HomeMy WebLinkAboutAgreement A-22-031 with California Office of Emergency Services.pdfFiscal Year 2021
Emergency Management
Performance Grant (EMPG) and American
Rescue Plan Act (EMPG-ARPA)
California Supplement to the
Federal Notice of Funding Opportunity
September 2021
Agreement No. 22-031
SECTION 1—OVERVIEW… ……………………………………………………………………….1
Federal Program Announcement
Information Bulletins
Purpose of the California Supplement
Key Changes to the FY 2021 Emergency Management Performance Grant
Grant Management Memoranda
Eligible Subrecipients
Tribal Allocations
Subrecipient Allocations
Supplanting
Public/Private Organizations
Debarred/Suspended Parties
SECTION 2—FEDERAL CHANGES AND INITIATIVES ....................................................... 4
FY 2021 Program Priorities
National Campaigns and Programs
NIMS Implementation
Match Requirement
Management and Administration
Indirect Costs
Equipment Typing/Identification and Use
Equipment Maintenance and Sustainment
Small Unmanned Aircraft Systems
Telecommunications Equipment or Services Prohibitions
Emergency Operations Plans
Conflict of Interest
SECTION 3—STATE CHANGES AND INITIATIVES .......................................................... 10
California Homeland Security Strategy Goals
“On Behalf Of”
Public Alert and Warning
SECTION 4—REQUIRED STATE APPLICATION COMPONENTS ...................................... 11
Financial Management Forms Workbook
Subrecipient Grants Management Assessment
Application Attachments
Standard Assurances
Governing Body Resolution
Authorized Agent Information
SECTION 5—THE STATE APPLICATION PROCESS......................................................... 14
Application Submission
Late or Incomplete Application
EMPG Contact Information
Subaward Approval
SECTION 6—POST AWARD REQUIREMENTS ................................................................ 16
Payment Request Process
Semi-Annual Drawdown Requirements
Modifications
Training Requirements
Exercises, Improvement Plans and After Action Reporting
Procurement Standards and Written Procedures
Procurement Thresholds
Noncompetitive Procurements
Environmental Planning and Historic Preservation
Construction and Renovation
Inventory Control and Property Management
Equipment Disposition
Performance Reporting
Extension Requests
Progress Reports on Grant Extensions
Monitoring
Failure to Submit Required Reports
Suspension/Termination
Closeout
Records Retention
ATTACHMENTS
A – FY 2021 EMPG Allocations
B – FY 2021 EMPG-ARPA Allocations
C – FY 2021 EMPG-Timeline
D – FY 2021 EMPG Program Checklist
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Section 1 ‒ Overview | 2021
Federal Program
Announcement
In February 2021, the U.S. Department of Homeland
Security (DHS)/Federal Emergency Management
Agency (FEMA) issued the Fiscal Year (FY) 2021
Emergency Management Preparedness Grant (EMPG),
Notice of Funding Opportunity (NOFO) and FEMA
Preparedness Grants Manual. An updated NOFO was
released in April, 2021 to reflect supplemental funding
provided by the American Rescue Plan Act (ARPA).
Subrecipients must follow the programmatic
requirements in the NOFO, FEMA Preparedness Grants
Manual, and the applicable provisions of the Uniform
Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards located in Title 2,
Code of Federal Regulations (C.F.R.) Part 200.
Information Bulletins DHS issues Information Bulletins (IBs) to provide updates,
clarification, and new requirements throughout the life
of the grant.
Purpose of the
California Supplement
The FY 2021 EMPG and EMPG-ARPA California
Supplement to the NOFO (State Supplement) is
intended to complement, rather than replace, the
NOFO and the FEMA Preparedness Grants Manual. All
references to the FY 2021 EMPG Program in this State
Supplement, also extend to the EMPG-ARPA Program.
Applicants are highly encouraged to thoroughly read
the NOFO and the Preparedness Grants Manual
before referring to the State Supplement. The State
Supplement will emphasize differences between the
FY 2020 and FY 2021 EMPG and highlight additional
California policies and requirements applicable to the
FY 2021 EMPG .
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Section 1 ‒ Overview | 2021
Key Changes to the
FY 2021 EMPG
•Additional funding is provided to EMPG under the
American Rescue Plan Act (ARPA).
•The FY 2021 EMPG Financial Management Forms
Workbook (FMFW) has been updated.
•The Integrated Preparedness Plan (IPP) format,
previously known as the Multi-Year Training and
Exercise Plan (MYTEP), will be required for the
September 30, 2022, submission.
•FEMA Independent Study training course 230e has
been updated.
•The Office of Management and Budget (OMB) published
revisions to various sections of Title 2 of the Code of
Federal Regulations (2 C.F.R.) as they relate to federal
financial assistance. While some of the revisions were
effective on August 13, 2020, most of the changes took
effect on November 12, 2020. We highly encourage
subrecipients to familiarize themselves with these
changes. Information on all 2 C.F.R. revisions can be found
at the Federal Register’s Guidance for Grants and
Agreements webpage.
Grants Management
Memoranda
Cal OES issues Grants Management Memoranda
(GMMs) which provide additional information and
requirements regarding EMPG funds.
Eligible Subrecipients Eligible Applicants, referred to as Subrecipients, include
Counties/Operational Areas (OAs), and federally-
recognized tribes located in California.
Tribal Allocations The NOFO strongly encourages Cal OES to provide
EMPG funds directly to tribes in California. To
implement this requirement, a special Request for
Proposal will be issued to California’s federally-
recognized tribes. All Subrecipients are encouraged to
coordinate with tribal governments to ensure that tribal
needs are considered in their grant applications.
Subrecipient
Allocations
FY 2021 EMPG and EMPG-ARPA Subrecipient final
allocations are included in Attachments A and B.
Supplanting Grant funds must be used to supplement existing funds,
not replace (supplant) funds that have been
appropriated for the same purpose. Subrecipients may
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Section 1 ‒ Overview | 2021
Supplanting Cont. be required to provide supporting documentation that
certifies a reduction in non-federal resources occurred
for reasons other than the receipt or expected receipt
of federal funds. Supplanting will result in the
disallowance of any activity associated with this
improper use of federal grant funds.
Public/Private
Organizations
Subrecipients may contract with any other public or
private organizations to perform eligible activities on
approved EMPG projects.
Debarred/
Suspended Parties
Subrecipients must not make or permit any award
(subaward or contract) at any tier, to any party, that is
debarred, suspended, or otherwise excluded from, or
ineligible for, participation in federal assistance
programs.
Subrecipients must obtain documentation of eligibility
prior to making any subaward or contract funded by
EMPG funds, and must be prepared to present
supporting documentation to monitors/auditors.
Before entering into a Grant Subaward, the
Subrecipient must notify Cal OES if it knows if any of the
principals under the subaward fall under one or more
of the four criteria listed at 2 C.F.R. § 180.335. The rule
also applies to Subrecipients who pass-through funding
to other local entities.
If at any time after accepting a subaward,
Subrecipients learn that any of its principals fall under
one or more of the criteria listed at 2 C.F.R. § 180.335,
immediate written notice must be provided to Cal OES
and all grant activities halted until further instructions
are received from Cal OES. The rule also applies to
subawards passed through by Subrecipients to local
entities.
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Section 2 ‒ Federal Changes and Initiatives | 2021
FY 2021 Program
Priorities
DHS/FEMA annually publishes the National Preparedness
Report (NPR) to report national progress in building,
sustaining, and delivering the core capabilities outlined in
the goal of a secure and resilient nation. This analysis
provides a national perspective on critical preparedness
trends for whole community partners to use to inform
program priorities, allocate resources, and communicate
with stakeholders about issues of concern.
In developing applications for the FY 2021 EMPG Program,
Subrecipients should fund projects that address areas for
improvement as they relate to emergency management
capabilities, including:
• Logistics – Distribution Management Planning;
• Evacuation Plan/Annex;
• Disaster Financial Management;
• Catastrophic Disaster Housing; and
• Resilient Communications
In addition, EMPG Subrecipients should consider funding
projects that fall into the state, regional, and national priority
areas:
• Mass Care
• Housing
• Economic Recovery
DHS/FEMA does not prescribe a minimum funding amount
for these priorities. However, Subrecipients are required to
support local, regional, state, and national efforts in
achieving the desired outcomes of these priorities.
National
Campaigns and
Programs
Whole Community Preparedness – Subrecipients should
engage with the whole community to advance individual
and community preparedness and to work as a nation to
build and sustain resilience. In doing so, Subrecipients are
encouraged to consider the needs of individuals with access
and functional needs and limited English proficiency in the
activities and projects funded by the grant.
Subrecipients should utilize established best practices for
whole community inclusion and engage with stakeholders to
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Section 2 ‒ Federal Changes and Initiatives | 2021
National
Campaigns and
Programs Cont.
advance individual and jurisdictional preparedness and
resilience. Subrecipients are encouraged to consider the
necessities of all Californians in the activities and projects
funded by the grant including children, seniors, individuals
with disabilities or access and functional needs, individuals
with diverse culture and language use, individuasl with lower
economic capacity, and other underserved populations.
Active Shooter Preparedness – DHS has developed a
comprehensive Active Shooter Preparedness website, which
strives to enhance national preparedness through a whole-
community approach by providing the necessary products,
tools, and resources to help all stakeholders prepare for and
respond to an active shooter incident. Subrecipients are
encouraged to review the referenced active shooter
resources and evaluate their preparedness needs.
Soft Targets and Crowded Places – States, territories, Urban
Areas, and public and private sector partners are
encouraged to identify security gaps and build capabilities
that address security needs and challenges related to
protecting locations or environments that are easily
accessible to large numbers of people on a predictable or
semi-predictable basis that have limited security or
protective measures in place, including town centers,
shopping malls, open-air venues, outside hard
targets/venues perimeters, and other places of meeting and
gathering. For more information, please see DHS’s
Hometown Security Program.
Community Lifelines – FEMA created Community Lifelines to
reframe incident information and impacts using plain
language and unity of effort to enable the integration of
preparedness efforts, existing plans, and identifies unmet
needs to better anticipate response requirements. Additional
information may be found at the Community Lifelines
Implementation Toolkit website.
Strategic Framework for Countering Terrorism and Targeted
Violence – DHS adopted the DHS Strategic Framework for
Countering Terrorism and Targeted Violence which explains
how the department will use the tools and expertise that
have protected and strengthened the country from foreign
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Section 2 ‒ Federal Changes and Initiatives | 2021
National
Campaigns and
Programs Cont.
terrorist organizations to address the evolving challenges of
today.
NIMS
Implementation
Prior to allocation of any federal preparedness awards,
Subrecipients must ensure and maintain adoption and
implementation of the National Incident Management
System (NIMS).
Match
Requirement
The FY 2021 EMPG requires a dollar-for-dollar match. This can
be cash or third-party in-kind contributions. Refer to 2 C.F.R.
§ 200.306 for specific details. Utilizing the FMFW Match Tab,
Subrecipients will indicate the appropriate Solution Area and
Solution Area Subcategory that accurately represents the
specific activity(ies) and cost(s) used to meet the match
requirement under the FY 2021 EMPG subaward.
Contributions from the Subrecipient should be specifically
identified in the match description located on the FMFW
Match Tab. The non-federal match contributions have the
same eligibility requirements as the federal share. For
additional match guidance, see EMPG Clarifying Guidance
IB 458.
Management
and
Administration
The Management and Administration (M&A) allowance for
Subrecipients is set at a maximum of 5 percent for the
FY 2021 EMPG.
Indirect Costs Indirect costs are allowable under the FY 2021 EMPG
Program Award. Subrecipients who claim indirect costs may
do so provided they use one of the following two methods:
1.Subrecipients with an indirect cost rate approved by their
cognizant federal agency may claim indirect costs based
on the established rate. Indirect costs claimed must be
calculated using the base approved in the indirect cost
Negotiation Agreement. A copy of the approved
Negotiation Agreement is required at the time of
application.
2.Subrecipients who have never received a negotiated
indirect cost rate and receive less than $35 million in
direct federal funding per year may claim the 10% de
minimis indirect cost rate based on Modified Total Direct
Costs as described in 2 C.F.R. § 200.1 and Subpart E.
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Section 2 ‒ Federal Changes and Initiatives | 2021
Indirect Costs
Cont.
Indirect costs are in addition to the M&A allowance and
must be included in the Grant Award application as a
“Project” and reflected in the FMFW on the Indirect Cost Tab
if being claimed under the award.
Indirect costs must be based on the claimed direct project
costs, excluding equipment expenditures and other
distorting items. Up to $25,000 of each subaward may be
included as a direct project cost when calculating indirect
costs based on Modified Total Direct Costs.
Indirect costs must be claimed no more than once annually,
and only at the end of the Subrecipient’s fiscal year. An
exception to this rule applies if there is a mid-year change to
the approved indirect cost rate; in this case, costs incurred
to date must be claimed. At that time, a Grant Subaward
Modification reflecting the rate change must also be
submitted to Cal OES, along with a copy of the new Indirect
Cost Rate Agreement.
Equipment
Typing/
Identification
and Use
Allowable EMPG equipment is listed on the FEMA Authorized
Equipment List (AEL) website, and includes equipment from
the following AEL Sections:
• PPE (Category 1)
• Information Technology (Category 4)
• Cybersecurity Enhancement Equipment (Category 5)
• Interoperable Communication Equipment (Category 6)
• Detection Equipment (Category 7)
• Power Equipment (Category 10)
• Chemical, Biological, Radiological, Nuclear, and
Explosive (CBRNE) Reference Materials (Category 11)
• CBRNE Incident Response Vehicles (Category 12)
• Physical Security Enhancement Equipment (Category 14)
• CBRNE Logistical Support Equipment (Category 19)
• Other Authorized Equipment (Section 21)
Subrecipients should analyze the cost benefits of purchasing
versus leasing equipment, especially high cost items and
those subject to rapid technical advances.
Large equipment purchases must be identified and
explained. For more information regarding property
management standards for equipment, refer to 2 C.F.R.
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Section 2 ‒ Federal Changes and Initiatives | 2021
Equipment
Typing/
Identification
and Use Cont.
including § 200.310, § 200.313, and § 200.316.
Subrecipients that allocate FY 2021 EMPG funds for
equipment are required to type and identify the capability
associated with that equipment. Also, per FEMA policy, the
purchase of weapons and weapon accessories are not
allowed with EMPG funds. Special rules apply to critical
emergency supplies; refer to Appendix H of the FEMA
Preparedness Grants Manual for additional information.
Equipment
Maintenance
and Sustainment
Use of EMPG funds for maintenance contracts, warranties,
repair or replacement costs, upgrades, and user fees are
allowable as described in FEMA IBs 336 and 379, as well as
Grant Programs Directorate Policy FP 205-402-125-1.
Small
Unmanned
Aircraft Systems
All requests to purchase Small Unmanned Aircraft Systems
(SUAS) with FEMA grant funding must comply with IB 426 and
include copies of the policies and procedures in place to
safeguard individuals’ privacy, civil rights, and civil liberties of
the jurisdiction that will purchase, take title to, or otherwise
use the SUAS equipment. Reference the Presidential
Memorandum: Promoting Economic Competitiveness While
Safeguarding Privacy, Civil Rights, and Civil Liberties in
Domestic Use of Unmanned Aircraft Systems for additional
information.
Telecommuni-
cations Equipment
or Services
Prohibitions
Effective August 13, 2020, DHS/FEMA Recipients and
Subrecipients may not use any FEMA funds under open or
new awards to:
1.Procure or obtain any equipment, system, or service that
uses covered telecommunications equipment or services
as a substantial or essential component of any system, or
as critical technology of any system;
2.Enter into, extend, or renew a contract to procure or
obtain any equipment, system, or service that uses
covered telecommunications equipment or services as a
substantial or essential component of any system, or as
critical technology of any system; or
3.Enter into, extend, or renew contracts with entities that
use covered telecommunications equipment or services
as a substantial or essential component of any system, or
as critical technology as part of any system.
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Section 2 ‒ Federal Changes and Initiatives | 2021
Telecommuni-
cations Equipment
or Services
Prohibitions Cont.
This prohibition is mandated by Section 889 of the John S.
McCain National Defense Authorization Act for Fiscal Year
2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018). FEMA
Grants Program Directorate issued a memo on
August 3, 2020, with further guidance, titled Prohibitions on
Expending FEMA Award Funds for Covered
Telecommunications Equipment or Services (Interim).
Emergency
Operations Plans
Subrecipients should update their Emergency Operations
Plan (EOP) at least once every two years to remain
compliant with the Comprehensive Preparedness Guide 101
version 2.0. Subrecipients are highly encouraged to include
an evacuation plan or annex as part of their EOP as well as
plans to exercise and validate the evacuation plan and
capabilities.
Conflict of
Interest
To eliminate and reduce the impact of conflicts of interest in
the subaward process, Subrecipients and pass-through
entities must follow their own policies and procedures
regarding the elimination or reduction of conflicts of interest
when making subawards. Subrecipients and pass-through
entities are also required to follow any applicable federal,
state, local, and tribal statutes or regulations governing
conflicts of interest in the making of subawards.
Subrecipients must disclose to their Program Representative,
in writing, any real or potential conflict of interest as defined
by the federal, state, local, or tribal statutes or regulations,
which may arise during the administration of the EMPG
subaward within five days of learning of the conflict of
interest.
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Section 3 ‒ State Changes and Initiatives | 2021
California
Homeland
Security Strategy
Goals
The State has prioritized the following California Homeland
Security Strategy Goals for the FY 2021 subawards:
1.Enhance Information Collection, Analysis, and Sharing,
in Support of Public Safety Operations Across California;
2.Protect Critical Infrastructure and Key Resources From
All Threats and Hazards;
3.Strengthen Security and Preparedness Across
Cyberspace;
4.Strengthen Communications Capabilities Through
Planning, Governance, Technology, and Equipment;
5.Enhance Community Preparedness;
6.Enhance Multi-Jurisdictional/Inter-Jurisdictional All-
Hazards Incident Catastrophic Planning, Response, and
Recovery Capabilities;
7.Improve Medical and Health Capabilities;
8.Enhance Incident Recovery Capabilities;
9.Strengthen Food and Agriculture Preparedness;
10.Enhance Homeland Security Exercise, Evaluation, and
Training Programs; and
11. Protect Against Effects of Climate Change
“On Behalf Of” Cal OES may, in conjunction with local approval
authorities, designate funds “on behalf of” local entities
who choose to decline or fail to utilize their subaward in a
timely manner.
Public Alert and
Warning
Cal OES encourages Subrecipients to consider use of this
funding to assist their jurisdiction’s alignment with the State
of California Alert and Warning Guidelines developed
pursuant to Senate Bill 833 of the 2018 Legislative Session.
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Section 4 ‒ Required State Application Components | 2021
Financial
Management
Forms
Workbook
The FY 2021 Cal OES FMFW includes:
Grant Subaward Face Sheet – Use the Grant Subaward
Face Sheet to apply for grant programs. The Grant
Subaward Face Sheet must be signed and printed in
portrait format.
Authorized Agent Contact Information – Provides the
contact information of Authorized Agents (AA), delegated
via the Governing Body Resolution (GBR) or Signature
Authorization Form, including staff related to grant activities.
More than one person is recommended for designation as
the AA; in the absence of an AA, an alternate AA can sign
documents.
Project Ledger – The Project Ledger is used in the
application process to submit funding information and is
used for submitting cash requests and Grant Subaward
Modifications, and assists with completion of the Biannual
Strategy Implementation Report (BSIR).
Planning Tab – Provides detailed information on grant-
funded planning activities with a final product identified.
Organization Tab – Provides detailed information on grant-
funded organizational activities.
Equipment Tab – Detailed information must be provided
under the equipment description for all grant-funded
equipment. AEL numbers must be included for all items of
equipment. Always refer to the AEL for a list of allowable
equipment and conditions, if any.
Training Tab – Provides detailed information on grant-
funded training activities. All training activities must receive
Cal OES approval prior to starting the event, including a
Training Feedback number. The Training Request Form may
be obtained on the Cal OES website.
Exercise Tab – Provides detailed information on grant-
funded exercises.
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Section 4 ‒ Required State Application Components | 2021
Financial
Management
Forms Workbook
Cont.
M&A Tab – Provides information on grant-funded M&A
activities.
Indirect Costs Tab – Provides information on indirect costs.
Consultant-Contractor Tab – Provides detailed information
on grant-funded consultants, and documents
maintenance and sustainment contracts and activities on
grant eligible items/equipment.
Personnel Tab – Provides detailed information on grant-
funded personnel activities.
Match Tab – Provides detailed information on match
activities.
Authorized Agent Page – The Authorized Agent (AA) Page
must be submitted with the application, all cash requests,
and Grant Subaward Modifications. The AA page must
include a valid signature on file with Cal OES and the date.
Subrecipient
Grants
Management
Assessment
Per 2 C.F.R. § 200.332, Cal OES is required to evaluate the
risk of non-compliance with federal statutes, regulations,
and grant terms and conditions posed by each
Subrecipient of pass-through funding. The Subrecipient
Grants Management Assessment contains questions
related to a Subrecipient organization’s experience in the
management of federal grant awards. It is used to
determine, and provide, an appropriate level of technical
assistance, training, and grant oversight to Subrecipients
during the subaward. The questionnaire must be
completed and returned with the Subrecipient’s grant
application.
Application
Attachments
Indirect Cost Rate Agreement – If claiming indirect costs at
a federally-approved rate, please provide a copy of the
approved Indirect Cost Rate Agreement.
Federal Funding Accountability and Transparency Act
(FFATA) Financial Disclosure – Use the FFATA Financial
Disclosure to provide information required by the Federal
Funding Accountability and Transparency Act of 2006.
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Section 4 ‒ Required State Application Components | 2021
Application
Attachments
Cont.
Certification Regarding Lobbying – Use the Certification
Regarding Lobbying form to certify lobbying activities, as
stipulated by the Byrd Anti-Lobbying Amendment, 31 U.S.C.
§ 1352.
Standard
Assurances
The Standard Assurances list the requirements to which the
Subrecipients will be held accountable. All Applicants will
be required to submit a signed original of the FY 2021
Standard Assurances as part of their FY 2021 EMPG
application. The required Standard Assurances can be
found only in PDF format on the Cal OES website.
NOTE: Self-created Standard Assurances will not be accepted.
Governing Body
Resolution
The GBR appoints AAs (identified by the individual’s name
or by a position title) to act on behalf of the governing
body and the Applicant by executing any actions
necessary for each application and subaward. All
Applicants are required to submit a copy of an approved
GBR with their application. Resolutions may be valid for up
to three grant years given the following:
•The resolution identifies the applicable grant program
(e.g., EMPG and/or HSGP);
•The resolution identifies the applicable grant years, (e.g.,
FY 2021, FY 2022, FY 2023); and
•Adheres to any necessary elements required by local
protocols, rules, etc., if applicable.
Resolutions that only identify a single grant program will only be
valid for that single program. Resolutions that do not identify
applicable grant years will only be valid for the grant year in
which the resolution was submitted.
Authorized
Agent
Information
For each person or position appointed by the Governing
Body, identify the individual in the AA and Contact
Information page of the FMFW.
All changes in AA and contact information must be
provided to Cal OES in writing. If the GBR identifies the AA
by name, a new Resolution is needed when changes are
made. If the GBR identifies the AA by position and/or title,
changes may be made by submitting a request on the
entity’s letterhead, signed by an existing AA.
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Section 4 ‒ Required State Application Components | 2021
Authorized
Agent
Information
Cont.
Cal OES will not accept signatures of an AA’s designee,
unless authorized by the Governing Body’s resolution. A
change to an AA's designee must be submitted on agency
letterhead and signed by the AA, announcing the change
to their designee.
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Section 5 ‒ The State Application Process | 2021
Application
Submission
Subrecipients must submit an electronic copy of their
completed FMFW to their Program Representative for
review no later than fourteen calendar days before the
final Application due date. After the application is
approved, all electronic copies of the FMFW, along with
the required documents must be emailed, with original or
electronic signatures, by the application due date. During
the application process, if it is determined all allocated
funds cannot be expended by the end of the period of
performance, inform your Program Representative as soon
as possible. The completed application documents should
be received by Cal OES no later than the date provided in
the FY 2021 EMPG Timeline, referenced as Attachment C.
Late or
Incomplete
Application
Late or incomplete applications may be denied. If an
application is incomplete, the Program Representative
may request additional information. Requests for late
submission of applications must be made in writing to the
Program Representative prior to the application due date.
Cal OES has sole discretion to accept or reject a late or
incomplete grant application.
EMPG Contact
Information
All Subrecipient application materials, questions,
comments, and correspondence should be directed to:
California Governor’s Office of Emergency Services
ATTN: Grants Management (Building E)
Emergency Management Performance Grants Unit
3650 Schriever Avenue
Mather, CA 95655
Ronak Patel – Region III (916) 845-8124
Bryan Reich – Region I & VI (916) 845-8794
Lauren Swearengin – Region IV & V (916) 845-8950
Yer Yang – Region II (916) 845-8468
Subaward
Approval
Subrecipients will receive a formal notification of award.
Subrecipient Subaward letters must be signed and the
original be returned to Cal OES within 20 calendar days.
Once the completed application along with the signed
subaward letter is received and approved, reimbursement
of eligible subaward expenditures may be requested using
the Cal OES FMFW.
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Section 6 ‒ Post Award Requirements | 2021
Payment Request
Process
To request a cash reimbursement of EMPG funds,
Subrecipients must first complete a payment request using
the Cal OES FMFW, returning it to the appropriate Program
Representative. Subrecipients who fail to follow the
workbook instructions may experience delays in processing
the payment request.
Payments can only be made if the Subrecipient has
submitted a completed and approved application.
Semi-Annual
Drawdown
Requirements
All Subrecipients should be reporting expenditures and
requesting funds at least semi-annually throughout the
period of performance. Semi-annual drawdowns should
occur in March and October of each calendar year
following final approval of the subaward application, with
the exception of the final reimbursement request, which
must be submitted within 20 calendar days after the end of
the period of performance. Subrecipients not in compliance
with this requirement will be required to submit all supporting
documentation for subsequent cash requests.
Modifications Post award budget, scope, and time modifications must be
requested using the Cal OES EMPG FMFW, signed by the
Subrecipient’s AA, and submitted to the Program
Representative.
The Subrecipient may implement grant modification
activities, and incur associated expenses, only after
receiving written final approval of the modification from
Cal OES.
Subrecipients must provide a written justification with all
modification requests. The justification may be included in
the body of the e-mail transmitting the request, or a
document attached to the transmittal e-mail. Refer to
GMM 2018-17 for additional information regarding
modification requests.
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Section 6 ‒ Post Award Requirements | 2021
Training
Requirements
Training activities supported with EMPG Program funds
should align to NPG core capabilities identified in each
Subrecipient’s Training and Exercise Plan. Subrecipients must
obtain a Training Feedback Number from Cal OES before
beginning any training activities. This includes project
components like travel to, materials for, or attendance in
training courses. Training Feedback Numbers must be
obtained no later than 30 days before the first day of the
training or related activities. Subrecipients must complete a
Training Request Form and submit it electronically to
Cal OES.
For more information on this or other training-related
inquiries, contact the Cal OES Training Branch at
(916) 845-8752.
All EMPG-funded personnel, including M&A staff, and any
staff being used for match, must complete the following
training courses. Final reimbursement of personnel salaries will
not be approved until all training requirements have been
met. Proof of completion of the training requirements must
be kept on file by the Subrecipient and be made available
for review upon request. When seeking approval of non-
DHS/FEMA developed courses, course materials must be
submitted with the approval requests. Conditional approvals
are not offered.
EMPG TRAINING
IS 100 (any version), Introduction to Incident Command
System (ICS)
IS 200 (any version), ICS for Single Resources and Initial Action
Incident
IS 700 (any version), National Incident Management System,
An Introduction
IS 800 (any version), National Response Framework, An
Introduction
IS 120.c An Introduction to Exercises
IS 230.e Fundamentals of Emergency Management
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Section 6 ‒ Post Award Requirements | 2021
Training
Requirements
Cont.
IS 235.c Emergency Planning
IS 240.b Leadership and Influence
IS 241.b Decision Making and Problem Solving
IS 242.b Effective Communication
IS 244.b Developing and Managing Volunteers
In the event that any of the listed courses have been
updated and the required version is no longer available, it is
acceptable to take the updated course in place of the
listed course (i.e., since IS-120.a has been replaced with
IS-120.c, the latter may be used in the place of the original
course). The courses listed above are the minimum
accepted versions for FY 2021 EMPG.
Training activities should align to a current MYTEP, developed
through an annual IPP Workshop. The training should help
build core capabilities and fill gaps identified in real-world
incidents and exercises. Further guidance can be found in
the HSEEP.
EMPG and non-EMPG -funded personnel may claim EMPG
funds for tuition/travel costs for EMPG eligible trainings,
provided that the purpose of the travel and training is to
accomplish the objectives of the grant.
Exercises,
Improvement
Plans and After
Action Reporting
Subrecipients should engage stakeholders to identify long-
term training and exercise priorities. These priorities should
address capability targets and gaps identified through a
Threat and Hazard Identification and Risk Assessment, real-
world events, previous exercises, and national areas for
improvement identified in the NPR.
Subrecipients must report on all exercises conducted with
EMPG grant funds. An After Action Report
(AAR)/Improvement Plan (IP) or Summary Report (for
Seminars, Drills & Workshops) must be completed and
submitted to Cal OES within 90 days after the
exercise/seminar/drill/workshop is conducted.
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Section 6 ‒ Post Award Requirements | 2021
Exercises,
Improvement
Plans and After
Action Reporting
Cont.
It is acceptable to submit an Exercise Summary Report for
Seminars, drills and Workshops in lieu of a full AAR/IP.
AAR/IPs and Summary Reports should be e-mailed to:
•hseep@fema.dhs.gov
•exercise@caloes.ca.gov
•Your Program Representative
All EMPG-funded personnel, including M&A staff and any
staff being used for match, must participate in no less than
two exercises between July 1, 2021, and June 30, 2023. These
exercises must align to one of the priority areas via the
Performance Reports. The Great Shakeout drop, cover, and
hold drill is ineligible for the purpose of the two exercise
requirement.
Final reimbursement of personnel salaries will not be
approved until all exercise requirements have been met.
Exercises used to meet this requirement during one period of
performance cannot be used to meet the requirement in
another. Extensions to the grant do not apply to this
requirement or its due date. There is no specific requirement
for level of participation in the exercises and the exercises
can be of any type, provided they are related to the
subrecipient’s identified long-term training and exercises
priorities.
For exercise-related issues and/or questions, email the
Cal OES Exercise Team at exercise@caloes.ca.gov.
Exercise costs will not be considered for reimbursement until
an AAR/IP is received by Cal OES.
Procurement
Standards and
Written
Procedures
Subrecipients must conduct procurement utilizing either their
own documented procurement standards and procedures,
or the federal procurement standards found in 2 C.F.R. Part
200, whichever is stricter. Procurement standards must also
contain a written conflict of interest policy which reflect
applicable federal, state, local, and tribal laws.
20
Section 6 ‒ Post Award Requirements | 2021
Procurement
Thresholds
Effective June 20, 2018, the micro-purchase threshold was
increased from $3,500 to $10,000 and the simplified
acquisition threshold was increased from $150,000 to
$250,000. These increases apply to all Subrecipient
procurements executed on or after June 20, 2018. Refer to
IB 434 for additional information.
Noncompetitive
Procurements
All noncompetitive procurements exceeding the simplified
acquisition threshold requires Cal OES prior written approval.
This method of procurement must be approved by the
Subrecipient’s local Purchasing Agent prior to submitting a
request for Cal OES approval. A copy of the Purchasing
Agent’s approval must be included with submission. Cal OES
may request additional documentation that supports the
procurement effort.
Environmental
Planning and
Historic
Preservation
DHS/FEMA is required to ensure all activities and programs
that are funded by the agency comply with federal
Environmental Planning and Historic Preservation (EHP)
regulations. Subrecipients proposing projects or activities
(including, but not limited to, training, exercises, the
installation of equipment, and construction or renovation
projects) that have the potential to impact the environment
or a historic structure must participate in the EHP review
process. EHP Screening Memos must include detailed
project information, explain the goals and objectives of the
proposed project, and include supporting documentation.
DHS/FEMA may also require that the Subrecipient provide a
confidential California Historical Resources Information
System (CHRIS) report in addition to the EHP Screening Form.
Determination on the necessity of a CHRIS report is based
upon information disclosed on the EHP Screening Form.
Program Representatives will provide additional instructions
should this report be required.
EHP requests should be submitted to Cal OES as early as
possible. All projects/activities triggering EHP must receive
DHS/FEMA written approval prior to commencement of the
funded activity.
Updated information may be referenced in the FEMA GPD
EHP Policy Guidance.
21
Section 6 ‒ Post Award Requirements | 2021
Construction and
Renovation
When applying for construction activity at the time of
application, including communications towers,
Subrecipients must submit evidence of approved zoning
ordinances, architectural plans, any other locally required
planning permits, and a notice of federal interest.
Additionally, Subrecipients are required to submit a SF-424C
Budget and Budget Detail that cites the project costs.
Communication tower construction requests also require
evidence that the Federal Communications Commission’s
Section 106 review process has been completed.
Subrecipients using funds for construction projects must
comply with the Davis-Bacon Act. Subrecipients must ensure
that their contractors or subcontractors for construction
projects pay workers no less than the prevailing wages for
laborers and mechanics employed on projects of a
character like the contract work in the civil subdivision of the
state in which the work is to be performed.
Written approval for construction must be provided by
DHS/FEMA prior to the use of any EMPG funds for construction
or renovation.
Inventory Control
and Property
Management
Subrecipients must use standardized resource management
concepts for resource typing and credentialing, in addition
to maintaining an inventory by which to facilitate the
effective identification, dispatch, deployment, tracking and
recovery of resources.
Subrecipients must have an effective inventory
management system, to include:
•Property records that document description, serial/ID
number, fund source, title information, acquisition date,
cost, federal cost share, location, use, condition, and
ultimate disposition;
•A physical inventory conducted at least every two years;
•A control system to prevent loss, damage, and theft of
grant purchased equipment and supplies; and
•Adequate maintenance procedures must be developed
to keep the property in good condition.
22
Section 6 ‒ Post Award Requirements | 2021
Equipment
Disposition
When original or replacement equipment acquired under
the EMPG is no longer needed for program activities, the
Subrecipient must contact their Program Representative to
request disposition instructions. See 2 C.F.R. § 200.313(e).
Performance
Reporting
BSIR – Subrecipients must complete a BSIR each Winter and
Summer using the DHS/FEMA Grants Reporting Tool (GRT) for
the duration of the subaward period of performance or until
all grant activities are completed and the subaward is
formally closed by Cal OES. Failure to submit a BSIR could
result in subaward reduction, suspension, or termination.
Access to the BSIR may be obtained through the GRT. To
create a new account, click the link that reads, “Register for
an account” and follow the instructions provided. The
Subrecipient will be required to ensure up-to-date project
information is entered. The Project Ledger in the FMFW may
assist with the BSIR data entry process. For additional
assistance with the GRT, contact the appropriate Program
Representative.
Quarterly Performance Reports – Subrecipients must prepare
and submit Performance Reports to the State for the
duration of the subaward period of performance, or until all
grant activities are completed and the subaward is formally
closed by Cal OES. The quarterly reports must include the
progress made on identified activities, as well as other
required information. Failure to submit a quarterly
Performance Report could result in subaward reduction,
suspension, or termination.
In order to ensure that mandated performance metrics and
other data required under the subaward is reported
accurately, all EMPG Performance Reports must be
submitted electronically, via email, to their Cal OES EMPG
Program Representative for review and vetting. Electronic
documents submitted for Cal OES review and vetting should
be submitted as soon as possible, but no later than, seven
calendar days before the identified due date(s) associated
with the Performance Report. Submission of the electronic
copy is only to occur after their Cal OES Program
Representative’s review has concluded and the
Subrecipient is directed by their Cal OES Program
23
Section 6 ‒ Post Award Requirements | 2021
Performance
Reporting Cont.
Representative to submit the signed electronic copy.
Extension
Requests
Extensions to the initial period of performance identified in
the subaward will only be considered through formal, written
requests to the Subrecipient’s Program Representative. Upon
receipt of the extension request, Cal OES will:
1.Verify compliance with performance reporting
requirements by confirming the Subrecipient has
submitted all necessary performance reports;
2.Confirm the Subrecipient has provided sufficient
justification for the request; and
3.If applicable, confirm the Subrecipient has demonstrated
sufficient progress in past situations where an extension
was authorized by Cal OES.
Extension requests will be granted only due to compelling
legal, policy, or operational challenges, and will only be
considered for the following reasons:
1.Contractual commitments with vendors that prevent
completion of the project within the period of
performance;
2.The project must undergo a complex environmental
review which cannot be completed within this timeframe;
3.Projects are long-term by design and therefore;
acceleration would compromise core programmatic
goals; and
4.Where other special circumstances exist.
To be considered, extension requests must be received no
later than 60 days prior to the end of the Subrecipient’s
period of performance and must contain specific and
compelling justifications as to why an extension is required.
All extension requests must address the following:
1.Grant program, fiscal year, and award number;
2.Reason for delay;
3.Current status of the activity/activities;
4.Approved period of performance termination date and
new project completion date;
5.Amount of funds drawn down to date;
6.Remaining available funds, both federal and non-federal;
24
Section 6 ‒ Post Award Requirements | 2021
Extension
Requests Cont.
7.Budget outlining how remaining federal and non-federal
funds will be expended;
8.Plan for completion, including milestones and timeframes
for each milestone and the position/person responsible
for implementing the plan for completion; and
9.Certification that the activity/activities will be completed
within the extended period of performance without any
modification to the original Statement of Work.
General questions regarding extension requirements and the
Extension Request form should be directed to your Program
Representative. For additional information, please see IB 379.
Extension requests for personnel and salaries do not meet
the requirements of IB 379 and will not be granted.
Subrecipients are expected to complete all grant-funded
personnel activity by the end of the subaward period of
performance.
Progress Reports
on Grant
Extensions
All Subrecipients that receive Cal OES approval to extend
their FY 2021 grant subaward period of performance may be
required to submit progress reports indicating completed
and future project milestones on all extended projects.
Progress reports must be submitted electronically to their
Program Representative. Deadlines for the submission of
progress reports will be established at the time of extension
approval.
Monitoring Cal OES Grants Monitoring actively monitors Subrecipients,
through day-to-day communications, programmatic site
visits, and desk and on-site compliance assessments. The
purpose of the compliance assessment is to ensure
Subrecipients are in compliance with applicable state and
federal regulations, grant guidelines, and programmatic
requirements. Monitoring activities may include, but are not
limited to:
•Verifying that entries recorded on the FMFW categories
are properly supported with source documentation;
•Eligibility of and support for expenditures, typically
covering two to three years of data;
•Comparing actual Subrecipient activities to those
approved in the grant application and subsequent
modifications, including the review of timesheets and
25
Section 6 ‒ Post Award Requirements | 2021
Monitoring Cont. invoices as applicable;
•Procurements and contracts;
•Ensuring equipment lists are properly maintained and
physical inventories are conducted;
•Ensuring advances have been disbursed in accordance
with applicable guidelines; and
•Confirming compliance with:
o Standard Assurances, and
o Information provided on performance reports and
payment requests
NOTE: It is the responsibility of all Subrecipients that pass
down grant funds to other entities, to maintain and utilize a
formal process to monitor the grant activities of their
subawards. This requirement includes, but is not limited to,
on-site verification of grant activities, as required. It is
common for Subrecipients to receive findings in a
programmatic site visit or compliance assessment, which
require a Corrective Action Plan (CAP) to be submitted by
Subrecipients. Those Subrecipients who fail to submit a CAP,
as required, shall have a “hold” placed on any future
reimbursements until the “finding” is resolved.
Failure to Submit
Required Reports
Periodic reporting is required by the grant. Subrecipients who
miss a single reporting due date may receive a letter
addressed to their Board of Supervisors informing them of the
failure to report. County OAs and tribes who fail to report
twice in a row may have subsequent awards reduced by 10
percent until timely reporting is reestablished.
Suspension/
Termination
Cal OES may suspend or terminate grant funding, in whole or
in part, or other measures may be imposed for any of the
following reasons:
•Failure to submit required reports.
•Failure to expend funds in a timely manner consistent with
the grant milestones, guidance, and assurances.
•Failure to comply with the requirements or statutory
progress toward the goals or objectives of federal or state
law.
•Failure to make satisfactory progress toward the goals or
objectives set forth in the Subrecipient application.
•Failure to follow Grant Subaward requirements or Special
Conditions.
26
Section 6 ‒ Post Award Requirements | 2021
Suspension/
Termination Cont.
•Proposing or implementing substantial plan changes to
the extent that, if originally submitted, the application
would not have been selected for funding.
•False certification in the application or other document.
•Failure to adequately manage, monitor, or direct the
grant funding activities of their Subrecipients.
Before taking action, Cal OES will provide the Subrecipient
reasonable notice of intent to impose corrective measures
and will make every effort to informally resolve the problem.
Closeout Cal OES will close-out Subrecipient awards when it
determines all applicable administrative actions and all
required work of the federal award have been completed.
Subawards will be closed after:
•Receiving any applicable Subrecipient Performance
Report indicating all approved work has been
completed, and all funds have been distributed;
•All funds have been requested and reimbursed, or
disencumbered;
•Completing a review to confirm the accuracy of
reported information;
•Reconciling actual costs to subawards, modifications and
payments; and
•Verifying the Subrecipient has submitted a final BSIR
showing all grant funds have been expended.
Records
Retention
The records retention period is three years from the date of
the Cal OES Grant Closeout letter, or until any pending
litigation, claim, or audit started before the expiration of the
three-year retention period has been resolved and final
action is taken. The Cal OES Grant Closeout Letter will notify
the Subrecipient of the start of the records retention period
for all programmatic and financial grant-related records.
If the State Administrative Agency award remains open after
the Subrecipient’s submission of the final BSIR, Cal OES will
complete any additional BSIR reporting required under the
award on behalf of the Subrecipient.
27
Section 6 ‒ Post Award Requirements | 2021
Records
Retention Cont.
Closed grants may still be monitored and audited. Failure to
maintain all grant records for the required retention period could
result in a reduction of grant funds, and an invoice to return costs
associated with the unsupported activities.
If documents are retained longer than the required retention
period, FEMA, the DHS Office of Inspector General, Government
Accountability Office, and pass-through entity have the right to
access these records as well. See Title 2 C.F.R. § 200.333 and
200.336.
Attachment A ‒ FY 2021 EMPG Allocations | 2021
Operational Area Population Base
Amount
Per Capita
Total Total Award
ALAMEDA 1,670,834 125,000 337,392 462,392
ALPINE 1,142 125,000 230 125,230
AMADOR 37,676 125,000 7,608 132,608
BUTTE 210,291 125,000 42,464 167,464
CALAVERAS 45,023 125,000 9,092 134,092
COLUSA 21,902 125,000 4,423 129,423
CONTRA COSTA 1,153,561 125,000 232,938 357,938
DEL NORTE 27,298 125,000 5,513 130,513
EL DORADO 193,227 125,000 39,018 164,018
FRESNO 1,023,358 125,000 206,647 331,647
GLENN 29,400 125,000 5,937 130,937
HUMBOLDT 133,302 125,000 26,917 151,917
IMPERIAL 188,777 125,000 38,120 163,120
INYO 18,584 125,000 3,753 128,753
KERN 917,553 125,000 185,282 310,282
KINGS 153,608 125,000 31,018 156,018
LAKE 64,040 125,000 12,931 137,931
LASSEN 28,833 125,000 5,822 130,822
LOS ANGELES 10,172,951 125,000 2,054,226 2,179,226
MADERA 158,147 125,000 31,935 156,935
MARIN 260,831 125,000 52,670 177,670
MARIPOSA 18,067 125,000 3,648 128,648
MENDOCINO 87,946 125,000 17,759 142,759
MERCED 283,521 125,000 57,251 182,251
MODOC 9,570 125,000 1,933 126,933
MONO 13,464 125,000 2,719 127,719
MONTEREY 441,143 125,000 89,080 214,080
NAPA 139,088 125,000 28,086 153,086
NEVADA 98,114 125,000 19,812 144,812
ORANGE 3,194,332 125,000 645,032 770,032
PLACER 403,711 125,000 81,521 206,521
PLUMAS 18,260 125,000 3,688 128,688
RIVERSIDE 2,442,304 125,000 493,175 618,175
SACRAMENTO 1,555,365 125,000 314,075 439,075
SAN BENITO 62,353 125,000 12,591 137,591
SAN BERNARDINO 2,180,537 125,000 440,316 565,316
SAN DIEGO 3,343,355 125,000 675,124 800,124
SAN FRANCISCO 897,806 125,000 181,294 306,294
SAN JOAQUIN 773,632 125,000 156,220 281,220
Attachment A ‒ FY 2021 EMPG Allocations | 2021
Operational Area Population Base
Amount
Per Capita
Total Total Award
SAN LUIS OBISPO 277,259 125,000 55,987 180,987
SAN MATEO 773,244 125,000 156,141 281,141
SANTA BARBARA 451,840 125,000 91,241 216,241
SANTA CLARA 1,961,969 125,000 396,180 521,180
SANTA CRUZ 271,233 125,000 54,770 179,770
SHASTA 178,045 125,000 35,953 160,953
SIERRA 3,201 125,000 646 125,646
SISKIYOU 44,461 125,000 8,978 133,978
SOLANO 440,224 125,000 88,895 213,895
SONOMA 492,980 125,000 99,548 224,548
STANISLAUS 557,709 125,000 112,618 237,618
SUTTER 100,750 125,000 20,344 145,344
TEHAMA 65,129 125,000 13,152 138,152
TRINITY 13,548 125,000 2,736 127,736
TULARE 479,977 125,000 96,921 221,921
TUOLUMNE 54,917 125,000 11,090 136,090
VENTURA 842,886 125,000 170,204 295,204
YOLO 221,705 125,000 44,769 169,769
YUBA 78,887 125,000 15,930 140,930
TRIBAL NATIONS 362,801 125,000 73,260 198,260
TOTAL 40,145,671 7,375,000 8,106,623 15,481,623
Attachment B ‒ FY 2021 EMPG-ARPA Allocations | 2021
Operational Area Population Base
Amount
Per Capita
Total Total Award
ALAMEDA 1,670,834 60,000 12,582 72,582
ALPINE 1,142 60,000 9 60,009
AMADOR 37,676 60,000 283 60,283
BUTTE 210,291 60,000 1,584 61,584
CALAVERAS 45,023 60,000 339 60,339
COLUSA 21,902 60,000 165 60,165
CONTRA COSTA 1,153,561 60,000 8,687 68,687
DEL NORTE 27,298 60,000 205 60,205
EL DORADO 193,227 60,000 1,455 61,455
FRESNO 1,023,358 60,000 7,706 67,706
GLENN 29,400 60,000 222 60,222
HUMBOLDT 133,302 60,000 1,004 61,004
IMPERIAL 188,777 60,000 1,421 61,421
INYO 18,584 60,000 140 60,140
KERN 917,553 60,000 6,910 66,910
KINGS 153,608 60,000 1,156 61,156
LAKE 64,040 60,000 483 60,483
LASSEN 28,833 60,000 217 60,217
LOS ANGELES 10,172,951 60,000 76,606 136,606
MADERA 158,147 60,000 1,190 61,190
MARIN 260,831 60,000 1,965 61,965
MARIPOSA 18,067 60,000 136 60,136
MENDOCINO 87,946 60,000 662 60,662
MERCED 283,521 60,000 2,135 62,135
MODOC 9,570 60,000 72 60,072
MONO 13,464 60,000 101 60,101
MONTEREY 441,143 60,000 3,322 63,322
NAPA 139,088 60,000 1,048 61,048
NEVADA 98,114 60,000 739 60,739
ORANGE 3,194,332 60,000 24,054 84,054
PLACER 403,711 60,000 3,040 63,040
PLUMAS 18,260 60,000 138 60,138
RIVERSIDE 2,442,304 60,000 18,391 78,391
SACRAMENTO 1,555,365 60,000 11,712 71,712
SAN BENITO 62,353 60,000 470 60,470
SAN BERNARDINO 2,180,537 60,000 16,420 76,420
SAN DIEGO 3,343,355 60,000 25,177 85,177
SAN FRANCISCO 897,806 60,000 6,761 66,761
SAN JOAQUIN 773,632 60,000 5,825 65,825
Attachment B ‒ FY 2021 EMPG-ARPA Allocations | 2021
Operational Area Population Base
Amount
Per Capita
Total Total Award
SAN LUIS OBISPO 277,259 60,000 2,088 62,088
SAN MATEO 773,244 60,000 5,823 65,823
SANTA BARBARA 451,840 60,000 3,403 63,403
SANTA CLARA 1,961,969 60,000 14,774 74,774
SANTA CRUZ 271,233 60,000 2,042 62,042
SHASTA 178,045 60,000 1,341 61,341
SIERRA 3,201 60,000 24 60,024
SISKIYOU 44,461 60,000 335 60,335
SOLANO 440,224 60,000 3,315 63,315
SONOMA 492,980 60,000 3,712 63,712
STANISLAUS 557,709 60,000 4,200 64,200
SUTTER 100,750 60,000 759 60,759
TEHAMA 65,129 60,000 490 60,490
TRINITY 13,548 60,000 102 60,102
TULARE 479,977 60,000 3,615 63,615
TUOLUMNE 54,917 60,000 413 60,413
VENTURA 842,886 60,000 6,347 66,347
YOLO 221,705 60,000 1,670 61,670
YUBA 78,887 60,000 594 60,594
TRIBAL NATIONS 362,801 60,000 2,732 62,732
TOTAL 40,145,671 3,540,000 302,311 3,842,311
Attachment C ‒ FY 2021 EMPG Timeline | 2021
DHS Announcement of FY 2021 EMPG NOFO February 25, 2021
DHS Announcement of updated FY 2021
NOFO to reflect funding provided by the
ARPA
April 15, 2021
Cal OES Application due to DHS May 15, 2021
DHS/FEMA Award to California September, 2021
Subrecipient period of performance begins July 1, 2021
Notification of Subrecipient Award September, 2021
Subrecipient Webinars September/October 2021
FY 2021 California Supplement release September, 2021
Multi Year-Training and Exercise Plans due September 30, 2021
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 9/30/2021
October 15, 2021
Subrecipient Final Applications due to Cal OES December 31, 2021
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 12/31/2021
January 14, 2022
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 3/31/2022
April 15, 2022
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 6/30/2022
July 15, 2022
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 9/30/2022
October 14, 2022
All FY 2021 EMPG EHP-related documents must
be received by Program Representative
December 31, 2022
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 12/31/2022
January 13, 2023
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 3/31/2023
April 14, 2023
Subrecipient period of performance ends June 30, 2023
Submission of the FY 2021 EMPG Performance
Report for the period of 7/1/2021 – 6/30/2023
July 20, 2023
Final Request for Reimbursement due Within 20 calendar days of
the subaward expiration
date
Cal OES’s period of performance ends September 30, 2023
Attachment D ‒ FY 2021 EMPG Program Checklist | 2021
Subrecipient: FIPS#:
Program Representative:
Financial Management Forms Workbook:
Grant Subaward Face Sheet
Authorized Agent and Contact Tab
Project Ledger Tab
Planning Tab
Organization Tab
Equipment Tab
Training Tab
Exercise Tab
Management and Administration Tab
Indirect Cost Tab
Consultant-Contractor Tab
Personnel Tab
Match Tab
Indirect Cost Rate Summary (If Applicable)
Authorized Agent Sheet
Required Documents:
Counter-signed Award Letter
EHP Screening Form (If Applicable)
FFATA Financial Disclosure
Certification Regarding Lobbying
Governing Body Resolution
Subrecipient Grants Management Assessment form
2021 EMPG Standard Assurances
Indirect Cost Rate Agreement (If Applicable)
DocuSign Envelope ID : CDBDCC67-DFA3-4E6F-B0EA-12AB886E7815
EA CALIFORNIA GOVERNOR 'S OFFICE OF EMERGENCY SERVICES [Col OES) RECEIVED
By Lauren Swearengin at 9:39 am, Jan 26, 2022
Col OES #
(Cal OES Use Only)
FIPS # 019-00000 VS# 00
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
GRANT SUBAWARD FACE SHEET
The California Governor's Office of Eme rgency Services (Cal OES) hereby makes a Grant Subaward of funds lo lhe following:
ML #749398
Subaward # I 2021-0014
RECEIVED
ByLoc•l•ndDJsur.rAnl91•nrN•t ff:•l•m, Feb 11, 1011
1. Subreclplenl: County of Fresno 1 a . DUNS#: ------=5=56=-l'-'-9.:..76:.:5:::Sc...._ ___ _
2 . Implementing Agency: Fresno County Office of Emergency Services 2a , DUNS#: ____ --=5.:.56=-l'-"9.:..7"'65:.:5'------
3. Implementing Agency Address : -c\::c;t,-;~-e"";~-ll_o_n_S_lr_ee~t-------------:~-=~~c-~-:--~~o __________ __,,in""3P~7.2~
4
\_· I~9~I 5"---
4 . location of Project;
5 . Disaster /Program Title:
7 . Indirect Cost Rate :
Item Grant Fund
Number Year Source
8. 2021 EMPG-A
9 .
10.
11.
12.
Total Project Cost
Fresno
(Cllyt
Emergency Management Performance Grant -
ARPA (American Rescue Plan Act)
N/A
A, State I. Federal C. Total
$67.706
$0 $67.706 $67,706
6, Performance
Period .
Fresno
(County)
July I. 2021
(Start Dote)
Federally Approved ICR (if applicable ):
D. Cash Maleh E. In-Kind Match
$67.706
$67,706 $0
93721-1915
(Z lp•4)
to Jun e 30, 2023
(End Dote)
.,.
F. Total Maleh G. Total Cost
;
$67,706 $135,412
$0 $0
$0 $0
$0 $0
$0 $0
$67,706 $135,412
13, Certification -This Grant Subaward consists of this title page, lhe application for the grant, which is attached and mode a part hereof, and lhe
Assurances/Certificalions . I hereby cerlify I am vesled wilh lhe authority lo enlerinto lhis Grant Subaward, and hove the approval of lhe City/County Financial
Officer, City Manager. County Administrator, Governing Board Chair, or other Approving Body. The Subrecipient certifies tho I al l funds received pursuanl to this
ogreemenl w il l be spent exclusively on the purposes specified in the Grant Subaward. The Subrecipienl accepts this Grant Suboword and agrees to odminisler
the grant project in accordance with lhe Gron! Subaword as well as all applicable slate and federal lows , audit requirements, fe deral program guideli nes, and
Col OES policy and program guidance. The Subrecipient further agrees that the allocation of funds may be conlingenl on the enaclmenl of the State Budget.
14. CA Public Records Act -Gran I applications are subject lo the California Public Records Acl, Governmenl Code seclion 6250 el seq . Do not put any personally
identifiable information or privale information on this application . If you beli eve that any of the information you are putting on I his application is exempt from the
Public Records Act. please attach a stalement th at indicates whal portions of the applicalion and lhe bas is for the exemption . Your stolemenl thol the
information is not subject to the Public Records Act will not guaranlee lhot the informal ion will not be disclosed.
15, Offlclal Authorized to Sign for Subreclplent:
Name: Brian Pacheco Tit le : Chairman of the Boord of Supervisors of the County of Fresno
P.oymenl Mailing Address : J\, Jej:x 11867 City: Fresno Zip Code+4 : -~9~3~77~5~-·=B=67,___
Signature : f .l. Date: ,-/8"-a. 2.,
16 . Federal Employer ID Number:
I er<j,by certify ()pg), my personal knowledge that budgeted funds ore ovoil oble for the period end purpos
,..,~ -~ 2/15/2022 2/15/2022
(Datel (Cal OU Dkec {Doiel
ENY: 2021-22 Chapter: 21 SL : 14884
ATTEST:
BERNICE E. SEIDEL
Item: 0690-101-0890 Pgm : 0385
FAIN#: EMF-2021-EP-00014 10/01/20 -09/30/23'"'''
Fund : Federal Trust AL#: 97 .042 Clerk of the Board of Supervisors
County of Fresno , State of California
By~
Program : Emergency Management Performance Grant -American Rescue Plan Act
Match Req.: 50% on TPC
Deputy
Project No.: OES21EMPGARPA12 Amount $67 ,7 06
SC : 2021-14884
21LA0137-00
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 1 of 15 Focesheel
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Authorized Agent
Name Title Mailing Address City State Zip Phone Email
David Luchini Director Dept. Public Health P.O. Box 11867 Fresno CA 93755-1867 559-600-3200 dluchini@fresnocountyca.gov
Brian Pacheco Chair Board of Supervisors P.O. Box 11867 Fresno CA 93755-1867 559-600-1000 District1@fresnocountyca.gov
Joe Prado Assistant Director Dept. Public
Health P.O. Box 11867 Fresno CA 93755-1867 559-600-3200 jprado@fresnocountyca.gov
Contact
Name Title Mailing Address City State Zip Phone Email
Ken Austin Emergency Manager P.O. Box 11867 Fresno CA 93755-1867 559-600-4065 kaustin@fresnocountyca.gov
David Luchini Director Public Health P.O. Box 11867 Fresno CA 93755-1867 559-600-4065 dluchini@fresnocountyca.gov
Gilbert Torres Staff Analyst P.O. Box 11867 Fresno CA 93755-1867 559-600-3483 gitorres@fresnocountyca.gov
NOTE: Individuals listed above must be designated, by name or title, in the Governing Body Resolution (GBR) to be considered an Authorized Agent.
AUTHORIZED AGENT AND CONTACT INFORMATION
County of Fresno
019-00000
2021-0014
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 2 of 15 AA Info
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
State
Goals
Direct /
Subaward Project Project
Title
Project
Description
Solution
Area
Solution Area
Sub-Category
Core
Capabilities
Capability
Building
Deployable /
Shareable
Total
Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Expenditures
To Date
(w/Match)
Remaining
Balance
Percent
Expended
$67,706 $67,706
Goal #6 Direct A EOC Upgrades and
Improvements
The Office of Emergency Services intends to utilize the
funding to upgrade and enhance the County’s primary
Emergency Operations Center (EOC). The funding will
be used to provide necessary back-up power.
Equipment 10 - Power Equipment Operational Coordination Build N/A 67,706 67,706
PROJECT LEDGER
County of Fresno
019-00000
2021-0014
Initial ApplicationRequest Type
LS/12.21.21
July 1, 2021
June 30, 2023
POP Start Date
POP End Date
Cal OES Approval
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 3 of 15 Project Ledger
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Direct /
Subaward
Planning
Activity
Solution Area
Sub-Category
Expenditure
Category
Final
Product
Noncompetitive
Procurement
over 250k
Hold
Trigger
Approval
Date
Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
N/A
2021-0014
County of Fresno
019-00000
Initial ApplicationRequest Type
PLANNING
July 1, 2021
June 30, 2023
POP Start Date
POP End Date
Cal OES Approval LS/12.21.21
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 4 of 15 Planning
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Direct /
Subaward Organization Solution Area
Sub-Category
Expenditure
Category Detail Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
-
N/A
2021-0014 July 1, 2021
June 30, 2023
Cal OES Approval LS/12.21.21
POP Start Date
POP End Date
Request Type Initial Application
ORGANIZATION
County of Fresno
019-00000
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 5 of 15 Organization
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Equipment Description
(include Qty.)AEL#AEL
Title
SAFECOM
Compliance
Solution Area
Sub-Category
Invoice
Number Vendor ID Tag
Number
% of Federal Funds
Used in the
Purchase
Condition &
Disposition
Deployed
Location
Acquisition
Date
Noncompetitive
Procurement
over $250k
Hold
Trigger
Approval
Date
Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
$67,706 $67,706
A Generator (1)10GE-00-
GENR Generators N/A 10 - Power
Equipment No EHP 67,706 67,706
Ledger Type Initial Application
EQUIPMENT
County of Fresno
019-00000
2021-0014 July 1, 2021
June 30, 2023
LS/12.21.21Cal OES Approval
POP Start Date
POP End Date
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 6 of 15 Equipment
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Direct /
Subaward
Course
Name
Solution Area
Sub-Category
Expenditure
Category
Feedback
Number
Training
Activity
Total # of
Trainee(s)
Identified
Host
Noncompetitive
Procurement
over 250k
Hold
Trigger
Approval
Date
Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
N/A
TRAINING
County of Fresno
019-00000
2021-0014
Ledger Type
LS/12.21.21Cal OES Approval
POP Start Date
POP End Date
Initial Application
July 1, 2021
June 30, 2023
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 7 of 15 Training
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Direct /
Subaward
Exercise
Title
Solution Area
Sub-Category
Expenditure
Category
Exercise
Type
Identified
Host
Date of
Exercise
Date AAR/IP
E-mailed to
HSEEP
Noncompetitive
Procurement
over $250k
Hold
Trigger
Approval
Date
Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
N/A
EXERCISE
County of Fresno
019-00000
2021-0014
Ledger Type Initial Application
LS/12.21.21
POP Start Date
POP End Date
Cal OES Approval
July 1, 2021
June 30, 2023
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 8 of 15 Exercise
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Activity Solution Area
Sub-Category
Expenditure
Category Detail Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
N/A
LS/12.21.21
POP Start Date
POP End Date
Cal OES Approval
Request Type Initial Application
July 1, 2021
M&A
June 30, 2023
County of Fresno
019-00000
2021-0014
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 9 of 15 M&A
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Activity Solution Area
Sub-Category ICR Base Rate Budgeted
Cost
Previously
Approved
Amount
Amount
This Request
Total
Approved
Remaining
Balance
N/A
LS/12.21.21
Ledger Type
POP Start Date
POP End Date
Cal OES Approval
INDIRECT COSTS
Initial Application
July 1, 2021
June 30, 2023
County of Fresno
019-00000
2021-0014
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 10 of 15 Indirect Costs
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Consulting Firm /
Consultant Name
Project /
Description of Services Deliverable Solution
Area
Solution Area
Sub-Category
Expenditure
Category
Noncompetitive
Procurement
over $250k
Hold
Trigger
Approval
Date
Period of
Expenditure
Fee for
Deliverable
Total Cost Charged
to Grant
-
N/A
CONSULTANT / CONTRACTOR
LS/12.21.21Cal OES Approval
Ledger Type
POP Start Date
POP End Date
Initial Application
July 1, 2021
June 30, 2023
County of Fresno
019-00000
2021-0014
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 11 of 15 Consultant-Contractor
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Employee Name Project /
Deliverable
Solution
Area
Solution Area
Sub-Category
Dates of Payroll
Period
Total Salary & Benefits
Charged for this
Reporting Period
Total Project
Hours
Total Cost Charged
to Grant
N/A
PERSONNEL
LS/12.21.21
Initial Application
Cal OES Approval
July 1, 2021
June 30, 2023
Ledger Type
POP Start Date
POP End Date
County of Fresno
019-00000
2021-0014
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 12 of 15 Personnel
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Direct /
Subaward Project Title Match Description Solution
Area
Solution Area
Sub-Category
Type of
Match
Total
Budgeted
Match
Previously
Expended
Match
Current
Match
Total Match
Expended
Remaining
Balance
Percentage
Expended
$67,706 $67,706
A Direct EOC Upgrades and Improvements Project A is a 50% cash match from county funds.Equipment 10 - Power Equipment Cash Match 67,706 67,706
Initial Application
July 1, 2021
June 30, 2023
LS/12.21.21
Request Type
POP Start Date
POP End Date
Cal OES Approval
MATCH
County of Fresno
019-00000
2021-0014
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 13 of 15 Match
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
County of Fresno Ledger Type Initial Application
019-00000
2021-0014 Cal OES Approval LS/12.21.21
ICR PERIOD (Mo/Yr through Mo/Yr)INDIRECT COST RATE FOR PERIOD ICR BASE
N/A (Select)
DIRECT COSTS TOTAL COSTS LESS DISTORTING COSTS COSTS APPLICABLE TO ICR
Planning
Organization
Training
Exercise
M&A
SUBTOTAL ELIGIBLE DIRECT COSTS
SUBAWARDS TOTAL COSTS LESS EXCLUDED SUBAWARD COSTS COSTS APPLICABLE TO ICR
SUBTOTAL ELIGIBLE SUBAWARD COSTS
TOTAL DIRECT COSTS
TOTAL ALLOWABLE INDIRECT COSTS
TOTAL BUDGETED INDIRECT COSTS
INDIRECT COSTS - SUMMARY RECAP OF COSTS CLAIMED
FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 14 of 15 ICR
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) AUTHORIZED AGENT NOTE: Unauthorized alterations will delay the aeer<>val of Jhis re_guest. County of Fresno 019-00000 2021-0014 I ALN: I EMPG 97.042 Supporting Information for Application, Modification, or Request for Federal Funds This claim is for costs incurred within the grant performance period. This request is for a/an: Initial Application July 1, 2021 through June 30, 2023 (Beginning Performance Period Date) (Ending Performance Period Date) (Request#) (Amount This Request) Under Penalty of Perjury, I certify that: I am the duly authorized officer of the claimant herein. This claim is true, correct, and all expenditures were made in accordance with applicable laws, rules, regulations, and grant conditions and assurances. Statement of Certification -Authorized Agent By signing this report, I certify, to the best of my knowledge and belief, that the report is true, complete, and accurate, and that the expenditures, disbursements, and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section l 001 and Title 31, Sections 3729-3730 and 3801-3812). Brian Pacheco i:JI of A"thori,ed Ageot Signature of Authorized Agent ATTEST: BERNICE E. SEIDEL Clerk of the Board of Supervisors County of Fresno, State of California By~~ Deputy FY 2021 EMPG/EMPG-A FMFW (Macro) v.21 Chairman, Board of Supervisors• Title of Authorized Agent f-/5r-:i.~ Date 15 of 15 AA Approval
Federal Funding Accounting and Transparency Act (FFATA)
Financial Disclosure
Page 1 of 2 rev. August 2021
Public Law (PL) 109-282 Federal Funding Accountability and Transparency Act of 2006,
as amended by Section 6202(a) of the Government Funding Transparency Act of 2008
(PL 110-252), which is outlined in the Federal Emergency Management Agency, Grant
Programs Directorate Information Bulletin No. 350.
As defined by the Office of Management Budget, the following are subject to FFATA
reporting requirements:
1.All new federal awards of $30,000 or more, as of August 13, 2020.
NOTE: Cal OES reports on this requirement in the Federal Funding Accountability
and Transparency Act Subaward Reporting System (FSRS).
2.The Total Compensation and Names of the top five executive, if the
Subrecipient in the preceding year received:
a.80 percent or more of its annual gross revenues in Federal Awards; and
b.$25,000,000 or more in annual gross revenues from Federal awards; and
c.The public does not have access to information about the compensation of
the senior executives of the entity.
Subrecipients are required to provide the Executive compensation information in
the below chart, if applicable.
Executive Name Title Annual
Salary
Annual Dollar
Value of Benefits
Total
Compensation
Not subject to the Executive Compensation requirement of the FFATA Financial
Disclosure.
CCalOES OOVER·NOR'S OFl'l·CE OF EM ERG ENCY SERVICES Federal Funding Accounting and Transparency Act (FFATA) Financial Disclosure The undersigned represents that he/she is authorized to enter into this agreement for and on behalf of the Applicant. County of Fresno Subrecipient: ------------+------,..----------------Signature of Authorized Agent: _____ [_·_U: ______________ _ Brian Pacheco Printed Name of Authorized Agent: __________________ _ Chairman of the Board of Supervisors of Title: the County of Fresno Date: ( -I '3-.... 'J... ;z_ Page 2 of 2 ATTEST: BERNICE E. SEIDEL Clerk of the Board of Supervisors County of Fresno, State of California By~ Deputy rev. August 2021
~ CalOES I G,OVERNOR'S OFFICE OF EMERGENCY SERVICES Certification Regarding Lobbying Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1. 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 an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, 'Disclosure of Lobbying Activities,' in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. 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. Page 1 of 2 lnitialsL
~CalOES GOVERNOR'S OFFICE OF EMERGENCY SERVICES Certification Regarding Lobbying The Subrecipient, as identified below, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Subrecipient understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. Subrecipient: County of Fresno Signature of Authorized Agent: [ ~j_ __ _.:,_ ________ _ Brian Pacheco Printed Name of Authorized Agent: _________________ _ Chairman of the Board of Supervisors Title: of the County of Fresno Date: / .... / 1 ,.... 'a. 2_ Page 2 of 2 ATTEST: BERNICE E. SEIDEL Clerk of the Board of Supervisors County of Fresno, State of California By ~4--,. Deputy Initials __ ~~
Governing Body Resolution/or EMPG-ARPA FY21 BE IT RESOLVED BY THE Board of Supervisors (Governing Body) OF THE County of Fresno THAT (Name of Applicant) Chairman.Board of Supervisors , OR (Name or Title of Authorized Agent) Director, Department of Public Health , OR (Name or Title of Authorized Agent) Assistant Director, Department of Public Health , OR (Name or Title of Authorized Agent) Division Manager, Emergency MedicaLSeryices (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 subawarded through the State of California. Passed and approved this 18th day of January , 20 22 Certification I, Sal Quintero , duly appointed and (Name) Vice-Chairman of the County of Fresno (Title) (Governing Body) do hereby certify that the above is a true and correct copy of a resolution passed and approved by the Board of Supervisors of the County of Fresno (Governing Body) (Name of Applicant) 18th day of January , 20 22 ATTEST: BERNICE E. SEIDEL Clerk of the Board of Supervisors County of Fresno, State of California By~ Deoutv Vice-Chairman (Official Position) ~ X(11 / re)) u (Signfu -I I _:_1'8: -.2. g (Date) on the
Instruction Sheet
Governing Body Resolution, Meeting Minutes, & Addendum to GBR
Purpose The purpose of the Governing Body Resolution (GBR) is to appoint
individuals to act on behalf of the governing body and the OA.
Note: Self Certifications are not accepted as a valid Governing Body
Resolution. You cannot self certify that you are an authorized agent.
Another Board member will need to sign the lower portion of the GBR.
Required
GBR-related
Application
Documents
•Governing Body Resolution (GBR)
•Meeting Minutes (associated with GBR)
•Addendum to the GBR
Authorized
Agent(s)
The Governing Body Resolution allows for the appointment of individuals
or positions. For each person or position appointed by the governing
body, you must submit the following information, with the resolution,
to Cal OES on the applicant's letterhead:
❑Name ❑Title
❑Jurisdiction ❑E-Mail Address
❑Street Address (City
& Zip Code)
❑Phone & Fax Numbers
Authorized
Agent Changes
•If the Governing Body Resolution identified Authorized Agents by
position and/or title, changes can be made by submitting new
Authorized Agent information to Cal OES, as indicated above.
•If the Governing Body Resolution identified Authorized Agents by
name, a new Resolution is needed when any changes are made. The
information list above must also be submitted with the new
Resolution.
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES SUBRECIPIENT GRANTS MANAGEMENT ASSESSMENT Subreciplent County of Fresno Duns# 556197655 FIPS# 019-00000 Disaster/Program Title: .::E.:..:..:M_;,PG-=---=-A-=-R_;,PA...;_;;_G_;,ra-=-nt;__ ____________________ _ Performance Period: 01101121 to 06/30/23 Subaward Amount Requested: ....;.$_6-'-7,_70_6 ___ _ Type of Non-Federal Entity (Check Box}:• State Gov. 0 Local Gov.• JPA • Non-Profit •Tribe Per Title 2 CFR § 200.332, Cal OES is required to evaluate the risk of noncompliance with federal statutes, regulations and grant terms and conditions posed by each subrecipient of pass-through funding. This assessment is made in order to determine and provide an appropriate level of tech-nical assistance, training, and grant oversight to subrecipients for the award referenced above. The following are questions related to your organization's experience in the management of federal grant awards. This questionnaire must be completed and returned with your grant application materials. For purposes of completing this questionnaire, grant manager is the individual who has primary responsibility for day-to-day administration of the grant, bookkeeper/accounting staff means the individual who has responsibility for reviewing and determining expenditures to be charged to the grant award, and organization refers to the subrecipient applying for the award, and/or the governmental implementing agency, as applicable. Assessment Factors Response 1. How many years of experience does your current grant manager have >5 years managing grants? 2. How many years of experience does your current bookkeeper/accounting >5 years staff have managing grants? 3. How many grants does your organization currently receive? 3-10 grants 4. What is the approximate total dollar amount of all grants your organization $4,500,000 receives? 5. Are individual staff members assigned to work on multiple grants? Yes 6. Do you use timesheets to track the time staff spend working on specific Yes activities/projects? 7. How often does your organization have a financial audit? Periodically 8. Has your organization received any audit findings in the last three years? No 9. Do you have a written plan to charge costs to grants? Yes 10. Do you have written procurement policies? Yes 11. Do you get multiple quotes or bids when buying items or services? Always 12. How many years do you maintain receipts, deposits, cancelled checks, >5 years invoices, etc.? 13. Do you have procedures to monitor grant funds passed through to other Yes entities? Certification: This is to certify that, to the best of our knowledge and belief, the data furnished above is accurate, complete and current. Sig nan:: ~rhorized Agent) Date: ATTEST: 01/18/2022 BERNICE E. SEIDEL Clerk of the Board of Supervisors Print Name and Title: Brian Pacheco/ Chairman to the board of supervisors Phone Number: ~;unty~nia Cal OES Staff Only: SUBAWARD # I Deputy Subrecipient Grants Management Assessment (Rev.11 /2/21)
~CalOES GOV£RMOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs As the duly authorized representative of the Applicant, I hereby certify that the Applicant has the legal authority to apply for federal assistance and the institutional, managerial and financial capability (including funds sufficient to pay any non-federal share of project cost) to ensure proper planning, management, and completion of the project described in this application, within prescribed timelines. I further acknowledge that the Applicant is responsible for reviewing and adhering to all requirements within the: (a) Applicable Federal Regulations (see below); (b) Federal Program Notice of Funding Opportunity (NOFO); (c) Federal Preparedness Grants Manual; (d) California Supplement to the NOFO; and (e) Federal and State Grant Program Guidelines. Federal Regulations Government cost principles, uniform administrative requirements, and audit requirements for federal grant programs are set forth in Title 2, Part 200 of the Code of Federal Regulations (C.F.R.). Updates are issued by the Office of Management and Budget (0MB) and can be found at http://www.whitehouse.gov/omb/. State and federal grant award requirements are set forth below. The Applicant hereby agrees to comply with the following: 1. Proof of Authority The Applicant will obtain proof of authority from the city council, governing board, or authorized body in support of this project. This written authorization must specify that the Applicant and the city council, governing board, or authorized body agree: (a) To provide all matching funds required for the grant project and that any cash match will be appropriated as required; (b) Any liability arising out of the performance of this agreement shall be the responsibility of the Applicant and the city council, governing board, or authorized body; (c) Grant funds shall not be used to supplant expenditures controlled by the city council, governing board, or authorized body; Page 1 of 14 Initials f1'
~CalOES GOVERNOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs (d) Applicant is authorized by the city council, governing board, or authorized body to apply for federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non-federal share of project cost, if any) to ensure proper planning, management and completion of the project described in this application; and (e) Official executing this agreement is authorized by the Applicant. This Proof of Authority must be maintained on file and readily available upon request. 2. Period of Performance The period of performance is specified in the Award. The Applicant is only authorized to perform allowable activities approved under the award, within the period of performance. 3. Lobbying and Political Activities As required by Section 1352, Title 31 of the United States Code (U.S.C.), for persons entering into a contract, grant, loan, or cooperative agreement from an agency or requests or receives from an agency a commitment providing for the United States to insure or guarantee a loan, the Applicant certifies that: (a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. (b) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions. (c) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and discloseaccordiOQY. Page 2 of 14 Initials _l....;:;...;._.H'_
CCalOES GOVE:RNOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs The Applicant will also comply with provisions of the Hatch Act (5 U.S.C. §§ 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. Finally, the Applicant agrees that federal funds will not be used, directly or indirectly, to support the enactment, repeal, modification or adoption of any law, regulation or policy without the express written approval from the California Governor's Office of Emergency Services (Cal OES) or the federal awarding agency. 4. Debarment and Suspension As required by Executive Orders 12549 and 12689, and 2 C.F.R. § 200.214 and codified in 2 C.F.R. Part 180, Debarment and Suspension, the Applicant will provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the federal government. The Applicant certifies that it and its principals, recipients, or subrecipients: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, 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 (2) (b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transaction (federal, state, or local) terminated for cause or default. 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. 5. Non-Discrimination and Equal Employment Opportunity The Applicant will comply with all state and federal statutes relating to non-discrimination, including: Page 3 of 14 Initials tJ
~CalOES GOVER)jQR'S 0Ff'IC11 OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs (a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C. § 2000d et. seq.) which prohibits discrimination on the basis of race, color, or national origin and requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services; (b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex in any federally funded educational program or activity; (c) Section 504 of the Rehabilitation Act of 1973, (29 U .S.C. § 794), which prohibits discrimination against those with disabilities or access and functional needs; (d) Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. §§ 12101-12213), which prohibits discrimination on the basis of disability and requires buildings and structures be accessible to those with disabilities and access and functional needs; (e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (f) Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd-2), relating to confidentiality of patient records regarding substance abuse treatment; (g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), relating to nondiscrimination in the sale, rental or financing of housing as implemented by the Department of Housing and Urban Development at 24 C.F.R. Partl 00. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units-i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and ground-floor units in buildings without elevators)-be designed and constructed with certain accessible features (See 24 C.F.R. § 100.201); (h) Executive Order 11246, which prohibits federal contractors and federally assisted construction contractors and subcontractors, who do over $10,000 in Government business in one year from discriminating in employment decisions on the basis of race, color, religion, sex, sexual orientation, gender identification or national origin; (i) Executive Order 11375, which bans discrimination on the basis of race, color, religion, sex, sexual orientation, gender identification, or national origin in hiring and employment in both the United States federal workforce and on the part of government contractors; U) California Public Contract Code§ 10295.3, which prohibits discrimination based on domestic partnerships and those in same sex marriages; Page 4 of 14 Initials flt
~CalOES OOVER'NOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs (k) OHS policy to ensure the equal treatment of faith-based organizations, under which all applicants and recipients must comply with equal treatment policies and requirements contained in 6 C.F.R. Part 19; (I) The Applicant will comply with California's Fair Employment and Housing Act (FEHA) (California Government Code§§ 12940, 12945, 12945.2), as applicable. FEHA prohibits harassment and discrimination in employment because of ancestry, familial status, race, color, religious creed (including religious dress and grooming practices), sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, genetic information, medical condition, age, pregnancy, denial of medical and family care leave, or pregnancy disability leave, military and veteran status, and/or retaliation for protesting illegal discrimination related to one of these categories, or for reporting patient abuse in tax supported institutions; (m) Any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and (n) The requirements of any other nondiscrimination statute(s) that may apply to this application. 6. Drug-Free Workplace As required by the Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.), the Applicant certifies that it will maintain a drug-free workplace and a drug-free awareness program as outlined in the Act. 7. Environmental Standards The Applicant will comply with state and federal environmental standards, including: (a) California Environmental Quality Act (CEQA) (California Public Resources Code §§ 21000-21177), to include coordination with the city or county planning agency; (b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3, §§ 15000-15387); (c) Federal Clean Water Act (CWA) (33 U.S.C. § 1251 et seq.), which establishes the basic structure for regulating discharges of pollutants into the waters of the United States and regulating quality standards for surface waters; (d) Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions from stationary and mobile sources; Page 5 of 14 Initials ~p
~CalOES GOVl!R'.NOR·S OFFIC!; OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs (e) Institution of environmental quality control measures under the National Environmental Policy Act (NEPA) of 1969 (P.L. 91-190); the Council on Environmental Quality Regulations for Implementing the Procedural Provisions of NEPA; and Executive Order 12898 which focuses on the environmental and human health effects of federal actions on minority and low-income populations with the goal of achieving environmental protection for all communities; (f) Evaluation of flood hazards in floodplains in accordance with Executive Order 11988; (g) Executive Order 11514 which sets forth national environmental standards; (h) Executive Order 1 1738 instituted to assure that each federal agency empowered to enter into contracts for the procurement of goods, materials, or services and each federal agency empowered to extend federal assistance by way of grant, loan, or contract shall undertake such procurement and assistance activities in a manner that will result in effective enforcement of the Clean Air Act and the Federal Water Pollution Control Act Executive Order 11990 which requires preservation of wetlands; (i) The Safe Drinking Water Act of 1974, (P.L. 93-523); G) The Endangered Species Act of 1973, (P.L. 93-205); (k) Assurance of project consistency with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 etseq.); (I) Conformity of Federal Actions to State (Clear Air) Implementation Plans under Section l 76(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); (m) 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. The Applicant shall not be: 1) in violation of any order or resolution promulgated by the State Air Resources Board or an air pollution district; 2) subject to a cease and desist order pursuant to§ 13301 of the California Water Code for violation of waste discharge requirements or discharge prohibitions; or 3) determined to be in violation of federal law relating to air or water pollution. Page 6 of 14 Initials ~~
• ~CalOES BOVE:Al!IOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs 8. Audits For subrecipients expending $750,000 or more in federal grant funds annually, the Applicant will cause to be performed the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and Title 2 of the Code of Federal Regulations, Part 200, Subpart F Audit Requirements. 9. Cooperation and Access to Records All Applicants must cooperate with any compliance reviews or investigations conducted by DHS. In accordance with 2 C.F.R. § 200.337, the Applicant will give the awarding agency, the Comptroller General of the United States and, if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award. The Applicant will require any subrecipients, contractors, successors, transferees and assignees to acknowledge and agree to comply with this provision. 10. Conflict of Interest The Applicant will establish safeguards to prohibit the Applicant's employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 11. Financial Management False Claims for Payment -The Applicant will comply with 31 U.S.C §§ 3729-3733 which sets forth that no subrecipient, recipient, or subrecipient shall submit a false claim for payment, reimbursement or advance. 12. Reporting -Accountability The Applicant agrees to comply with applicable provisions of the Federal Funding Accountability and Transparency Act (FFATA) (P.L. 109-282), specifically (a) the reporting of subawards obligating $30,000 or more in federal funds and (b) executive compensation data for first-tier subawards. This includes the provisions of FFATA, which includes requirements for executive compensation, and also requirements implementing the Act for the non-federal entity at 2 C.F.R. Part 25 Financial Assistance Use of Universal Identifier and Central Contractor Registration and 2 C.F.R. Part 170 Reporting Subaward and Executive Compensation Information. 13. Whistleblower Protections The Applicant also must comply with statutory requirements for whistleblower protections at 10 U.S.C. § 2409, 41 U.S.C. § 4712, and 10 U.S.C. § 2324, 41 U.S.C. § 4304 and § 4310. Page 7 of 14 Initials ~,
~CalOES GOVER!NOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs 14. Human Trafficking The Applicant will comply with the requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits grant award recipients or a subrecipient from: ( 1) engaging in trafficking in persons during the period of time that the award is in effect; (2) procuring a commercial sex act during the period of time that the award is in effect; (3) using forced labor in the performance of the award or subawards under the award. 15. Labor Standards The Applicant will comply with the following federal labor standards: (a) The Davis-Bacon Act (40 U.S.C. §§ 276a to 276a-7), as applicable, and the_ Copeland Act (40 U.S.C. § 3145 and 18 U.S.C. § 874) and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-333), regarding labor standards for federally-assisted construction contracts or subcontracts, and (b) The Federal Fair Labor Standards Act (29 U.S.C. § 201 et al.) as they apply to employees of institutes of higher learning (IHE), hospitals and othernon-profit organizations. 16. Worker's Compensation The Applicant must comply with provisions which require every employer to be insured to protect workers who may be injured on the job at all times during the performance of the work of this Agreement, as per the workers compensation laws set forth in California Labor Code§§ 3700 et seq. 17. Property-Related If applicable to the type of project funded by this federal award, the Applicant will: (a) Comply with the requirements of Titles II and Ill of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable treatment of persons displaced or whose property is acquired as a result of federal or federally-assisted programs. These requirements apply to all interests in real property acquired for project purposes regardless of federal participation in purchase; (b) Comply with flood insurance purchase requirements of Section 102(a) of the_ Flood Disaster Protection Act of 1973 (P.L. 93-234) which requires subrecipients 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; Page 8 of 14 lnitialsL
~CalOES O·OVERHOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs (c) Assist the awarding agency in assuring compliance with Section 106 of the (d) National Historic Preservation Act of 1966, as amended (16 U.S.C. § 470), Executive Order 11593 (identification and protection of historic properties), and the Archaeological and Historic Preservation Act of 197 4 ( 16 U.S.C. §469a-1 et seq.); and (e) Comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. § 4831 and 24 CFR Part 35) which prohibits the use of lead-based paint in construction or rehabilitation of residence structures. 18. Certifications Applicable Only to Federally-Funded Construction Projects For all construction projects, the Applicant will: (a) Not dispose of, modify the use of, or change the terms of the real property title or other interest in the site and facilities without permission and instructions from the awarding agency. Will record the federal awarding agency directives and will include a covenant in the title of real property acquired in whole or in part with federal assistance funds to assure nondiscrimination during the useful life of the project; (b) Comply with the requirements of the awarding agency with regard to the drafting, review and approval of construction plans and specifications; and (c) Provide and maintain competent and adequate engineering supervision at the construction site to ensure that the complete work conforms with the approved plans and specifications and will furnish progressive reports and such other information as may be required by the assistance awarding agency or State. 19. Use of Cellular Device While Driving is Prohibited Applicants are required to comply with California Vehicle Code sections 23123 and 23123.5. These laws prohibit driving motor vehicle while using an electronic wireless communications device to write, send, or read a text-based communication. Drivers are also prohibited from the use of a wireless telephone without hands-free listening and talking, unless to make an emergency call to 911, law enforcement, or similar services. Page 9 of 14 Initials ~f
~CalOES GOVERNOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs 20. California Public Records Act and Freedom of Information Act The Applicant acknowledges that all information submitted in the course of applying for funding under this program, or provided in the course of an entity's grant management activities that are under Federal control, is subject to the Freedom of Information Act (FOIA), 5 U.S.C. § 552, and the California Public Records Act, California Government Code section 6250 et seq. The Applicant should consider these laws and consult its own State and local laws and regulations regarding the release of information when reporting sensitive matters in the grant application, needs assessment, and strategic planning process. EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) AND AMERICAN RESCUE PLAN ACT {ARPA) -PROGRAM SPECIFIC ASSURANCES / CERTIFICATIONS 21. Acknowledgment of Federal Funding from DHS All recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with federal funds. 22. Activities Conducted Abroad All recipients must ensure that project activities carried on outside the United States are coordinated as necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are obtained. 23. Best Practices for Collection and Use of Personally Identifiable Information (PII) OHS defines personally identifiable information (PII) as any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual. All recipients who collect PII are required to have a publicly-available privacy policy that describes standards on the usage and maintenance of PII they collect. Recipients may also find the OHS Privacy Impact Assessments: Privacy Guidance and Privacy template a useful resource respectively. 24. Copyright All recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 and an acknowledgement of U.S. Government sponsorship (including the award number) to any work first produced under federal financial assistance awards. Page 10 of 14 Initials it
~CalOES OOVERNOR•s OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs 25. Duplication of Benefits Any cost allocable to a particular federal financial assistance award provided for in 2 C.F.R. Part 200, Subpart E may not be charged to other federal financial assistance awards to overcome fund deficiencies, to avoid restrictions imposed by federal statutes, regulations, or federal financial assistance award terms and conditions, or for other reasons. However, these prohibitions would not preclude recipients from shifting costs that are allowable under two or more awards in accordance with existing federal statutes, regulations, or the federal financial assistance award terms and conditions. 26. Energy Policy and Conservation Act All recipients must comply with the requirements of 42 U.S.C. § 6201 which contain policies relating to energy efficiency that are defined in the state energy conservation plan issued in compliance with this Act. 27. Federal Debt Status All recipients are required to be non-delinquent in their repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See 0MB Circular A-129. 28. Fly America Act of 1974 All recipients must comply with Preference for U.S. Flag Air Carriers: (air carriers holding certificates under 49 U.S.C. § 41102) for international air transportation of people and property to the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C. § 40118) and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller General Decision B-138942. 29. Hotel and Motel Fire Safety Act of 1990 In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, all Applicants must ensure that all conference, meeting, convention, or training space funded in whole or in part with federal funds complies with the fire prevention and control guidelines of the Federal Fire Prevention and Control Act of 197 4, as amended, 15 U.S.C. § 2225a. Page 11 of 14 Initials ~~
~CalOES GOVERNOR'S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs 30. Non-supplanting Requirement All recipients who receive federal financial assistance awards made under programs that prohibit supplanting by law must ensure that federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non-federal sources. 31. Patents and Intellectual Property Rights Unless otherwise provided by law, recipients are subject to the Bayh-Dole Act, Pub. L. No. 96-517, as amended, and codified in 35 U.S.C. § 200 et seq. All recipients are subject to the specific requirements governing the development, reporting, and disposition of rights to inventions and patents resulting from financial assistance awards located at 37 C.F.R. Part 401 and the standard patent rights clause located at 37 C.F.R. § 401.14. 32. SAFECOM All recipients who receive federal financial assistance awards made under programs that provide emergency communication equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. 33. Terrorist Financing All recipients must comply with Executive Order 13224 and U.S. law that prohibit transactions with, and the provisions of resources and support to, individuals and organizations associated with terrorism. Recipients are legally responsible to ensure compliance with the Order and laws. 34. Reporting of Matters Related to Recipient Integrity and Performance If the total value of the recipient's currently active grants, cooperative agreements, and procurement contracts from all federal assistance offices exceeds $10,000,000 for any period of time during the period of performance of this federal financial assistance award, you must comply with the requirements set forth in the government-wide Award Term and Condition for Recipient Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which is incorporated here by reference in the award terms and conditions. Page 12 of 14 Initials ~f
~CalOES GOVERNOR'S OFFICE OF EM'ERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs 35. USA Patriot Act of 2001 All recipients must comply with requirements of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175-175c. 36. Use of OHS Seal, Logo, and Flags All recipients must obtain permission from their OHS Financial Assistance Office, prior to using the OHS seal(s), logos, crests or reproductions of flags or likenesses of OHS agency officials, including use of the United States Coast Guard seal, logo, crests or reproductions of flags or likenesses of Coast Guard officials. Page 13 of 14 Initials ~~
t,CalOES OOVEfU,jOR"S OFFICE OF EMERGENCY SERVICES Standard Assurances For Cal OES Federal Non-Disaster Grant Programs IMPORTANT The purpose of the assurance is to obtain federal and state financial assistance, including any and all federal and state grants, loans, reimbursement, contracts, etc. The Applicant recognizes and agrees that state financial assistance will be extended based on the representations made in this assurance. This assurance is binding on the Applicant, its successors, transferees, assignees, etc. Failure to comply with any of the above assurances may result in suspension, termination, or reduction of grant funds. All appropriate documentation, as outlined above, must be maintained on file by the Applicant and available for Cal OES or public scrutiny upon request. Failure to comply with these requirements may result in suspension of payments under the grant or termination of the grant or both and the subrecipient may be ineligible for award of any future grants if the Cal OES determines that any of the following has occurred: ( 1) the recipient has made false certification, or (2) violates the certification by failing to carry out the requirements as noted above. All of the language contained within this document must be included in the award documents for all subawards at all tiers. All recipients are bound by the Department of Homeland Security Standard Terms and Conditions 2021, Version 11.4, hereby incorporated by reference, which can be found at: https://www.dhs.gov/publication/fyl 5-dhs-standard-terms-and-conditions. The undersigned represents that he/she is authorized to enter into this agreement for and on behalf of the Applicant. Subrecipient: _________ -+-+-:------------------Signature of Authorized Agent: ___ /L_·_~_j_ ________________ _ . . Brian Pacheco Printed Name of Authorized Agent:-------,-----------------Chairman of the Board of Supervisors Title: of the County of Fresno Date: /-/~--a ~ Page 14 of 14 ATTEST: BERNICE E. SEIDEL Clerk of the Board of Supervisors County of Fresno, State of California By~~ Deputy Initials ~p
Application/Agreement Between the County of Fresno and California
Governor’s Office of Emergency Services (CAL OES)
Name: FY 2021 Cal OES Emergency Management Performance -
American Rescue Plan Act (EMPG-ARPA) Grant Application/Agreement
Fund/Subclass: 0001/10000
Organization #: 56204606
Revenue Account #: 4380