HomeMy WebLinkAboutAgreement A-19-042 with Cal OES Homeland.pdfHomeland
Security
Grant
Program
2018
Section A-
Assurances
EMS-OES
Agreement No. 19-042
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Standard Assurances
For All Cal OES Federal Grant Programs
As the duly authorized representative of the Applicant, I hereby certify that the Applicant
has the legal authority to apply for federal assistance and the institutional, managerial and
financial capability (including funds sufficient to pay any non-federal share of project cost)
to ensure proper planning, management, and completion of the project described in this
application, within prescribed timelines.
I further acknowledge that the Applicant is responsible for reviewing and adhering to all
requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO);
(c) California Supplement to the NOFO; and
(d) Federal and State Grant Program Guidelines.
Federal Regulations
Government cost principles, uniform administrative requirements, and audit requirements for
federal grant programs are set forth in Title 2, Part 200 of the Code of Federal Regulations
(C.F.R.). Updates are issued by the Office of Management and Budget (0MB) and can be
found at http://www.whitehouse.gov/omb/.
Significant state and federal grant award requirements (some of which appear in the
documents listed above) are set forth below. The Applicant hereby agrees to comply
with the following: ·
1. Proof of Authority
The Applicant will obtain written authorization from the city council, governing board, or
authorized body in support of this project. This written authorization must specify that the
Applicant and the city council, governing board, or authorized body agree:
(a) To provide all matching funds required for the grant project and that any cash
match will be appropriated as required;
(b) Any liability arising out of the performance of this agreement shall be the
responsibility of the Applicant and the city council, governing board, or authorized
body;
(c) Grant funds shall not be used to supplant expenditures controlled by the city
council, governing board, or authorized body, and
(d) The official executing this agreement is, in fact, authorized to do so.
This Proof of Authority must be maintained on file and readily available upon request.
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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, Debarment and Suspension, the Applicant will provide protection
against waste, fraud, and abuse by debarring or suspending those persons deemed
irresponsible in their dealings with the federal government. The Applicant certifies that it
and its principals, subgrantees, recipients or subrecipients:
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(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-Le., 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);
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(h) Executive Order 11246, which prohibits federal contractors and federally assisted
construction contractors and subcontractors, who do over $10,000 in Government
business in one year from discriminating in employment decisions on the basis of
race, color, religion, sex, sexual orientation, gender identification or national origin;
(i) Executive Order 11375, which bans discrimination on the basis of race, color,
religion, sex, sexual orientation, gender identification, or national origin in hiring
and employment in both the United States federal workforce and on the part of
government contractors;
U) California Public Contract Code § 10295.3, which prohibits discrimination
based on domestic partnerships and those in same sex marriages;
(k) OHS policy to ensure the equal treatment of faith-based organizations, under
which all applicants and recipients must comply with equal treatment policies
and requirements contained in 6 C.F.R. Part 19;
(I) 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 environmental 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;
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(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);
0) 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.
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10. 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.
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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.
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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.
HOMELAND SECURITY 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 OHS Financial Assistance
Office and the OHS Office for Civil Rights and Civil Liberties (CRCL) by e-mail at
CRCL@hq.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 OHS 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 OHS
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.
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24. Best Practices for Collection and Use of Pe_rsonally Identifiable Information (PII)
OHS defines personally identifiable information (PII) as any information that permits the
identity of an individual to be directly or indirectly inferred, including any information that is
linked or linkable to that individual. All recipients who collect PII are required to have a
publically-available privacy policy that describes standards on the usage and maintenance
of PII they collect. Recipients may also find the OHS Privacy Impact Assessments: Privacy
Guidance and Privacy template a useful resource respectively.
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 197 4 (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.
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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-Oole 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 OHS Financial Assistance Office, prior to
using the OHS seal(s), logos, crests or reproductions of flags or likenesses of OHS agency
officials, including use of the United States Coast Guard seal, logo, crests or reproductions
of flags or likenesses of Coast Guard officials.
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IMPORTANT
The purpose of the assurance is to obtain federal and state financial assistance, including
any and all federal and state grants, loans, reimbursement, contracts, etc. The Applicant
recognizes and agrees that state financial assistance will be extended based on the
representations made in this assurance. This assurance is binding on the Applicant, its
successors, transferees, assignees, etc. Failure to comply with any of the above
assurances may result in suspension, termination, or reduction of grant funds.
All appropriate documentation, as outlined above, must be maintained on file by the
Applicant and available for Cal OES or public scrutiny upon request. Failure to comply with
these requirements may result in suspension of payments under the grant or termination of
the grant or both and the subrecipient may be ineligible for award of any future grants if the
Cal OES determines that any of the following has occurred: (1) the recipient has made false
certification, or (2) violates the certification by failing to carry out the requirements as noted
above.
All of the language contained within this document must be included in the award
documents for all subawards at all tiers. All recipients are bound by the Department of
Homeland Security Standard Terms and Conditions 2018, Version 8 .1, hereby incorporated
by reference, which can be found at: https://www.dhs.gov/publication/fy15-dhs-standard-·
terms-and-conditions.
The undersigned represents that he/she is authorized to enter into this agreement for
and on behalf of the Applicant.
Subrecipient: _________ __;;,C=o=u=nt:"'~-o_f_F_r.;...es,;_n...;o~:;;;::::=::;:----;r..,,-,=-=-,---
Signature of Authorized Agent: _____ L-.:::::::~::::~~:5~--~--=::::::::~~~:5~---
Printed Name of Authorized Agent: _______ N_a_th_a_n_M_a=g_si~g _________ _
Title: Chairman, Board of Supervisors Date: January 29, 2019 ------------'---------------'--------
ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors
County of Fresno, State of California
By cj\~ ~ · Deputy
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Homeland
Security
Grant
Program
2018
Section B-
Guidance
EMS-OES
Fiscal Year 2018
Homeland Security Grant Program
California Supplement to the
Federal Notice of Funding Opportunity
September 2018
DIRECTOR’S MESSAGE......................................................................... 1
SECTION 1—OVERVIEW .............................................................................................. 2
Federal Notice of Funding OpportunityAnnouncement
Information Bulletins
Purpose of the California Supplement
Key Changes to the FY 2018 Homeland Security GrantProgram
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
Law Enforcement Terrorism Prevention Activities
Management and Administration
Indirect Costs
Organization Costs – Overtime
Personnel Cap
Equipment Typing/Identification and Use
Equipment Maintenance/Sustainment
Small Unmanned Aircraft Systems
Emergency Operations Plans
Soft Targets and Crowded Places
Emergency Communications Projects
Access and Functional Needs Population
Conflict of Interest
SECTION 3—STATE CHANGES AND INITIATIVES..................................................... 9
FY 2018 Investments
California Homeland Security Strategy Goals
State Initiative Funding
“On Behalf Of”
Regional Approach
Tactical Interoperable Communications Plan(TICP)
SECTION 4—REQUIRED STATE APPLICATION COMPONENTS ............................. 11
Financial Management FormsWorkbook
Subrecipient Grants Management Assessment
Narrative Attachments
Grant Assurances
Operational Areas Only
Urban Areas Only
Fusion Centers Only
SECTION 5—THE STATE APPLICATION PROCESS................................................16
Application Submission
Late or Incomplete Application
HSGP Contact Information
Subaward Approval
SECTION 6—POST AWARD REQUIREMENTS.......................................................... 18
Payment Request Process
Advances and Interest Earned on Advances
Semi-Annual Drawdown Requirements
Modifications
Training
Exercises, Improvement Plans,and After Action Reporting
Noncompetitive Procurement
Procurement Thresholds
Performance Bond
Environmental Planning and Historic Preservation
Construction and Renovation
Inventory Control and Property Management
Equipment Disposition
Performance Reporting
Extension Requests
Progress Reports on Grant Extensions
Monitoring
Failure to Submit Required Reports
Suspension/Termination
Closeout
Records Retention
ATTACHMENTS
A-FY 2018 HSGP Allocations
B-Subrecipient Grants Management Assessment
C-FFATA Financial Disclosure
D-Sample Governing Body Resolution
E-FY 2018 HSGP Timeline
F-FY 2018 HSGP Application Checklist
1
Foreword | 2018
Director’s Message
Our communities are facing an upsurge in complex threats with radicalized individuals
increasingly impacting California. We must continue to find ways to improve our collective
efforts to safeguard our communities as we prevent, prepare for, respond to, and recover
from threats of terrorism.
By leveraging effective and efficient partnerships with the U.S. Department of Homeland
Security, Federal Emergency Management Agency, local jurisdictions, Native American
Tribes, and nonprofit organizations, California recently completed the Homeland Security
Strategy. This strategy will help us continue to maximize our resources and technical
expertise to fulfill our mission of protecting lives and property, building capabilities, and
supporting a resilient California.
As a national leader in homeland security, California implemented a cybersecurity
investment justification many years before cybersecurity initiatives became a Federal
requirement for homeland security grant funding. California’s focus on cybersecurity allows
us to support the security and functioning of critical infrastructure and core capabilities as
they relate to terrorism preparedness, and address the escalating cyber threat to networks,
personal privacy, and critical infrastructure.
Each of us has the responsibility to stay integral in our role as California’s homeland security
professionals to remain robust, resilient, and forward-leaning to combat threats facing our
great State.
To that end, I announce the California Governor’s Office of Emergency Services
Fiscal Year 2018 Homeland Security Grant Program California Supplement to the Federal
Notice of Funding Opportunity.
Sincerely,
MARK S. GHILARDUCCI
Director
2
Section 1‒ Overview | 2018
Federal Notice
of Funding
Opportunity
Announcement
In May 2018, the U.S. Department of Homeland Security
(DHS)/Federal Emergency Management Agency (FEMA) issued
the Fiscal Year (FY) 2018 Homeland Security Grant Program
(HSGP), Notice of Funding Opportunity (NOFO) found on the
California Governor’s Office of Emergency Services (Cal OES )and
FEMA websites and is available for download at
https://www.fema.gov/media-library-data/1526578809767-
7f08f471f36d22b2c0d8afb848048c96/FY_2018_HSGP_NOFO_
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.
Information
Bulletins
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-directorate-information-bulletins.
Purpose of
the California
Supplement
The FY 2018 HSGP 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 HSGP, and highlight additional
California policies and requirements applicable to the FY 2018
HSGP.
Key Changes
to the FY 2018
Homeland
Security Grant
Program
•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).
•DHS/FEMA provided an update in the NOFO regarding
allowable overtime activities, the related requirements for
obtaining overtime eligibility, and provided additional guidance
on the approval of eligible operational overtime activities.
•All emergency communications projects must align with the
Statewide Communication Interoperability Plan (SCIP), and be
coordinated with the Statewide Interoperability Coordinator
(SWIC).
3
Section 1‒ Overview | 2018
Grant
Management
Memoranda
Cal OES issues Grant Management Memoranda (GMMs) which
provide additional information and requirements regarding HSGP
funds. GMMs can be located at: https://www.caloes.ca.gov/cal-oes-
divisions/grants-management/homeland-security-prop-1b-grant-
programs/memos.
Eligible
Subrecipients
Eligible Applicants, referred to as Subrecipients, include
Counties/Operational Areas (OAs), Urban Areas (UAs), State
Agencies (SAs), Departments, Commissions, Boards, who have or
can obtain appropriate state Department of Finance budget
authority for awarded funds, and Tribes located in California.
Tribal
Allocations
The NOFO strongly encourages Cal OES to provide access to
HSGP 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.
Subrecipient
Allocations
FY 2018 HSGP Allocations are included in Attachment A.
NIMS
Implementation
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.
Supplanting 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.
Public/Private
Organizations
Subrecipients may contract with any other public or private
organizations to perform eligible activities on approved HSGP
projects.
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Section 1‒ Overview | 2018
Debarred/
Suspended
Parties
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. Subrecipients must
obtain documentation of eligibility prior to making any subaward or
contract funded by HSGP funds, and must be prepared to present
supporting documentation to monitors/auditors.
Before entering into a Grant Subaward, the Subrecipient must
notify Cal OES if it knows if any of the principals under the
subaward fall under one or more of the four criteria listed at 2
C.F.R. § 180.335. The rule also applies to Subrecipients who pass-
through funding to other local entities.
If at any time after accepting a subaward, Subrecipients learn that
any of its principals fall under one or more of the criteria listed at
2 C.F.R. § 180.335, immediate written notice must be provided to
Cal OES and all grant activities halted until further instructions are
received from Cal OES.The rule also applies to subawards passed
through by Subrecipients to local entities.
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Section 2‒ Federal Changes and Initiatives | 2018
FY 2018
Program
Priorities
DHS/FEMA annually publishes the National Preparedness Report
(NPR) to report National progress in building, sustaining, and
delivering the core capabilities outlined in the goal of a secure and
resilient Nation. This analysis provides a National perspective on
critical preparedness trends for whole community partners to use to
inform program priorities, allocate resources,and communicate
with stakeholders about issues of concern.
HSGP Subrecipients are encouraged to consider national areas for
improvement identified in the NPR, which include the following core
capabilities:
•Cybersecurity;
•Infrastructure Systems;
•Economic Recovery;
•Housing;
•Supply Chain Integrity and Security;
•Natural and Cultural Resources; and
•Risk Management for Protection Programs and Activities.
DHS does not prescribe a minimum funding amount for these
priorities.However, grant Subrecipients are required to support local,
regional,state, and national efforts in achieving the desired outcomes
of these priorities.
Law
Enforcement
Terrorism
Prevention
Activities
As in past grant years, a minimum of 25% of FY 2018 HSGP funds
must be dedicated to Law Enforcement Terrorism Prevention
Activities (LETPA). In order to leverage funds for LETPA, activities
outlined in the National Prevention Framework and National
Protection Framework are eligible for use of LETPA-focused funds.
All other terrorism prevention activities proposed for funding under
LETPA must be formally pre-approved by FEMA.Refer to IB 412
for additional information.
Management and
Administration
The Management and Administration (M&A) allowance for
Subrecipients is set at a maximum of 5% for the FY 2018 HSGP.
Indirect Costs Indirect costs are allowable under the FY 2018 HSGP Grant Award.
Subrecipients who claim indirect costs may do so,provided they
use one of the following two methods:
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Section 2‒ Federal Changes and Initiatives | 2018
Indirect Costs
(Cont.)
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 (MTDC) 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.
Organization
Costs -
Overtime
Operational overtime costs are allowable for increased security
measures at critical infrastructure sites if associated with detecting,
deterring, disrupting, and preventing acts of terrorism and other
catastrophic events.
Per page 62 of the NOFO, all operational overtime requests must
clearly explain how the request meets the criteria of one or more of
the categories listed in Table 1: Authorized Operational Overtime
Categories. Requests must address the threat environment as it
relates to the event or activity requiring operational overtime
support and explains how the overtime activity is responsive to the
threat. Post-event operational overtime requests will only be
considered on a case-by-case basis, where it is demonstrated
exigent circumstances prevented submission of a request in
advance of the event or activity.
Requests for overtime costs must be submitted to Cal OES at the
time of application. All operational overtime costs must be
formally pre-approved in writing by DHS/FEMA.
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Section 2‒ Federal Changes and Initiatives | 2018
Personnel Cap FY 2018 State Homeland Security Program (SHSP) and Urban
Area Security Initiative (UASI) funds have a personnel cap of 50%.
A Subrecipient may request this requirement be waived by
DHS/FEMA. Requests for waivers to the personnel cap must be
submitted to the Program Representative in writing on official
letterhead, with the following information:
•Documentation explaining why the cap should be waived;
•Conditions under which the request is being submitted; and
•A budget and method of calculation of personnel costs both in
percentages of the Grant Award and in total dollar amount.
Subrecipient requests to exceed the personnel cap must be
received by Cal OES at the time of application. Subaward
modifications impacting the personnel cap will be reviewed on a
case-by-case basis, and may require submittal of the above-
mentioned information.
Equipment
Typing/
Identification
and Use
Subrecipients that allocate FY 2018 HSGP 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 HSGP funds. Special rules
apply to pharmaceutical purchases, medical countermeasures, and
critical emergency supplies; refer to page 68 of the NOFO for
additional information.
Allowable HSGP equipment is listed on the Authorized Equipment
List (AEL) website at https://www.fema.gov/authorized-equipment-
list.
Expenditures for general purpose equipment are allowable if they
align to and support one or more core capabilities identified in the
National Preparedness Goal, and in addition, are sharable through
the Emergency Management Assistance Compact (EMAC) and
allowable under 6 U.S.C. § 609. Refer to the NOFO for examples of
allowable general purpose equipment.
Equipment
Maintenance/
Sustainment
Use of HSGP funds for maintenance contracts, warranties, repair or
replacement costs, upgrades, and user fees are allowable as
described in FEMA IBs 336 and 379.
Small
Unmanned
Aircraft
Systems
All requests to purchase Small Unmanned Aircraft Systems (SUAS)
with FEMA grant funding must comply with IB 426 and also 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.
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Section 2‒ Federal Changes and Initiatives | 2018
Emergency
Operations
Plans
Subrecipients must update their Emergency Operations Plan (EOP )
at least once every two years to remain compliant with the
Comprehensive Preparedness Guide 101 version 2.0.
Subrecipients will utilize the Unified Reporting Tool to report their
compliance with this reporting requirement.
Soft Targets
and Crowded
Places
States, territories, UAs, and public and private sector partners are
encouraged to identify security gaps and build capabilities that
address security needs of soft targets and crowded places,
understanding the unique challenges related to protecting locations
which are open to the public.
Emergency
Communications
Projects
All Subrecipient emergency communications projects must
describe how such activities align with the SCIP Goals.
Access and
Functional
Needs
Population
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 HSGP eligibility.
Conflict of
Interest
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 HSGP subaward within five
days of learning of the conflict of interest.
9
Section 3 ‒ State Changes and Initiatives | 2018
FY 2018
Investments
The State has prioritized the following investment strategies for the
FY 2018 subawards:
1. Strengthen Capabilities of the State Threat Assessment System
(Please note this Investment Justification is only to be used to
report on Regional Threat Assessment Center activities );
2. Protect Critical Infrastructure and Key Resources;
3. Enhance Cybersecurity;
4. Strengthen Emergency Communications Capabilities Through
Planning, Governance, Technology, and Equipment;
5. Enhance Medical and Public Health Preparedness;
6. Preventing Violent Extremism Through Multi-Jurisdictional and
Inter-Jurisdictional Collaboration and Coordination;
7. Enhance Community Resilience, Including Partnerships With
Volunteers and Community Based Organizations and
Programs;
8. Strengthen Information Sharing and Collaboration;
9. Enhance Multi-Jurisdictional/Inter-Jurisdictional All Hazards
Incident Planning, Response and Recovery Capabilities ;and
10.Homeland Security Exercise, Evaluation and Training
Programs.
California
Homeland
Security
Strategy
Goals
The State has prioritized the following California Homeland Security
Strategy Goals for the FY 2018 subawards:
1. Enhance Information Collection, Analysis, and Sharing, in
Support of Public Safety Operations Across California;
2. Protect Critical Infrastructure and Key Resources From All
Threats and Hazards;
3. Strengthen Security and Preparedness Across Cyberspace;
4. Strengthen Communications Capabilities Through Planning,
Governance, Technology, and Equipment;
5. Enhance Community Preparedness;
6. Enhance Multi-Jurisdictional/Inter-Jurisdictional All-Hazards
Incident Catastrophic Planning, Response, and Recovery
Capabilities;
7. Improve Medical and Health Capabilities;
8. Enhance Incident Recovery Capabilities;
9. Strengthen Food and Agriculture Preparedness;
10.Prevent Violent Extremism Through Multi-Jurisdictional/Inter-
Jurisdictional Collaboration and Coordination;and
11.Enhance Homeland Security Exercise, Evaluation, and Training
Programs.
State Initiative
Funding
For FY 2018, Cal OES shall retain 19% of the SHSP and 17% of
the UASI funding for the state initiatives.
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Section 3 ‒ State Changes and Initiatives | 2018
“On Behalf
Of”
Cal OES may, in conjunction with local approval authorities,
designatefunds “on behalf of” local entities who choose to decline
or fail to utilize their Grant Subaward in a timely manner.
Regional
Approach
Subrecipients must take a regional approach and consider the
needs of local units of government and applicable volunteer
organizations in the projects and activities included in their FY 2018
HSGP application.
Tactical
Interoperable
Communications
Plan (TICP)
Subrecipients are encouraged to update their Tactical Interoperable
Communications Plan (TICP) and make it available upon request.
Updating a TICP is an eligible activity under the FY 2018 HSGP.
11
Section 4 ‒ Required State Application Components | 2018
Financial
Management
Forms
Workbook
The FY 2018 Cal OES FMFW can be accessed at
https://www.caloes.ca.gov/cal-oes-divisions/grants-management/
grants-processing-programs/homeland-security-grants-processing
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 Body of 5 –Provide 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).
Planning 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 HSGP 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/
trainreq.nsf/TrainRequest?OpenForm
Exercise Ledger –Provides detailed information on grant-funded
Exercises.
M&A Ledger –Provides information on grant-funded M&A
activities.
Indirect Costs Ledger –Provides information on Indirect Costs.
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Section 4 ‒ Required State Application Components | 2018
Financial
Management
Forms
Workbook
(cont.)
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.
Subrecipient
Grants
Management
Assessment
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-
management/ homeland-security-prop-1b-grant-
programs/homeland-security-grants-program.
Narrative
Attachments
25% LETPA Requirement – Describe how the Subrecipient will
meet the minimum Federal requirement for funding LETPA.
5% M&A Cap – Describe how the Subrecipient will not exceed the
Federally mandated 5% cap on M&A.
50% Personnel Cap – Describe how the Subrecipient will not
exceed the Federally mandated 50% personnel cap.
EOP – Please describe your EOP and any progress in meeting the
requirements identified in the NOFO.
Training with After Action Report (AAR)/Exercise Detail –
Pursuant to the NOFO, all training conducted using HSGP funds
must be in support of the development or maintenance of an
identified team or capability. Additionally, all training should address
a performance gap identified through an AAR/Improvement Plan
(IP), or build a capability that will be evaluated through an exercise.
Subrecipients must explain in a narrative the type of training, the
capability, and the gap identified, and then provide access to the
AAR or its details for the upcoming exercise
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Section 4 ‒ Required State Application Components | 2018
Narrative
Attachments
(cont.)
Intelligence Analysts Certificates – Pursuant to the NOFO,
Cal OES must have certificates for completion of training for fusion
center analytical personnel. Provide copies of certificates for each
intelligence analyst.
Equipment Typing Narrative – All equipment procured under this
grant must be in support of the development or maintenance of an
identified team or capability. Please describe what typed capability
the equipment purchased with this grant supports.
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 Financial Disclosure –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 Disclosure" box at the bottom of the page
Grant
Assurances
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 HSGP 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.
Operational
Areas Only
Approval Authority Body – OAs must appoint an Anti-Terrorism
Approval Body (Approval Authority) to have final approval of the
OA’s application for HSGP funds. Each member of the Approval
Authority must provide written agreement with the OA’s application
for HSGP funds. The Approval Authority shall consist of the
following representatives, and additional voting members may be
added by a simple majority vote of the following standing members:
•County Public Health Officer or designee responsible for
Emergency Medical Services
•County Fire Chief or Chief of Fire Authority
•Municipal Fire Chief (selected by the OA Fire Chiefs)
•County Sheriff
•Chief of Police (selected by the OA Police Chiefs)
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Section 4 ‒ Required State Application Components | 2018
Operational
Areas Only
(Cont.)
NOTE: A list of the Approval Authority Body members and their
associated contact information, as well as a written agreement from
each member, must be submitted with the FY 2018 HSGP
application. Contact your Program Representative for more
information.
Governing Body Resolution – The Governing 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 anyactions necessary for each application
and subaward. All Applicants are required to submit a copy of their
FY 2018 GBR with their application. The Sample Governing Body
Resolution is found as Attachment D.
Authorized Agent Information – For each person or position
appointed by the governing body, identify the individual in the
Authorized Body of 5 ledger within the FMFW .
Urban Areas
Only
Urban Area Working Groups (UAWGs) – Membership in the
UAWG must provide either direct or indirect representation for all
relevant jurisdictions and response disciplines (including law
enforcement, fire service, EMS, and emergency management) that
comprise the defined UA. It also must be inclusive of local Citizen
Corps Council and Tribal representatives. The UAWG should also
ensure the integration of local emergency management, public
health, and health care systems into a coordinated sustained local
capability to respond effectively to a mass casualty incident.
Additional group composition criteria is found in the NOFO.
Threat and Hazard Identification and Risk Assessment (THIRA)
By December 31, 2018, FY 2018 Subrecipients are required to
submit a THIRA, using an updated methodology that assesses only
the response, recovery, and cross-cutting capabilities. Beginning in
2019, UAs will submit a THIRA every three years. An annual
capability assessment will still be required.
Stakeholder Preparedness Review (SPR) – The SPR is a grant
requirement for all states, territories, and UAs. It is an annual
capability assessment which helps jurisdictions identify capability
gaps and prioritize investment requirements to reach the targets set
in their THIRA.
Cybersecurity – Each UA must have an investment and a project in
support of Cybersecurity efforts.
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Section 4 ‒ Required State Application Components | 2018
Fusion
Centers Only
Fusion Centers are required to follow all Reporting and
Administrative Metrics for California Fusion Centers, as set forth in
the Governor’s Homeland Security Advisor/Cal OES Director’s
letter dated March 16, 2016. These operational and administrative
metrics set forth an integrated and coordinated approach for
regular and proactive information and intelligence sharing between
all fusion centers in the California State Threat Assessment
System.
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Section 5 ‒ The State Application Process | 2018
Application
Submission
Late or
Incomplete
Application
HSGP Contact
Information
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 January 15, 2019.
The FY 2018 HSGP 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)
Homeland Security Grants Unit
3650 Schriever Avenue
Mather, CA 95655
Darlene Arambula (916) 845-8427
Justin Duke (916) 845-8296
Maybel Garing-Espilla (916) 845-8429
Sally Hencken (916) 845-8367
Antoinette Johnson (916) 845-8260
Jim Lane (916) 845-8428
Joseph Purvis (916) 845-8400
Olivia Skierka (916) 845-8744
The Program Representative Regional Assignments Map is
available under “Regional Assignments” at:
https://www.caloes.ca.gov/cal-oes-divisions/grants-management/
homeland-security-prop-1b-grant-programs/homeland-security-
grants-program.
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Section 5 ‒ The State Application Process | 2018
Subaward
Approval
The Subrecipient will receive written notice of the State’s approval
of its Grant Subaward not later than 45 days after Cal OES
receives the Federal Grant Award. Subrecipient reimbursements
will not be made until all required application components have
been approved by Cal OES.
18
Section 6 ‒ Post Award Requirements | 2018
Payment
Request
Process
To request an advance or cash reimbursement of FY 2018 HSGP
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 AAR has been
posted and access to the AAR has been granted to Program
Representative Justin Duke.
Mr. Duke can be reached at (916) 845-8296 or
justin.duke@caloes.ca.gov.
Advances and
Interest
Earned on
Advances
Advance payment means a payment is requested before
Subrecipients have disbursed the funds for program purposes.
Subrecipients may be paid an advance, provided they maintain a
willingness and ability to maintain procedures to minimize the time
elapsing between the receipt of funds and their disbursement.
Federal rules require advances to be deposited in interest-bearing
accounts.Interest earned amounts up to $500 per year may be
retained by Subrecipients for administrative expense; any
additional interest earned on Federal advance payments must be
returned annually to Cal OES.
Semi-Annual
Drawdown
Requirements
All Subrecipients should be reporting expenditures and requesting
funds at least semi-annually throughout the performance period.
Semi-annual drawdowns should be occurring by March and
October of each calendar year following final approval of the
subaward application, with the exception of the final cash request,
which must be submitted within 20 calendar days of the end of the
performance period.
Modifications 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.
19
Section 6 ‒ Post Award Requirements | 2018
Training All grant training activities must receive Cal OES approval prior to
starting the training event. Cal OES shall afford Subrecipients the
opportunity to develop a “placeholder” for future training
conferences when an agenda has not been established at the time
Subrecipient applications are due. Please work with your Program
Representative and the Training Branch to identify a possible
“placeholder”for these types of training activities.
When seeking approval of non -DHS/FEMA developed courses,
course materials must be submitted with the approval requests.
Conditional approvals are not offered.
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/California-
Specialized-Training-Institute
Exercises,
Improvement
Plans, and
After Action
Reporting
Subrecipients should engage stakeholders to identify long -term
training and exercise priorities. These priorities should address
capability targets and gaps identified through the annual THIRA
and SPR process, real-world events, previous exercises, and
national areas for improvement identified in the NPR.
Subrecipients must report on all exercises conducted with HSGP
grant funds. An AAR/IP or Summary Report (for Seminars and
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.
Please ensure all AAR/IP or Summary Report documents are
encrypted (password-protected) and the password and a copy of
the AAR/IP or Summary Report is emailed to hseep@fema.dhs.gov
and Program Representative Justin Duke at
justin.duke@caloes.ca.gov via separate emails.
Subrecipients scheduled to participate in Capstone California (CC)
exercise activities should include the details in their FY 2018
application. Cal OES program staff will review applications for
adequate exercise funding for Subrecipients scheduled to
participate in CC activities within the FY 2018 HSGP grant
performance period. For exercise-related issues and/or questions,
please email the Cal OES Exercise Team at
exercise@caloes.ca.gov.
20
Section 6 ‒ Post Award Requirements | 2018
Noncompetitive
Procurement
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 Cal OES
approval. A copy of the Purchasing Agent’s approval must be included
with submission. Cal OES may request additional documentation that
supports the procurement effort.
Please note, Cal OES will not reimburse for any sole source
contracts for any terrorism -related training, regardless of the cost of
the training. Exceptions to this policy may be approved in limited
circumstances, e.g., related to a procurement effort that has resulted
in inadequate competition. The Cal OES Request for
Noncompetitive Procurement Authorization form must be submitted;
advance approval is required. Cal OES may request additional
documentation that supports the procurement effort.
Procurement
Thresholds
Effective June 20, 2018, the micro-purchase threshold was
increased from $3,500 to $10,000 and the simplified acquisition
threshold was increased from $150,000 to $250,000. These
increases apply to all Subrecipient procurements executed on or
after June 20, 2018. Refer to IB 434 for additional information.
Performance
Bond
Many Subrecipients were unable to procure large equipment items
due to vendor delivery scheduled to occur after the Federal
reporting period had expired. To assist with this issue, DHS/FEMA
allowed Subrecipients to obtain a “performance bond” wherein
Subrecipients procured the item(s) in question, paid the money up
front, and obtained a performance bond to ensure delivery of the
item within 90 days of the Subrecipient’s performance period.
Subrecipients must obtain a performance bond for any equipment
item over $250,000 or any vehicle, aircraft, or watercraft financed
with HSGP funds. Subrecipients must provide a copy of all
performance bonds to their Program Representative no later than
the time of reimbursement.
Environmental
Planning and
Historic
Preservation
DHS/FEMA is required to ensure all activities and programs that are
funded by the agency comply with Federal Environmental Planning
and Historic Preservation (EHP) regulations. Subrecipients
proposing projects or activities (including, but not limited to, training,
exercises, the installation of equipment, and construction or
renovation projects) 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.
21
Section 6 ‒ Post Award Requirements | 2018
Environmental
Planning and
Historic
Preservation
(Cont.)
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 EHP 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/ homeland-security-prop-1b-grant-
programs/homeland-security-grants-program.
Updated information on Grants Program Directorate (GPD) EHP
FEMA Policy #108-023-1 can be accessed at:
https://www.fema.gov/grant-programs-directorate-policy.
Construction
and Renovation
Project construction using SHSP and UASI funds may not exceed
the greater of $1,000,000 or 15% of the Grant Subaward. (For the
purposes of the limitations on funding levels, communications
towers are not considered construction.) 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 HSGP funds for construction
or renovation.
Inventory
Control and
Property
Management
FY 2018 HSGP 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, title information, acquisition date, cost, location, use
Inventory and condition, and ultimate disposition;
22
Section 6 ‒ Post Award Requirements | 2018
Control and
Property
Management
(Cont.)
•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.
Equipment
Disposition
When original or replacement equipment acquired under the HSGP
is no longer needed for program activities, the Subrecipient must
contact the Program Representative to request disposition
instructions.
Performance
Reporting
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 subaward is formally closed by Cal OES. Failure
to submit a BSIR could result in subaward reduction, termination, or
suspension.
To obtain access to the online GRT, please log on the DHS/FEMA
website at https://www.reporting.odp.dhs.gov. To create a new
account, please follow the instructions that read, “If 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.
Extension
Requests
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:
23
Section 6 ‒ Post Award Requirements | 2018
Extension
Requests
(Cont.)
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
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 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 IB 379 at: https://www.fema.gov/pdf/
government/grant/bulletins/info379.pdf. Extension requests for
personnel and salaries do not meet the requirements of IB 379 and
will not be granted. Subrecipients are expected to complete all
grant-funded personnel activity by the end of the subaward
performance period.
Progress
Reports on
Grant
Extensions
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.
24
Section 6 ‒ Post Award Requirements | 2018
Monitoring 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 Grant Assurances, 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.
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.
Failure to
Submit
Required
Reports
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; UASIs may have a “hold” placed on any future
reimbursements.
Suspension/
Termination
Cal OES may suspend or terminate grant funding, in whole or in
part, orother 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.
25
Section 6 ‒ Post Award Requirements | 2018
Suspension/
Termination
(Cont.)
•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.
Closeout Cal OES will close-out Subrecipient awards when it determines all
applicable administrative actions and all required work of the
Federal award have been completed. Subawards will be closed
after:
•Receiving all applicable Subrecipient reports indicating all
approved work has been completed, and all funds have been
distributed;
•All funds have been requested and reimbursed, or
disencumbered;
•Completing a review to confirm the accuracy of reported
information;
•Reconciling actual costs to subawards, modifications, and
payments; and
•Verifying the Subrecipient has submitted a final BSIR showing
all grant funds have been expended.
Records
Retention
The records retention period is three years from the date of the
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 State
Administrative Agency’s 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.
Attachment A ‒ FY 2018 HSGP Allocations | 2018
State Homeland Security Program (SHSP)
Operational Area Population Base
Amount 25% LE SHSP Total Award
(25% LE + SHSP)
ALAMEDA 1,660,202 75,000 430,497 1,291,489 1,721,986
ALPINE 1,154 75,000 19,036 57,109 76,145
AMADOR 38,094 75,000 28,198 84,593 112,791
BUTTE 227,621 75,000 75,202 225,607 300,809
CALAVERAS 45,157 75,000 29,949 89,849 119,798
COLUSA 22,098 75,000 24,231 72,691 96,922
CONTRA COSTA 1,149,363 75,000 303,803 911,411 1,215,214
DEL NORTE 27,221 75,000 25,501 76,503 102,004
EL DORADO 188,399 75,000 65,475 196,424 261,899
FRESNO 1,007,229 75,000 268,553 805,658 1,074,211
GLENN 28,796 75,000 25,892 77,675 103,567
HUMBOLDT 136,002 75,000 52,480 157,439 209,919
IMPERIAL 190,624 75,000 66,027 198,080 264,107
INYO 18,577 75,000 23,357 70,072 93,429
KERN 905,801 75,000 243,398 730,193 973,591
KINGS 151,662 75,000 56,364 169,091 225,455
LAKE 65,081 75,000 34,891 104,672 139,563
LASSEN 30,911 75,000 26,416 79,249 105,665
LOS ANGELES 10,283,729 75,000 2,569,217 7,707,652 10,276,869
MADERA 158,894 75,000 58,157 174,472 232,629
MARIN 263,886 75,000 84,196 252,589 336,785
MARIPOSA 18,129 75,000 23,246 69,739 92,985
MENDOCINO 89,299 75,000 40,897 122,691 163,588
MERCED 279,977 75,000 88,187 264,561 352,748
MODOC 9,612 75,000 21,134 63,402 84,536
MONO 13,822 75,000 22,178 66,534 88,712
MONTEREY 443,281 75,000 128,688 386,064 514,752
NAPA 141,294 75,000 53,792 161,377 215,169
NEVADA 99,155 75,000 43,341 130,025 173,366
ORANGE 3,221,103 75,000 817,616 2,452,846 3,270,462
PLACER 389,532 75,000 115,358 346,073 461,431
PLUMAS 19,773 75,000 23,654 70,962 94,616
RIVERSIDE 2,415,955 75,000 617,931 1,853,793 2,471,724
SACRAMENTO 1,529,501 75,000 398,081 1,194,245 1,592,326
SAN BENITO 57,088 75,000 32,908 98,726 131,634
SAN BERNARDINO 2,174,938 75,000 558,156 1,674,469 2,232,625
SAN DIEGO 3,337,456 75,000 846,472 2,539,417 3,385,889
SAN FRANCISCO 883,963 75,000 237,982 713,945 951,927
SAN JOAQUIN 758,744 75,000 206,926 620,778 827,704
SAN LUIS OBISPO 280,101 75,000 88,218 264,653 352,871
Attachment A ‒ FY 2018 HSGP Allocations | 2018
SAN MATEO 774,155 75,000 210,748 632,245 842,993
SANTA BARBARA 453,457 75,000 131,212 393,635 524,847
SANTA CLARA 1,956,598 75,000 504,006 1,512,017 2,016,023
SANTA CRUZ 276,864 75,000 87,415 262,245 349,660
SHASTA 178,271 75,000 62,963 188,889 251,852
SIERRA 3,207 75,000 19,545 58,637 78,182
SISKIYOU 44,612 75,000 29,814 89,443 119,257
SOLANO 439,793 75,000 127,823 383,469 511,292
SONOMA 503,332 75,000 143,581 430,744 574,325
STANISLAUS 555,624 75,000 156,550 469,651 626,201
SUTTER 97,238 75,000 42,866 128,598 171,464
TEHAMA 64,039 75,000 34,632 103,897 138,529
TRINITY 13,635 75,000 22,132 66,394 88,526
TULARE 475,834 75,000 136,762 410,284 547,046
TUOLUMNE 54,740 75,000 32,326 96,978 129,304
VENTURA 859,073 75,000 231,809 695,426 927,235
YOLO 221,270 75,000 73,627 220,882 294,509
YUBA 74,727 75,000 37,283 111,849 149,132
Total 39,809,693 4,350,000 10,960,699 32,882,101 43,842,800
Regional Threat Assessment Center (RTAC)
Region Total Award
SAN FRANCISCO BAY AREA 900,000
SACRAMENTO/CENTRAL VALLEY AREA 900,000
GREATER LOS ANGELES AREA 900,000
SAN DIEGO AREA 900,000
ORANGE AREA 300,000
Total 3,900,000
Urban Areas Security Initiative (UASI)
*A minimum of 25% of UASI funding must be utilized for Law Enforcementpurposes
Urban Area
Federal
Allocation to
Allocation to
UASI State Initiatives
ANAHEIM/SANTA ANA AREA 5,000,000 4,135,000 865,000
BAY AREA 27,500,000 22,742,500 4,757,500
LOS ANGELES/LONG BEACH AREA 68,000,000 56,236,000 11,764,000
RIVERSIDE AREA 3,000,000 2,481,000 519,000
SACRAMENTO AREA 2,500,000 2,067,500 432,500
SAN DIEGO AREA 16,700,000 13,810,900 2,889,100
Total 122,700,000 101,472,900 21,227,100
Attachment B: Subrecipient Grants Management Assessment | 2018
The attached form in PDF fillable format is available for download at:
https://www.caloes.ca.gov/cal-oes-divisions/grants-management/homeland-security-prop-1b-
grant-programs/homeland-security-grants-program
Attachment C: FFATA Financial Disclosure | 2018
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% 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
Value of
Benefits
Total
Compensation
Not Subject to FFATA Financial Disclosure
________________________________________________
Printed Name and Title
________________________________________________
Signature of Authorized Agent
________________________________________________
Date
X
Attachment D: Sample Governing Body Resolution | 2018
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 financialassistance provided by
the Federal Department of Homeland Security and subgranted through the
State ofCalifornia 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 bythe
day of ,20
(Official Position)
(Signature) (Date)
Attachment E: FY 2018 HSGP Timeline | 2018
DHS/FEMA Announcement of 2018 HSGP May 21, 2018
Cal OES Application Due to DHS June 20, 2018
DHS Award to California September 2018*
Subrecipient performance period begins September 2018*
2018 HSGP California Supplement release September 30, 2018*
Subrecipient Workshops October 2018*
Subrecipient Awards (45 days from DHS award) October 15, 2018*
Subrecipient Final Applications Due to Cal OES January 15, 2019*
Subrecipient performance period ends May 31, 2021*
Final Requests for Reimbursement due Within twenty (20) calendar days
of the grant expiration date
Cal OES’s performance period ends August 31, 2021*
* These dates are approximate and based on anticipated date of DHS award to
California
Attachment F: FY 2018 HSGP Application Checklist | 2018
Subrecipient:FIPS#:
Program Representative:
OPERATIONAL/URBAN AREAS: STATE AGENCIES / TRIBES:
Financial Management Forms Workbook Financial Management Forms Workbook
Face Sheet Face Sheet
Authorized Body of 5 Sheet Authorized Body of 5 Sheet
Project Ledger Project Ledger
Planning Ledger Planning Ledger
Organization Ledger Organization Ledger
Equipment Inventory Ledger Equipment Inventory Ledger
Training Ledger Training Ledger
Exercise Ledger Exercise Ledger
Personnel Ledger Personnel Ledger
Consultant Ledger Consultant Ledger
Management and Administration Ledger Management and Administration Ledger
Indirect Cost Ledger Indirect Cost Ledger
Authorized Agent Sheet Authorized Agent Sheet
Attachments: Attachments:
Subrecipient Grants Management
Assessment Form
Subrecipient Grants Management
Assessment Form
25% Law Enforcement –Minimum 25% Law Enforcement –Minimum
5% M&A Cap 5% M&A Cap
50% Personnel Cap 50% Personnel Cap
Training w/AAR/Exercise Detail Training w/AAR/Exercise Detail
Describe your EOP Describe your EOP
Equipment Typing Equipment Typing
Indirect Cost Rate Negotiation Agreement Indirect Cost Rate Negotiation Agreement
Intelligence Analysts Certificates
Allowability Request (Operational Overtime)
Approval Authority: Approval Authority:
Governing Body Resolution (Certified) Signature Authority –Authorized Agent
Grant Assurances (Signed Originals) Authorized Agent(s) Information Form
Contact Information for each member Grant Assurances (Signed Originals)
Authorized Agent(s) Information Form Public Records Act Notification (Signed)
Written Agreement from each member Original Counter-Signed Award Letter
Public Records Act Notification (Signed)
Original Counter-Signed Award Letter
UASI Footprint (If Applicable)
Homeland
Security
Grant
Program
2018
Section C- Governing
Body Resolution
EMS-OES
Instruction Sheet
Governing Body Resolution, Meeting Minutes, & Addendum to GBR
Purpose The purpose of the Governing Body Resolution (GBR) is to appoint
individuals to act on behalf of the governing body and the OA.
Note: Self Certifications are not accepted as a valid Governing Body
Resolution. You cannot self certify that you are an authorized agent.
Another Board member will need to sign the lower portion of the GBR.
Required
GBR-related
Application
Documents
• Governing Body Resolution (GBR)
• Meeting Minutes (associated with GBR)
• Addendum to the GBR
Authorized
Agent(s)
The Governing Body Resolution allows for the appointment of individuals
or positions. For each person or position appointed by the governing
body, you must submit the following information, with the resolution,
to Cal OES on the applicant's letterhead:
Name Title
Jurisdiction E-Mail Address
Street Address (City
& Zip Code)
Phone & Fax Numbers
Authorized
Agent Changes • If the Governing Body Resolution identified Authorized Agents by
position and/or title, changes can be made by submitting new
Authorized Agent information to Cal OES, as indicated above.
• If the Governing Body Resolution identified Authorized Agents by
name, a new Resolution is needed when any changes are made. The
information list above must also be submitted with the new
Resolution.
ATTEST:
Governing Body R.t!solution
BE IT RESOLVED BY THE Board of Supervisors -------------------------(Governing Body)
OFTHE ___________ c_ou_n_ty_of_F_r_es_n_o ____________ THAT
(Name of Applicant)
Chairman,Board of Supervisors o,n
----------------'-----"---------------' 1\. (Name or Title of Authorized Agent)
Director, Department of Public Health , OR --------------(N~a-m-e ~or __ T.,...itl_e ....,of,-A-ut.,..ho_n,_·ze_d_A_ge-n-t) __________ _
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 ___ d.ay of January , 20 1J!_
Certification
I, ______ E_rn_e_s_t B_u_d_d_y_M_e_n_d~e_s ______________ , duly appointed and
(Name)
_____ V_i_ce_-_C_h_a_ir_m_a_n _____ of the ______ c_o_u_n_ty_o_f_F_r_es_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 ______ day of ______ Ja_n_u_a_ry _____ ~, 20 19
Vice-Chairman
(Official Position)
BERNICE E. SEIDEL £ ~ 4~ ~ Clerk of the Board of Supervisors
County of Fresno, State of California
By ~ ~-Deputy
(Signature)
(Date)
Homeland
Security
Grant
Program
2018
Section D-
Workbook
EMS-OES
Use the Grant Subaward Face Sheet to apply for grant programs. Each grant program requires its own separate Grant Subaward Face Sheet.
Cal OES Section: The top 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 Award Face Sheet in portrait format. Provide an original signature
of the authorized official. The use of white out or tape is prohibited and will invalidate the signature on the Grant Subaward Face Sheet.
1. Subrecipient The Subrecipient is the unit of government or community based organization (CBO) 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 title of the Subrecipient.
1a. Federal DUNS Number Enter the full 9-digit Federal Data Universal Numbering System (DUNS) ID number for the Subrecipient. If the
(Subrecipient)Subrecipient does not yet have a DUNS number assigned, one may be obtained by contacting Dun &
Bradstreet at 866-705-5711 or at www.dnb.com. This requirement applies to federally funded grants only.
Your DUNS # must be current and active in the System for Award Management (SAM) at the time of your Award.
2. Implementing Agency Enter the complete name of the agency responsible for the day-to-day operation of the grant (e.g. Sheriff, Police
Department, or Department of Public Works). If the Implementing Agency is the same as the Subrecipient, enter
the same title again.
2a. Federal DUNS Number Enter the full 9-digit Federal Data Universal Numbering System (DUNS) ID number for the Implementing Agency. If the
(Implementing Agency)Implementing Agency does not yet have a DUNS number assigned, one may be obtained by contacting Dun &
Bradstreet at 866-705-5711 or at www.dnb.com. This requirement applies to federally funded grants only.
Your DUNS # must be current and active in the System for Award Management (SAM) at the time of your Award.
3. Implementing Agency Address Enter the address of the Implementing Agency. Provide the complete nine digit zip code (Zip+4).
4. Location of Project Enter the City and County/Operational Area where the project is located. Provide the complete nine digit zip code (Zip+4).
5. Disaster/Program Title Enter the name of the Disaster or Program providing the funds for this Grant Subaward. A disaster may be referred by the
federal declaration number. Program titles should be complete without the use of acronyms.
6. Performance Period Enter beginning and ending dates of the performance period for the grant (mm/dd/yyyy).
7. Indirect Cost Rate Indicate whether you are using the 10% de Minimis rate based on Modified Total Direct Costs (MTDC) or your cognizant
agency approved indirect cost rate agreement. A copy of the approved ICR Negotiation Agreement must be enclosed with
your application. Indicate N/A if you will not be claiming indirect costs under the award. Indirect costs may or may not be
allowable under all Federal fund sources.
8A. - 12G. Fund Allocations For each fund source used in the program, select the correct grant year and acronym from the drop down lists, the
and Total Project Cost amount of State or Federal grant funds requested, the amount of cash and/or in-kind match contributed and the resulting
totals. Please do not enter both state and federal on the same line. Block 12G should correspond to the total project cost
specified in the budget.
13. Certification Paragraph Please review the Certification Paragraph.
15. Official Authorized to sign Enter the name, title, telephone number, and e-mail address of the official authorized to enter into the Grant Subaward
for the Subrecipient for the Subrecipient as stated in Block 1 of the Grant Subaward Face Sheet (Cal OES 2-101). Enter the Payment Mailing
Address where grant funds should be sent.
16. Federal Employer ID Number Enter the 9-digit Federal Employer Identification Number for the Implementing Agency.
Provide information on the Authorized Body of 5 and additional Authorized Agents(AA).
Body of Five Signature Area Complete this area with signatures and contact information for Body of Five members. If this area does not
apply to your organization, place N/A in the first line.
Additional Authorized Agent Provide the contact information of any additional Authorized Agents (AA) or staff related to grant activities. It is
Contact Information recommended that more than one person be designated as the Authorized Agent (AA) so that if one AA is not
available, a second AA can sign the requests for reimbursements.
Ledger Type Using the drop-down list, specify what type of ledger is being completed (Initial App, Reimbursement Request,
Advance, or Modification). Complete the additional information that displays below the ledger type (Today's Date,
Expenditure Period and Request #). Ledger will not be accepted without this information.
New REIMB/MOD Request A copy of the Project Ledger can be created manually by performing the following steps:
Right click on the 'Project Leger' tab -> Select MOVE OR COPY... from the list of options -> Place
the copy before the Planning tab but after the last working Project Ledger -> Check CREATE
A COPY -> Click OK. Rename the copied project ledger appropriately to reflect a Reimbursement request or Modification.
Direct/Subaward Use the drop down list to identify if the project is Direct or Subaward.
Project Number
must be distinct for each Project.
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Project Ledger
Homeland Security
Investment Justifications
EXPLANATION
Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
INSTRUCTIONS
Link the State Investment Justification that corresponds to each projects.
Use this ledger to submit funding information for projects, as well as submitting Reimbursement Requests, Modifications, Advances, and Final
Reimbursement.
This tab provides detailed instructions on how to complete the Financial Management Forms Workbook v1.18. For further guidance, please refer to your Program Representative.
Authorized Body Of 5
14. CA Public Records Act Please review the Certification Paragraph.
TAB SECTION
Grant Subaward
Face Sheet
FMFW v1.18 - 2018
Project Title Provide a title for specified project. Title must reflect nature of work to be completed under the project.
Project Description
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column F, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curser over Column G, Row 21).
Solution Area Select a Solution Area from the drop-down list. If more than one solution area is tied to a project, replicate the project
on the following line and select the next applicable Solution Area. The line should be replicated for each applicable solution
area. (Note: the Project Number, Title, and Description do not change).
Core Capabilities Select a National Preparedness Goal (NPG) Core Capability that best corresponds to your projects.
Capability Building Select Build or Sustain Capability that corresponds to your project.
Deployable/Shareable Select Deployable, Shareable, Both, or N/A from the drop-down list.
Use pulldown menu to indicate if the project is related to an Investment awarded in a previous year.
Total Budgeted Enter the total amount of grant funding obligated 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.
Total Approved Automatic calculation of Total Approved. Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of Remaining Balance. Warning! Do not enter information in this column, contains formulas.
Percentage Expended Automatic calculation of Percentage Complete. Warning! Do not enter information in this column, contains 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.
Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
must be distinct for each Project.
Direct/Subaward Use the drop down list to identify if the project is Direct or Subaward.
Planning Activity Enter the planning activity.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be reviewed in Comments
(place curser over Column E, Row 21).
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
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-down list. The Expenditure Category will not display the drop-down list unless a Solution
Area Sub-Category is selected.
Final Product Enter a description of the final product of this planning activity. This must be a tangible item such as
a manual, procedure, etc. Please contact your Program Representative for further examples of final products.
Part of a Procurement over 150k Select YES or NO from the drop-down list.
Sole Source Involved Select YES or NO from the drop-down list.
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 cash 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 planning activity.
Total Approved Automatic calculation of total reimbursed. Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of Remaining Balance. Warning! Do not enter information in this column, contains 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 Number Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
must be distinct for each Project.
Direct/Subaward Use the drop down list to identify if the project is Direct or Subaward.
Planning
Organization
Note: Do not exceed 1000 characters (including punctuation and spaces). Word Wrap feature will terminate after this limit and text
will not be visible.
Provide a detailed description of the project.
Project Number
Supports Previous Awarded
Investment?
FMFW v1.18 - 2018
Organization Enter the organizational activity.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curser over Column E, Row 21).
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
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-down list. The Expenditure Category will not display the drop-down list unless a Solution
Area Sub-Category is selected.
Certification on File Select YES or NO from the drop-down list.
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 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 organizational activity.
Total Approved Automatic calculation of total reimbursed. Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of Remaining Balance. Warning! Do not enter information in this column, contains formulas.
Provide detailed information on Equipment that is purchased with grant funding.
Project Number Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
must be distinct for each Project.
Equipment Description & Quantity Provide a description of equipment and quantity.
AEL Number & Title Place the AEL Number and Title in these columns. The AEL Number and Title can be obtained from the following link:
https://www.fema.gov/authorized-equipment-list
SAFECOM Consult Select YES, NO, or N/A from the drop-down list.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column F, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curser over Column G, Row 21).
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
Deployable / Shareable Select Deployable, Shareable, Both, or N/A from the drop-down list
Part of a Procurement over 150k Select YES or NO from the drop-down list.
Sole Source Involved Select YES or NO from the drop-down list.
Hold Trigger Projects may be placed on EHP hold. Please select an option from drop-down list.
Approval Date Enter the approval date.
Invoice Number Enter the Invoice Number for 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. Subrecipients may use their own internal numbering
format to tag equipment. ID Tag Number must be available during monitoring visits.
Condition and Disposition Enter the condition 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.
Acquired Date Enter the date that this equipment was acquired from vendor.
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 column.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Approved Automatic calculation of total reimbursed. Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of Remaining Balance. Warning! Do not enter information in this column, contains formulas.
Provide detailed information on planned or attended training courses. 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
Training
Equipment
FMFW v1.18 - 2018
categories require the completion of the Personnel tab.
must be distinct for each Project.
Direct/Subaward Use the drop down list to identify if the project is Direct or Subaward.
Course Name Enter course name.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curser over Column E, Row 21).
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
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-down list. The Expenditure Category will not display the drop-down list unless a Solution
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:
Click on Cal OES Divisions, then click on California Specialized Training Institute. Scroll to the
bottom of the page, click on the TRAINING REQUEST FORM link.
Training Activity Please identify your training activity from the drop-down list.
Total # Trainee(s)Enter the total number of trainee(s).
Identified Host If you are not the host, please identify who is the host. For further guidance, please refer to your Program
Representative.
EHP Approval Date Enter the EHP (Environmental and Historic Preservation) approval date.
Part of a Procurement over 150k Select YES or NO from the drop-down list.
Sole Source Involved Select YES or NO from the drop-down list.
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 column.
Reimbursement Request Number Enter the Reimbursement Request number for this training activity.
Total Approved Automatic calculation of total reimbursed. Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of remaining balance. Warning! Do not enter information in this column, contains formulas.
Provide detailed information on Exercise 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.
must be distinct for each Project.
Direct/Subaward Use the drop down list to identify if the project is Direct or Subaward.
Exercise Title Enter the title of the exercise activity.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curser over Column E, Row 21).
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
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-down list. The Expenditure Category will not display the drop-down list unless a Solution
Area Sub-Category is selected.
EHP Approval 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-down list.
Identified Host If you are not the host, please identify who is the host. For further guidance, please refer to your Program Representative.
Date of AAR entered into HSEEP Enter the date that the After Action Report (AAR) was e-mailed to hseep@fema.dhs.gov.
Part of a Procurement over 150k Select YES or NO from the drop-down list.
Sole Source Involved Select YES or NO from the drop-down list.
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.
Exercise
Project Number Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
http://www.caloes.ca.gov
Project Number Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
FMFW v1.18 - 2018
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 exercise activity.
Total Approved Automatic calculation of total reimbursed.Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of remaining balance.Warning! Do not enter information in this column, contains 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.
must be distinct for each Project.
Activity Provide detailed information on M&A activity.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column C, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curse over Column E, Row 21).
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
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-down list. The Expenditure Category will not display the drop-down list unless a Solution
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 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.
Total Approved Automatic calculation of total reimbursed.Warning! Do not enter information in this column, contains formulas.
Remaining Balance Automatic calculation of remaining balance.Warning! Do not enter information in this column, contains formulas.
If claiming indirect costs under the award, provide detailed information on the total 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 (S/W), Salary, Wages and Benefits (SW&B), Total Direct Costs (TDC), Modified Total Direct Costs (MTDC), the De Minimis
Rate of 10% of MTDC (10% MTDC), or another base (Other).
must be distinct for each Project.
Provide information on who is being paid with grant funds, and what consultant/contractor costs are being charged to the grant.
must be distinct for each Project.
Consulting Firm Provide the name of the Consulting Firm and Consultant Name.
& Consultant Name
Project & Description of Services Provide detailed information on the project and description of services.
Deliverable If your consultant/contractor invoiced you for their services using a fee for each deliverable ($10,000 for a reverse
911/telephone emergency notification system), then describe the product in the Deliverable column.
Solution Area Select a Solution Area from the drop-down list.
Automatic calculation of total reimbursed.Warning! Do not enter information in this column, contains formulas.Total Approved
Automatic calculation of amount approved previous.
Amount This Request
Enter the Reimbursement Request number.
Enter the total amount of grant funding budgeted for each project in this column.
Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments (place curser
over Column C, Row 21).
Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and Project Number
Remaining Balance Automatic calculation of remaining balance.Warning! Do not enter information in this column, contains formulas.
Funding Source
Consultant/Contractor
Amount Approved Previous Warning! Do not enter information in this column, contains formulas.
For Reimbursement requests, enter the requested amount of reimbursement in this column.
Reimbursement Request Number
Enter a Percentage Rate for Indirect Cost.Rate
Budgeted Cost
ICR Base Select an ICR Base from the drop-down list.
Activity Provide detailed information on Indirect Cost activity.
Project Number Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
Project Number
Indirect Costs
M&A
FMFW v1.18 - 2018
Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list.
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-down list. The Expenditure Category will not display the drop-down list unless a Solution
Area Sub-Category is selected.
Period of Expenditure Enter the Period of Expenditure in this column.
Fee for Deliverable If your consultant/contractor invoiced you for their services using a fee for each deliverable ($10,000 for a reverse
911/telephone emergency notification system), then fill in the cost for the product in the Fee for Deliverable column.
Billable Hour Breakdown section If your consultant/contractor invoiced you for their services using an hourly rate ($50/hour for 10 hours of work), then
fill in the three (3) columns of the Billable Hour Breakdown.
Reimbursement Request Number Enter the Reimbursement Request number.
Total Cost Charged to this Grant Enter the Total Cost Charged to the Grant in this column.
Provide information on who is being paid with grant funds, and what staff costs are being charged to the grant.
must be distinct for each Project.
Employee Name Provide the name of the employee.
Project/Deliverable Provide detailed information on the project and description of services.
Funding Source Select a Funding Source from the drop-down list. A full description of the Funding Source can be viewed in Comments
(place curser over Column D, Row 21).
Discipline Select a Discipline from the drop-down list. A full description of the Disciplines can be viewed in Comments
(place curser over Column E, Row 21).
Solution Area Select a Solution Area from the drop-down 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-down list. The Solution Area Sub-Category will not display the drop-down list unless a Solution
Area Category is selected.
Dates of Payroll Period Provide the Dates of the Payroll Period.
Total Salary and Benefits Charged Provide the Total Salary and Benefits Charged for the Reporting Period.
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 Charged to the Grant in this column.
Type Select from the drop-down list to describe what type of workbook is being submitted. Available options are:
INITIAL APPLICATION, REIMBURSEMENT REQUEST, FINAL REIMBURSEMENT, MODIFICATION and ADVANCE.
Expenditure Period Dates Enter the beginning and ending expenditure period dates.
REIMBURSEMENT and FINAL REIMBURSEMENT REQUEST: Expenditure periods are decided by the Subrecipient
and can span single or multiple months at a time.
NOTE: Expenditure periods cannot cross state fiscal year. Modifications do not require expenditure period entries.
REIMB or MOD Request #Enter the REIMB or MOD Request # that is associate with the most recent request.
Amount This Request Enter the amount that is being requested.
Authorized Agent Enter the name of Authorized Agent. Sign and date after printing. Original signature required.
Send hard copy of workbook to address (provided).
Homeland Security Grant Program (HSGP), Non-Profit Security Grant Program (NSGP), and PROP 1B
Mail workbook to:California Governor's Office of Emergency Services (Cal OES)
Attention: Program Representative Name
3650 Schriever Avenue
Mather, CA 95655
Project Number Enter a three (3) digit Project Number associated with each project. Project numbers must be assigned sequentially and
Authorized Agent
Personnel
Authorized Agent sheet must accompany ALL Reimbursement Requests, Modifications, Advances, Final Reimbursement Requests, and the Initial
Application.
FMFW v1.18 - 2018
Cal OES# 019-00000
(Cal OES Use Only)
FIPS# 019-000000 vs # Subaward#
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES
GRANT SUBAWARD FACE SHEET
The California Governor's Office of Emergency Services (Cal OES), makes a Grant Subaward of funds set forth to the following:
1. Subrecipient: County of Fresno 1a. DUNS#: 556197655
2. Implementing Agency: County of Fresno
3. Implementing Agency Address: P.O. Box 11867
Street
4. Location of Project: Fresno
City
FY 2018 Homeland Security Grant Program
Fresno
City
Fresno
County
6. Performance Period:
2a. DUNS#: 556197655
9/1/18 to
93775-1800
Zip+4
93721-1915
Zip+4
5/31/21 5. Disaster/Program Title:
7. Indirect Cost Rate: • N/A; Ill 10% de Minimls; • Federally Approved ICR; _____ _
Grant Fund Source A. State B. Federal C. Total D. Cash Match E. In-Kind F. Total Match G. Total Project
Year Match Cost
8. HSGP-SHSP $1 070,199 $0
Select 9. Select $0
Select 10. Select $0
Select 11. Select $0
12. TOTALS $0 $1 070 199 $1 070 199 $0 $0 $0 $1070199
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 Subrecipient 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 Subreclplent 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 Public 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 Subrecipient: 16. Federal Employer ID Number: _9_4-_6_oo_o_5_1_2 _______ _
Name: Nathan Magsig Title: Chairman, Board of Supervisors
Telephone: 7(5,,,.5c-"9)~6-:co,..,o-,3_2o_o ____ FAX: (559) 600-7630
(area code) (area code)
Email: District5@co.fresno.ca.us
Payment Mailing Address: City: Fresno Zip+4: 93775-1800
Signature: Date: ____ J_a_n_U_a_ry~29_,~2_0_1_9 _______ _
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 Date
ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors
County of Fresno, State of California
B~.,. ~~ D~puty
Grant Subaward Face Sheet-Cal OES 2-101 (Revised 5/2017)
Cal OES Director (or designee) Date
Salutation State Zip Email
Salutation State Zip Email
lydia.carrasco@fresno.gov
dlynch@co.fresno.ca.us
(559) 493-4300 prvfd@netptc.net
(559) 324-2260 johnbi@ci.clovis.ca.us
(559) 600-8136 tgattie@fresnosheriff.org
Authorized Body of 5-Signature and Contact Information
Lydia Carrasco
CFDA #
Tom Gattie
County Public Health Officer
Municipal Fire Chief
County Sheriff
Chairman, Board of Supervisors
AUTHORIZED BODY OF 5 - SIGNATURE AND CONTACT INFORMATION
Alterations to 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.
Additional Position (Optional)
Position Signature
Mr. Angel Lopez
Contact's Name
Director
Additional Authorized Agent Contact Information
Mr.
City
P.O. Box 11867
Mr.
Mr.
Mailing AddressTitle
Assistant Sheriff
Staff Analyst P.O. Box 11867
P.O. Box 11867 Fresno
Deputy Chief
Fresno P.O. Box 11867
David Luchini
City
Fresno CA
(559) 621-2300
559-600-4065
Nathan Magsig
Title Mailing Address
Fresno
93775
Phone
dluchini@co.fresno.ca.us
559-600-406593775
CA 93775
angellopez@co.fresno.ca.us
Phone
CA
CA
559-600-4065
County of Fresno
019-000000
93775 559-600-3005
Email
Additional Position (Optional)
David Pomaville
John Binaski Fire Chief
Authorized Agent's Name
County Fire Chief Mark Johnson Fire Chief
Chief of Police
Printed Name Title
Daniel Lynch Division Manager
Phone
(559) 600-3387
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
Assistant Director
District5@co.fresno.ca.us
dpomaville@co.fresno.ca.us
FMFW v1.18 - 2018
Start Date:
End Date:
1,070,199 - - - - 1,070,199
IJ #4 Direct 001 Grant Admin
Fresno OA will utilize FY 2018 HSGP funds
to carry out it's grant management
activities. It is the Op Area's goal to
develop a standardized inventory tracking
system that all local agencies receiving
grant funds can access and update.
HSGP-SHSP PH M&A Operational Coordination Sustain Shareable No 52,842 52,842
IJ #4 Direct 002 Indirect Cost Indirect Cost HSGP-SHSP PH Indirect Cost Operational Coordination Sustain Shareable No 5,284 5,284
IJ #4 Subaward 003 Radio Upgrade Project
Provide the necessary equipment to
adequately communicate between multiple
disciplines/agencies. The multi-agency Fire
discipline will be purchasing 80 Multi-
Channel digital radios that are versatile in
various elevations and terrains. The radios
HSGP-SHSP FS Equipment Operational Communications Sustain Shareable FY17; IJ #4 200,000 200,000
IJ #9 Subaward 004 Personal Protective Equipment
Purchase of specialized personal protective
gear to improve response to CBRNE and all
hazards. The multi-agency Fire discipline
will be purchasing 50 SEI Certified NFPA
1971, 2007 personal protective helmets,
100 pairs of NFPA 1971 - 2007 Edition
HSGP-SHSP FS Equipment Fire Management and Suppression Sustain Shareable No 100,000 100,000
IJ #9 Subaward 005 (4) SCBA Units
Purchase of (2) SCBA units for the fire
disciplince. To be used as Search and
Rescue equipment to improve Search and
rescue during CBRE and all other
emergency response.
HSGP-SHSP FS Equipment Fire Management and Suppression Build Shareable No 40,000 40,000
IJ #4 Direct 006 Voting System Upgrade
Project that provides redundancy and
expansion for EMS, Fire, and Law
communications. Adding to the diversity of
communications systems. Including
Redundant Paths and Physical Routes, and
Switching and packet re-route capabilities.
HSGP-SHSP EMS Equipment Operational Communications Sustain Shareable No 320,000 320,000
IJ #9 Subaward 007 Helmet, Vest Personal Protective Equipment HSGP-SHSP LE Equipment Operational Coordination Sustain Shareable FY17; IJ #9 70,000 70,000
IJ #9 Subaward 008
Explosive Device Mitigation and
Remediation Equipment EOD ROBOT HSGP-SHSP LE Equipment Mass Search and Rescue Operations Sustain Shareable No 42,073 42,073
IJ #9 Subaward 009 Training LE Training HSGP-SHSP LE Training Intelligence and Information Sharing Sustain Shareable No 10,000 10,000
IJ #2 Subaward 010 Video Infrastructure Detection HSGP-SHSP LE Equipment Infrastructure Systems Sustain Shareable FY17; IJ#2 205,000 205,000
IJ #2 Subaward 011 Video Infrastructure Project Law Enforcement/Anti-Terrorism Planning HSGP-SHSP LE Organization Infrastructure Systems Sustain Shareable FY17; IJ#2 25,000 25,000
PROJECT LEDGER
Alterations to 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.
Deployable /
Shareable
Supports Prev
Awarded
Investment?
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
LEDGER TYPE:
Subgrant
Performance
Period
Discipline
Today's Date 4/18/2018
Amount This
Request
Initial Application
CFDA #
Approval: Cal
OES ONLY
Match Amount Percentage
Expended
Total
Approved
Remaining
Balance
Date & Initials
(Prog. REP.):
Request #
Solution Area Capability
BuildingProject Title
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
State
GoalsIJ
Amount
Approved
Previous
Project Description
County of Fresno
019-000000
Direct /
Subaward
Funding
Source
Project
Number
Total
Budgeted
Cost
Core
Capability
FMFW v1.18 - 2018
Start Date:
End Date:
- - - - -
Alterations to 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.
Project
Number
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
PLANNING
CFDA #
LEDGER
TYPE:
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
County of Fresno
Planning Activity Funding
Source Discipline
Part of a
Procurement
over 150k
Sole Source
Involved
019-000000
Direct/Subaward Final Product
Solution Area
Sub-Category
Expenditure
Category
Budgeted
Cost
Amount
Approved
Previous
Amount This
Request
Today's Date
Total
Approved
Remaining
Balance
REIMB
Request #
Subgrant
Performance
Period
Approval: Cal
OES ONLY
Initial Application
Date &
Initials (Prog.
REP.):
4/18/2018
Request #
FMFW v1.18 - 2018
Start Date:
End Date:
25,000 - - - 25,000
11 Subaward
Video Infrastructure Protection Program grant
manager/administrator HSGP-SHSP LE
Equip/Resource
/Project Mgt.Staff No Staffing 25,000 25,000
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
ORGANIZATION
CFDA #
LEDGER
TYPE:Initial ApplicationCounty of Fresno
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
Remaining
Balance
Approval: Cal
OES ONLY
Date & Initials
(Prog. REP.):
Alterations to 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.
4/18/2018Today's Date019-000000
Request #
Total
Approved
REIMB
Request #
Project
Number
Amount This
RequestOrganizationDirect/Subaward Funding
Source Discipline Solution Area
Sub-Category
Subgrant
Performance
Period
Detail Budgeted
Cost
Amount
Approved
Previous
Expenditure
Category
Certification
on File
FMFW v1.18 - 2018
Start Date:
End Date:
- - 977,073 977,073 (977,073)
003 Bendix King P150 CMD P25 compliant 06CP-01- Radio, Yes HSGP-SHSP FS Interoperable Deployable No No No hold 200,000 200,000 (200,000)004 Structural Firefighter Helmets (50) 01SF-01- Helmet, N/A HSGP-SHSP FS Personal Deployable No No No hold 40,000 40,000 (40,000)004 Structural Firefighter Gloves (100) 01SF-01- Gloves, N/A HSGP-SHSP FS Personal Deployable No No No hold 20,000 20,000 (20,000)004 Structural Firefighter Hoods (80) 01SF-01- Hood, N/A HSGP-SHSP FS Personal Deployable No No No hold 40,000 40,000 (40,000)005 SCBA Units (2) 01AR-01- SCBA,CRN N/A HSGP-SHSP FS CBRNE Search Deployable No No No hold 40,000 40,000 (40,000)
007 Ballistic Vests (30EA) 01LE-01-
VEST Helmet, Vest N/A HSGP-SHSP LE
Personal
Protective
Equipment
Deployable No No
No hold
indicated 70,000 70,000 (70,000)
008 EOD Robot (2 EA) 02EX-02TLB
Tools, Bomb
Disabling No HSGP-SHSP LE
Explosive Device
Mitigation and
Remediation
Equipment
Deployable No No
No hold
indicated 42,073 42,073 (42,073)
006 Voting System Upgrade 04HW-01- Hardware, Yes HSGP-SHSP EMS Information Deployable No No No hold 320,000 320,000 (320,000)
010 Video Assessment Systems ( 1 system
with many components)
14SW-01-
VIDA
Video
Assessment,
Security
System
No HSGP-SHSP LE
Physical Security
Enhancement
Equipment
Shareable Yes No EHP 205,000 205,000 (205,000)
Initial Application
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
EQUIPMENT
CFDA#Alterations to 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
Subgrant
Performance
Period Date &
Initials (Prog.
REP.):
Remaining
Balance
REIMB
Request #
LEDGER
TYPE:
Project
Number
019-000000
ID Tag
Number Acquired Date Budgeted
Cost
Amount
Approved
Previous
Deployed
Location
Approval: Cal
OES ONLY
Total ApprovedAmount This
RequestEquipment Description & (Quantity) AEL# AEL Title
SAFECOM
Consult
Condition &
Disposition
Deployable /
Shareable
Solution Area Sub-
Category
Part of a
Procurement
over 150k
Sole Source
Involved Hold TriggerDisciplineFunding
Source
April 18, 2018
Request #
Today's Date
Approval
Date
Invoice
Number Vendor
FMFW v1.18 - 2018
Start Date:
End Date:
10,000 - - - 10,000
011 Subaward
Purchase of specialized training
specific to breaching and the reaction
to high intensity situations
HSGP-SHSP LE Staff Expenses OT/Backfill Classroom 4 No No 10,000 10,000
Amount
Approved
Previous
EHP Approval
Date
Subgrant
Performance
Period
REIMB
Request #
Date & Initials
(Prog. REP.):
Part of a
Procurement
over 150k
Budgeted
Cost
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
County of Fresno
CFDA#
LEDGER
TYPE:
019-000000
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
Alterations to 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.
TRAINING
Total
Approved
Amount This
Request
Remaining
Balance
Approval: Cal
OES ONLY
Project
Number
Sole Source
Involved
Identified
Host
Feedback
Number
Training
Activity
Total #
Trainee(s)Direct/Subaward Funding
Source
Solution Area
Sub-Category
Expenditure
CategoryCourse Name Discipline
April 18, 2018
Request #
Today's Date
FMFW v1.18 - 2018
Amount
Approved
Previous
EHP Approval
Date
REIMB
Request #
Part of a
Procurement
over 150k
Budgeted
Cost
Total
Approved
Amount This
Request
Remaining
Balance
Project
Number
Sole Source
Involved
Identified
Host
Feedback
Number
Training
Activity
Total #
Trainee(s)Direct/Subaward Funding
Source
Solution Area
Sub-Category
Expenditure
CategoryCourse Name Discipline
FMFW v1.18 - 2018
R
Start Date:
End Date:
- - - - - -
Project
Number
Remaining
Balance
Total
Approved
Amount
Approved
Previous
Sole Source
Involved
REIMB
Request # Exercise Activity Budgeted
Cost
Part of a
Procurement
over 150k
Amount This
RequestDirect/Subaward
LEDGER
TYPE:
EHP Approval
DateDisciplineFunding
SourceExercise Title Solution Area Sub-
Category
Date of
Exercise Identified Host
Date of AAR
entered into
HSEEP
Expenditure
Category
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
EXERCISE
CFDA #
Approval: Cal
OES ONLY
Date & Initials
(Prog. REP.):
019-000000
Subgrant
Performance
Period
County of Fresno
Alterations to 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.
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
Request #
Today's Date
FMFW v1.18 - 2018
Start Date:
End Date:
52,842 - - - - 52,842
001 Grant Administration HSGP-SHSP PH Grant Admin Staff Salaries Staffing 52,842 52,842
Project
Number
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
M&A
CFDA #
LEDGER
TYPE:Initial ApplicationCounty of Fresno
Alterations to 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.
019-000000
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
Subgrant
Performance
Period
Total
Approved
Remaining
Balance
Budgeted
Cost
Amount
Approved
Previous
Amount This
Request
April 18, 2018
Request #
Today's Date
Approval: Cal
OES ONLY
REIMB
Request #
Date & Initials
(Prog. REP.):
DetailExpenditure
CategoryActivityFunding
Source Discipline Solution Area
Sub-Category
FMFW v1.18 - 2018
Start Date:
End Date:
- - - - - -
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
MATCH
CFDA #
County of Fresno
Alterations to 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.
LEDGER TYPE:
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
Subgrant
Performance
Period
Date & Initials
(Prog. REP.):
Approval: Cal
OES ONLY
Project
Number Direct/Subaward Match Description (Include AEL if applicable)
Match by
Funding
Source
Discipline Solution Area
Sub-CategorySoluation Area Total Match
Expended
Remaining
Balance
Percentage
Expended
Expenditure
Category
Type of
Match
Total
Obligated
Match
Previous
Match
Expended
Current
Match
REIMB Request
#
019-000000
Request #
Today's Date
FMFW v1.18 - 2018
Start Date:
End Date:
- - 5,284 - 5,284 (5,284)
001 HSGP-OPSG HSGP-SHSP
Facility &
Administration 10% De Minimis 5,284 5,284 (5,284)
Amount This
Request
Funding
Source
Solution Area Sub-
CategoryActivity ICR Base
Project
Number
019-000000
REIMB
Request #
Total
Approved
Remaining
BalanceRateBudgeted
Cost
Amount
Approved
Previous
Request #
Today's Date
Subgrant
Performance
Period
Approval: Cal
OES ONLY
Date & Initials
(Prog. REP.):
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
INDIRECT COSTS
CFDA #
LEDGER
TYPE:
Alterations to 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
FMFW v1.18 - 2018
Start Date:
End Date:
- - - - - -
Organization Incr Threat Levels
Consultant/Contra
ctor Fee
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
Alterations to 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.
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
CONSULTANT / CONTRACTOR
CFDA #
LEDGER
TYPE:County of Fresno
019-000000 Today's Date
Total Salary &
Benefits charged
for this Reporting
Period
Hourly/Billing
Rate
Total Project
Hours
Solution Area Sub-
CategorySolution Area Expenditure
Category
Subgrant
Performance
Period
REIMB
Request #
Total Cost
Charged to
Grant
Date & Initials
(Prog. REP.):
Billable Hour Breakdown
Approval: Cal
OES ONLY
Project
Number
Consulting Firm &
Consultant Name Project & Description of Services Deliverable
Request #
Period of
Expenditure
Fee for
Deliverable
FMFW v1.18 - 2018
Start Date:
End Date:
- - - - -
019-000000
Employee Name Project/Deliverable
Project
Number
Total Cost Charged
to Grant
REIMB
Request #
Funding
Source Discipline
Date &
Initials (Prog.
REP.):
Subgrant
Performance
Period
Approval: Cal
OES ONLY
Solution Area Sub
Category
Dates of
Payroll Period
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
PERSONNEL
CFDA #Alterations to 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.
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
County of Fresno
Solution Area
Total Salary &
Benefits charged
for this Reporting
Period
Total Project
Hours
Request #
LEDGER TYPE:
Today's Date
FMFW v1.18 - 2018
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (cal OES)
Alterations tv this document may result in delayed application approval modification requests, or reimbursement requests.
SUbredpients may be asked to revise and/or re-submit any altered Financial Management Forms Workbook.
County of Fresno
019-000000
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:
I~ ~,;~:~:,;q~:ii~~:~ ::~:"i~)::½~~~:~i ~::~~~~f ;,~ ~>n:' 3~~,~~~:?~::~rX~j']:, :J,j
(Beginning Expenditure Period Date)
jf""~ 1
:•~fi~~~i0!:[,: 1~(,:7:~f{'t~~~?;~c2t~~~i~lil1~)~~~~~r: :J
(REIMB or MOD Request#)
through 1~c <; :~s;i";a:i, ~l',~~}~~r~:~ ,~~?~;'~, '~:r::i'.~ ~~!~:', /,~l1~?~::, ~~· ~d
(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 aa:urate, 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 lltle 18, Section 1001 and lltle 31, Sections 3729-3730 and 3801-3812}. For HSGP: All equipment and training procured under this grant must be in support of the development or maintenance of an identified team or
capability.
Nathan Magsig, Chairman, Board of Supervisors January 29,2019
Printed Name and Title Signature of Authorized Agent Date
Please reference the Instructions Page under the "Authorized Agent" section for instructions/address on where to mail workbook
ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors :cf:;;n~:;;lifom;a Dep,ty
FMFW vl.18 -2018
019-000000
PERIOD (Month/Yr. through Month/Yr.):
INDIRECT COST RATE FOR PERIOD:
ICR Base:10% De Minimis
Planning -
Organization -
Training -
Exercise -
M&A 52,842 52,842
Sub-Total Eligible Direct Costs 52,842 - 52,842
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Sub-Total Eligible Subaward Costs - - -
52,842
-
Costs Applicable to ICR
Costs Applicable to ICR
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)
INDIRECT COSTS - SUMMARY RECAP OF COSTS CLAIMED
County of Fresno
DIRECT COSTS Total Costs
Alterations to 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.CFDA #
Less Excluded Contract Costs
Total Allowable Indirect Costs
Warning! Decimal usage is not allowed. Attempts to use decimals will prompt error message.
TOTAL APPLICABLE COSTS TO ICR
SUBAWARDS Total Costs Less Excluded Contract Costs
FMFW v1.18 - 2018
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 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, 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 receive?
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 on how you 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 years
<3 years
>10 grants
$ 10,000,000
Yes
Yes
Annually
No
Select
Yes
Sometimes
3-5 years
Yes
Certification: This is to certify that, to the best of our knowledge and belief. the data furnished above is accurate,
complete and current.
Date:
January 29,2019
Print Name: Print Title:
Nathan Magsig Chairman, BOS
ATTEST:
_ BERNICE E. SEIDEL
Subrecipient Grants Management Assessment (New 8/2017) ; ', Clerk of the Board of Supervisors
1 County of Fresno, State of California
By~.f)e ,1 (\,. & Deputy
Attachment C: FFATA Financial Disclosure 2018
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 GPO Information Bulletin No. 350.
If the Subrecipient in the preceding year received 80% 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.
[X) Not Subject to FFATA Financial Disclosure
Nathan Magsig, Chairman Board of Supervisors
Signature of Authorized Agent
January 29,2019
Date ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors ,
County of Fre!\no, State of California
Bd_a~) ~, t) Deputy
Application/Agreement Between the County of Fresno and California
Governor’s Office of Emergency Services (CAL OES)
Name:FY 2018 Cal OES Homeland Security Grant Program Application/Agreemen t
Fund/Subclass: 0001/10000
Organization #:56204607
Revenue Account #: 4380