HomeMy WebLinkAboutAgreement A-19-041 with California Office of Emergency Services.pdfPublic Health-Office of Emergency Services
Fund/Subclass: 0001/10000
Organization: 56204606
Revenue Account: 4380
Agreement No. 19-041
Emergency
Management
Performance
Grant 2018
Section A-
Assurances
EMS-OES
Agreement No. 19-041
-·~~,~•.ufflri~.
i~~f G~tf{toij~m•··
Agreement No. 19-041
2. Period of Performance
The Applicant will initiate work after approval of the award and complete all work within the
period of performance specified in the grant.
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 disclose accordingly.
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. § 200.213 and codified in
2 C.F.R. Part 180, Debannent 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, subgrantees, recipients or subrecipients:
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 2 of 11
lniti~
(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 federal statutes relating to non-discrimination. These
include, but are not limited to, the following:
(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, which prohibits discrimination on the
basis of disability and requires buildings and structures be accessible to those
with disabilities and access and functional needs (42 U.S.C. §§ 12101-12213);
(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. Part 100. 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 );
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 3 of 11
lnitia~
(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; m California Public Contract Code § 10295.3, which prohibits discrimination
based on domestic partnerships and those in same sex marriages;
(k) DHS 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) Any other nondiscrimination provisions in the specific statute(s) under which
application for federal assistance is being made; and
(m)The requirements of any other nondiscrimination statute(s) which may
apply to the application.
In addition to the items listed in (a) through (m), the Applicant will comply with
California's Fair Employment and Housing Act (FEHA). 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 (California Government Code §§12940, 12945, 12945.2), 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.
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 environmenta,I standards, which may be
prescribed pursuant to the following, as applicable:
(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;
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page4 of 11
Initial~
(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 11738 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); m 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 et
seq.);
(I) Conformity of. Federal Actions to State (Clear Air) Implementation Plans under
Section 176(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.
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. Access to Records
In accordance with 2 C.F.R. § 200.336, 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.
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 5 of 11
Initials~
1 o. Conflict of Interest
The Applicant will establish safeguards to prohibit employees from using their
positions for a purpose that constitutes or presents the appearance of personal or
organizational conflict of interest, or personal gain.
11. Financial Management
False Claims for Payment
The Applicant will comply with 31 U.S.C §§ 3729-3733 which sets forth that no
subgrantee, 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 $25,000 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.
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; or (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 other non-profit
organizations.
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page6of11
Initial~
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;
(c) Assist the awarding agency in assuring compliance with Section 106 of the National
Historic Preservation Act of 1966, as amended (16 U.S.C. § 470), Executive
Order 11593 (identification and protection of historic properties), and the
Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §469a-1 et seq.);
and
(d) 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.
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 7 of 11
lnitia~
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.
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 PROGRAM -
PROGRAM SPECIFIC ASSURANCES/ CERTIFICATIONS
21. Reporting Accusations and Findings of Discrimination
If during the past three years the recipient has been accused of discrimination on any
basis the recipient must provide a list of all such proceedings, pending or completed,
including outcome and copies of settlement agreements to the DHS Financial Assistance
Office and the DHS Office for Civil Rights and Civil Liberties (CRCL) by e-mail at
CRCL@hg.dhs.gov or by mail at U.S. Department of Homeland Security, Office for Civil
Rights and Civil Liberties, Building 410, Mail Stop #0190, Washington, D.C. 20528.
In the courts or administrative agencies make a finding of discrimination on grounds of
race, color, national origin (including LEP), sex, age, disability, religion, or familial status
against the recipient, or the recipients settle a case or matter alleging such discrimination,
recipients must forward a copy of the complaint and findings to the DHS Financial
Assistance Office and the CRCL by e-mail or mail at the addresses listed above.
The United States has the right to seek judicial enforcement of these obligations.
22. 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.
23. 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.
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 8 o__f 'IJ-
lnitial~
24. Best Practices for Collection and Use of Personally Identifiable lnfonnation (PII)
DHS 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
publically-available privacy policy that describes standards on the usage and maintenance
of PII they collect. Recipients may also find the DHS Privacy Impact Assessments: Privacy
Guidance and Privacy template a useful resource respectively.
25. 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.
26. 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.
27. 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.
28. 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.
29. Fly America Act of 197 4
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.
30. 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 1974, as amended, 15 U.S.C. § 2225a.
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 9 of 11
Initials~
31. 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.
32. 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.
33.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.
34. 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.
35. 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.
36. 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.
37. Use of DHS Seal, Logo, and Flags
All recipients must obtain permission from their •HS Financial Assistance Office, prior to
using the •HS seal(s), logos, crests or reproductions of flags or likenesses of •HS agency
officials, including use of the United States Coast Guard seal, logo, crests or reproductions
of flags or likenesses of Coast Guard officials.
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page 10 of 11
lnitia~
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 fqr 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 2018, Version 8 .1, hereby incorporated
by reference, which can be found at: https://www.dhs.gov/pub1ication/fy15-dhs~standard~
terms-ahd-conditions.
The undersigned represents that he/she is authorized to enter into this agreement for
and on behalf of the Applicant.
Subrecipient: _________ c_ou_n_ty_o-:-f _F_re_s_n_o--===;;;::----------
Signature of Authorized Agent: __ ..., __ ~.,.==---c=s~_~_:::3c:::,..,,.-J~:._ _______ _
Printed Name of Authorized Agent: _______ N_at_h_a_n_M_a-'g"-s-'ig"-----------
Title: __ C_h_a_i_rm_a_n_,_B_o_a_rd_of_S_u....;p'"""e_rv_i_s_or_s _____ Date: 3o.-O,, 11 ~~
1
;;)01 °I,
ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors
County of Fresno, State of California
By~~ Deputy
Emergency Management Performance Grant Program (EMPG) -2018 Grant Assurances Page1~~
Initials~
Emergency
Management
Performance
Grant 2018
Section B-
Guidance
EMS-OES
*
CalOES
GOVERNOR 'S OFFICE
OF EMERGENCY SERVICES
Fiscal Year 2018
Emergency Management Performance Grant
Program
California Supplement to the
Federal Notice of Funding Opportunity
October 201 B
FOREWORD: DIRECTOR'S MESSAGE ......................................................................... 1
SECTION 1-OVERVIEW .............................................................................................. 2
Federal Notice of Funding Opportunity Announcement
Information Bulletins
Purpose of the California Supplement
Key Changes to the FY 2018 Emergency Management Performance Grant
Grant Management Memoranda
Eligible Subrecipients
Tribal Allocations
Subrecipient Allocations
NIMS Implementation
Supplanting
Public/Private Organizations
Debarred/Suspended Parties
SECTION 2-FEDERAL CHANGES AND INITIATIVES ................................................. 5
FY 2018 Program Priorities
Public Alert and Warning
Match Requirement
Management and Administration
Indirect Costs
Equipment Typing/Identification and Use
Equipment Maintenance/Sustainment
Small Unmanned Aircraft Systems
Emergency Operations Plans
Access and Functional Needs Population
Conflict of Interest
SECTION 3-STATE CHANGES AND INITIATIVES .................................................... 8
"On Behalf Of'
Regional Approach
SECTION 4-REQUIRED STATE APPLICATION COMPONENTS ............................. 9
Financial Management Forms Workbook
Subrecipient Grants Management Assessment
Narrative Attachments
Grant Assurances
Governing Body Resolution
Authorized Agent Information
SECTION 5-THE STATE APPLICATION PROCESS ................................................ 12
Application Submission
Late or Incomplete Application
EMPG Contact Information
Subaward Approval
SECTION 6-POST AWARD REQUIREMENTS .......................................................... 14
Payment Request Process
Modifications
Training Requirements
Exercises, Improvement Plans and After Action Reporting
Noncompetitive Procurements
Procurement Thresholds
Environmental Planning and Historic Preservation
Construction and Renovation
Inventory Control & 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 2018 EMPG Allocations
B -Subrecipient Grants Management Assessment
C -FFATA Financial Disclosure
D -Sample Governing Body Resolution
E -FY 2018 EMPG Timeline
F -FY 2018 EMPG Program Checklist
Foreword I 2018
Director's Message
In California, the Emergency Management Performance Grant (EMPG) Program has been
leveraged by state, local, and tribal emergency management agencies to acquire the
resources necessary to ensure a well-organized and rapid response to disasters. As a
result, the State, Local, and Tribal capabilities established utilizing EMPG Program funds
have built the advanced capacities that are necessary for ensuring our collective optimum
readiness in the complex all hazards environment of California.
The EMPG Program provides direct fiduciary support for California's Standardized
Emergency Management System (SEMS) and the series of activities which continue to
maintain its tiered system of emergency management support. In fact, California's SEMS
and its Incident Command System ultimately became the cornerstone for the National
Incident Management System; this is a prime example of how California's experience and
leadership in emergency management activities ultimately benefit the entire Nation.
As California's emergency management professionals, it's up to us to stay integral in our
emergency management role if we are to remain robust, resilient, and forward-leaning to
combat the ever-expanding list of hazards that we face.
To that end, I announce the California Governor's Office of Emergency Services (Cal OES)
Fiscal Year 2018 Emergency Management Performance Grant Program California
Supplement to the Federal Notice of Funding Opportunity.
Sincerely,
MARKS. GHILARDUCCI
Director
1
Federal Notice
of Funding
Opportunity
Announcement
Information
Bulletlns
Purpose of
the Callfomla
Supplement
Kay Changes
to the FY 2018
Emergency
Management
Performance
Grant
Section 1 -Overview I 2018
In May 2018, the U.S. Department of Homeland Security
(DHS)/Federal Emergency Management Agency (FEMA) issued the
Fiscal Year (FY) 2018 Emergency Management Performance Grant
Program (EMPG), Notice of Funding Opportunity (NOFO) found on
the Cal OES and FEMA websites and is available for download at
https://www.fema.gov/media-library-data/1526578379064-
1 a52c022786d147e1509a 186a2764889/FY 2018 EMPG REGULA
R NOFO 5 11 2018 FINAL 508.pdf. Subrecipients must follow
the programmatic requirements set forth in the NOFO, 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.
DHS issues Information Bulletins (IBs) to provide updates,
clarification, and new requirements throughout the life of the grant.
IBs may be obtained at: https://www.fema.gov/grants/grant-
programs-di reclorate-information-bulletins .
The FY 2018 EMPG California Supplement to the NOFO
(State Supplement) is intended to complement, rather than replace,
the NOFO published by DHS. It is recommended that Applicants
thoroughly read the NOFO before referring to the State Supplement.
The State Supplement will emphasize differences between the
FY 2017 and FY 2018 EMPG, and highlight additional California
policies and requirements applicable to the FY 2018 EMPG.
• The Federal Funding Accountability and Transparency Act
(FFATA) Financial Disclosure is now incorporated as an
attachment to be included with the required application
documents. It is no longer a part of the Financial Management
Forms Workbook (FMFW).
• Subrecipients will receive a Notification of Award Approval
letter. Subrecipients will be required to accept the award
letter by signing and returning the original to their
Program Representative within 20 days.
• The FY 2018 EMPG NOFO identified that there is no minimum
exercise requirement for the State Administrative Agency
(SAA). In order to meet exercise requirements that address the
capability gaps in the priority areas of logistics, housing, and
catastrophic planning, Subrecipients are required to complete a
minimum of three exercises. The exercises must be completed
by the end of the subaward performance period.
2
Grant
Management
Memoranda
Eligible
Subrecipients
Tribal
Allocations
Subrecipient
Allocatlons
NIMS
lmplementatlon
Supplanting
Public/Private
Organizations
Debarred/
Suspended
Parties
Section 1 -Overview I 2018
Cal OES issues Grant Management Memorandum (GMMs) which
provide additional information and requirements regarding EMPG
funds. GMMs can be located at: https://www.caloes.ca.gov/cal-oes-
divisions/grants-management/homeland-security-prop-1 b-grant-
programs/memos.
Eligible Applicants, referred to as Subrecipients, include
Counties/Operational Areas (OAs) and Tribes located in California.
The NOFO strongly encourages Cal OES to provide access to
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 and Indian organizations,
as described in the Cal OES Tribal Consultation Policy.
http://www.caloes.ca.gov/cal-oes-divisions/tribal-coordination
All Subrecipients are encouraged to coordinate with Tribal
governments to ensure that Tribal needs are considered in their
grant applications.
FY 2018 EMPG Subrecipient allocations are included in
Attachment A.
Prior to allocation of any federal preparedness awards in FY 2018,
Subrecipients must ensure and maintain adoption and
implementation of the National Incident Management System
(NIMS). Additional information can be found at
https://www.fema.gov/national-incident-management-system .
Grant funds must be used to supplement existing funds, not
replace (supplant) funds that have been appropriated for the same
purpose. Subrecipients may 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 the
activity(s) associated with this improper use of the federal grant
funds.
Subrecipients may contract with any other public or private
organizations to perform eligible activities on approved EMPG
projects.
Subrecipients must not make or permit any award (subgrant,
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.
3
Debarred/
Suspended
Parties Cont.
Section 1 -Overview I 2018
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.
4
FY 2018 Program
Priorities
Public Alert and
Warning
Match
Requirement
Section 2 -Federal Changes and Initiatives I 2018
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.
EMPG Subrecipients are encouraged to consider national areas
for improvement identified in the National Preparedness Goal
(NPG), which include the following core capabilities:
• Cybersecurity
• Infrastructure Systems
• Economic Recovery
• Housing
• Supply Chain Integrity and Security
• Natural and Cultural Resources
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.
It is the priority of Cal OES to develop and enhance sheltering
and evacuation plans for alerting and warning the public of an
emergency. As stated in the FY 2018 NOFO, EMPG funds may
be used to develop or enhance emergency management
planning activities including developing and enhancing sheltering
and evacuation plans for alerts/warning, crisis communications,
pre-positioning of equipment for areas potentially impacted by
mass evacuations, and re-entry.
Cal OES encourages Subrecipients to consider how use of this
funding may ensure that their jurisdiction's alert and warning
activities are consistent with the guidelines developed Pursuant
to Senate Bill 833 of the 2018 Legislative Session.
The FY 2018 EMPG requires a dollar-for-dollar match. This can
be cash or third party in-kind contributions. Refer to 2 C.F.R. §
200.29 and § 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(s) and cost(s) used to meet the match
requirement under the FY 2018 EMPG subaward.
5
Management and
Administration
Indirect Costs
Equipment
Typing/
Identification
and Use
Section 2 -Federal Changes and Initiatives I 2018
The Management and Administration (M&A) allowance for
Subrecipients is set at a maximum of 5% for the FY 2018 EMPG.
Indirect costs are allowable under the FY 2018 EMPG Grant
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. Part 200, § 200.68, and Subpart E.
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 category ledger if
being claimed under the award. Indirect costs may be claimed no
more than once annually, and only at the end of the fiscal year.
Costs must be broken out by fiscal year if there is a rate change.
Indirect costs must be based on claimed direct costs, excluding
equipment expenditures.
Subrecipients who allocate FY 2018 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 is not allowed with EMPG funds.
Allowable EMPG equipment is listed on the Authorized Equipment
List (AEL) website at https://www.fema.gov/authorized-eguipment-
list.
Expenditures for general purpose equipment are allowable if they
align to and support one or more core capabilities identified in
the NPG, and in addition, are sharable through the Emergency
Management Assistance Compact and allowable under 6 U.S. C.
§ 609. Refer to the FY 2018 NOFO for examples of allowable
general purpose equipment.
6
Equipment
Maintenance/
Sustainment
Small Unmanned
Aircraft Systems
Emergency
Operations
Plans
Access and
Functional
Needs
Populatlon
Conflict of
Interest
Section 2 -Federal Changes and Initiatives I 2018
Use of EMPG funds for maintenance contracts, warranties,
repair or replacement costs, upgrades, and user fees are
allowable as described in FEMA 1B 336 and 379.
All requests to purchase Small Unmanned Aircraft Systems
(SUAS) with FEMA grant funding must comply with 18 426 and
include a description 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.
Subrecipients should maintain a current Emergency Operation
Plan that is aligned with guidelines set out in Comprehensive
Preparedness Guide 101 version 2.0.
Subrecipients conducting major planning projects (including, but
not limited to Evacuation, Mass Care and Shelter, Disaster
Recovery, etc.) should address access and functional needs,
including the needs of children, within their planning documents
in order to maintain EMPG eligibility.
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.
7
110n Behalf
Of''
Regional
Approach
Section 3-State Changes and Initiatives I 2018
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.
Subrecipients must take a regional approach and consider the
needs of local units of government in the projects and activities
included in their FY 2018 EMPG application.
8
Flnanclal
Management
Forms
Workbook
Section 4 -Required State Application Components I 2018
The FY 2018 Cal OES FMFW can be accessed at
http://www.caloes.ca.gov/cal-oes-divisions/grants-
managemenVcriminal-justice-emergency-management-victim-
services-grant-programs/emergency-management-perfonnance-
grant and 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 any additional Authorized Agents (AA) and staff
related to grant activities. It is recommended more than one person
be designated as the AA so if one AA is not available, a second AA
can sign requests.
Project Ledger -The Project Ledger is used in the application
process to submit funding information and is used for submitting
Cash Requests, Grant Subaward Modifications, and to assist with
completion of the Biannual Strategy Implementation Report (BSIR).
Plannlng Ledger -Provides detailed information on grant-funded
Planning activities with a final product identified.
Organization Ledger -Provides detailed information on grant-
funded Organizational activities.
Equipment Ledger -It is an EMPG requirement that detailed
information 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 Ledger-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 form to obtain a Training Feedback number may be
found at the following link:
https://w3.calema.ca.gov/WebPage/trainreg .nsf/TrainReguest?Ope
nForm
Exercise Ledger -Provides detailed information on grant-funded
Exercises.
M&A Ledger -Provides information on grant-funded M&A
activities.
9
Flnanclal
Management
Forms
Workbook
Cont.
Subreclplent
Grants
Management
Assessment
Narrative
Attachments
Grant
Assurances
Section 4 -Required State Application Components I 2018
Indirect Costs Ledger -Provides information on Indirect Costs.
Consultant-Contractor Ledger -Provides detailed information on
grant-funded consultants.
Personnel Ledger -Provides detailed information on grant-funded
Personnel activities.
Authorized Agent Page-The AA Page must be submitted with
the application, all Cash Requests, and Grant Subaward
Modifications. The AA must include the appropriate signature,
expenditure period, and date.
Per 2 C.F .R. § 200.331, 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. The Subrecipient Grants Management Assessment, found
as Attachment B, contains questions related to your 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 your grant
application. A PDF fillable version of the form may be found at:
http://www.caloes.ca.gov/cal-oes-divisions/grants-
managemenVcriminal-justice-emergency-management-victim-
services-grant-programs/emergency-management-performance-
grant.
Indirect Cost Rate Agreement -If claiming indirect costs at a
federally-approved rate, please provide a copy of your approved
Indirect Cost Rate Agreement.
FFATA Flnanclal Dlsclosure-Use the FFATA Financial
Disclosure, referenced as Attachment C, to provide information
required by the Federal Funding Accountability and Transparency
Act of 2006. If your organization is not subject to the FFATA
Financial Disclosure requirements, check the "Not Subject to
FFATA Financial Disclosuren box at the bottom of the page.
The Grant 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 2018 Grant
Assurances as part of their FY 2018 EMPG application. The
required Grant Assurances can be found only in PDF format on the
Cal OES website.
NOTE: Self-created Grant Assurances will not be accepted.
10
Governing
Body
Resolution
Authorized
Agent
Information
Section 4 -Required State Application Components I 2018
The Goveming Body Resolution (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 their FY 2018 GBR with their
application. A sample Resolution is found as Attachment D.
For each person or position appointed by the governing body,
identify the individual in the AA and Contact Information page of the
FMFW.
11
Appllcatlon
Submission
Late or
Incomplete
Appllcatlon
EMPG Contact
Information
Section 5 -The State Application Process I 2018
Subrecipients must submit an electronic copy of their completed
FMFW to their Program Representative for review. After the
application is approved, a completed hardcopy of the FMFW, along
with all other application components must be mailed, with original
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 performance period, inform your Program
Representative as soon as possible. The completed application
should be received by Cal OES by no later than November 16,
2018. The FY 2018 EMPG Timeline is referenced as Attachment E.
HAND-DELIVERED APPLICATIONS WILL NOT BE ACCEPTED
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. All application
documents requiring an original signature must be mailed in
hardcopy.
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
Alissa Adams, Chief
Patti Delaney
Christine So
Yer Yang
(916) 845-8415
(916) 845-8469
(916) 845-8383
(916) 845-8468
The Program Representative Regional Assignments Map is available
under "Regional Assignments" at: http://www.caloes.ca.gov/cal-oes-
divisions/grants-management/criminal-justice-emergencv-management-
victim-services-grant-programs/emergency-management-performance-
grant.
12
Subaward
Approval
Section 5 -The State Application Process I 2018
The Subrecipient will receive written notice of the State's approval
of its Grant Subaward. Subrecipient reimbursements will not be
made until all required application components have been
approved by Cal OES. Grant Subaward letters must be signed and
the original must be returned to Cal OES within 20 days.
Subrecipients should retain a copy of the signed form for their
records.
13
Payment
Request
Process
Modifications
Training
Requirements
Section 6 -Post Award Requirements I 2018
EMPG is a reimbursement grant; no cash advances are permitted.
To request a cash reimbursement of FY 2018 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.
Exercise costs will not be reimbursed until an After Action
Report (AAR) has been posted and access to the AAR has been
granted to your Program Representative.
Post award budget, scope, and time modifications must be
requested using the Cal OES FMFW V 1.18 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.
Training activities supported with EMPG Program funds should align
to NPG core capabilities identified in each Subrecipients 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 or their
website at: http://www.caloes.ca.gov/Cal-OES-Divisions/Califomia-
S pecialized-Traininq-lnstitute.
All EMPG-funded personnel, including M&A staff, must complete
one of the two following sets of training courses. 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.
14
Training
Requirements
Cont.
Section 6-Post Award Requirements 12018
EMPG TRAINING -OPTION 1
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.a Introduction to Exercises
IS 230.d Fundamentals of Emergency Management
IS 235.b 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
EMPG TRAINING -OPTION 2
IS 100 (any version), Introduction to the Incident Command System
(ICS)
IS 700 (any version), National Incident Management System
(NIMS), An Introduction
IS 800 (any version), National Response Framework, An
Introduction
IS 230.d Fundamentals of Emergency Management
E/L0101, Foundations of Emergency Management
E/L0102, Science of Disaster
E/L0103, Planning Emergency Operations
E/L0104, Exercise Design
15
Training
Requirements
Cont.
Exercises,
Improvement
Plans and
After Action
Reporting
Section 6-Post Award Requirements 12018
E/L0105, Public Information and Waming
For EMPG-funded personnel who choose Option 2, please report
the employee's full name, name of the training, and the date the
training was completed in your performance report.
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 2018 EMPG.
Subrecipients should engage stakeholders to identify long-term
training and exercise priorities. These priorities should address
capability targets and gaps identified through the annual Threat and
Hazard Identification and Risk Assessment and Stakeholder
Preparedness Review process, 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) and Improvement Plan
(IP) or Summary Report (for Seminars & Workshops) must be
completed and submitted to Cal OES within 90 days after the
exercise/seminars/workshops are conducted. It is acceptable to
submit an Exercise Summary Report for Seminars and Workshops
in lieu of a full AAR/IP.
AAR/IPs and Summary Reports should be emailed to:
• Exercise@caloes.ca.gov
• hseep@fema.dhs.gov
• Your Program Representative
All EMPG-funded personnel, including M&A staff, must participate in
three exercises of any type between July 1, 2018 and
June 30, 2019. Extensions to the grant do not apply to this
requirement or its deadline. There is no specific requirement for
level of participation in the exercises and the exercises can be of
any type.
For exercise-related issues and/or questions, please email the
Cal OES Exercise Team at exercise@ca.loes.ca.gov.
16
Noncompetitive
Procurements
Procurement
Thresholds
Environmental
Planning and
Historic
Preservation
Section 6-Post Award Requirements 12018
To be eligible for reimbursement, noncompetitive procurements
exceeding the simplified acquisition threshold require Cal OES prior
written approval. This method of procurement must be approved by
your local Purchasing Agent prior to submitting a request for ca1 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.
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 1B 434 for additional information.
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) which have the potential to impact the
environment must participate in the EHP review process. EHP
Screening Memos must include detailed project information and
explain the goals and objectives of the proposed project, and
include supporting documentation. DHS/FEMA may also require 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. Your
Program Representative will provide you with additional instructions
should this report be required. EHP requests should be submitted to
Cal OES as early as possible. All projects/activities triggering EH P
must receive DHS/FEMA written approval prior to commencement
of the funded activity.
The EHP Screening Form is at: http://www.caloes.ca.gov/cal-oes-
divisions/grants-management/criminal-justice-emergency-
management-victim-services-grant-programs/emergency-
management-performance-grant.
Updated information on Grants Program Directorate (GPD) EHP
FEMA Policy #108-023-1 can be accessed at:
http://www.fema.gov/grant-programs-directorate-policy.
17
Construction
and
Renovation
Inventory
Control and
Property
Management
Equipment
Disposition
Performance
Reporting
Section 6-Post Award Requirements 12018
When applying for construction funds, including communications
towers, at the time of application, 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.
Communications tower construction requests also require evidence
the Federal Communications Commission's Section 106 review
process has been completed.
Written approval for construction must be provided by
DHS/FEMA prior to the use of any EMPG funds for construction
or renovation.
FY 2018 EMPG 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 number or
other ID, tiUe information, acquisition date, cost, location, use
and condition, and ultimate disposition;
• Conducting a physical inventory 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.
When original or replacement equipment acquired under the EMPG
is no longer needed for program activities, the Subrecipient must
contact the Program Representative to request disposition
instructions.
Subrecipients must complete a BSIR each Winter and Summer
using the DHS/FEMA Grants Reporting Tool (GRT) for the duration
of the subaward performance period or until all grant activities are
completed and the subawarcl is formally closed by Cal OES. Failure
to submit a BSIR could result in subawarcl reduction, termination, or
suspension.
To obtain access to the online GRT, please log on the DHS/FEMA
website at https://www.reportinq.odp.dhs.gov. To create a new
18
Performance
Reporting
Cont.
Extension
Requests
Section 6-Post Award Requirements 12018
account, please follow the instructions that read, •1f you need to
register for an account, please click here." The Subrecipient will be
required to ensure up-to-date project information is entered. For
additional assistance with the GRT, please contact your Program
Representative.
Extensions to the initial performance period identified in the
subaward will only be considered through formal, written requests to
your 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 performance period;
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 performance
period, 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 performance period termination date and new project
completion date;
5. Amount of funds drawn down to date;
6. Remaining available funds, both federal and non-federal;
7. Budget outlining how remaining federal and non-federal funds
19
Extension
Requests
Cont.
Progress
Reports on
Grant
Extensions
Monitoring
Section 6-Post Award Requirements 12018
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 performance period without any modification to the
original Statement of Work.
General questions regarding extension requirements should be
directed to your Program Representative. For additional information,
please see 1B 379 at: https://www.fema.gov/pdf
/govemment/grant/bulletins/info379.pdf. Extension requests for
personnel and salaries do not meet the requirements of 1B 379 and
will not be granted. Subrecipients are expected to complete all grant
funded personnel activity by the end of the subaward performance
period.
All Subrecipients that receive Cal OES approval to extend their
FY 2018 grant subaward performance period may be required to
submit progress reports indicating completed and future project
milestones on all extended projects. Progress reports must be
submitted electronically to the Program Representative. Deadlines
for the submission of progress reports will be established at the time
of extension approval.
Cal OES Grants Monitoring actively monitors Subrecipients, both
through desk and on-site field reviews. Monitoring is based on the
cost principals and administrative requirements addressed in Local,
State, and Federal controlling authority, in addition to applicable
financial guidelines. Reviews may include, but are not limited to:
• Entries recorded on the FMFW categories;
• 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 as appropriate;
• Ensuring advances have been disbursed in accordance with
applicable guidelines;
• Confirming compliance with:
o GrantAssurances,and
o Information provided on performance reports and payment
requests.
NOTE: It is the responsibility of all Subrecipients that pass through
funds to monitor and audit the grant activities of their subawards.
20
Monitoring
Cont.
Failure to
Submit
Required
Reports
Suspension/
Termination
Closeout
Section 6-Post Award Requirements 12018
This requirement includes, but is not limited to, on-site verification
of grant activities, as required. Many Subrecipients receive "findings"
which necessitate a Corrective Action Plan (CAP) on
their part. Those Subrecipients who fail to submit a CAP as required
shall have a "hold" placed on any future reimbursements until the
"finding" is resolved.
Periodic reporting is required by the grant. Subrecipients who miss a
single reporting deadline 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% until timely reporting is
reestablished.
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 agreement requirements or special
conditions.
• Proposing or implementing substantial plan changes to the
extent that, if originally submitted, the application would not have
been selected for funding.
• False certification in the application or 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.
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
21
Closeout
Cont.
Records
Retention
Section 6-Post Award Requirements 12018
• 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.
The records retention period is three years from the date of the
subrecipient's final BSIR submittal showing all grant funds have
been expended. 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 SAA 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. 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.
22
Attachment A-FY 2018 EMPG Allocations 12018
Emergency Management Performance Grant (EMPG)
Operational Area Population Base Per Capita Total Award Amount Total
ALAMEDA 1,660,202 $125,000 $335,021 $460,021
ALPINE 1,154 $125,000 $233 $125,233
AMADOR 38,094 $125,000 $7,687 $132,687
BUTTE 227,621 $125,000 $45,933 $170,933
CALAVERAS 45,157 $125,000 $9,112 $134,112
COLUSA 22,098 $125,000 $4,459 $129,459
CONTRA COSTA 1,149,363 $125,000 $231,936 $356,936
DEL NORTE 27,221 $125,000 $5,493 $130,493
EL DORADO 188,399 $125,000 $38,018 $163,018
FRESNO 1,007,229 $125,000 $203,254 $328,254
GLENN 28,796 $125,000 $5,811 $130,811
HUMBOLDT 136,002 $125,000 $27,445 $152,445
IMPERIAL 190,624 $125,000 $38,467 $163,467
INYO 18,577 $125,000 $3,749 $128,749
KERN 905,801 $125,000 $182,786 $307,786
KINGS 151,662 $125,000 $30,605 $155,605
LAKE 65,081 $125,000 $13,133 $138,133
LASSEN 30,911 $125,000 $6,238 $131,238
LOS ANGELES 10,283,729 $125,000 $2,075,209 $2,200,209
MADERA 158,894 $125,000 $32,064 $157,064
MARIN 263,886 $125,000 $53,251 $178,251
MARIPOSA 18,129 $125,000 $3,658 $128,658
MENDOCINO 89,299 $125,000 $18,020 $143,020
MERCED 279,977 $125,000 $56,498 $181,498
MODOC 9,612 $125,000 $1,940 $126,940
MONO 13,822 $125,000 $2,789 $127,789
MONTEREY 443,281 $125,000 $89,452 $214,452
NAPA 141,294 $125,000 $28,512 $153,512
NEVADA 99,155 $125,000 $20,009 $145,009
ORANGE 3,221,103 $125,000 $650,004 $775,004
PLACER 389,532 $125,000 $78,606 $203,606
PLUMAS 19,773 $125,000 $3,990 $128,990
RIVERSIDE 2,415,955 $125,000 $487,529 $612,529
SACRAMENTO 1,529,501 $125,000 $308,646 $433,646
SAN BENITO 57,088 $125,000 $11,520 $136,520
SAN BERNARDINO 2,174,938 $125,000 $438,892 $563,892
SAN DIEGO 3,337,456 $125,000 $673,483 $798,483
SAN FRANCISCO 883,963 $125,000 $178,380 $303,380
SAN JOAQUIN 758,744 $125,000 $153,111 $278,111
Attachment A-FY 2018 EMPG Allocations 12018
SAN LUIS OBISPO 280,101 $125,000 $56,523 $181,523
SAN MATEO 774,155 $125,000 $156,221 $281,221
SANTA BARBARA 453,457 $125,000 $91,506 $216,506
SANTA CLARA 1,956,598 $125,000 $394,832 $519,832
SANTACRUZ 276,864 $125,000 $55,870 $180,870
SHASTA 178,271 $125,000 $35,974 $160,974
SIERRA 3,207 $125,000 $647 $125,647
SISKIYOU 44,612 $125,000 $9,003 $134,003
SOLANO 439,793 $125,000 $88,748 $213,748
SONOMA 503,332 $125,000 $101,570 $226,570
STANISLAUS 555,624 $125,000 $112,122 $237,122
SUTTER 97,238 $125,000 $19,622 $144,622
TEHAMA 64,039 $125,000 $12,923 $137,923
TRINITY 13,635 $125,000 $2,752 $127,752
TULARE 475,834 $125,000 $96,021 $221,021
TUOLUMNE 54,740 $125,000 $11,046 $136,046
VENTURA 859,073 $125,000 $173,357 $298,357
YOLO 221,270 $125,000 $44,651 $169,651
YUBA 74,727 $125,000 $15,080 $140,080
TRIBAL NATIONS 362,801 $125,000 $73,212 $198,212
TOTAL 40,172,494 $7,375,000 $8,106,623 $15,481,623
Attachment B -Subrecipient Grants Management Assessment I 2018
('.-\1..D'OR..'>1. .. Ge()\ °'-'Nl"S 01 I re,; or L'\a:RC£."0 snn lr.£S
Sl.iHRicC.'.IPID\"1 Cit>.. ,"1 S ll..._ 'i .-1.C:£\!D<l :\.-.'>l"SS). IE'<"T
Sul'W!Qpitac: I D t.'NSi': I nPS .-:
Gt:Utt.Dis.uttr/Prop.m T ille:
Ptrf"ot:mUct P~: .. I S aba'1''Ud Amotl•t Req--a:&ttd :
~of !<oa -T tcl tnl E-9 1k!(Otd: Box) I a;taa Co'S CIL ocaJ eo-.-_ OJP~ C£%,11-Proru 01rib•
l>!r-Title 1 C:a 3 ::~:B l .Ca! OESii. t="4_U:S~t,>~•ral.tta:!e,~ fri,k.of.::mc~--e--;n~ =~e31 S.ttta:11!:LP-~OCi a:ld" ~
~~:t=..d~~d:.tjo~;ciN~urJ::n"bnd~a:to.!:,=1,-•~~'!hhUM:U~fs.~~othf1.:,C~ii:d 1:0-.,~•• Q;ro?fU[I! l wtl o!"~tc=i<:ai uds:.a:c..:n.-i:1:::r,~ pu-,~·tnt &t,s to ca!:td_Jliei;,-:o ~e: ttl r--a=:4 :&!ttm~·t
Th~ !olJ-.'IW'tL;~ '4"'!?~.n:iem ~!a:fd to:'0!%" c~~~on'f u;icri~u th~~ of!~~J:a-r-d'ds :!:is.
Q.ltlt;o:.:..ai:1:::cm.1:'tt«i:r:;;it:;tl!zid~ '11.Q:yem~ sntalio: .su::tt1J.!1
7<lt;t!l.~iti.o.fc,:i:q...~:nz-u:.isqu.ni.z:.r.frt.va,,;.:,,tar.,e:ui:.m.!:tiS_~idm s t.ot.t:::,:i~t'!l:pt:ei~:-:r!c1d.i.f-~•
~!l-ttZHo~ of 1~r~. JodUqm.accoWitz::.Q.T'eeu::!i lbr -l"c.ciividlUl ,r,'?:io W :1S;,outi:i:;y :,,;f"!i'\11~ z:d
~ttm::u:...1~ U~:::lffl to~~.gtd :-0 ;~t ~' l-"=.J::.;!.atd o,.g»=:,d;,t t12$ to ttw,~~p:c.;-q='t;,'Ulgt:>f .tt t:::;~
.i:1i!u.tb._p\'~..:t:.u.lia::;,!~~'C}--.?'.i .;;,p liWt!.
A u e:u•e u f"a m n. Rt,_,.,
L "Ro-.;,-~ y~ of~-.: ;foes~c=mt: ~ rn---z-=-r ~ ..,.,.E -z;t1;! ~
.l. lkw:-~ ,:..._. of~ece9 =ts ::-oc:-~ ~cc'-l ;,.,-~ •:d-
C' 371 sg-:c~ ~-:
l ~::us::)· ~ d:>a .i~ orc,ci::o:i:o: ~y !Q"'f' ._ V..'hs! il~ ~ 10W dclla:-aoou::it o: '.3!l ~ _!,'OOa.:~~"?
i A"'I. 1Ddivi=-at std =.ec:l:tm: u:i~ to '11..'0¢ oc cr.llti.p~ i:z:;u:
6 Do yox: t::s.e tir:l.$~ cc aa::k ~ ti:::.g .v.d ~ ~.-od,::i~ oo. a.::ti• .. iti~ ~J Kt:S.?°
7 Sow ck c1.i:>M: :,'O'.:t -ocp:::{:::a.i?c-br.'1: • :ir..l::.cW cx!ft2
1L 3ss }'Ocr ~00 ~* ~y ~t ~ tt. ~blt ~ -y=>.JU?
9. .Do}~ bai., a.~ p,LCJ 'l¢ ctsit CQQ ::0 g.sou""
I Q OJ .}1JU D \i! .,,.'tit~ pr-..-.:~ ,.,:,u,.r
1 L Do ;'Os: p:. ,:,,:Ii,;:• quo<• « t:,c!s -,.te, 't,<.>;"-S .oltCI « ...-.1""'7
ll,. Bow ~ y~!:c Co~ .m.:t.ir.ai:e ~. ~m; ::m:ielhd ~ W-oias. «c.?
ll. Do,l'C"I: bl\"t. ~~ ~o o~tar-~ :i:t:a_ 'PUM:! ~ to~-s.tr:aa?
Cer1ific.atio.a.: P..i: i: to~ tr.at.. toV'...! -m!-refor.;r l:;t:,cNl&d:e mid bclift JJ-.$ d.::::.a"Ji.:.n'iJ:.sJud.~ u «-031.JU
~c'IWl!lere ar-4 <'UT7~
.,.._"°"' "'-•Ill•-,\geal) -·'"'
hiat :-..amt: CTIII I & 1.61!
Toe attached form in PDF fillable format is available for download at:
https:/Jwww.caloes.ca.gov/d-081M1Mslona/grants-managernentlhomeland-securlty-
prop-1 b-grant-programe/homelend-securlty1lrants-program
Attachment C -FFATA Financial Disclosure 12018
Federal Funding Accountability and Transparency Act (FFATA)
Financial Disclosure
Public Law (PL) 109-282 Federal Funding Accountability and Transparency Act of 2006,
amended by Section 6202(a) of the Government Funding Transparency Act of 2008
(PL 110-252), which is outlined in FEMA GPD information Bulletin No. 350.
If the Subrecipient in the preceding year received 80 percent or more of its annual
gross revenues in federal Awards; and $25,000,000 or more in annual gross
revenues from federal awards, and the public does not have access to information
about the compensation of the senior executives of the entity, then the Subrecipient
is subject to the FFATA Financial Disclosure requirements, and will need to fill
out this form.
Executive Name Title Annual Salary Annual Dollar Total
Value of Benefits Compensation
D Not Subject to FFATA Financial Disclosure
Printed Name and Title
Signature of Authorized Agent
Date
Attachment D -Sample Governing Body Resolution 12018
BE IT RESOLVED BY THE ______________ _
(Governing Body)
OF THE THAT
(Name of Applicant) ________________________ _, OR
(Name or Title of Authorized Agent)
________________________ _,OR
(Name or Title of Authorized Agent)
(Name of Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the named Applicant, a
public entity established under the laws of the State of California, any actions
necessary for the purpose of obtaining federal financial assistance provided by
the federal Department of Homeland Security and subgranted through the State
of California for the following Grant Award:
(List Grant Year and Program)
Passed and approved this _____ day of ____ , 20 ___ _
Certification
I, _______________ , duly appointed and
(Name)
Of the ------------------------(Title) (Governing Body)
do hereby certify that the above is a true and correct copy of a resolution passed and
approved by the
_________ day of _______ ,20 ___ _
(Official Position)
(Signature) (Date)
Attachment E -FY 2018 EMPG Timeline 12018
DHS Announcement of FY 2018 EMPG NOFO May21,2018
Cal OES Application due to DHS June 20, 2018
Subrecipient performance period begins July1,2018
FY 2018 EMPG California Supplement release September 2018*
Subrecipient Workshops October 2018*
Multi Year-Training and Exercise Plans due September 30, 2018
Subrecipient Final Applications due to Cal OES November 16, 2018*
Submission of the FY 2018 EMPG Performance October 16, 2018
Report for the period of 7 /1 /18 -9/30/18
All FY 2018 EMPG EHP-related documents December 31, 2018
must be received by Program Representative
Submission of the FY 2018 EMPG Performance January 16, 2019
Report for the period of 7/1/18 -12/31/18
Submission of the FY 2018 EMPG Performance April 16, 2019
Report for the period of 7 /1 /18 -3/31 /19
Subrecipient performance period ends June 30, 2019
Submission of the FY 2018 EMPG Performance July 20, 2019
Report for the period of 7 /1 /18 -6/30/19
Final Request for Reimbursement due Within 20 calendar days of the
subaward expiration date
Cal OES's performance period ends September 30, 2019
* These dates are approximate and based on anticipated date of DHS award to
California
Attachment F -FY 2018 EMPG Program Checklist I 2018
Subrecipient: FIPS#: ------------------------
Program
Representative:
Financial Management Forms Workbook:
Grant Subaward Face Sheet -----
-----Authorized Agent and Contact
-----Project Descriptions
-----Project Ledger
-----Planning Ledger
-----Organization Ledger
-----Equipment Ledger
-----Training Ledger
-----Exercise Ledger
-----Management and Administration Ledger
-----Indirect Cost Ledger
-----Consultant-Contractor Ledger
-----Personnel Ledger
-----Match Ledger
-----Indirect Cost Rate Summary
-----Authorized Agent Sheet
Required Documents:
-----Environmental Planning and Historic Preservation (EHP) Screening Form
FFATA Financial Disclosure -----
-----Governing Body Resolution
-----Subrecipient Grants Management Assessment form
2018 EMPG Grant Assurances -----
-----Indirect Cost Rate Agreement (If Applicable)
Emergency
Management
Performance
Grant 2018
Section C-Governing
Body Resolution
EMS-OES
ATTEST:
Governing Body Resolution
BE IT RESOLVED BY THE Board of Supervisors -------------------------(Governing Body)
OF THE ___________ c_o_u_n_ty_of_F_r_es_n_o ____________ THAT
(Name of Applicant)
____________ C_h_a_irm_a_n.._,B_o_a_r_d_o_f_S_u.._p_e_rv_is_o_r_s __________ , OR
(Name or Title of Authorized Agent)
___________ D_i_re_c_to_r-'-, _D_e..._p_art_m_e_nt_o_f_P_u_b_li_c_H_e_a_lt_h _________ , OR
(Name or Title of Authorized Agent)
Assistant Director. Department of Public Health
(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 __ 2_9_th ___ ---'day of _____ Ja_n_u_a_ry~------· 20 ~
Certification
I, _____ E_r_n_e_s_t_B_u_d_d~y_M_e_n_d_e_s _______________ , duly appointed and
(Name)
______ V_ic_e_-C_h_ai_rm_a_n _____ of the ______ C_ou_n_t_y_o_f.,...F_re_s_n_o ______ _
(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 on the --------'--------_______ ...__ ______ _
(Governing Body) (Name of Applicant)
____ 2_9_t_h _____ day of ____ J_a_n_u_a"""'ry ________ , 20 19
Vice-Chairman
BERNICE E. SEIDEL (Official Position)
Clerk of the Board of Supervisors
County of Fresno, State of California
By ~• ) rA "it-Deputy
~£~=====J'_IJ4,jL.&.~~~=-=--= ?i~,....,-=-==-=-~~ -
(Signature) ~
(Date)
Instruction Sheet
Governing Body Resolution, Meeting Minutes, & Addendum to GBR
Purpose
Required
GBR-related
Application
Documents
Authorized
Agent(s)
Authorized
Agent Changes
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.
• Governing Body Resolution (GBR)
• Meeting Minutes (associated with GBR)
• Addendum to the GBR
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
• Jurisdiction
• Street Address (City
& Zip Code)
• Title
• E-Mail Address
• Phone & Fax Numbers
• 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.
Emergency
Management
Performance
Grant 2018
Section D-
Workbook
EMS-OES
FMFW vl.18 -2018
CAUFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (cal OES)
INSTRUCTIONS
This tab provides detalled Instructions on how to complete the Flnanclal Management Forms Workbook vl.18. For further guldana!, please refer to your Program Representattve.
!TAB
Grant Subaward
Face Sheet
Auth. Agent Contact
Infonnation
Project Descriptions
Project Ledger
!SECTION I EXPLANATION
Use the Grant Subaward Face Sheet ID apply for grant programs. Each grant program requires its own separare Grant Subaward Face Sheet. cal
OES Section: The IDp portion of the form contains blocks for four (4) important numbers. Please do not fill in these blocks. These numbers will be
entered by cal OES. Please print the Grant Subaward Face Sheet in portrait fonnat. Provide an original signature of the authorized official. The use
of white out or taoe is orohibited and will invalidate the sianab.Jre on the Grant Subaward Facesheet.
1. Subrecipient
la. Federal OUNS Number
(Grant Subrecipient)
2. Implemenlina Aaencv
2a. Federal OUNS Number
(lmplemenlina Aaencvl
3. Implementing Aaencv Address
4. Location of Proiect
5. Disaster/Program Title
6. Performance Period
7. Indirect Cost Rate
8. -12G. Fund Allocations
and Total Project Cost
13. Certification Paragraph
14. CA Public Records Act
15. Official Authorized ID sign for
the Grant 5ubrecipient
16. Federal Employer ID Number
The Subrecipient is the unit of government or community based organization (CBC) that will have legal responsibility for
these grant funds (e.g. County of Alameda, City of Fresno or Women's Place of Merced). Enter the legal tltle of the
Subrec:ipient.
Enter the full 9-digit Federal Data Universal Numbering SyslEm {DUNS) ID number for the Subrec:ipient. If the Subrecipient
does not yet have a DUNS number assigned, one may be obtained by contacHng Dun & Bradstreet at 866-705-5711 or at
www.dnb.com. This applies 1D federally funded grants only. Your DUNS# must be current and active in the System for
Award Management (SAM) at the time of your Award.
Enter the complete name of the aaencv responsible for the dav-to-dav operation of the arant (e.a. Sherif!", Pollce
Department, or Department of Public Works). If the Implementing Agency is the same as the Grant Subrecipient, enter
the same tttle again.
Enter the full 9-digit Federal Data Universal Numbering System (DUNS) ID number for the Implementing Agency. If the
Implementing Agency does not yet have a DUNS number assigned, one may be obtained by contacting Dun a Bradstreet at
866-705-5711 or at www.dnb.com. This applies to federally funded grants only. Your DUNS# must be current and active in
the System for Award Management at the time of your Award.
Enter the address of the Implementing Agency. Provide the complete nine digit zip code (Zip+4).
Enter the City and County/Operational Area where the project is lomted. Provide the complete nine digit zip code (Zip+4).
Enter the name of the Disaster or Program providing the funds for this grant award. A disaster mav be refened by the
federal dedaratlon number. Program tltles shouk:I be complete without the use of acronyms.
Enter beQlnnlna and ending dates of the perfonnance period for the arant (mm/dd/wvv).
Indicate whether ycu are using the 10% de Mlnlmls rate based on Modified Total Direct Costs (MTDC) or ycur rument
cogn!zant agency approved Indirect cost rate agreement. A copy of the approved ICR Negotiating Agreement must be
enclosed with your applimtion. Indicated N/A if you will not be claiming indired: costs under the award. Indirect coats
may or 11111y not be allowable under •11 Federal fund 90UR:a.
For eadl fund source used ln the program, select the correct grant year and acronym from the drop down llsts, the amount
of State or Federal grant funds requested, the amount of cash and/or in-kind mall::h contributed and the resulting totals.
Please do not enter both State and Federal on the same llne. Block 12G shouk:I correspond tD the total project cost
specified in the budget.
Please review the Certification Paragraph.
Please review, and if applicable, provide the necessary documentation.
Enter the name, title, telephone number, and e-mail address of the official authorized 1D enter into the Grant Award
Agreement for the Grant Recipient as sll!ted In Blod< I of the Grant Award Faoe Sheet (Col OES 2-101). Enter the Payment
Mailing Address where grant funds should be sent.
Enter the 9-digit Federal Employer Identification Number for the Implementing Agency.
Provide infonnation on additional Authorized Agents(AA) and Grant Program Contacts.
Additional Authorized Agent
Contact Information
Provide the contact Information of any addltlonal Authorized Agents (M) and staff related to grant activities. It Is
remmmended that more than one person be designated as the Authorized Agent (M} so that if one M is not available, a
semnd M am sign the requests for reimbursements.
Use the Project Descriptions ID describe the various details of each Project. Maximum of 20 projects are allowed.
Proiect
NPG Mission Area
NPG Core capabilities
cal OESGoals
Project Description
Match Description
Need
Proiect Milestone
Enter the letter (required} and name (optional) of each project. A maximum of 20 projed:s are allowed (A-n.
Seled a National Preparedness Goal (NPG) Mission Area from the drop down menu that corresponds to your project.
Link the National Preparedness Goal (NPG} Core Capability that match to each of your Mission Area projed:s.
Seled a Cal OES Goal from the drop down menu option that corresponds to your projed.
Provide a detailed but concise description of the projed.
Nob!: Do not exmed 1,000 chanidmn (lncludlng punctuation and •paces). Word Wnip feature wlll b!nnlnate
afbl!lr this lmlt •nd taxi: wlll not be vlslble.
Provide a detailed Match Description
Explaln why this project is needed and how this need was determined.
Provide estimates on mllestones for your projects In tenns of peramtage completeness and amounts expended for
the next 6, 12, and 15 months. Leave _ month blank.
Use this ledger ID submit funding information for projects, as well as submitting Reimbursement Requests and Modifications.
Ledger Type
New REIMB/MOD Request
Project
Direct/Subaward
Proiect Name
Funding Source
Discipline
Solution Area
Using the drop-<lown 11st, specify what type of ledger Is being completed (InlHal App, Reimbursement Request, Modlllcatlon).
Complete the additional infonnation that displays below the ledger type (Today's Date, Expenditure Period and Request #}.
Ledger wlll not be accepted without this lnfonnatlon.
A copy of the Project Ledger can be created manually by performing the following steps:
Right clld< on the 'Project Leger' tab-> Select MOVE OR COPY .. , from the 11st of options-> Place
the copy before the Planning tab but after the last working Project Ledger -> Check CREATE
A COPY -> Cffck OK. Rename the copied Pro.led Ledger appropriately to reflect a Reimbursement request or Modification.
Seled the project letter from the drop-down list. or manually enter the letter in capitalization format.
Use the drop down list to identify if the project is Direct or Subaward.
Enter the name of the project.
Seled a Funding Source from the drop-down 11st. A full desalptfon of the Funding Source can be viewed In Comments
(place cursor over Column D, Row 21).
Seled a Discipline from the drop-down list A full desaiption of the Disciplines can be viewed in Comments
(place cursor over Column E, Row 21}.
Select a SoluHon Area from the drop-<lown 11st.
Planning
Organization
Equipment
FMFW vl.18 -2018
Solution Area SUb-<.:ategory
Total Obligated
Amount Approved Previous
Amount This Request
Match Amount
Total Approved
Remaining Balance
Percent Expended
Seled: a SOlut::lon Area Sub-Category from the drop-down 11st. This 11st Is dependent on a selectJon from the SOlutlon Area
category drop-<lown 11st. The SoluHon Area Sub-category will not display the drop-down nst unless a SoluHon Area category
is selected.
Enter the total amount of grant funding obllgated for each project In this oolumn.
For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
For Reimbursement requests, enter the requested amount of reimbursement In this column.
Automatic calculaHon of Match Amount.
AulDmaHc calculaHon of Total Approved.
Automatic calculaHon of Remaining Balance.
Automatic calculaHon of Percentage Complete.
lwamlngl Do not enter Information In this colurm, conblil'\5 formulas.
lwamlngl Do not enter Information In this colurm, conbliM formulas.
lwamlngl Do not enter Information In this colurm, conbliM formulas.
lwamlngl Do not enter Information In this colurm, conbliM formulas.
Provide detailed information on Planning activities. NOTE: Consultants and Contractors are used interchangeably and changes for either require the
completion of the Consultant/Contractor tab. Staff salaries and Staff Intelligence Analyst expenditure categories require the completion of the
Personnel tab.
Project Select the project letter from the drop-down 11st, or manually enter the letter In capltal!zatlon format.
Dinect/Subaward Use the drop down 11st to Identify If the project Is Direct or Subaward.
Planning Activity Enter the planning actMty.
Funding Source Select a Funding Source from the drop-down 11st. A full desalpHon of the Funding Source can be viewed In Comments
(place cursor over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full desaiption of the Disciplines can be reviewed in Comments
(place cursor over Column E, Row 21).
Solution Area SUb-<.:ategory Select a SoluHon Area Sub-category from the drop-<lown 11st.
Expenditure category Select an Expenditure Category from the drop-clown list. This list is dependent on a selection from the Solution Area Sub-
category drop-<lown 11st. The Expenditure cat,,gory will not d~play the drop-<lown 11st unless a SoluHon Area Sub-category
is selected.
Final Product Enter a desa1pHon of the flnal product of this plannlng acttvlty. This must be a tanglble Item sudl as a manual, procedure,
etc. Please contact your Program Representative for further examples of final products.
Hold Trigger Projects may be placed on hold. Please select an opHon from drop-down 11st.
Approval Date Enter the approval date.
Part of a Procurement over 250k Select YES or NO from the drop-<lown 11st.
Sole Source Involved Select YES or NO from the drop-<lown 11st.
Budgeted Cost Enter the total amount of grant funclng budgeted for each project In this column.
Amount Approved Previous For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Amount This Request For Reimbursement requests, enter the requested amount of reimbursement In this column.
Reimbursement Request Number Enter the Reimbursement Request number for this plannlng acttvlty.
Total Approved
Remaining Balance
Automatic cala.llaHon of total reimbursed.
Automatic cala.llaHon of Remaining Balance.
lwamlngl Do not enter Information In this colurm, conbliM formulas.
lwamlngl Do not enter Information In this colurm, conbliM formulas.
Provide detailed information on Organizational activities. NOTE: Consultants and Contractors are used interchangeably and changes for either
require the completion of the Consultant/Contractor tab. Staff salaries and Staff Intelligence Analyst expenditure categories require the completion
of the Personnel tab.
Project Select the project letter from the drop-down 11st, or manually enter the letter In capltal!zaHon format.
Dinect/Subaward Use the drop down 11st to Identify If the project Is Direct or Subaward.
Organization Enter the organlzatlonal act:Mty.
Funding Source Select a Funding Source from the drop-down 11st. A full desalpHon of the Funding Source can be viewed In Comments
(place cursor over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full desaiption of the Disciplines can be viewed in Comments
(place cursor over Column E, Row 21).
Solution Area SUb-<.:ategory Select a SoluHon Area Sub-category from the drop-<lown 11st.
Expenditure category Select an Expenditure Category from the drop-clown list. This list is dependent on a selection from the Solution Area Sub-
category drop-<lown 11st. The Expenditure cat,,gory will not d~play the drop-<lown 11st unless a SoluHon Area Sub-category
is selected.
Detail Select a Detail option from the drop-down list.
Budgeted Cost Enter the total amount of grant funding budgeted for each project in this a,lumn.
Amount Approved Previous For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Amount This Request For Reimbursement requests, enter the requested amount of reimbursement in this column.
Reimbursement Request Number Enter the Reimbursement Request number for this organizational activity.
Total Approved
Remaining Balance
Automatic cala.llaHon of total reimbursed.
Automatic cala.llaHon of Remaining Balance.
lwamlng! Do not erm Information In this c:olurm, conbllM formulas.
lwamlng! Do not erm Information In this c:olurm, conbllM formulas.
Provide detailed information on Equipment that is purchased with grant funding.
Project
EQuipment Description
&(Quantity)
AEL Number & Title
SAFECOM Compliance
Funding Source
Select the project letter from the drop-down 11st, or manually enter the letter In capltal!zaHon format.
Provide a descrlpHon of equipment and quanUty.
Place the AEL Number and Tltle In these mlumns. The AEL Number and lltle can be obtained from the followlng llnk:
https·J/www.fema-aPY/authorized-eauioment-1ist
Select YES, NO or N/A from the drop-down list.
Select a Funding Source from the drop-down 11st. A full desalpHon of the Funding Source can be viewed In Comments
(place cursor over Column F, Row 21).
Training
Exercise
FMFW vl.18 -2018
Discipline Select a Discipline from the drop-down list. A full desaiption of the Disciplines can be viewed in Comments
(place cursor over Column G, Raw 21).
Solution Area Sub-category Seled a Solution />rea Sub-Category from the drop-<lown list.
Invoice Number Enter the Invoice Number fur the equipment
Vendor Name Enter the name of vendor from whom the equipment was purchased.
ID Tag Number Enter the ID Tag Number used to Identify this equipment with. Subreclplent may use their own Internal numbering format to
tag equipment. ID Tag Number must be available during monitoring visits.
Condition and Dispasitia, Enter the oondition of equipment by selecting the appropriate drop-down item. If the equipment is not in use, please use
the following column (Deployed Location} to explain.
Deployed Location Enter the equipment's current location.
Ac:Quired Date Enter the date that this equipment was acquired from vendor.
Part of a Procurement over 250k Seled YES or NO from the drop-down list.
Sole Source Involved Seled YES or NO from the drop-down list.
Hold Trigger Pro)ecls may be placed on hold. Please seled an option from drop-down 11st.
Approval Date Enter the approval date.
Budgeted Cost Enter the total amount of grant funding budgeted for each project In this column.
Amount Approved Previous For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Amount This Request For Reimbursement requests, enter the requested amount of reimbursement In this oolumn.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Approved
Remaining Balance
Automatic calculation of total reimbursed.
Automatic calculation of Remaining Balance.
lwamlnpl Do not enter Information In this cdurm, conbliM formulas.
lwamlnpl Do not enter Information In this cdurm, conbliM formulas.
Provide detailed information on planned or attended training courses. NOTE: Consultants and Contractnrs are used interchangeably and changes
for either require the completion of the Consultant/Contractnr tab. Staff salaries and Staff Intelligence Analyst expenditure categories require the
comoletion of the Personnel tab.
Project Select the project letter from the drop-down 11st, or manually enter the letter In capltallZatlon format.
Direct/Subaward Use the drop down 11st to Identify If the proJed Is Direct or Subaward.
Course Name Enter oourse name.
Funding Source Select a Funding Source from the drop-down 11st. A full desa1pHon of the Funding Source can be viewed In Comments
(place cursor over Column D, Raw 21).
Discipline Select a Discipline from the drop-down list. A full desaiption of the Disciplines can be viewed in Comments
(place cursor over Column E, Row 21).
Solution Area Sub-category Seled a Solutlon />rea Sub-Category from the drop-<lown 11st.
Expenditure category Select an Expenditure Category from the drop-clown list. This list is dependent on a selection from the Solution Area Sub-
Category drop-<lown 11st. The Expenditure Category will not d~play the drop-down 11st unless a Solutlon Area Sub-Category
is selected.
Feedback Number Enter the feedback number for this training activity. The Feedback number can be obtained from the Cal OES website:
http://www.cakles.ca.gov Click on C.al OES Divisions, then dick on C.alifomia Specialized Training Institute. Scroll to the
bottom of the page, click on the TRAINING REQUEST FORM link.
Training Activity Please Identify your training acHvlty from the drop-down 11st.
Hold Trigqer Projects may be placed on hold. Please select an optfon from drop-down 11st.
Approval Date Enter the approval date.
Total # Trainee(s) Enter the total number of tralnee(s).
Identified Host If you are not the host, please Identify who Is the host. For further guidance, please refer to your Program RepresentaHve.
Part of a Procurement over 250k Seled YES or NO from the drop-down list.
Sole Source Involved Seled YES or NO from the drop-down list.
Budgeted Cost Enter the total amount of grant funding budgetm for each project in this oolumn.
Amount Approved Previous For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Amount This Request For Reimbursement requests, enter the requested amount of reimbursement in this oolumn.
Reimbursement Request Number Enter the Reimbursement Request number for this training actMty.
Total Approved Automatic calculation of total reimbursed. lw •mlnpl Do not enter Information In this cdurm, conbliM formulas.
Remaining Balance Automatic calculation of remaining balance. lw •mlnpl Do not enter Information In this cdurm, conbliM formulas.
Provide detailed information on Exercise activities. Consultants and Contractnrs are used interchangeably and changes for either require the
completion of the Consultant/Contractnr tab. Staff salaries and Staff Intelligence Analyst expenditure categories require the completion of the
Personnel tab.
Prqject
Direct/Subaward
Exercise Title
Funding Source
Discipline
Solution Area Sub-category
Expenditure category
Select the project letter from the drop-down list, or manually enter the letter in capitalization format.
Use the drop down list to identify if the project is Direct or Subaward.
Enter the title of the exercise activity.
Select a Funding Source from the drop-down list. A full desaiption of the Funding Source can be viewed in Comments
(place cursor over Column D, Raw 21).
Select a Discipline from the drop-down list. A full desaiption of the Disciplines can be viewed in Comments
(place cursor over Column E, Row 21).
Seled a Solutlon />rea Sub-Category from the drop-<lown 11st.
Select an Expenditure Category from the drop-clown list. This list is dependent on a selection from the Solution Area Sub-
Category drop-<lown 11st. The Expenditure Category will not d~play the drop-down 11st unless a Solutlon Area Sub-Category
is selected.
Indirect Costs
Consultant/Contractor
FMFW vl.18 -2018
Hold Triooer Projects may be placed on hold. Please select an optlon from drop-down list.
Aooroval Date Enter the approval date.
Amount Aooroved Previous For new Reimbursement reciuests, enter the amount that was approved on the previous Reimbursement reQuest here.
EHP Aooroval Date Enter the EHP (Environmental and Historic Preservation) approval date.
Date of Exercise Enter the date of when this exercise was conducted.
Exercise Activity Please select your exercise activity from the drop-dovm 1st.
Identified Host If you are not the host, please identify who is the host. For further guidance, please refer to your Program Representative.
Date AAR e-mailed to HSEEP Enter the date that the After Action Reoort (AAR) was e-mailed tD hseeo@fema.dhs.aov.
Part of a Procurement over 250k Select YES or NO from the drop-down 11st.
Sole Source Involved Select YES or NO from the drop-down 11st.
Budoeted Cost Enter the total amount of grant funding budgeted for each project In this column.
Amount Approved Previous For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Amount This Reouest For Reimbursement requests, enter the requested amount of reimbursement In this column.
Reimbursement Reouest Number Enter the Reimbursement Request number for this exercise activity.
Total Approved Automatic calculation of total reimbursed. lwamlng! Do not enter ln1'onnatlon In this column, oonbill'II formulas.
Remaining Balance Automatic calculation of remaining balance. lwamlng! Do not enter ln1'onnatlon In this column, oonbill'II formulas.
Provide detailed information on M&A activities. Consultants and Contractors are used interchangeably and changes for either require the completion
of the Consultant/Contractor tab. Staff salaries and Staff Intelligence Analyst expenditure categories require the completion of the Personnel tab.
Project Select the praject letter from the drop-down list, or manually enter the letter in capitalization format.
Activity Provide detailed information on M&A activity.
Funding Source Select a Funding Source from the drop-down list. A full desaiption of the Funding Source can be viewed in Comments
(place cursor over Column C, Row 21).
Discipline Select a Dlsclpllne from the drop-down 11st A full desa1pUon of the Dlsclpllnes can be viewed In Comments
(place curse over Column D, Row 21).
Solution Area SUb-Oltegory Select a Solutlon Area Sub-category from the drop-<lown 11st.
Expenditure category Select an Expenditure Category from the drop-down list. This list is dependent on a selection from the Solution Area Sub-
category drop-<lown 11st. The Expenditure category will not d~play the drop-down 11st unless a Solutlon Area Sul>-category
is selected.
Detail Select a Detail option from the drop-down 11st.
Budgeted Cost Enter the total amount of funding budgeted for earn project In ths oolumn.
Amount Approved Previous For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Amount This Request For Reimbursement requests, enter the requested amount of reimbursement In this column.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Approved
Remaining Balance
Automatic calculaHon of total reimbursed.
Automatic calc:ulaUon of remaining balance.
lwamlngl Do not enter Information In this column, oonllliM formulas.
lwamlng! Do not enter ln1'onnatlon In this column, oonbill'II formulas.
If claiming indirect costs under the award, provide detailed infonmation on the bJlal estimated indirect costs and the indirect cost rate at which, you
will be claiming. If you have a federally-approved rate, provide information on the direct cost base on which, the rate is calculated, e.g., Salary and
Wages (5/W), Salary, Wages and Benefits (SW&B), Total Direct Costs (TDC), Modified Total Direct Costs (MTDC), the De Minimis Rate of 10% of
MIDC (10% MIDCl. or another base (Otherl.
Project
Activity
Funding Source
ICRBase
Rate
Budgeted Cost
Amount Approved Previous
Select the praject letter from the drop-down list, or manually enter the letter in capitalization format.
Provide detailed information on Indirect Cost activity.
Select a Funding Source from the drop-down 11st. A full desa1pHon of the Funding Source can be viewed In Comments (place
wrsor over Cok.imn C, Row 21).
Select an !CR Base from the drop-down 11st.
Select an Percentage Rate from the drop-down 11st.
Enter the total amount of grant funding budgeted for each project In this column.
Automatic calculaUon of amount approved previous. lwamlng! Do not enter ln1'onnatlon In this column, oonbill'II formulas.
Amount This Request For Reimbursement requests, enter the requested amount of reimbursement in this column.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Approved
Remaining Balance
Automatic calculation of total reimbursed.
Automatic calculation of remaining balance.
lwamlng! Do not enter lnfonnatlon In this column, oonbill'II formulas.
lwamlng! Do not enter ln1'onnatlon In this column, oonbill'II formulas.
Provide infonmation on who is being paid with grant funds, and what consultant/contractor costs are being charged to the grant.
PrQiect
Consulting Firm
& Consultant Name
Project & Description of Services
Deliverable
Solution Area
Solution Area SUb-Oltegory
Expenditure category
Select the praject letter from the drop-down 11st, or manually enter the letter In capltallZatlon format.
Provide the name of the Consultlng Firm and Consultant Name.
Provide detailed information on the project and desaiption of services.
If your consultant/contractor invoiced you for their services using a fee for each deliverable ($10,000 for a reverse
91Utelephone emeraencv notification svstem), then desaibe the product in the Deliverable column.
Select a Solution Area from the drap-down list.
Select a Solution Area Sub-Category from the drop-down list.
Select an Expenditure Category from the drop-down 11st. This 11st Is dependent on a selectlon from the Solution Area Sub-
Category drop-down list. The Expendib.lre Category will not display the drop-down list unless a Solution Area Sub-Category
Is selected.
FMFW vl.18 -2018
Personnel
Period of Expenditure Enter the Pe~od of Exoendlwre in this a,lumn.
Fee for Deliverable If your consultant/a:mtrac:lor Invoiced you for their services using a fee for each dellverable ($10,000 for a reverse
911/telephone emergency notification system), then fill in the mst for the product in the Fee for Deliverable column.
Billable Hour Breakdown section If vour ronsultanUconlractor invoiced vou for their services using an hourfv rate ($SO/hour for 10 hours of work), then
fill in the three (31 columns of the Billable Hour Breakdown.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Cost Charged to this Grant Enter the Total Cost Charoed to the Grant In this column.
Provide infonmation on who is being paid with grant funds, and what staff costs are being charged to the grant.
Project Select the project letter from the drop-down list. or manually enter the letter in capitalization format.
Employee Name Provide the name of the employee.
Project/Deliverable Provide detailed information on the project and desaiption of services.
Funding Source Select a Funding Source from the drop-down list. A full desaiption of the Funding Source can be viewed in Comments
(place cursor over Column E, Row 21).
Discipline Select a Discipline from the drop-down list A full desaiption of the Disciplines can be viewed in Comments
(place cursor over Column F, Row 21).
Solution Area Select a Solutlon Area from the drop-<lown list.
Solution Area sub-category Select a Solution Area Sub-Category from the drop-down list. This list is dependent on a selection from the Solution Area
category drop-<lown list. The SoluHon Area Sub-category will not display the drop-down nst unless a SoluHon Area category
is selected.
Dates of Payroll Period Provlde the Dates of the Payroll ~od.
Total Salary and Benefits Charged Provlde the Total Salary and Benefits Charoed for the Reporting Pe~od.
for this Reporting Period
Total Project Hours Enter the Total Project Hours in this column.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Cost Charged to this Grant Enter the Total Cost Charoed to the Grant in this column.
-Provide detailed information on Match.
Authorized Agent
Project Select the project letter from the drop-down list, or manually enter the letter in capitalization format.
Direct/Subaward Use the drop down list to identify if the project is Direct or Subaward.
Project Name Enter the name of the project.
Funding Source Select a Funding Source from the drop-down list. A full desaiption of the Funding Source can be viewed in Comments
(place cursor over Column D, Row 21).
Discipline Select a Dlsclpllne from the drop-down 11st A full desa1pHon of the Dlsclpllnes c.an be viewed In Comments
(place cursor over Column E, Row 21).
Solution Area Select a Solution Area from the drop-down list that aligns to the activities/msts used to meet the EMPG Match Requirement.
Solution Area Sub-Oltegory Select a Solutlon Area Sub-category from the drop-<lown list that aligns to the adMHes/costs used to meet the EMPG Match
Requirement. This list is dependent on a selection from the Solution Area Category drop-down nst. The Solution Area Sub-
category will not display the drop-down list unless a Solutlon Area category~ selected.
Type of Match Select the Type of Match opHons from the drop-<lown list
Total Obligated Match Enter the total obligated match amount for this project In this a,lumn.
Previous Match expended For new Reimbursement requests, enter the amount that was approved on the previous Reimbursement request here.
Current Match For Reimbursement requests, enter the current match amount In this column.
Reimbursement Request Number Enter the Reimbursement Request number for this reimbursement.
Total Match Expended
Remaining Balance
Percentage Expended
Automated calculation of Total Match Expended.
Automatic calaJlaHon of Remaining Balance.
Automatic calaJlation of Percentage Complete.
lw•mlng! Do not erm ln1'ormatlon In this c:olunv,, a>nlalns formulas.
lwamln pl Do not enter Information In this c:okJnv,, a>nlains formulas.
lwamln pl Do not enter Information In this c:okJnv,, a>nlains formulas.
Authorized Agent sheet must accompany ALL cash Reimbursement Requests, Modifications and the Initial Application.
Type
Expenditure Period Dates
REIMB or MOD ReQuest #
Amount This Request
Authorized Agent
Mail workbook to:
Select from the drop-<lown list to desmbe what type of workbook~ being submll!I!d. Available opHons are:
INITIAL APPUCATION, REIMBURSEMENT REQUEST, FINAL REIMBURSEMENT REQUEST and MOOIFICATION
Enter the beginning and ending expenditure period dates.
REIMBURSEMENT REQUEST: Expenditure periods are decided by the Subrecipient and can span single or mult
months at a time. NOTE: Expenditure per1ods cannot cross state fl.seal year.
Modifications do not require expenditure period entries.
Enter the REIMB or MOD Request # that is associate with the most recent request
Enter the amount that is being requested
Enter the name of Authorized Agent. Sign and date after prinHng. Orlglnal signature required. Send hard copy of
workbook to address (provlded).
Emergency M1n1gement Performance Granb: (EMPG}:
California Governor's Office of Emergenc.y Services
Program Spedallst's Name
3650 Schriever Avenue
Mather, CA 95655
CalOES#
(Cal OES Use Only)
FIPS# VS# Subaward#
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
GRANT SUBAWARD FACE SHEET
2018-0008
The California Governor's Office of Emergency Services, hereafter designated Cal OES, hereby makes a Grant Subaward of funds to the following:
1. Subrecipient: Count of Fresno 1a. DUNS# 004969341
2. Implementing Agency: Fresno County Office of Emergency Services 2a. DUNS# 556197655
3. Implementing Agency Address: .:.P..c.O:c·c..:B:.:o::.:x--'1-"18:.:6:.,,7 ___ ~-------
Street
Fresno 93755-1867
City Zip+4
4. Location of Project: Fresno Fresno 93755-1867
City County Zip+4
5. Disaster/Program Title: Emergency Management Performance Grant 6. Performance Period: 7/1/2018 to 6/30/2019
7. Indirect Cost Rate· . ' • NIA· Iii '10% de Minimis· c Federally Approved ICR;
Grant Fund Source A. State B. Federal C. Total D. Cash Match E. In-Kind F. Total Match G. Total
Year Match Project Cost
Select 8. EMPG $328,245 $328,245 '. $656,490.
Select 9. Select "·'
•'
Select 10. Select ·:-:.
1, . ·, . Select 11. Select . ·
' ' .. ·, ..
TOTALS
120. Total ProJoct Cost:
12. $328 245 $328 245 $656 490 $328 245
13. Certification -This Grant Subaward consists of this title page, the application for the grant, which Is attached and made a part hereof, and the
Assurances/Certifications. I hereby certify I am vested with the authority to enter Into this Grant Subaward, and have the approval of the City/County
Financial Officer, City Manager, County Administrator, Governing Board Chair, or other Approving Body. The Subrecipient certifies that all funds received
pursuant to this agreement will be spent exclusively on the purposes specified in the Grant Subaward. The Subreciplent accepts this Grant Subaward and
agrees to administer the grant project In accordance with the Grant Subaward as well as all applicable state and federal laws, audit requirements, federal
program guidelines, and Cal OES policy and program guidance. The Subreciplent further agrees that the allocation of funds may be contingent on the
enactment of the State Budget.
14. CA Public Records Act -Grant applications are subject to the California Publlc Records Act, Government Code section 6250 et seq. Do not put any
personally Identifiable information or private information on this application. If you believe that any of the Information you are putting on this application Is
exempt from the Public Records Act, please attach a statement that indicates what portions of the application and the basis for the exemption. Your
statement that the information is not subject to the Public Records Act will not guarantee that the Information will not be disclosed.
15. Official Authorized to Sign for Subreciplent: 16. Federal Employer ID Number: 94-6000512
Name: Nathan Magsig Title: ________ __,C,,,h.,,a,,,lrm,,,,,a,.,n.,,B,,o,.,ar"'d_,,o"-f"'S,.up,,,e"'rv"ls,,,o'"rs"---------
Telephone: •(5=5=9,_l =so=o-3~2_0_0 _____ FAX: (559) 600-7687
{area code) (area code)
Email: _________ d~p~o~m_a_v~ill_e@_c~o=.fr~e~sn~o~.c~a~.u~s~--------
Payment Mailing Address: P.O. Box 11867 City: Fresno Zip+ 4: ---:;~--=-::::: ~,-i =~~-~ 93775-1867
Signature: ___ -___ z ____ ---~-----'-=---.(FORCalO~:~:EONL:!CJ)'±M.l_!lldi)f.,
I hereby certify upon my personal knowledge that budgeted funds are available for the period and purposes of this expenditure stated above.
Cal OES Fiscal Officer
ATTEST:
BERNICE E. SEIDEL
(
Clerk of the Board of Supervisors
County of Fresno, St~te of California
Bvd\~:1 CA,{r=
Date
Deputy
Grant Subaward Face Sheet -Cal OES 2-101 (Revised 3/2018)
Cal OES Director (or designee) Date
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) AUTHORIZED AGENT AND CONTACT INFORAMTION Alterations ID this document may result in delayed application approvai modification requests, or reimbursement requests. Subrecipients may be asked ID revise and/or re-submit any altered Rmmcial Management Fonns Workbook. County of Fresno 2018-0008 "' Aaent con,.,.,,-1nronnati0n I Amnonzea Acenrs Name 11ae David Pomaville Director, Department of Public Health David Luchini Assistant Director, Department of Public Health Nathan Magsig Olainnan, Board of Supervisors _.UnLdrrS Name llut: Angel Lopez Staff Analyst Ken Austin Emergency Services Coordinator David Pomaville Director, Department of Public Health FMFW vl.18 -2018 MallllKI Am ress P.O. Box 11867 P.O. Box 11867 2281 Tulare Street, Suite 300 MalllrK1 ... m ress P.O. Box 11867 P.O. Box 11867 P.O. Box 11867 JTV Fresno Fresno Fresno _.ILV Fresno Fresno Fresno ""m' " CA CA CA "'-"'-" Lil CA CA CA CFDA #: EMPG 97.042 l'none t:man 93775 559-600-3200 g~vilel@co.fr~nQ.£5U!§ 93775 559-600-3200 gl~~hini@£Q f[!!!!nQ I,!! ~§ 93721 (559) 600-5000 Di§!!:i£!~ f[!!!!nQ I,!! ~§ l'none 1::man 93775 559-600-4065 ~!l!l~llooezl1il~ ~t!Q !,!! ~§ 93775 559-600-4065 !!;!~§tin@~ f!l!!l[!Q I,!! ~§ 93775 559-600-4065 gllQ!!!!!~lle®cof[!!!!nQ!,!!~§
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) PROJECT DESCRIPTIONS Alterations to this document may result in delayed application approval, modification requests, or reimbursement rE Subrecipients may be asked to revise and/or re-submit any altered Rnandal Management Forms Workbook. County of F resno Project NPG Mission Area NPG Core capabilities Project Description Emergency Management staff will be responsible for all aspects of the day to day operations of the Operational Area's emergency management program. Staff will carry out functions such as maintaining Operational the EOC and other response Project A Response Coordination resources, participating in scheduled meetings and exercises with other local partner agencies, facilitating emergency management training, updating and development of plans and responding to emergency events. Provide training opportunities for emergency management staff to enhance their abilities to carry out their responsibilities. Project A Response Operational Coordination FMFW vl.18 -2018 Match Description The cash match will come from County realignment! funds used to pay for 100% of the Project A total costs. Project A costs will be paid for by 100% Federal funds (EMPG) and 100% realignment funds (Match). Project A costs will be paid for by 100% Federal funds (EMPG). Other EMPG-eligible costs and activities will be used to meet Project A's match requirement. The Local funds (Match) for this project will be cash match and come from County general funds used to pay for emergency management salaries and benefits. CFDA # LEDGER TYPE: Today's Date: Request#: Approval: cal OES ONLY Date & Initial (Pqrm REP.): Need Staffing and support activities are required to maintain a basic level of operational capability to carry out the Operational Area's day to day emergency management functions. Emergency Management program staff are expected to keep current on a wide variety of subjects. Providing training through approved training organizations and vendors will allow staff to develop and maintain the needed capabilities to their jobs. EMPG 97.042 Initial Applicatoin Project Milestone & Justification At the 6 month mark, this project will be 500/o romplete and $150,000 funds will be expended. At the 12 month mark, this project will be 100% complete and $251,039 funds will be expended. At the 15 month mark, this project will be _ % romplete and $_ funds will be expended. At the 6 month mark, this project will be _% romplete and $_ funds will be expended. At the 12 month mark, this project will be 1000/o complete and $10,000 funds will be expended. At the _ month mark, this project will be _% complete and $_ funds will be expended.
Project NPG Mission Area NPG Core capabilities Project Description Match Description Need Project Milestone & Justification Continue ongoing Project A costs will be paid for This system enables the At the 6 month mark, this project will be implementation of the Crisis by 100% Federal funds Operational Area and its partner _ % complete and $_ funds will be Information Management (EMPG). Other EMPG-eligible agencies to share situational and expended. System (WebEOC) to enable costs and activities will be used resource information during At the 12 month mark, this project will be more effective sharing of to meet Project A's match disaster events and alsos allow 1000/o complete and $19,500 funds will Project A Response Operational information both day to day requirement. The Local funds all agencies to work from a be expended. Coordination and during emergencies. (Match) for this project will be common operational picture. At the _ month mark, this project will Funding will be used to pay cash match and come from AEL #: 04AP-05-CDSS be_% complete and $_ funds will be annual support fees. County general funds used to AEL Title: Systems and tools, expended. AEL #: 04AP-05-CDSS pay for emergency ICS Duration AEL Title: Systems and tools, management salaries and of Service: 7/1/18 to 6/30/19 ICS benefits. Subcribe to Complete-EM for Project A costs will be paid for OES is required to carry out a At the 6 month mark, this project will be use by EM staff in performing by 100% Federal funds wide variety of tasks and projects _ % complete and $_ funds will be assessments, developing and (EMPG). Other EMPG-eligible including assessments, expended. updating plans and managing costs and activities will be used developing and updating plans, At the 12 month mark, this project will be projects. to meet Project A's match maintaining contact resources 1000/o complete and $17,950 funds will Project A Response Operational AEL #: 04AP-05-CDSS requirement. The Local funds and equipment and managing be expended. Coordination AEL Title: Systems and tools, (Match) for this project will be grants. Complete-EM provides At the _ month mark, this project will ICS cash match and come from tools and resources to help be_% complete and $_ funds will be Duration of Service: 7//1/18 to County realignment! funds used complete these tasks in a more expended. 6/30/19 to pay for emergency efficient and organized manner Pre-existant equipment management salaries and h@n@fitc; Indirect costs associated with OES is required to carry out a At the 6 month mark, this project will be administration and facilities Project A costs will be paid for wide variety of tasks and projects _ % complete and $_ funds will be by 100% Federal funds including assessments, expended. (EMPG). Other EMPG-eligible developing and updating plans, At the 12 month mark, this project will be costs and activities will be used maintaining contact resources 1000/o complete and $29,765 funds will Operational to meet Project A's match and equipment and managing be expended. Project A Response Coordination requirement. The Local funds grants. Complete-EM provides At the _ month mark, this project will (Match) for this project will be tools and resources to help be_% complete and $_ funds will be cash match and come from complete these tasks in a more expended. County realignment funds used efficient and organized manner to pay for OES operational costs. At the 6-month mark, this project will be _ % complete and $_ funds will be expended. At the 12-month mark, this project will be Project F _% complete and $_ funds will be expended. At the _ month mark, this project will be _% complete and $_ funds will be expended. FMFW vl.18 -2018
AlteratkJns Ir> this document may result in delayed application approvai modification requests, or reimbursement requests. SUbrocipients may be asked Ir> revise andf!Jr nrsubmit any altered Financial Management Fonns Wo,xboo,t Wamlngl Decimal ._ Is not allowed. Attempb to UN dec:lmals will prompt error -· County of Fresno 2018-0008 Funding Project Dlrect/SUbaward Project Name Source Dlsclpnne A Direct Emeraencv Manaaement Staff EMPG EMG A Direct Emeraencv Manaaement Trainina EMPG EMG A Direct Crisis Information Management System -WebEOC EMPG EMG A Direct Complete EM EMPG EMG A Direct General Expenses EMPG EMG FMFW vl.18 -2018 PROJECT LEDGER Solution Area SUb-Total Solution Area category Obngated 328,254 Oraanization Staffina 251 039 Trainina Staff Exoenses 10000 Maintenance & User fees 19,500 Sustainment Maintenance & User fees 17,950 Sustainment Indirect Cost Facilities & 29,765 Administration CFDA #: EMPG 97.042 LEDGER TYPE: Initial Application Today's Date 1:,uogranc Start Date: 7/1/2018 Performance 6/30/2019 lo-.a-A End Date: Request# Approval: Cal Date & Initials OESONLY (Prog. REP.): AIT10Unt Amount This Total Remaining Percentage Approved Request Match Amount Approved Balance Expended Previous - -328,254 -328,254 328,254 -251,039 -10,000 -19,500 -17,950 -29,765 ------------- - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- - ----------------------------------------- - -- - -- - -- - -- - -- - -- - -- - -
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Alrerations tv this document may result in delayed appHcation approvai modification requests, or reimbursement requests. Subrr,cipients mav be asked tv revise and/or ff>-submit anv altered Financial Manaqement Farms Wonl'book. WM11lngl Decimal usoge Is not allowed. Attempts ID use decimals wil prompt error message. County of Fresno 2018--0008 Funding Solution Area Sub-Project Direct/Subaward Planning Activity Discipline Source category NIA FMFW vl.18 -2018 PLANNING Expenditure Partora Sole Source Final Product Hold Trigger Approval Date Procurement category over 250k Involved Budgeted Cost -CFDA #: EMPG 97.042 LEDGER TYPE: Initial Application Today's Date suogrant Start Date: 7/1/2018 Performance 6/30/2019 n--•-End Date: Request# Approval: Cel Date &Inltlals OESONLY (Prog. REP.): Amount Amount This REIMB Request Total Remaining Approved Previous Request # Approved Balance - -- -
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Alterations ID this document may result in delayed application approvai modification requests, or reimbursement requests. SUbrocipienl:s may be asked ID revise and/or nrsubmit any altered financial Mam,gement Forms Wi;rtbool-; Wamlngl Decimal usage Is not allowed. Attempts 1D use decimals will prompt error message. County of Fresno 2018-0008 ORGANIZATION Project Dlrect/Subaward Organization Funding Discipline Sokrtlon Area Sub-Expenditure Source category category A Subaward Fresno County Office of Emergency EMPG EMG Staffing Staff Salaries Services FMFW vl.18 -2018 Budgeted Amount Detail Cost Approved Previous 240,840 -Staffing 240,840 CFDA #: EMPG 97.042 LEDGER TYPE: Initial Application Today's Date :,uogranc Start Date: 7/1/2018 Performance 6/30/2019 n--•-~ End Date: Request# Approval: Cal Date & Initials OESONLY (Prog. REP.): Amount This REIMB Total Remaining Request Request# Approved Balance --240,840 -240,840 - ---- ---- ---- ---- -- ---- ---- ---- ---- ---- ---- -- ---- ---- ---- ---- ---- ---- -- ---- ---- ---- ---
Afl:ri!l1ltlonstoth/sdoaJmelltf11i1Yresu/tlndelayedapp//catlon~ mocllfk2Jt/onrequests, orrelmbur.;ementrequests. ,=z,:r;.~~=:=s~~~en:=~mmsr County of Fresno 2018-0008 -1-Dmaf-(Quar11ly) FMFW vl.18 -2018 AB.# AB.TIie .=1=1-1= ---CALIFORNIA GOVERNOR'S OFACE OF EMERGENCY SERVICES (Gal OES) EQUIPMENT l""=a~1-&. IDTag fi.nlsUsedln Dllpaall::Jri Nll'llbl!r th!!!°'_.,_ ---""" .. .-~UI 8 --•= -So.mo --1--------CFDA#: EMPG 97,042 LEDGER TYPE: Initial Applc:allon Tod~s:Dale Su~rartPerformanmlststo.tlt: 7/1f1/J18 I Period End Dita: 6/30/2019 ""'"""' =~I: CIIIOES 1=~= ---REIMB Req.m I TCDI Approwld ----
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Alremuons IXJ this doannent may result in delayed app/ic4/ion awrovai modifk'4lion requests, or reimbursement requests. SUbredpients maybe asked to revise and/or ~51Jbmit any altered Financial Management Fonns Wolitbook;. W•mlngl Decimal usage Is not 211:Jwed. Attempts to use decinals wl prompt error message I County of Fresno 2018-0008 Funding Solution Area ExpendlbJre Project Dlrect/SUbaward Coorse Name Dlsdpine Source SUIH:ategory category A Direct CESA Conference and Training EMPG EMG Staff Expenses Travel A Direct CESA Conference and Training EMPG EMG Staff Expenses Tuition A Direct Web EOC Annual Conference EMPG EMG Staff Expenses Travel FMFW vl.18 -2018 TRAINING Feedback Training Approval Total# Identlffed Part or a Hold Trigger Procurement Number Activity Dall, Tralnee{s) -over 250k Classroom No Hold 4 No indicated Classroom No Hold 4 No indieated Classroom No Hold 2 No indicated CFDA#: EMPG 97.042 LEDGER TYPE: Initial Application Today's Daa, """"'""" Start Dall,: 7/1/2018 Performance 6/30/2019 "-"-" End Daa,: Request# Approval: C.I Dat,,&Initials OESONLY (Prog. REP.): Sole Soun::e Budgeted Amount AmountTllls REIMB Request Total Remaining Approved Involved Cost Previous Raqu.t # Approved Balance 10,000 -10,000 No 2,500 2,500 No 2,500 2,500 No 5,000 5,000 T + + + + + + + + + + + + + +
County of Fresno 2018-0008 ProJect I llirect/Subaward FMFW vl.18 -2018 EXerdselllle Funding Sotra! Dlsdplne CALlFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (cal OES) Solution Area Sub-I Expendtu"' I Hold Trigger !Approval Daiei EHP Approval C.mgory cat.gory Date EXERCISE Date of -Exercise Type Identified Host LldL.t: -I Part or a I Sole Sowa. -tD Proa.-ement -~ ,,.,...250k Budgeted Cost flllllUUIII. Approved ·-~ CFDA#: EMPG 97.042 LEDGER TYPE: Inltlal Applcatlon Today's Date 1~ogrant Performance Reque.st# Slart:Dn: End~: Approval: I on & Initiah C.I OESONLY (Prog. REP.): -ntThlo ~ REIMB Request# 7/1/2018 6/30/2019 Total Approved Rernanng Bolance
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Alterations to this doalment may result in delayed application approval, modification requests, or reimbursement requests. Subrecipients may be asked to revise and/or ~SIJbmit any a/rered Rnandal Management Forms Workbook. Wamlngl Decimal usage Is not allowed. Atll!lnpls to use decimals wm prompt error message. County of Fresno 2018-0008 Funding Solution Area Expendlb.Jre Project Activity Discipline Source sub-Category category FMFW vl.18 -2018 M&A Detail CFDA #: LEDGER TYPE: Today's Date :,uogrant Performance Obrl-,I Request# Approval: Cal OESONLY Estimated Amount Amount This Approved Cost Drovlno,c Req~ - - -EMPG 97.042 Initial Application Start Date: 7/1/'2.018 End Date: 6{30/2019 Date&. Initials (Prag. REP.): REIMB Request Total Remaining # Approved Balance - ---- ---- ---- ---- ---- -- ---- ---- ---- ---- ---- ---- -- ---- ---- ---- ---- ---- ---- -- ---- ---- ---- ---
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) INDIRECT COSTS Alterations ID this doalment may result in delayed application approval, modification requests, or reimbursement requests. Subrecipients may be asked ID revise and/or ~submit any altEred Rnandal Management Forms Workbook. Wamlngl Decimal usage Is not allowed. Atll!lnpts to use decimals will prompt error message. County of Fresno 2018-0008 Funding Project Activity Solution Area Sub-Category ICR Base Source A General Expenses EMPG Facilities & Administration 10%De Minimis FMFW vl.18 -2018 Rate 10.00% CFDA #: LEDGER TYPE: Today's Date I:,u•granc Performance In--•-~ Request# Approval: Cal OESONLY Budgeted AIT10Unt Amount This Approved Cost PrPVln11c Request 25,103 - -25,103 EMPG 97.042 Initial Application Start Date: 7/1/2018 End Date: 6/30/2019 I Date & Initials (Prog. REP.): REIMB Request Total Remaining # Approved Balance -25,103 -25,103 - ---- ---- ---- ------ ---- ---- ---- ---- ---- ------ ---- ---- ---- ---- ---- ------ ---- ---- ---- -
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Altemtions to this document may result in delayed application approvai modification requests, or reimbursement requests. Subrecipients may be asked to revise and/or ~submit any altered financial Management Fonns WorldJook. ,----1lnal Decimal usage is not allowed. Attempts to use decimals will prompt error message r . r r r .. I County of Fresno 2018-0008 Project Employee Name Project/Deliverable Funding Source A Steohen Crume Assistant Emeroencv Manaaer EMPG A Gabriel De L.aCerda Emeroencv Manaaement Soecialist EMPG A Kenneth Austin Emeroencv Manaaer EMPG FMFW vl.18 -2018 PERSONNEL Discipline Solution Area Solution Area Dates of sub-category Payroll Period EMG Oroanization Staffina EMG Oroanization Staffina EMG Oroanization Staffina CFDA #: EMPG 97.042 LEDGER TYPE: Initial Application Today's Date Subgrant Start Date: 7/1/2018 Performance Period End Date: 6/30/2019 Request# Approval: Cal Date & Initials OESONLY (Prog. REP.): I Olill sa@ry Ill Benefits charged Total Project REIMB Total Cost Olarged for this Reporting Hours Request# to Grant Doruvl - - --
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (cal OES) Alreratkms Ir> this document may result in delayed applk:ation approvai modification requests, or reimbursement requests. Subrecipienls may be asked Ir> revise and/or re-51/bmit any altered Rnancial Management Forms Wontbook Warning! Decimal usage Is not allowed. Attempts ID use decimals will pranpt error message, 1 County of Fresno 2018-0008 Funding Project Dlrect/Subaward Project Name Source Discipline A Direct Emeroencv Manaaement Staff EMPG EMG FMFW vl.18 -2018 MATCH Solution Area Sub-Total Previous Solution Area Category Type of Match Obligared Match Match Ex~ded 328,254 -Oraanization Staffina cash Match 328 254 CFDA #: EMPG 97.042 LEDGER TYPE: Initial Application Today's Date 1:,uogranc Start Date: 7/1/2018 Performance 6/30/2019 ID,,.;~A End Date: Request# Approval: cal Date & Initials OESONLY (Prog. REP.): Cun-ent REIMB Request Total Match Remaining Percentage Matdl # Expended Balance Expended - - -328,254 -328 254 . -- -. -- -- -- -- -- -- -- -- -------------------------------- -- -- -- -- -- -- -- -- -- -- -- -- -- -------
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
this document may result in delayed application approval, modification requests, or reimbursement requests.
Subrecipients may be asked to revise and/or re-submit any altered Financial Management Forms Workbook.
County of Fresno
2018-0008
Supporting Information for Reimbursement/ Advance of State and Federal Funds
This request is for an/a: Initial Application
This claim is for costs incurred within the grant expenditure period from
and does not cross fiscal years.
Under Penalty of Perjury I certify that:
(Beginning Expenditure Period Date)
(REIMB or MOD Request #)
through
(Ending Expenditure Period Date)
(Amount This Request)
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 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 litre 18, Section 1001 and Title 31, Sections 3729-3730 and 3801-3812).
Nathan Magsig, Chairman Board of Supervisors
Printed Name and Title Signature of Authorized Agent
Please reference the Instructions Page under the ''Authorized Agent" section for instructions/address on where to mail workbook
FMFW vl.18 -2018
--\..b.('\u..,,1$ a19t .~19.
Date
ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors
County of Fresno, State of California
By~~ ~ Deputy
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) INDIRECT COSTS -SUMMARY RECAP OF COSTS CLAIMED County of Fresno 2018-0008 DIRECT COSTS Plannina Oraanization Trainina Exercise M&A EOC Construction & Renovation Maintenance & Sustainment Sub-Total Eligible Direct Costs SU BA WARDS Sub-Total Eligible Subaward Costs FMFW vl.18 -2018 Total Costs Total Costs TOTAL DIRECT COSTS Total Allowable Indirect Costs CFDA#I I PERIOD {Month/Yr. through Month/Yr.):I I INDIRECT COST RATE FOR PERIOD: 1------------t ICR Base: ~-------~ Less Excluded Contract Costs Costs Applicable to ICR --------- -Less Excluded Subward Costs Costs Applicable to ICR ------------------
Emergency
Management
Performance
Grant 2018
Section E-Proof
of
Authorit
EMS-OES
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
SUBRECIPIENT GRANTS MANAGEMENT ASSESSMENT
Per Title 2 CFR § 200.331, 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 technical 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.
1. How many years of experience does your current grant manager have managing grants?
2. How many years of experience does your current bookkeeper/accounting staff have
managing grants?
3. How many grants does your organization currently receive?
4. What is the approximate total dollar amount of all grants your organization receives?
5. Are individual staff members assigned to work on multiple grants?
6. Do you use timesheets to track the time staff spend working on specific activities/projects?
7. How often does your organization have a financial audit?
8. Has your organization received any audit findings in the last three years?
9. Do you have a written plan to charge costs to grants?
10. Do you have written procurement policies?
11. Do you get multiple quotes or bids when buying items or services?
12. How many years do you maintain receipts, deposits, cancelled checks, invoices, etc.?
13. Do you have procedures to monitor grant funds passed through to other entities?
3-5years ITIJ
3-5 years li:J
> 10 grants li:J
$ 10,000,000
Yes IJSI
Yes IE]
Annually 1B
No IE]
Yes IE]
Yes IE]
Sometimes IE]
3-5 years F
Yes IE]
Certification: This is to certify that, to the best of our knowledge and belief, the data furnished above is accurate,
complete and current.
Signature: (Authorized Ag~. ---z.__-~
Print Name:
Nathan Magsig
ATTEST:·
BERNICE E. SEIDEL
· Clerk of the Board of Supervisors
County of Fresno, State of California
By d\t:m:.. r be ·t+ Deputy
Print Title:
Chairman, Board of Supervisors
Subrecipient Grants Management Assessment (Rev.03/2018)
Attachment C -FFATA Financial Disclosure 2018
Federal Funding Accountability and Transparency Act (FFATA)
Financial Disclosure
Public Law (PL) 109-282 Federal Funding Accountability and Transparency Act of 2006,
amended by Section 6202(a) of the Government Funding Transparency Act of 2008
(PL 110-252), which is outlined in FEMA GPD information Bulletin No. 350.
If the Subrecipient in the preceding year received 80 percent or more of its annual
gross revenues in federal Awards; and $25,000,000 or more in annual gross
revenues from federal awards, and the public does not have access to information
about the compensation of the senior executives of the entity, then the Subrecipient
is subject to the FFATA Financial Disclosure requirements, and will need to fill
out this form.
I]] Not Subject to FFATA Financial Disclosure
Nathan Magsig, Chairman Board of Supervisors
Printed Name and Title
c--___ '"'Z7 -..::5
Signature of Authorized Agent
Date
ATTEST:
BERNICE E. SEIDEL
Clerk of th~ Board of Supervisors
Cour:ity of Fresno, State of California
~ a,e&,,i ~ Dep"1y