 $80,000 $2,177 $82,177
KERN 801,648 $80,000 $94,931 $174,931
KINGS 151,381 $80,000 $17,927 $97,927
LAKE 64,276 $80,000 $7,612 $87,612
LASSEN 36,375 $80,000 $4,308 $84,308
LOS ANGELES 10,331,939 $80,000 $1,223,508 $1,303,508
MADERA 148,721 $80,000 $17,612 $97,612
MARIN 255,982 $80,000 $30,313 $110,313
MARIPOSA 18,254 $80,000 $2,162 $82,162
MENDOCINO 90,291 $80,000 $10,692 $90,692
MERGED 251,510 $80,000 $29,784 $109,784
MODOC 9,721 $80,000 $1,151 $81,151
MONO 13,985 $80,000 $1,656 $81,656
MONTEREY 425,960 $80,000 $50,442 $130,442
NAPA 135,969 $80,000 $16,101 $96,101
NEVADA 99,766 $80,000 $11,814 $91,814
ORANGE 3,098,121 $80,000 $366,880 $446,880
PLACER 324,495 $80,000 $38,427 $118,427
PLUMAS 21,128 $80,000 $2,502 $82,502
RIVERSIDE 2,031,625 $80,000 $240,585 $320,585
SACRAMENTO 1,406,804 $80,000 $166,594 $246,594
SAN BENITO 57,803 $80,000 $6,845 $86,845
SAN BERNARDINO 2,028,013 $80,000 $240,158 $320,158
SAN DIEGO 3,098,269 $80,000 $366,897 $446,897
SAN FRANCISCO 808,844 $80,000 $95,783 $175,783
SAN JOAQUIN 679,687 $80,000 $80,489 $160,489
SAN LUIS OBISPO 264,900 $80,000 $31,369 $111,369
SAN MATED 733,496 $80,000 $86,861 $166,861
SANTA BARBARA 424,425 $80,000 $50,260 $130,260
SANTACLARA 1,808,056 $80,000 $214,110 $294,110
SANTA CRUZ 264,125 $80,000 $31,278 $111,278
SHASTA 181,401 $80,000 $21,482 $101,482
SIERRA 3,485 $80,000 $413 $80,413
SISKIYOU 45,953 $80,000 $5,442 $85,442
SOLANO 424,823 $80,000 $50,308 $130,308
SONOMA 481,765 $80,000 $57,051 $137,051
STANISLAUS 521,497 $80,000 $61,756 $141,756
BUTTER 93,919 $80,000 $11,122 $91,122
TEHAMA 61,774 $80,000 $7,315 $87,315
TRINITY 14,171 $80,000 $1,678 $81,678
TULARE 429,006 $80,000 $50,803 $130,803
TUOLUMNE 57,223 $80,000 $6,776 $86,776
VENTURA 825,512 $80,000 $97,757 $177,757
YOLO (93,983 $80,000 $22,971 $102,971
YUBA 70,745 $80,000 $8,378 $88,378
TOTALS 37,662,518 $4,640,000 $4,460,000 $9,100,000
FY09 EMPG Recipient Subgrant Guide for Local Government 30
Appendix B: CaIEMA Goals and Objectives
Goal 1 Organizational and Enterprise Enhancement
Lead the implementation of a stron1; foundation for emergency management
and criminal justice that transforms services making them customer focused,
strategic, efficient, and cost effective. This will be accomplished by clear
direction, communication, and support.
Objectives Objective 1.4: Promote Continuc-us Improvement
Implement after action report recommendations, lessons learned, and
oversight committee recommendations. Utilize the lessons learned from
previous exercises, emergencies, disasters, and oversight reports to develop
strategies to improve operational effectiveness.
Objective 1.6: Ensure Continuity of Operations Planning
Ensure support for Continuity of Operations (COOP) to ensure essential
services are carried out in the event of a business disruption. Routinely
review and revise plans and procedures; provide training to staff; conduct
exercises; identify lessons learned; and implement corrective actions.
Objective 1.9: Support and Trails Personnel for the Needs of
Operational Demands.
Provide core competency support and ensure staff is well trained, their
professional growth is fostered, and have the support/tools they need to
complete their work.
Objective 1.10 Improve Internal Training Programs
Implement acompetency-based tr<ining program that provides essential and
comprehensive training in a timely and user-friendly manner to all staff.
Develop training and educational offerings based on the skills and
competencies required to achieve our mission, goals, and objectives.
Implement Individual Training and Development Plans to foster personal and
professional development and monitor training achievement.
FY09 EMPG Recipient Subgrant Guide for Local Government 31
Appendix B: CaIEMA Goals and Objectives
Goa12 Manage Risks and Vulnerabilities
Enhance CaIEMA's capacity to manage risks and vulnerabilities by
integrating and improving technology to gain greater efficiencies and provide
for faster and more reliable information and analysis; shifting operational
and program focus to the regions; ensuring that emergency information
gathering capabilities are improved to meet the current demand to provide
near instantaneozrs information on a 24/7 basis; and maximizing disaster
relief to individuals and communities. Promote a safe and resilient
California by providing for an integrated hazard mitigation system.
Objectives Objective 2.1: Enhance Communications Capabilities
Explore, develop, and enhance our Internet/Inteanet capabilities to support
core technology functions, meet our strategic Planning initiatives, and
improve service to our partners, customers, and internal and external end-
users.
Objective 2.2: Improve Automated Risk Management Tools
Improve the utilization of technologies to create user-friendly hazard
identification and risk management products that allow the State and local
communities to conduct risk assessments and develop optimal risk
management and hazard mitigation strategies.
Objective 2.3: Establish Statewide Interoperability Standards and
System Viability
Collaborate with federal, state, and local governmental, nongovernmental,
and private sector partners to develop statewide standards for the
uninterrupted flow of critical incident command and response management
information.
Objective 2.4: Achieve Communications Operability and Interoperability
Achieve communications operability for all stakeholders that support
interoperability and communication systems governance statewide.
Objective 2.5: Enhance System Redundancy
Enhance communications system redundancy for interoperability.
Objective 2.6: Continually Reduce Risks through Partnerships
Work with our partners to develop and implement a comprehensive statewide
risk and hazard reduction effort based on state and local integrated planning
efforts for emergency management, public safety, land use, and hazard
mitigation; the unique characteristics of communities throughout the state;
and through a commitment to follow through with planned actions.
FY09 EMPG Recipient Subgrant Guide for Local Government 32
ndix B: CaIEMA Goals and Objectives
Objectives, Objective 2.8: Build State's Alert and Warning Capacities
continued Enhance the State's capabilities to c:etect, assess, and disseminate information
about threats, emergencies, and disasters to provide better coordination and
integration of alert and warnings arr~ong public safety agencies and
communications providers through all available mechanisms.
Objective 2.9: Implement Alert acrd Warning Evaluation Processes
Document the State's early warning procedures. Conduct regular statewide
and regional tests and exercises to evaluate the ability to quickly alert and
warn the public and response agencies at the federal, state and local levels of
potential hazards.
Objective 2.10: Foster Greater Awareness and Preparation
Support local efforts in emergency planning. Integrate the needs of
vulnerable populations in emergency planning. Support community-based
organizations (CBOs), non-governmental organizations (NGOs), and
volunteer efforts. Develop guidance material and support training and
exercises.
Objective 2.12: Integrate Critical Federal Initiatives
Promote National Incident Management System (NIMS) and National
Response Framework (NRF) compliance. Administer SEMS/I~IIMS
integration. Promote catastrophic planning with the Federal Emergency
Management Agency (FEMA). Ma:~imize federal resources through planning
and coordination. Align grant management processes.
Objective 2.13: Promote Technic~-1 Resources in Emergency
Management
Integrate technical capabilities in all elements of emergency management.
Promote coordination and collabor~aion with internal and external technical
experts.
Objective 2.14 Training and Exercises
Enhance and maintain emergency management capabilities through training
and exercise activities.
FY09 EMPG Recipient Subgrant Guide for Local Government 33
Appendix B: CalEl'VIA Goals and Objectives
Objectives, Objective 2.15 Coordinate Training and Exercise Activities Through all
continued Levels of Government: Federal, State, Tribal and Local.
Maintain Exercise Training Officer authority in the implementation of the
Statewide Exercise Program. Maintain State Training Officer authority in review,
approval, and deployment of emergency managementlall-hazards training.
Objective 2.17: Comprehensive Hazard Mitigation Planning
Coordinate CaIEMA hazard mitigation planning and grant management priorities
with the mitigation efforts of other federal, state and local jurisdictions to
incorporate the direction of our partners.
Objective 2.20: Strengthen our Mutual Aid Systems
Strengthen regional capabilities in support of the Mutual Aid System statewide
beyond traditional means such as Law Enforcement and Fire, to include other
programs [i.e., Emergency Management Assistance (EMA) and Public Health].
Objective 2.21: Maintain and Enhance Duty Officer Program
Maintain a 24-7 Duty Officer system that: 1) ensures rapid dissemination and
verification of local and state alerts and warnings; 2) gathers and analyzes
information on local incidents to determine if there are emergency management
consequences; 3) and responds to requests for state and/or mutual aid assistance at
the Regional level.
Objective 2.22: Equip Essential Facilities
Ensure that essential emergency facilities, such as the State Operation Center and
Regional Emergency Operations Centers, are prepared with modern equipment,
up-to-date technologies and staff to support emergency operations.
FY09 EMPG Recipient Subgrant Guide for Local Government 34
Appendix S: CaIEMA Goals and Objectives
Objectives, Objective 2.23: Enhance Incident Support
continued Increase the ability to respond to locati~~ns as directed, to coordinate and provide
tecluiical support for response and recovery activities of federal, state, and local
governments and disaster relief organizations.
Objective 2.24: Expand Operational Readiness
Develop staffing plans for appropriate resources during operational events.
Identify "core" business practices that must be maintained during an emergency
deployment and the staffing levels necessary to meet these needs. Develop policies
and procedures for shifting workloads i-or staff during deployment and upon
return. Finalize the implementation and_ rollout of the Operational Readiness Team
to facilitate efficient deployment of sta ff during emergencies and disasters.
Objective 2.25: Enhance Statewide Recovery Operations Planning
Develop a statewide disaster recovery flan. Encourage long term recovery
planning at the local level. Enhance catastrophic disaster plamiing efforts. Foster
public/private partnerships for recover~~.
Goa13 Enhance Customer and Stakeholder Services
Enhance customer and stakeholder services by improving service delivery to
meet or exceed service expectations and improving fiscal and grants
management processes to ensure accountability and provide customer service
excellence to recipients.
Objectives Objective 3.1: Reengineer Grant Management Processes
Identify challenges in the current grant management processes and recommend
solutions for improvement. Develop operational performance standards to
track grant processing. Establish gra~lt protocols to monitor payments to
partners.
FY09 EMPG Recipient Subgrant Guide for Local Government 35
Appendix B: CaIEMA Goals and Objectives
Objectives, Objective 3.3: Increase Stakeholder Satisfaction
continued Increase stakeholders' satisfaction with the information quality and
service delivery.
Objective 3.4: Enhance Information-sharing Capacity
Enhance capacity to share and disseminate information and
programmatic guidance to all stakeholders, customers and emergency
networks.
Objective 3.6: Public Private Partnerships
Participate and provide technical assistance to public and private agencies
and organizations that are potential partners in communitywide
emergency response, including non-government organizations, private
non-profit organizations, business and industry groups.
Objective 3.9: Training and Exercises
Assess needs, develop, and implement training and exercises to Federal,
State, local government, non-governmental organizations, tribal nations
and private industry stakeholders.
FY09 EMPG Recipient Subgrant Guide for Local Government 36
Exhibit C
PROGRAM N~~RRATIVE
Overview: Part of The County of Santa Clara's mi;~sion is to support comprehensive emergency
management and to encourage the improvement of mitigation, preparedness, response, and
recovery capabilities for all hazards. Funds providf;d under the EMPG will be used to support
activities that contribute to Santa Clara's capability to prevent, prepare for, mitigate against,
respond to, and recover from emergencies and disa;~ters, whether natural or man-made.
2009 EMPG funding will cover the following emergency management activities for the Santa
Clara County Operational Area in compliance with the goals and objectives below:
• Alert & Warning
• Care & Sheltering
• Planning -Specific to Jurisdiction's Emergency Operations Plan
• Exercises
• EOC Construction/Renovation
GOAL/ ACTIVITY TASK(S) TO BE COMPLETED
OBJECTIVE
Goal 1 - Internal Training - Utilize After Action Reports and
Objectives - Review and Revise Plans ~~nd Lessons Learned to create
1.4, 1.6, 1.9, procedures to ensure they ~tre training plans
1.10 up to date - Identify trainings, determine
dates and locations
- Promote trainings to staff
- Review and revise plans
including Emergency Operations
Plans
Goal 2 - Enhance & Improve - Participate in implementation of
Objectives Communications Capabilities & County-wide notification system
2.1, 2.4, 2.5, system redundancy (AIertSCC)
2.6, 2.8, 2.9, - Training & Exercise Activities - Participate in communications
2.10, 2.12, - Support volunteer disaster tests and trainings
2.14, 2.22, preparedness efforts - Determine equipment
2.24 - Conduct regular availability on AEL
communications tests - Purchase equipment
- Equip Essential facilities - EOC renovation
Goal 3 - Training & Exercises - Determine participation in
Objective 3.9 EMMA exercise (per Bay Area
UASI and the State)
- Identify trainings, determine
dates and locations
Exhibit D
Performance Report
FISCAL YEAR 2009 EMERGENCY MANAGEMENT PERFORMANCE GRANT
Reporting City:
Performance Period: from to _
(see Agreement with County for Performance Period date)
Mailing Instructions: Please complete the performancE~ report and return it by
to: (see Agreement with County for Performance Period dates)
Santa Clara County Office of Emergency Services
Attention: Diane Stambaugh
55 West Younger Ave, Suite 450
San Jose CA, 95110
Questions regarding the completion of this performarn~e report should be directed to Santa Clara
County Office of Emergency Services (408 )808-7808. Questions can also be sent via email to
diane.stambaug~oes.sccgov.org. Reports can be f~~xed to (408)294-4689, with a hard copy of the
report mailed to the above address.
Part 1-City Contact Information
Who is responsible for completing this form?
Name
(if responsible person is the City Emergency Manager, skip to the next section)
Title
Mailing
Address,
Phone_
e-mail
f=ax
Part !1 -: Project Activities
Directions: Complete the following items to reflect activities completed in your city during this
reporting period.
Emergency Management Performance Grant:
a. How have you maintained or expanded your emergency management program
capabilities with respect to the listed pr~~jects during this Performance Period?
b. What percentage of your funds have bE~en requested and reimbursed?
Part 111 -Signature of Preparer
I certify that I have prepared this report with the moss: timely and accurate information available.
Signature:
Date:
Printed Name: Title:
Exhibit E
DEPT Pay,Period End Dates. CLASS EMP NUMBER PAGE CITY NAME
07 xxx 1 AGENCY:
i?ay.Period 'Last Name First Name LABOR DISTRIBUTION TIME SHEET
APPROVED BY DATE EMPLOYEE SIGNATURE
HOU RS WOR KED BY DAY TOTAL WBS #
M T W TH F S S M T W TH F S S HOURS
#~###~#~ a~####~~ a~~a#s## ###s«##aa ####~a## auaanua# aaa##a~a ~a~s«#### a####### ######ua
- Project 1 - Alert S Warning
- Project 2 -Care & Sheltering
- Project 5 -Planning - Specific to
Jurisdiction's Emergency Operations Plan
- Project 4 -Exercises
rotect - onstruction
Renovation
-- -- -- TOTALS
Employee Signature Supervisors Signature
Exhibit F
City Reimbursement Request for FY09 Emergency Management Performance Grant Program
City of
ctivity 1
Alert & Warning
ctivity 2
Care & Sheltering
Activity 3
Planning -Specific to
Jurisdiction's
Emergency
Operations Plan
ctivity 4
Exercises
ctivity 5
EOC
Construction/Renovation _
EMPG
Reimbursement
Request
Total Authorized Expenses
City Match Expended 0 0 0 0 0
EMPG Funds Expended 0 0 0 0 0 0
To complete worksheet, insert total expended under "Total Authorized Expenses" column. The preset formula will calculate the city match and what
the EMPG reimbursement will be.
FIRST AMENDMENT
TO AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA AND
THE CITY OF C'UPERTINO
GRANTING PROGRAM FUNDS FOR THE
FISCAL YEAR 2009 EMERGENCY MANAGEMENT PERFORMANCE GRANT
AMENDMENT
WHEREAS the County of Santa Clara ( "County ") entered into an Agreement with the City of
Cupertino ( "City ") for the distribution of FY2009 Emergency Management Performance Grant
( "EMPG ") Funds on July 1, 2009.
Now, therefore, THIS FIRST AMENDMENT to the Agreement is made as of May 1, 2010, in Santa
Clara County, California, by and between the County and the City. The language in the First
Amendment supersedes any contrary language in the Agreement with respect to Article 1, Section 1.
All other requirements, terms and conditions of the Agreement remain in full force and effect without
amendment or change.
RECITALS
1. Modification to the Agreement. The Agreement is hereby modified as follows:
Article 1, Section 1, "Amount of Payment" will have the following language replace
the existing language in its entirety:
Fiscal Year 2009 Emergency Management Performance Grant funds will be disbursed pursuant
to the state formula for each city. The County will reimburse to the City, funds that the City
expends under Fiscal Year 2009 Emergency ]Management Performance Grant. The amount for
the City of Cupertino will not exceed $26,485.00 unless the state allocates the County
additional funds under the Fiscal Year 2009 Emergency Management Performance Grant,
following the execution of this agreement. If additional funds are allocated, an amendment to
this MOU will follow.
//
//
Amended Agreement between the County of Santa Clara
and City of Cupertino for the distribution of FY2009 Emergency
Management Performance Grant Funds
The parties hereto have executed this First Amendment to the Agreement as of the last date
shown below.
Signed:
COUNTY OF SANTA CLARA CITY OF CUPERTINO
BtzjZ,0 b 5 - , 1 , o
Gary Gr e at David Knapp Date
Chief Op ating Officer City Manager
Approved as to Form and Legality: Approved as to Form and Legality:
Kimbe ly Rape City Attorney
Deputy County Counsel
Date Date
Amended Agreement between the County of Santa Clara
and City of Cupertino for the distribution of FY2009 Emergency
Management Performance Grant Funds