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Home My WebLink AboutAgreement A-25-076 with Cal OES.pdf CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES(Cal OES) Agreement No. 25-076 (Cal OES Use Only) Cal OES# APS# 019-00000 1 VS# Subaward# 2024-0050 CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES GRANT SUBAWARD FACE SHEET The California Governors Office of Emergency Services(Cal OES)hereby makes a Grant Subaward of funds to the following: 1. Subrecipient County of Fresno la.UEI: GLP5PZLWSZEI 2. Implementing Agency: Fresno County Office of Emergency Services 2a.UEI: GLP5PZLWSZEI 3. Implementing Agency Address: 1221 Fulton Street Fresno 93721-1915 (Street) (City) (Zip+4) 4. location of Project: Fresno Fresno 93721-1915 (City) (County) (Zip+4) 5. Disaster/Program Title: Emergency Management Performance Grant 6. Performance/ July 1,2024 to June 30,2026 Budget Period: (Start Date) (End Date) 7. Indirect Cost Rate: N/A Federally Approved ICR(if applicable): N/A T Item Grant Fund A.State B.Federal C.Total D.Cash Match E.In-Kind Match F.Total Match G.Total Cost Number Year Source 8. 2024 EMPG $300,704 $300,704 $300,704 $300,704 $601,408 9. 10. 11. 12. Total Project Cost $300,704 $300,704 $300,704 $300,704 $601,408 13.Certification-This Grant Subaward consists of this title page,the application for the grant,which is attached and made a part hereof,the Assurances/Certifications,and any attached Special Conditions.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 Subrecipient 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 7920 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 Name: Ernest Buddy Mendes Title: Chairman of the Board of Supervisors of the County of Fresno Payment Mailing Address: P.O.Box 11867 City: Fresno Zip Code+4: 93775-1867 Signature: Date: 16.Federal Employer ID Number: 617 FOR Cal OES USE ONLY) I hereby certify upon my personal knowledge that budgeted funds are available far the period and purposes of this expenditure stated above. (Cal OES Fiscal Officer) (Date) (Cal OES Director or Designee) (Date) ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors County of Fresno,State off California By FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Grant Subaward Face Sheet Cal OES 2-101 (Revised 05/2023) CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) AUTHORIZED AGENT AND CONTACT INFORMATION County of Fresno Request Type Initial Application 019-00000 2024-0050 iCalOESApproval LS 1/21/25 Salutation Authorized Agent Address city Zip Phone Email Name Mr. Ernest Buddy Mendes Chairman,Board of Supervisors P.O.Box 1 1867 Fresno 93775-1867 559-600-4000 Districtl @fresnocountvca.aov Mr. David Luchini Director,Department of Public P.O.Box 11867 Fresno 93775-1867 559-600-3200 dluchini@fresnocountvca.aov Health Mr. Joe Prado Assistant Director,Department P.O.Box 11867 Fresno 93775-1867 559-600-3200 of Public Health jo a rado@fresnocountvca. ov Mr. Daniel Lynch Division Manager,Emergency P.O.Box 11867 Fresno 93775-1867 559-600-4065 dlvnch@fresnocountvca.aov Services NOTE: Authorized Agents must be designated,by name or title,in the Governing Body Resolution. Modifications will require additional documentation. Salutation Point of Contact(POC) Zip Name Mr. David Luchini Director,Department of Public P.O.Box 11867 Fresno 93775-1867 559-600-3200 dluchini@fresnocountyca.aov Health Mrs. Sarah Villa Staff Analyst P.O.Box 11867 Fresno 93775-1867 559-600-4065 savilla@fresnocountvca.aov Mrs. Terri Mejorado Emergency Manager P.O.Box 11867 Fresno 93775-1867 559-600-4065 tmejorado@fresnocountyca.aov Mr. Daniel Lynch Division Manager,Emergency P.O.Box 11867 Fresno 93775-1867 559-600-4065 dlvnch@fresnocountvca.aov Services FY 2023 EMPG FMFW(Macro)v.23 1 of 1 AA Info CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) PROJECT LEDGER County of Fresno Rcq,est Type Initial Application 019-00000 2024-0050 Award TotaeIM of BAE xp Exp POP Start Date July 1,2024 $300,704 Tote POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Total Previously Expenditures State Direct/ Project Solution Solution Area Core Capability Deployable/ Amount Total Remaining Percent Goals Suboward Project Description Area Sub-Category Capabilities Building Shareable Budgeted Approved This Request Approved T/Date Balance Expended Cost Amount (w/Matchl $300,704 $300,704 Emergency Management staff will be responsible for all aspects of the day to day operations of the Operational Area's emergency management program. Fresno County Staff will carry out functions such as maintaining the Operational Goal#6 Direct A Emergency EOC and other response resources,participating in Organization Staffing Sustain Both 260,893 260,893 Management Staff scheduled meetings and exercises with other local Coordination partner agencies,facilitating emergency management training,updating and development of plans and responding to emergency events. Continue ongoing imp emen a on ofthe nsis I nforrnation Management System(WebEOC)to enable Crisis Information more effective sharingMari of information both day to day Mntenance Intelligence and Goal#6 Direct B Management System- and during emergencies.Funds will be used to pay User fees Information Sustain N/A 29,811 29,811 WebEOC annaul support fees.AEL#:04AP-05-CDSS,AEL Title: &Sus}ainment Sharing Systems and Tools,ICS,Duration of Services 9/10/24 to Fresno County Provide training opportunities for emergency management staff to enhance their abilities to carry Operational Goal#6 Direct C Emergency out their responsibilities.This project will fund tuition Training Staff Expenses Coordination Sustain N/A 10,000 10,000 Management Training and travel costs for trainings. FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Project Ledger CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) PLANNING County of Fresno Request Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Noncompetitive Direct/ Planning Solution Area Expenditure Final Hold Approval Budgeted Previously Amount Total Remaining Protect Subaward Activity Sub-Category Category Product Procurement Trigger Date Cost Approved This Request Approved Balance over 250k Amount N/A FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Planning CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) ORGANIZATION County of Fresno Request Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Previously Direct/ Solution Area ILxpenditure Budgeted Amount Total Remaining Project Subaward Organization Sub-Category Category Cost Approved This Request Approved Balance Amount 260,893 $260,893 A Direct Fresno County Office of Staffing Staff Salaries Staffing 260,893 260,893 Emeraency Services FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Organization CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) QUIPMENT County of Fresno Ledger Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 %of Federal Funds Noncompetitive Previously Equipment Description AEL $AFECOM Solution Area Invoice ID Tog Condition 8 Deployed Acquisition Hold Approval Budgeted mount Total Remaining Project AELB vendor Used in the Procurement Approved(include Qty.) Title Compliance Subcategory Number Number Purchase Disposition Locafion Date over$250k Trigger Date Cost Amount Ihi3 Request Approved Balance N/A FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Equipment CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) RAINING County of Fresno Ledger Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal DES Approval LS 1/21/25 Noncompetitive Previously Dlrecf/ Courae Solution Area Expenditure Feedback training Total#of Identified Hold Approval Budgeted Amount Total Remaining Project Subaward Name Sub-Category Category Number Activity Trainees Host Procurement Trigger Date Cost Amount This Re uest Approved Balance g ry g y � l j over 250k gg Amount 9 PP $10,000 $10,000 C Direct CESA Conference Staff Expenses Tuition Classroom No N/A 4,000 4,000 and Training-Tuition C Direct CESA Conference Staff Expenses Travel Classroom No N/A 6,000 6,000 and Training-Travel FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Training CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) XERCISE County of Fresno Ledger Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Project E-mailed to Procurement Approved Di Exercise Solution Area Expenditure Exercise Identified Date of Date AAR/IP Noncompetitive Hold Approval Budgeted Previously Amount Total Remaining Subawaward Title Sub•CaTegory Category Type Host Exercise HSEEP over 5250k Trigger Dafe Cosf Amount this Request Approved Balance N/A FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Exercise CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) County of Fresno Request Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Solution Area Expenditure Budgeted Previously Amount Total Remaining Project Activity Sub-Category Category Detail Cost Approved This Request Approved Balance Amount N/A FY 2023 EMPG FMFW(Macro)v.23 1 of 1 M&A CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) County of Fresno Request Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Solution Solution Area T Total Previously Type of Current total Match Reaining Percentage Project Project Title Match Description Budgeted Expended ne Area Sub-Category Match Match Match Match Expended Balance Expended $300,704 JERISM,704ME A Direct Fresno County Emergency Project A is 100%cash match from County/Local funds-for staff Organization Staffing Cash Match 260,893 260,893 Manaaement Staff salaries and benefits. B Direct Crisis Information Management Project B is 50%cash match from County/Local funds-for WebEOC Maintenance& User fees Cash Match 29,811 29,811 System-WebEOC user fees. SustainmenT Fresno County Emergency Project C is 50%cash match from County/Local funds-for training C Direct Training Staff Expenses Cash March 10,000 10,000 Manaaement Trainina costs. FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Match CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) CONSULTANT/CONTRACTOR County of Fresno Ledger Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Consulting Firm/ Project/ Solution Solution Area Expenditure Noncompetitive Hold Approval Period of Fee for Total Cost Charged Project Consultant Name Description of Services Deliverable Area Sub-Category category Procurement Trigger Date Expenditure Deliverable to Grant over$250k Crisis Information Management System (WebEOC)to enable more effective Emergency Maintenance& Consultant/ B Web EOC sharing of information both day to day Management Software SusTainment User fees Contractor Fee No N/A and during emergencies.Funding used for annual support fees FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Consultant-Contractor CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) PERSONNEL County of Fresno Ledger Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Project/ Solution Solution Area Dates of Payroll Total Salary&BenefitsTotal Project Total Cost Charged Project Employee Name Deliverable Area Sub-Category Period Charged for this Hours to Grant Reporting Period A Theresa Mejorado Emergency Manager Organization Staffing A David Davis Emergency Management Specialist Organization Staffing A Jason Passmore Emergency Management Specialist Organization Staffing FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Personnel CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) INDIRECT COSTS County of Fresno Ledger Type Initial Application 019-00000 2024-0050 POP Start Date July 1,2024 POP End Date June 30,2026 Cal OES Approval LS 1/21/25 Previously Solution Area Budgeted Amount Total Remaining Project Activity Sub-Category ICR Base Rate Cost Approved This Request Approved Balance Amount N/A FY 2023 EMPG FMFW(Macro)v.23 1 of 1 Indirect Costs CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) INDIRECT COSTS-SUMMARY RECAP OF COSTS CLAIMED County of Fresno Ledger Type Initial Application 019-00000 2024-0050 Cal OES Approval LS 1/21/25 FUNDING SOURCE ICR PERIOD(Mo/Yr through Mo/Yr) INDIRECT COST RATE FOR PERIOD ICR BASE EMPG N/A (Select) DIRECT COSTS TOTAL COSTS LESS DISTORTING COSTS COSTS APPLICABLE TO ICR Planning Organization Training Exercise M&A SUBTOTAL ELIGIBLE DIRECT COSTS SUBAWARDS TOTAL COSTS LESS EXCLUDED SUBAWARD COSTS COSTS APPLICABLE TO ICR SUBTOTAL ELIGIBLE SUBAWARD COSTS TOTAL DIRECT COSTS TOTAL ALLOWABLE INDIRECT COSTS TOTAL BUDGETED INDIRECT COSTS FY 2023 EMPG FMFW(Macro)v.23 1 of 1 ICR CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES(Cal OES) AUTHORIZED AGENT R` NOTE: Unauthorized alterations will delay the approval of this request. County of Fresno ALN: EMPG 97.042 019-00000 2024-0050 Supporting Information for Application, Modification, or Request for Federal Funds This claim is for costs incurred within the grant performance period. This request is for a/an: Initial Application July 1, 2024 through June 30, 2026 Beginning Performance Period Date Ending Performance Period Date Request# Amount This Request Under Penalty of Perjury, I certify that: I am the duly authorized officer of the claimant herein. This claim is true,correct,and all expenditures were made in accordance with applicable laws,rules,regulations,and grant conditions and assurances. Statement of Certification - Authorized Agent By signing this report,I certify,to the best of my knowledge and belief,that the report is true,complete,and accurate,and that the expenditures,disbursements,and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false,fictitious,or fraudulent information,or the omission of any material fact,may subject me to criminal,civil or administrative penalties for fraud,false statements,false claims or otherwise. (U.S.Code Title 18,Section 1001 and Title 31,Sections 3729-3730 and 3801-3812). Ernest Buddy Mendes P.O. Box 11867 Printed Name of Authorized Agent Payment Address Chairman of the Board of Supervisors of the County of Fresno Fresno , CA 93775-1867 Title of Authorized Agent City,ZIP a - 25-aoa5 Signature of uthorized Agent Date ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors County of Fresno,State of California FY 2023 HSGP FMFW(Macro)v.23 1 of 1 AA Approval By eputy CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES SUBRECIPIENT GRANTS MANAGEMENT ASSESSMENT Subrecipient:COUNTY OF FRESNO UEI #GLP5PZLWSZ FIPS#:19-00000 Grant Disaster/Program Title:EMERGENCY MANAGEMENT PERFORMANCE GRANT Performance Period:07/01/24 to 06/30/26 1 Subaward Amount Requested: $ 300,704 Type of Non.-Federal Entity ❑ State Govt 0 Local Govt ❑ JPA ❑ Non-Profit ❑ Tribe Check Applicable Box Per Title 2 CFR § 200.332, Cal OES is required to evaluate the risk of noncompliance with federal statutes, regulations and grant terms and conditions posed by each subrecipient of pass-through funding.This assessment is made in order to determine and provide an appropriate level of technical assistance, training, and grant oversight to subrecipients for the award referenced above. The following are questions related to-your organization's experience in the management of federal grant awards.This questionnaire must be completed and returned with your grant application materials. For purposes of completing this questionnaire,grant manager is the individual who has primary responsibility for day-to-day administration of the grant, bookkeeper/accounting staff means the individual who has responsibility for reviewing and determining expenditures to be charged to the grant award, and organization refers to the subrecipient applying for the award, and/or the governmental implementing agency, as applicable. Assessment Factors Response 1. How many years of experience does your current grant manager have managing >5 years grants? 2. How many years of experience does your current bookkeeper/accounting staff have >5 years managing grants? 3. How many grants does your organization currently receive? 3-10 gran 4. What is the approximate total dollar amount of all grants your organization receives? $39,278,782 5. Are individual staff members assigned to work on multiple grants? Yes 6. Do you use timesheets to track the time staff spend working on specific Yes activities/projects? 7. How often does your organization have a financial audit? Periodically 8. Has your organization received any audit findings in the last three years? Yes 9. Do you have a written plan to charge costs to grants? Yes 10. Do you have written procurement policies? Yes 11. Do you get multiple quotes or bids when buying items or services? Always 12. How many years do you maintain receipts, deposits, cancelled checks, invoices? >5 years 13. Do you have procedures to monitor grant funds passed through to other entities? Yes Certification: This.is to certify that,.to the best of our knowledge and belief, the data furnished above is accurate, complete and current. Signature: (Authorized Agent) Date: a �as-aoas Print Name and Title: Phone Number: Eme Buddy Mendes,Chairman of the Board of Supervisorsof the County of Fresno (559) 600-4000 Col`OES Staff Only.,SUBAWARD # ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors Subrecipient Grants Management Assessment (Rev.3/17/22) County of Fresno,State of California By eouty Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES Federal Funding Accounting and Transparency Act (FFATA) Financial Disclosure Public Law (PL) 109-282 Federal Funding Accountability and Transparency Act of 2006, as amended by Section 6202(a) of the Government Funding Transparency Act of 2008 (PL 1 10-252), which is outlined in the Federal Emergency Management Agency, Grant Programs Directorate Information Bulletin No. 350. As defined by the Office of Management Budget, the following are subject to FFATA reporting requirements: 1 . All new federal awards of $30,000 or more, as of August 13, 2020. NOTE: Cal OES reports on this requirement in the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). 2. The Total Compensation and Names of the top five executive, if the Subrecipient in the preceding year received: a. 80 percent or more of its annual gross revenues in Federal Awards; and b. $30,000,000 or more in annual gross revenues from Federal awards; and c. The public does not have access to information about the compensation of the senior executives of the entity. Subrecipients are required to provide the Executive compensation information in the below chart, if applicable. Executive Name Title Annual Annual Dollar Total Salary Value of Benefits Compensation 0 0 0 0 0 ✓❑ Not subject to the Executive Compensation requirement of the FFATA Financial Disclosure. Page 1 of 2 rev. December 2023 a v Q "UV 00VERNOR'S OFFICE OF EMERGENCY SERVICES Federal Funding Accounting and Transparency Act (FFATA) Financial Disclosure The undersigned represents that he/she is authorized to enter into this agreement for and on behalf of the Applicant. Subrecipient: County of Fresno Signature of Authorized Agent: o _ Printed Name of Authorized Agent: Ernest Buddy Mendes Title: Chairman of the Board of Supervisors of the County of Fresno Date: o? 'o? ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors County of Fresno,State of California Deputy Page 2 of 2 rev. December 2023 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness 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. The requirements outlined in these assurances apply to Applicant and any of its subrecipients. I further acknowledge that the Applicant is responsible for reviewing and adhering to all requirements within the: (a) Applicable Federal Regulations (see below); (b) Federal Program Notice of Funding Opportunity (NOFO); (c) Federal Preparedness Grants Manual; (d) California Supplement to the NOFO; and (e) Federal and State Grant Program Guidelines. Federal Regulations Government cost principles, uniform administrative requirements, and audit requirements for federal grant programs are set forth in Title 2, Part 200 of the Code of Federal Regulations (C.F.R.) and adopted by the Department of Homeland Security (DHS) at 2 C.F.R. Part 3002.10. Updates are issued by the Office of Management and Budget (OMB) and can be found at http://www.whitehouse.gov/omb/. In the event Cal OES determines that changes are necessary to the subaward after a subaward has been made, including changes to period of performance or terms and conditions, Applicants will be notified of the changes in writing. Once notification has been made, any subsequent request for funds will indicate Applicant acceptance of the changes to the subaward. State and federal grant award requirements are set forth below.The Applicant hereby agrees to comply with the following: 1. Proof of Authority The Applicant will obtain proof of authority from the city council, governing board, or authorized body in support of this project. This written authorization must specify that the Applicant and the city council, governing board, or authorized body agree: Page 1 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs (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; (d) The Applicant is authorized by the city council, governing board, or authorized body to apply for federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non-federal share of project cost, if any) to ensure proper planning, management and completion of the project described in this application; and (e) The official executing this agreement is authorized by the Applicant. This Proof of Authority must be maintained on file and readily available upon request. 2. Period of Performance The period of performance is specified in the Award. The Applicant is only authorized to perform allowable activities approved under the award, within the period of performance. 3. Lobbying and Political Activities As required by Section 1352, Title 31 of the United States Code (U.S.C.), for persons entering into a contract, grant, loan, or cooperative agreement from an agency or requests or receives from an agency a commitment providing for the United States to insure or guarantee a loan, the Applicant certifies that: (a) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. Page 2 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs (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 Applicant 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. § 200.214 and codified in 2 C.F.R. Part 180, Debarment and Suspension, the Applicant will provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the federal government. The Applicant certifies that it and its subrecipients: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; (b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Page 3 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs (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 (4)(b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transaction (federal, state, or local) terminated for cause or default. Where the Applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 5. Non-Discrimination and Equal Employment Opportunity The Applicant will comply with all state and federal statutes relating to non- discrimination, including: (a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C. § 2000d et. seq.) which prohibits discrimination on the basis of race, color, or national origin and requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services; (b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex in any federally funded educational program or activity; (c) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794), which prohibits discrimination against those with disabilities or access and functional needs; (d) Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. § 12101 et seq.), which prohibits discrimination on the basis of disability and requires buildings and structures be accessible to those with disabilities and access and functional needs; (e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), which prohibits discrimination on the basis of age; (f) Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd-2), relating to confidentiality of patient records regarding substance abuse treatment; (g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), relating to nondiscrimination in the sale, rental or financing of housing as implemented by the Department of Housing and Urban Development at 24 C.F.R. Partl00. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units — i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and ground-floor units in buildings without elevators) — be designed and constructed with certain accessible features (See 24 C.F.R. § 100.201 ); Page 4 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs (h) Executive Order 1 1246, 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; (j) California Public Contract Code § 10295.3, which prohibits discrimination based on domestic partnerships and those in same sex marriages; (k) DHS policy to ensure the equal treatment of faith-based organizations, under which the Applicant must comply with equal treatment policies and requirements contained in 6 C.F.R. Part 19; (1) The California's Fair Employment and Housing Act (FEHA) (California Government Code §§12940-12957), as applicable. FEHA prohibits harassment and discrimination in employment because of ancestry, familial status, race, color, religious creed (including religious dress and grooming practices), sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, genetic information, medical condition, age, pregnancy, denial of medical and family care leave, or pregnancy disability leave, military and veteran status, and/or retaliation for protesting illegal discrimination related to one of these categories, or for reporting patient abuse in tax supported institutions; (m)Any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and (n) The requirements of any other nondiscrimination statute(s) that may apply to this application. Civil Rights Policies for Program Beneficiaries and Subrecipients of DHS funding, pertaining to the following are available on the Cal OES website: • Non-discrimination in Programs & Services • Reasonable Accommodation for Program Beneficiaries • Language Access Policy Page 5 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 6. Drug-Free Workplace As required by the Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.),the Applicant certifies that it will maintain a drug-free workplace and a drug-free awareness program as outlined in the Act. 7. Environmental Standards The Applicant will comply with state and federal environmental standards, including: (a) The California Environmental Quality Act (CEQA) (California Public Resources Code §§ 21000-21 177), to include coordination with the city or county planning agency; (b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3, §§ 1 5000-1 5387); (c) The 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) The Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions from stationary and mobile sources; (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 1 1988; (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); (j) The Endangered Species Act of 1973, (P.L. 93-205); Page 6 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs (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.); (1) 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.); and (m)The Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 et seq.) related to protecting components or potential components of the national wild and scenic rivers system. 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 section 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 $1,000,000 or more in federal grant funds annually, the Applicant will perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of 1996 and C.F.R., Part 200, Subpart F Audit Requirements. 9. Cooperation and Access to Records The Applicant must cooperate with any compliance reviews or investigations conducted by DHS. In accordance with 2 C.F.R. § 200.337, the Applicant will give the awarding agency, the Comptroller General of the United States and, if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award. The Applicant will require any subrecipients, contractors, successors, transferees and assignees to acknowledge and agree to comply with this provision. 10. Conflict of Interest The Applicant will establish safeguards to prohibit the Applicant's employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. 11. Financial Management False Claims for Payment - The Applicant will comply with 31 U.S.0 §§ 3729-3733 which provides that Applicant shall not submit a false claim for payment, reimbursement, or advance. Page 7 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 12. Reporting - Accountability The Applicant agrees to comply with applicable provisions of the Federal Funding Accountability and Transparency Act (FFATA) (P.L. 109-282), including but not limited to (a) the reporting of subawards obligating $30,000 or more in federal funds, and (b) executive compensation data for first-tier subawards as set forth in 2 C.F.R. Part 170, Appendix A. The Applicant also agrees to comply with the requirements set forth in the government-wide financial assistance award term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A. 13. Whistleblower Protections The Applicant 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 Traffickinq Victims Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits the Applicant or its subrecipients 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 seq.) as they apply to employees of institutes of higher learning (IHE), hospitals and other non- profit organizations. 16. Worker's Compensation The Applicant must comply with provisions which require every employer to be insured to protect workers who may be injured on the job at all times during the performance of the work of this Agreement, as per the workers compensation laws set forth in California Labor Code §§ 3700 et seq. Page 8 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 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 III 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 federal award 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 (16U.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. Page 9 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 19. Use of Cellular Device While Driving is Prohibited The Applicant is 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 §7920.000 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. 21. Acknowledgment of Federal Funding from DHS The Applicant must acknowledge its use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or in part with federal funds. 22. Activities Conducted Abroad The Applicant must coordinate with appropriate government authorities when performing project activities outside the United States and obtain all appropriate licenses, permits, or approvals. 23. Best Practices for Collection and Use of Personally Identifiable Information (PII) DHS defines 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. If the Applicant collects PII, the Applicant is required to have a publicly-available privacy policy that describes standards on the usage and maintenance of the PII they collect. The Applicant may refer to the DHS Privacy Impact Assessments: Privacy Guidance and Privacy Template as a useful resource. Page 10 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 24. Copyright Recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 to any work first produced under federal awards and also include an acknowledgement that the work was produced under a federal award (including the federal award number and federal awarding agency). As detailed in 2 C.F.R. § 200.315, a federal awarding agency reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use the work for federal purposes and to authorize others to do so. 25. Duplicative Costs Applicants are prohibited from charging any cost to this federal award that will be included as a cost or used to meet cost sharing or matching requirements of any other federal award in either the current or a prior budget period. (See 2 C.F.R. § 200.403(f)). However, recipients may shift costs that are allowable under two or more federal awards where otherwise permitted by federal statutes, regulations, or the federal financial assistance award terms and conditions. 26. Energy Policy and Conservation Act The Applicant must comply with the requirements of 42 U.S.C. § 6201 which contain policies relating to energy efficiency that are defined in the state energy conservation plan issued in compliance with this Act. 27. Federal Debt Status The Applicant is required to be non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See OMB Circular A-129. 28. Fly America Act of 1974 The Applicant must comply with Preference for United States Flag Air Carriers: (a list of certified air carriers can be found at: Certificated Air Carriers List I US Department of Transportation, https://www.transportation.gov/policy/aviation- Dolicy/certificated-air-carriers-list) for international air transportation of people and property to the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C. § 401 18) 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. Page 11 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 29. Hotel and Motel Fire Safety Act of 1990 In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, the Applicant 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. 30. Non-supplanting Requirement If the Applicant receives federal financial assistance awards made under programs that prohibit supplanting by law, the Applicant must ensure that federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non- federal sources. 31. Patents and Intellectual Property Rights Recipients are subject to the Bayh-Dole Act, 35 U.S.C. § 200 et seq. and applicable regulations governing inventions and patents, including the regulations issued by the Department of Commerce at 37 C.F.R. Part 401 (Rights to Inventions Made by Nonprofit Organizations and Small Business Firms under Government Awards, Contracts, and Cooperative Agreements) and the standard patent rights clause set forth at 37 C.F.R. § 401 .14. 32. SAFECOM If the Applicant receives federal financial assistance awards made under programs that provide emergency communication equipment and its related activities, the Applicant must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. 33. Terrorist Financing The Applicant must comply with Executive Order 13224 and United States law that prohibit transactions with, and the provisions of resources and support to, individuals and organizations associated with terrorism. The Applicant is legally responsible for ensuring compliance with the Order and laws. 34. Reporting of Matters Related to Recipient Integrity and Performance If the total value of the Applicant'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, the Applicant must comply with the requirements set forth in the Page 12 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs 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. 35. USA Patriot Act of 2001 The Applicant must comply with requirements of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175-175c. 36. Use of DHS Seal, Logo, and Flags The Applicant must obtain written permission from DHS prior to using the DHS seals, logos, crests, or reproductions of flags, or likenesses of DHS agency officials. This includes use of DHS component (e.g., FEMA, CISA, etc.) seals, logos, crests, or reproductions of flags, or likenesses of component officials. 37. Performance Goals (HSGP and NSGP) In addition to the Biannual Strategy Implementation Report submission requirements outlined in the Preparedness Grants Manual, the Applicant must demonstrate how the grant-funded project addresses the core capability gap associated with each project. The capability gap reduction must be addressed in the Project Description of the BSIR for each project. 38. Applicability of DHS Standard Terms and Conditions to Tribes The DHS Standard Terms and Conditions are a restatement of general requirements imposed upon the Applicant and flow down to any of its subrecipients as a matter of law, regulation, or executive order. If the requirement does not apply to Indian tribes or there is a federal law or regulation exempting its application to Indian tribes, then the acceptance by Tribes of, or acquiescence to, DHS Standard Terms and Conditions does not change or alter its inapplicability to an Indian tribe. The execution of grant documents is not intended to change, alter, amend, or impose additional liability or responsibility upon the Tribe where it does not already exist. 39. Required Use of American Iron, Steel, Manufactured Products, and Construction Materials The Applicant must comply with the "Build America, Buy America" Act (BABAA), enacted as part of the Infrastructure Investment and Jobs Act and Executive Order 14005. Applicants receiving a federal award subject to BABAA requirements may not use federal financial assistance funds for infrastructure projects unless: Page 13 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs (a) All iron and steel used in the project are produced in the United States - this means all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; (b) All manufactured products used in the project are produced in the United States - this means the manufactured product was manufactured in the United States; and the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard for determining the minimum amount of domestic content of the manufactured product has been established under applicable law or regulation; and (c) All construction materials are manufactured in the United States - this means that all manufacturing processes for the construction material occurred in the United States. The "Buy America" preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. It does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project. Per section 70914(c) of BABAA, FEMA may waive the application of a Buy America preference under an infrastructure program in certain cases. 40. E.O. 14074 - Advancing Effective, Accountable Policing and Criminal Justice Practices to Enhance Public Trust and Public Safety Recipient State, Tribal, local, or territorial law enforcement agencies must comply with the requirements of section 12(c) of E.O. 14074. Recipient State, Tribal, local, or territorial law enforcement agencies are also encouraged to adopt and enforce policies consistent with E.O. 14074 to support safe and effective policing. Page 14 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES FY 2024 Standard Assurances For Cal OES Federal Non-Disaster Preparedness Grant Programs IMPORTANT The purpose of these assurances is to obtain federal and state financial assistance, including any and all federal and state grants, loans, reimbursement, contracts, etc. Applicant recognizes and agrees that state financial assistance will be extended based on the representations made in these assurances. These assurances are binding on Applicant, its successors, transferees, assignees, etc. as well as any of its subrecipients. 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 Applicant may be ineligible for award of any future grants if Cal OES determines that the Applicant: (1 ) 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. Applicants are bound by the DHS Standard Terms and Conditions 2024, Version 2, hereby incorporated by reference, which can be found at: https://www.dhs.gov/publication/fyl 5-dhs- standard-terms-and-conditions. Page 15 of 15 Cal OES GOVERNOR'S OFFICE OF EMERGENCY SERVICES Program Standard Assurances Addendum As the duly authorized representative of the Applicant/Subreciplent, I hereby certify that the Applicant/Subrecipient, and any of its second-tier subrecipients or representatives, will comply with all applicable local, state, and federal statutes, including but not limited to the following state and federal'statutes prohibiting hate-based conduct: (a) California Penal Code section 422.6(a); (b) California Penal Code section 404.6; (c) California Penal Code section 422(a); (d) California Civil Code section 52.1; (e) 18 U.S.C. § 249; (f) 42 U.S.C. § 3631; (g) 18 U.S.C. § 247; and (h) 18 U.S.C. § 241, 245. Additionally, Applicant/Subrecipient will not engage, and certifies that it will take steps to ensure that its second-tier subrecipients and representatives do not engage, in conduct contrary to the purposes of the grant program and/or that threatens the safety and security of Californians, including, but not limited to, acts of violence or unlawful intimidation on the basis of race, gender, religion, national origin, sexual orientation, or other protected classifications. Prohibited conduct includes, but is not limited to, violation of the federal and state laws identified herein. The undersigned represents that he/she is authorized to enter into this Addendum for and on behalf of the Applicant/Subrecipient. Applicant/Subrecipient understands that failure to comply with this Addendum or any of the assurances may result in suspension, termination, reduction, or de-obligation of funding. Applicant/Subrecipient agrees to repay funds in the event there is a violation of grant assurances. Applicant/Subrecipient: County of Fresno Signature of Authorized Agent: -� Printed Name of Authorized Agent: Ernest Buddy Mendes Title:Chairman of the Board of Supervisors of the County of Fresno Date: R da S ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors County of Fresno,State of California By Deputy Page 1 of 1 InitialsE.IAJ Val OLS OOVERMOR'S OFFICE OF EHEROENCY SERVICES Certification Regarding Lobbying Certification for Contracts, Grants, Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: 1 . No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, 'Disclosure of Lobbying Activities,' in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Page 1 of 2 Initialss4"e-1 Cat OES -Wy/ GOVERNOR'S OFFICE OF EMERGENCY SERVICES Certification Regarding Lobbying The Subrecipient, as identified below, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Subrecipient understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. Subrecipient: County of Fresno Signature of Authorized Agent„ Printed Name of Authorized Agent: Ernest Buddy Mendes Title: Chairman of the Board of Supervisors of the County of Fresno pate: S o20 o2S ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors County of Fresno,State of California By_ eputy Page 2 of 2 Initials6�lm Governing Body.Resolution for EMPG FY24 BE IT RESOLVED BY THE Board of Supervisors (Governing Body) OF THE County of Fresno THAT (Name of Applicant) Chairman. Board of Supervisors , OR (Name or Title of Authorized Agent) Director. Department of Public Health , OR (Name or Title of Authorized Agent) Assistant Director. Department of Public Health , OR (Name or Title of Authorized Agent) Division Manager, Emergency Medical Services , (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 25th day of February , 20 25 Certification I, Garry Bredefeld , duly appointed and (Name) Vice-Chairman of the County of Fresno (Title) (Governing Body) do hereby certify that the above is a true and correct copy of a resolution passed and approved by the Board of Supervisors of the County of Fresno on the (Governing Body) (Name of Applicant) 25th day of February 20 25 Vice-Chairman (Official Position) / l (Signature) (Date) // 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 . Governing Body Resolution(GBR) GBR-related . Meeting Minutes (associated with GBR) Application . Addendum to the GBR Documents Authorized The Governing Body Resolution allows for the appointment of individuals Agent(s) or positions. For each person or position appointed by the governing body,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 ❑ Phone & Fax Numbers &Zip Code) Authorized . If the Governing Body Resolution identified Authorized Agents by Agent Changes 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. CaIOES GOVERNOR ' S OFFICE OF EMERGENCY SERVICES Fiscal Year 2024 Emergency Management Performance Grant (EMPG) California Supplement to the Federal Notice of Funding Opportunity January 2025 SECTION 1—OVERVIEW.....................................................................................1 Federal Program Announcement Information Bulletins Purpose of the California Supplement Key Changes to the FY 2024 Emergency Management Performance Grant Grant Management Memoranda Eligible Subrecipients Tribal Allocations Subrecipient Allocations Supplanting Public/Private Organizations Debarred/Suspended Parties SECTION 2—FEDERAL CHANGES AND INITIATIVES .......................................................5 FY 2024 Program Priorities National Campaigns and Programs NIMS Implementation Match Requirement Management and Administration Indirect Costs Equipment Typing/Identification and Use Equipment Maintenance and Sustainment Small Unmanned Aircraft Systems Telecommunications Equipment or Services Prohibitions Emergency Operations Plans Conflict of Interest Integrated Preparedness Plan Prohibited and Controlled Equipment Build America, Buy America Act SECTION 3—STATE CHANGES AND INITIATIVES.......................................................... 13 California Homeland Security Strategy Goals "On Behalf Of" Public Alert and Warning SECTION 4—REQUIRED STATE APPLICATION COMPONENTS...................................... 14 Financial Management Forms Workbook Subrecipient Grants Management Assessment Application Attachments Standard Assurances Governing Body Resolution Authorized Agent Information SECTION 5—THE STATE APPLICATION PROCESS......................................................... 18 Application Submission Late or Incomplete Application EMPG Contact Information Subaward Approval SECTION 6—POST AWARD REQUIREMENTS ................................................................ 19 Payment Request Process Semi-Annual Drawdown Requirements Modifications Training Requirements Exercises, Improvement Plans and After Action Reporting Procurement Standards and Written Procedures Procurement Documentation Procurement Thresholds Noncompetitive Procurements Environmental Planning and Historic Preservation Construction and Renovation Inventory Control and Property Management Equipment Disposition Performance Reporting Extension Requests Progress Reports on Grant Extensions Monitoring Failure to Submit Required Reports Suspension/Termination Closeout Records Retention ATTACHMENTS A - FY 2024 EMPG Allocations B - FY 2024 EMPG Timeline C - FY 2024 EMPG Program Checklist Section 1 - Overview 1 2024 Federal Program In April 2024, the U.S. Department of Homeland Security Announcement (DHS)/Federal Emergency Management Agency (FEMA) issued the Fiscal Year (FY) 2024 Emergency Management Performance Grant (EMPG), Notice of Funding Opportunity (NOFO) and FEMA Preparedness Grants Manual. Subrecipients must follow the programmatic requirements in the NOFO, FEMA Preparedness Grants Manual, and the applicable provisions of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards located in Title 2, Code of Federal Regulations (C.F.R.) Part 200. Information Bulletins DHS issues Information Bulletins (IBs) to provide updates, clarification, and new requirements throughout the life of the grant. Purpose of the The FY 2024 EMPG California Supplement to the NOFO California Supplement (State Supplement) is intended to complement, rather than replace, the NOFO and the FEMA Preparedness Grants Manual. Applicants are highly encouraged to thoroughly read the NOFO and the Preparedness Grants Manual before referring to the State Supplement. The State Supplement will emphasize differences between the FY 2023 and FY 2024 EMPG and highlight additional California policies and requirements applicable to the FY 2024 EMPG. Key Changes to the The National Priorities for the FY 2024 EMPG Program FY 2024 EMPG continue to be: • Equity • Climate Resilience • Readiness A detailed description of allowable investments for each national priority is included in the FY 2024 EMPG NOFO. 1 Section 1 - Overview 1 2024 Key Changes to the Phase 2 National Qualification System (NQS) for Calendar FY 2024 EMPG Cont. Year 2024 Subrecipients shall have designed and approved organizational qualification system procedures, certification program, and credentialing standards for incident workforce personnel in alignment with the NIMS Guideline for the NQS. Additional information regarding the NQS implementation requirements and be found in the FEMA Preparedness Grants Manual. Public Alert and Warning Preparedness Subrecipients shall include exercise objectives centered on practicing and validating their plans and procedures for sending emergency alerts to the public through the FEMA Integrated Public Alert and Warning System. Purchasing Under a FEMA Award: 2024 OMB Revisions: The Office of Management and Budget (OMB) updated parts of the OMB Guidance for Grants and Agreements in Title 2 of the Code of Federal Regulations. These updates will apply to FEMA awards with an award date on or after October 1 , 2024. Updates to the federal procurement standards at 2 C.F.R. �§ 200.317 - 200.327, which govern how FEMA award recipients and subrecipients must conduct purchases under a FEMA award. FEMA will update its policy and guidance documents to incorporate these revisions. For now, please refer to the Purchasing Under a FEMA Award: 2024 OMB Revisions Fact Sheet. Details on all the 2 C.F.R. revisions can be found on the Federal Register's Guidance for Federal Financial Assistance webpage. For additional information on the federal procurement standards, visit Contracting with Federal Funds for Goods and Services Before, Durinq and After Disasters I FEMA.gov. 2 Section 1 - Overview 1 2024 Grants Management Cal OES issues Grant Management Memoranda (GMMs) Memoranda which provide additional information and requirements regarding EMPG funds. Eligible Subrecipients Eligible Applicants, referred to as Subrecipients, include Counties/Operational Areas (OAs), and federally- recognized tribes located in California. Tribal Allocations The NOFO strongly encourages Cal OES to provide EMPG funds directly to tribes in California. To implement this requirement, a special Competitive Funding Opportunity will be issued to California's federally-recognized tribes. All Subrecipients are encouraged to coordinate with tribal governments to ensure that tribal needs are considered in their grant applications. Subrecipient FY 2024 EMPG Subrecipient final allocations are included Allocations in Attachment A. 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 any activity associated with this improper use of federal grant funds. Public/Private Subrecipients may contract with any other public or private Organizations organizations to perform eligible activities on approved EMPG projects. Debarred/ Subrecipients must not make or permit any award Suspended Parties (subaward or contract) at any tier, to any party, that is debarred, suspended, or otherwise excluded from, or ineligible for, participation in federal assistance programs. Subrecipients must obtain documentation of eligibility prior to making any subaward or contract funded by EMPG funds, and must be prepared to present supporting documentation to monitors/auditors. 3 Section 1 - Overview 1 2024 Debarred/ Before entering into a Grant Subaward, the Subrecipient Suspended Parties must notify Cal OES if it knows if any of the principals under Cont. the subaward fall under one or more of the four criteria listed at 2 C.F.R. § 180.335. The rule also applies to Subrecipients who pass-through funding to other local entities. If at any time after accepting a subaward, Subrecipients learn that any of its principals fall under one or more of the criteria listed at 2 C.F.R. § 180.335, immediate written notice must be provided to Cal OES and all grant activities halted until further instructions are received from Cal OES. The rule also applies to subawards passed through by Subrecipients to local entities. 4 Section 2 — Federal Changes and Initiatives 1 2024 FY 2024 Program DHS/FEMA annually publishes the National Preparedness Priorities Report (NPR) to report national progress in building, sustaining, and delivering the core capabilities outlined in the goal of a secure and resilient nation. This analysis provides a national perspective on critical preparedness trends for whole community partners to use to inform program priorities, allocate resources, and communicate with stakeholders about issues of concern. In developing applications for the FY 2024 EMPG Program, Subrecipients should fund projects that address areas for improvement as they relate to emergency management capabilities, and projects that fall into the state, regional, and national priority areas, including: • Planning • Operational Coordination • Community Resilience • Equity • Climate Resilience • Readiness DHS/FEMA does not prescribe a minimum funding amount for these priorities. However, Subrecipients are required to support local, regional, state, and national efforts in achieving the desired outcomes of these priorities. National Whole Community Preparedness - Subrecipients should Campaigns and engage with the whole community to advance individual Programs and community preparedness and to work as a nation to build and sustain resilience. In doing so, Subrecipients are encouraged to consider the needs of individuals with access and functional needs and limited English proficiency in the activities and projects funded by the grant. Subrecipients should utilize established best practices for whole community inclusion and engage with stakeholders to advance individual and jurisdictional preparedness and resilience. Subrecipients are encouraged to consider the necessities of all Californians in the activities and projects funded by the grant including children, seniors, individuals with disabilities or access and functional needs, 5 Section 2 — Federal Changes and Initiatives 1 2024 National individuals with diverse culture and language use, individuals Campaigns and with lower economic capacity, and other underserved Programs Cont. populations. Active Shooter Preparedness - DHS has developed a comprehensive Active Shooter Preparedness website, which strives to enhance national preparedness through a whole- community approach by providing the necessary products, tools, and resources to help all stakeholders prepare for and respond to an active shooter incident. Subrecipients are encouraged to review the referenced active shooter resources and evaluate their preparedness needs. Soft Targets and Crowded Places - States, territories, Urban Areas, and public and private sector partners are encouraged to identify security gaps and build capabilities that address security needs and challenges related to protecting locations or environments that are easily accessible to large numbers of people on a predictable or semi-predictable basis that have limited security or protective measures in place, including town centers, shopping malls, open-air venues, outside hard targets/venues perimeters, and other places of meeting and gathering. For more information, please see DHS's Hometown Security Program. Community Lifelines - FEMA created Community Lifelines to reframe incident information and impacts using plain language and unity of effort to enable the integration of preparedness efforts, existing plans, and identifies unmet needs to better anticipate response requirements. Additional information may be found at the Community Lifelines Implementation Toolkit website. Strategic Framework for Countering Terrorism and Targeted Violence - DHS adopted the DHS Strategic Framework for Countering Terrorism and Targeted Violence, which explains how the department will use the tools and expertise that have protected and strengthened the country from foreign terrorist organizations to address the evolving challenges of today. 6 Section 2 — Federal Changes and Initiatives NIMS Prior to allocation of any federal preparedness awards, Implementation Subrecipients must ensure and maintain adoption and implementation of the National Incident Management System (NIMS). Match The FY 2024 EMPG requires a dollar-for-dollar match. This can Requirement be cash or third-party in-kind contributions. Refer to 2 C.F.R. § 200.306 for specific details. Utilizing the Financial Management Forms Workbook (FMFW) Match Tab, Subrecipients will indicate the appropriate Solution Area and Solution Area Subcategory that accurately represents the specific activity(ies) and cost(s) used to meet the match requirement under the FY 2024 EMPG subaward. Contributions from the Subrecipient should be specifically identified in the match description located on the FMFW Match Tab. The non-federal match contributions have the same eligibility requirements as the federal share. For additional match guidance, see EMPG Clarifying Guidance 1 B 458. Management The Management and Administration (M&A) allowance for and Subrecipients is set at a maximum of five percent for the Administration FY 2024 EMPG. Indirect Costs Indirect costs are allowable under the FY 2024 EMPG Grant Award. 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. 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 must be claimed no more than once annually, and only at the end of the Subrecipient's fiscal year. An exception to this rule applies if there is a mid-year change to the approved indirect cost rate; in this case, costs incurred 7 Section 2 — Federal Changes and Initiatives Indirect Costs to date must be claimed. At that time, a Grant Subaward Cont. Modification reflecting the rate change must also be submitted to Cal OES, along with a copy of the new Indirect Cost Rate Agreement. The FEMA Preparedness Grants Manual, published by FEMA, states that State and local governments are not permitted to use the de minimis rate. These costs are allowable only when an exception is granted to the SAA by FEMA per 2 C.F.R. Part 200, Appendix VII, paragraph D.1 .b. Equipment Allowable EMPG equipment is listed on the FEMA Authorized Typing/ Equipment List (AEL) website, and includes equipment from Identification the following AEL Sections: and Use • Personal Protective Equipment (Category 1 ) • Information Technology (Category 4) • Cybersecurity Enhancement Equipment (Category 5) • Interoperable Communication Equipment (Category 6) • Detection Equipment (Category 7) • Power Equipment (Category 10) • Chemical, Biological, Radiological, Nuclear, and Explosive (CBRNE) Reference Materials (Category 1 1) • CBRNE Incident Response Vehicles (Category 12) • Physical Security Enhancement Equipment (Category 14) • CBRNE Logistical Support Equipment (Category 19) • Other Authorized Equipment (Section 21) Subrecipients should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Large equipment purchases must be identified and explained. For more information regarding property management standards for equipment, refer to 2 C.F.R. including § 200.310, § 200.313, and § 200.316. Subrecipients that allocate FY 2024 EMPG funds for equipment are required to type and identify the capability associated with that equipment. Also, per FEMA policy, the purchase of weapons and weapon accessories are not allowed with EMPG funds. Special rules apply to critical emergency supplies; refer to the FEMA Preparedness Grants Manual for additional information. 8 Section 2 — Federal Changes and Initiatives 1 2024 Equipment Use of EMPG funds for maintenance contracts, warranties, Maintenance repair or replacement costs, upgrades, and user fees are and Sustainment allowable as described in FEMA Ibs 336 and 379, as well as Grant Programs Directorate Policy FP 205-402-125-1 . Small All requests to purchase Small Unmanned Aircraft Systems Unmanned (SUAS) with FEMA grant funding must comply with FEMA Aircraft Systems Policy 207-22-0002 and include copies of the policies and procedures in place to safeguard individuals' privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take title to, or otherwise use the SUAS equipment. Reference the Presidential Memorandum: Promoting Economic Competitiveness While Safeguarding Privacy, Civil Rights, and Civil Liberties in Domestic Use of Unmanned Aircraft Systems for additional information. All SUAS purchase requires FEMA approval prior to making purchase. Telecommuni- Effective August 13, 2020, section 889(f)(2)-(3) of the cations Equipment John S. McCain National Defense Authorization Act or Services for FY 2019 (NDAA), Pub. L. No. 1 15-232 (2018) and Prohibitions 2 C.F.R. § 200.216, 200.471 , and Appendix II to 2 C.F.R. Part 200 prohibits DHS/FEMA Recipients and Subrecipients (including their contractors and subcontractors) from using any FEMA funds under open or new awards for the following covered telecommunications equipment or services: 1 ) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation, (or any subsidiary or affiliate of such entities); 2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); 3) Telecommunications or video surveillance services provided by such entities or using such equipment; or 4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or 9 Section 2 — Federal Changes and Initiatives 1 2024 Telecommuni- controlled by, or otherwise connected to, the People's cations Equipment Republic of China. or Services Prohibitions Cont. Additional guidance is available in FEMA Policy #405-143-1 , Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services. Emergency Subrecipients should update their Emergency Operations Operations Plans Plan (EOP) at least once every two years to remain compliant with the Comprehensive Preparedness Guide 101 version 2.0. Subrecipients are highly encouraged to include an evacuation plan or annex as part of their EOP as well as plans to exercise and validate the evacuation plan and capabilities. Conflict of To eliminate and reduce the impact of conflicts of interest in Interest the subaward process, Subrecipients and pass-through entities must follow their own policies and procedures regarding the elimination or reduction of conflicts of interest when making subawards. Subrecipients and pass-through entities are also required to follow any applicable federal, state, local, and tribal statutes or regulations governing conflicts of interest in the making of subawards. Subrecipients must disclose to their Grants Analyst, in writing, any real or potential conflict of interest as defined by the federal, state, local, or tribal statutes or regulations, which may arise during the administration of the EMPG subaward within five days of learning of the conflict of interest. Integrated The IPP is a multi-year plan that identifies preparedness Preparedness priorities and activities. The IPP needs to be reviewed and Plan (IPP) updated annually. For FY 2024 EMPG, the IPP needs to cover a minimum of two years, from 2025 through 2026 to qualify as a multi-year plan. Prohibited and Effective May 25, 2022, Executive Order (EO)14074, Controlled Advancing Effective, Accountable Policing and Criminal Equipment Justice Practices to Enhance Public Trust and Public Safetv, Section 12(a) directs the Department of Homeland Security to review its grants, and consistent with applicable law, prohibits the use of grant funding to purchase certain types of military equipment by state, local, tribal, and territorial (SLTT) law enforcement agencies (LEAS). 10 Section 2 — Federal Changes and Initiatives Prohibited and For all awards issued on or after January 1 , 2023, The policy Controlled directly prohibits certain types of equipment outright Equipment Cont. (prohibited equipment), whereas other types of equipment may be controlled, or LEAs are required to submit certifications prior to purchase. Even if equipment is listed as controlled equipment and is not outright prohibited, that does not automatically make it allowable under a particular FEMA program. Recipients and subrecipients should refer to applicable program guidance or contact your Grants Analyst to determine if a particular type of equipment is allowable under that program. Additional information regarding Prohibited and Controlled Equipment is available on FEMA Policy 207-22-0002. Build America, Under FEMA financial assistance programs, the BABAA Buy America Act requirements apply to: (BABAA) • New awards made on or after January 2, 2023, • New funding that FEMA obligates to existing awards or through renewal awards on or after January 2, 2023; and • Infrastructure projects. Funds provided under this program may not be used for a project for infrastructure unless the iron and steel, manufactured products, and construction materials used in that infrastructure are produced in the United States. The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Additionally, the Buy America preference does not apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project. 11 Section 2 — Federal Changes and Initiatives 1 2024 Build America, When necessary, Subrecipients may apply for a waiver from Buy America Act these requirements. Additional information regarding the (BABAA) Cont. BABAA can be found on FEMA's website under Buy America Preference. 12 Section 3 — State Changes and Initiatives 1 2024 California The State has prioritized the following California Homeland Homeland Security Strategy Goals for the FY 2024 subawards: Security Strategy Goals 1 . Enhance Information Collection, Analysis, and Sharing, in Support of Public Safety Operations Across California; 2. Protect Critical Infrastructure and Key Resources from All Threats and Hazards; 3. Strengthen Security and Preparedness Across Cyberspace; 4. Strengthen Communications Capabilities Through Planning, Governance, Technology, and Equipment; 5. Enhance Community Preparedness; 6. Enhance Multi-Jurisdictional/Inter-Jurisdictional All- Hazards Incident Catastrophic Planning, Response, and Recovery Capabilities; 7. Improve Medical and Health Capabilities; 8. Enhance Incident Recovery Capabilities; 9. Strengthen Food and Agriculture Preparedness; 10. Enhance Homeland Security Exercise, Evaluation, and Training Programs; and 11 . Protect Against Effects of Climate Change "On Behalf Of" Cal OES may, in conjunction with local approval authorities, designate funds "on behalf of" local entities who choose to decline or fail to utilize their subaward in a timely manner. Public Alert and Cal OES encourages Subrecipients to consider use of this Warning funding to assist their jurisdiction's alignment with the State of California Alert and Warning Guidelines developed pursuant to Senate Bill 833 of the 2018 Legislative Session. 13 Section 4 - Required State Application Components 1 2024 Financial The FY 2024 Cal OES FMFW includes: Management Forms Grant Subaward Face Sheet- Use the Grant Subaward Workbook Face Sheet to apply for grant programs. The Grant Subaward Face Sheet must be signed and submitted in portrait format. Authorized Agent Contact Information - Provides the contact information of Authorized Agents (AA), delegated via the Governing Body Resolution (GBR) or Signature Authorization Form, including staff related to grant activities. More than one person is recommended for designation as the AA; in the absence of an AA, an alternate AA can sign documents. Project Ledger- The Project Ledger is used in the application process to submit funding information and is used for submitting cash requests and Grant Subaward Modifications, and assists with completion of the Biannual Strategy Implementation Report (BSIR). Planning Tab - Provides detailed information on grant- funded planning activities with a final product identified. Organization Tab - Provides detailed information on grant- funded organizational activities. Equipment Tab - Detailed information must be provided under the equipment description for all grant-funded equipment. AEL numbers must be included for all items of equipment. Always refer to the AEL for a list of allowable equipment and conditions, if any. Training Tab - Provides detailed information on grant- funded training activities. All training activities must receive Cal OES approval prior to starting the event, including a Training Feedback number. The Training Request Form must be submitted and approved to obtain a Training Feedback number and should be submitted at least 30 days in advance. Exercise Tab - Provides detailed information on grant- funded exercises. 14 Section 4 - Required State Application Components Financial M&A Tab - Provides information on grant-funded M&A Management activities. Forms Workbook Cont. Indirect Costs Tab - Provides information on indirect costs. Consultant-Contractor Tab - Provides detailed information on grant-funded consultants, and documents maintenance and sustainment contracts and activities on grant eligible items/equipment. Personnel Tab - Provides detailed information on grant- funded personnel activities. Match Tab - Provides detailed information on match activities. Authorized Agent Page - The Authorized Agent (AA) Page must be submitted with the application, all cash requests, and Grant Subaward Modifications. The AA page must include a valid signature on file with Cal OES and the date. Subrecipient Per 2 C.F.R. § 200.332, Cal OES is required to evaluate the Grants risk of non-compliance with federal statutes, regulations, Management and grant terms and conditions posed by each Assessment Subrecipient of pass-through funding. The Subrecipient Grants Management Assessment contains questions related to a Subrecipient organization's experience in the management of federal grant awards. It is used to determine, and provide, an appropriate level of technical assistance, training, and grant oversight to Subrecipients during the subaward. The questionnaire must be completed and returned with the Subrecipient's grant application. Application Indirect Cost Rate Agreement- If claiming indirect costs at Attachments a federally-approved rate, please provide a copy of the approved Indirect Cost Rate Agreement. Federal Funding Accountability and Transparency Act (FFATA) Financial Disclosure - Use the FFATA Financial Disclosure to provide information required by the Federal Funding Accountability and Transparency Act of 2006. 15 Section 4 - Required State Application Components Standard The Standard Assurances list the requirements to which the Assurances Subrecipients will be held accountable. All Applicants will be required to submit an electronic signed FY 2024 Standard Assurances as part of their FY 2024 EMPG application. The required Standard Assurances can be found only in PDF format on the Cal OES website. NOTE: Self-created Standard Assurances will not be accepted. Program The Program Standard Assurances Addendum specifies Standard additional requirements that Subrecipients must meet. Assurances All Subrecipients must submit an electronic signed Program Addendum Standard Assurances Addendum as part of the FY 2024 EMPG application. The required Program Standard Assurances Addendum can be found only in PDF format on the Cal OES website. Governing Body The GBR appoints AAs (identified by the individual's name Resolution or by a position title) to act on behalf of the governing body and the Applicant by executing any actions necessary for each application and subaward. All Applicants are required to submit a copy of an approved GBR with their application. Resolutions may be valid for up to three grant years given the following: • The resolution identifies the applicable grant program (e.g., EMPG and/or HSGP); • The resolution identifies the applicable grant years, (e.g., FY 2023, FY 2024, FY 2025); and • Adheres to any necessary elements required by local protocols, rules, etc., if applicable. Resolutions that only identify a single grant program will only be valid for that single program. Resolutions that do not identify applicable grant years will only be valid for the grant year in which the resolution was submitted. Authorized For each person or position appointed by the Governing Agent Body, identify the individual in the AA and Contact Information Information page of the FMFW. All changes in AA and contact information must be provided to Cal OES in writing. If the GBR identifies the AA by name, a new Resolution is needed when changes are 16 Section 4 - Required State Application Components 1 2024 Authorized made. If the GBR identifies the AA by position and/or title, Agent changes may be made by submitting a request on the Information entity's letterhead, signed by an existing AA. Cont. Cal OES will not accept signatures of an AA's designee, unless authorized by the Governing Body's resolution. A change to an AA's designee must be submitted on agency letterhead and signed by the AA, announcing the change to their designee. 17 Section 5 — The State Application Process 1 2024 Application Subrecipients must submit an electronic copy of their Submission completed FMFW to their Grants Analyst for review no later than fourteen calendar days before the final Application due date. After the application is approved, all electronic copies of the FMFW, along with the required documents must be emailed, with original or electronic signatures, by the application due date. During the application process, if it is determined all allocated funds cannot be expended by the end of the period of performance, inform your Grants Analyst as soon as possible. The completed application documents should be received by Cal OES no later than the date provided in the FY 2024 EMPG Timeline, referenced as Attachment B. Late or Late or incomplete applications may be denied. If an Incomplete application is incomplete, the Grants Analyst may request Application additional information. Requests for late submission of applications must be made in writing to the Grants Analyst prior to the application due date. Cal OES has sole discretion to accept or reject a late or incomplete grant application. EMPG Contact Subrecipient questions, comments, and correspondence Information should be directed to: California Governor's Office of Emergency Services ATTN: Grants Management (Building F) Emergency Management Performance Grants Unit 3650 Schriever Avenue Mather, CA 95655 Brittany Estep - Regions I & VI (916) 364-4622 Eman Hariri - Region II (916) 364-4689 Ronak Patel - Region III (916) 845-8124 Lauren Swearengin - Regions IV & V (916) 845-8950 Subaward Subrecipients will receive a formal notification of Approval subaward. Subaward letters must be signed and the signed copy be returned to Cal OES within 20 calendar days. Once the completed application along with the signed subaward letter is received and approved, reimbursement of eligible subaward expenditures may be requested using the Cal OES FMFW. 18 Section 6 — Post Award Requirements 1 2024 Payment Request The EMPG is a reimbursement program. To request a cash Process reimbursement of EMPG funds, Subrecipients must first complete a payment request using the Cal OES FMFW, returning it to the appropriate Grants Analyst. 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 an approved application. Semi-Annual All Subrecipients must report expenditures and request funds Drawdown at least semi-annually throughout the period of Requirements performance. Semi-annual drawdowns should occur in March and October of each calendar year following final approval of the subaward application, with the exception of the final reimbursement request, which must be submitted within twenty calendar days after the end of the period of performance. Modifications Post award budget and scope modifications must be requested using the Cal OES EMPG FMFW, signed by the Subrecipient's AA, and submitted to the Grants Analyst. The Subrecipient may implement grant modification activities, and incur associated expenses, only after receiving written final approval of the modification from Cal OES. Subrecipients must provide a written justification with all modification requests. The justification may be included in the body of the e-mail transmitting the request, or a document attached to the transmittal e-mail. Refer to GMM 2018-17 for additional information regarding modification requests. 19 Section 6 — Post Award Requirements Training Training activities supported with EMPG Program funds Requirements should align to NPG core capabilities identified in each Subrecipient's Training and Exercise Plan. Subrecipients must obtain a Training Feedback Number from Cal OES before beginning any training activities. This includes project components like travel to, materials for, or attendance in training courses. Training Feedback Numbers should be obtained no later than 30 days before the first day of the training or related activities. Subrecipients must complete a Training Request Form and submit it electronically to Cal OES. For more information on this or other training-related inquiries, contact the Cal OES Training Branch at (916) 845-8745 or Training@CalOES.ca.gov. All EMPG-funded personnel, including M&A staff, and any staff being used for match, must complete either the Independent Study courses identified in the Professional Development Series (PDS) or the National Emergency Management Basic Academy. Final reimbursement of personnel salaries will not be approved until all training requirements have been met. Proof of completion of the training requirements must be kept on file by the Subrecipient and be made available for review upon request. When seeking approval of non-DHS/FEMA developed courses, course materials must be submitted with the approval requests. Conditional approvals are not offered. EMPG TRAINING- PDS IS 100 (any version), Introduction to Incident Command System (ICS) IS 200 (any version), ICS for Single Resources and Initial Action Incident IS 700 (any version), National Incident Management System, An Introduction IS 800 (any version), National Response Framework, An Introduction 20 Section 6 — Post Award Requirements Training IS 120.c An Introduction to Exercises Requirements Cont. IS 230.e Fundamentals of Emergency Management IS 235.c Emergency Planning IS 240.c Leadership and Influence IS 241 .c Decision Making and Problem Solving IS 242.c Effective Communication IS 244.b Developing and Managing Volunteers EMPG TRAINING-Basic Academy IS 100 (any version), Introduction to the Incident Command System (ICS) IS 700 (any version), National Incident Management System (NIMS), An Introduction IS 800 (any version), National Response Framework, An Introduction IS 230.e Fundamentals of Emergency Management E/L101, Foundations of Emergency Management E/L102, Science of Disaster E/1-103, Planning Emergency Operations E/1-104, Exercise Design E/1-105, Public Information & Warning In the event that any of the listed courses have been updated and the required version is no longer available, it is acceptable to take the updated course in place of the listed course (i.e., since IS-120.a has been replaced with IS-120.c, the latter may be used in the place of the original course). The courses listed above are the minimum accepted versions for FY 2024 EMPG. 21 Section 6 — Post Award Requirements 1 2024 Training Training activities should align to a current IPP, developed Requirements through an annual IPP Workshop. The training should help Cont. build core capabilities and fill gaps identified in real-world incidents and exercises. Further guidance can be found in the HSEEP. EMPG and non-EMPG -funded personnel may claim EMPG funds for tuition/travel costs for EMPG eligible trainings, provided that the purpose of the travel and training is to accomplish the objectives of the grant. Exercises, Subrecipients should engage stakeholders to identify long- Improvement term training and exercise priorities. These priorities should Plans and After address capability targets and gaps identified through a Action Reporting Threat and Hazard Identification and Risk Assessment, real- world events, previous exercises, and national areas for improvement identified in the NPR. Subrecipients must report on all exercises conducted with EMPG grant funds. An After Action Report (AAR)/Improvement Plan (IP) or Summary Report (for Seminars, Drills & Workshops) must be completed and submitted to Cal OES within 90 days after the exercise/seminar/drill/workshop is conducted. It is acceptable to submit an Exercise Summary Report for Seminars, drills, and Workshops in lieu of a full AAR/IP. AAR/lps and Summary Reports should be e-mailed to: • hseep@fema.dhs.gov • exercise@caloes.ca.gov • Your Grants Analyst All EMPG-funded personnel, including M&A staff and any staff being used for match, must participate in no less than two exercises between July 1 , 2024, and June 30, 2026. These exercises must align to one of the priority areas via the Performance Reports. The Great Shakeout drop, cover, and hold drill is ineligible for the purpose of the two exercise requirement. Final reimbursement of personnel salaries will not be approved until all exercise requirements have been met. 22 Section 6 — Post Award Requirements Exercises, Exercises used to meet this requirement during one period of Improvement performance cannot be used to meet the requirement in Plans and After another. Extensions to the grant do not apply to this Action Reporting requirement or its due date. There is no specific requirement Cont. for level of participation in the exercises and the exercises can be of any type, provided they are related to the subrecipient's identified long-term training and exercises priorities. Proof of completion of the exercise requirements must be kept on file by the Subrecipient and be made available for review upon request. For exercise-related issues and/or questions, email the Cal OES Exercise Team at exercise@caloes.ca.gov. Exercise costs will not be considered for reimbursement until an AAR/IP is received by Cal OES. Procurement Subrecipients must conduct procurement using documented Standards and local government procurement procedures, or the federal Written procurement standards found in 2 C.F.R. Part 200, whichever Procedures are more strict. Subrecipients must also have written conflict of interest policies governing the actions of its employees engaged in the selection, award and administration of contracts, including disciplinary actions for violations of such standards. Procurement Non-federal entities, other than states and territories, are Documentation required to maintain and retain records sufficient to detail the history of procurements, covering at least the rationale for the procurement method, contract type, contractor selection or rejection, and the basis for the contract price. For any cost to be allowable, it must be adequately documented. Examples of the types of documents that would meet this requirement include, but are not limited to: • Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals; • Responses to solicitations, such as quotes, bids, or proposals; • Pre-solicitation independent cost estimates and Post-solicitation cost/price analyses on file for review by federal personnel, if applicable; • Contract documents and amendments; 23 Section 6 — Post Award Requirements 1 2024 Procurement • Documents demonstrating inclusion of required contract Documentation provisions, and Cont. • Other documents required by federal regulations applicable at the time the grant was awarded to the Subrecipient. Procurement Under 2 C.F.R. Part 200, procurement thresholds are defined as Thresholds follows: • Micro-purchase threshold: This is the maximum amount for which purchases can be made without requiring competitive quotes or formal procurement processes, provided the price is reasonable. The micro-purchase threshold is set at $10,000. • Simplified acquisition threshold: This sets the maximum amount for which federal procurement procedures may be simplified. The threshold is $250,000. For purchases at or below this amount, subrecipients may use streamlined methods, such as obtaining competitive price or rate quotations from an adequate number of qualified sources. Purchases exceeding $250,000 require more formal procurement procedures, including sealed bids or competitive proposals. Subrecipients must adhere to these thresholds and, in cases of conflict between local procurement procedures and federal requirements, must apply the more stringent threshold. Noncompetitive All noncompetitive procurements exceeding the simplified Procurements acquisition threshold require Cal OES prior written approval to be eligible for reimbursement. This method of procurement must be approved by the local Purchasing Agent prior to submitting a request for Cal OES approval. A copy of the Purchasing Agent's approval must be included with the Cal OES Request for Noncompetitive Procurement Authorization form. Cal OES may request additional documentation that supports the procurement effort. 24 Section 6 — Post Award Requirements 1 2024 Environmental DHS/FEMA is required to ensure all activities and programs Planning and that are funded by the agency comply with federal Historic Environmental Planning and Historic Preservation (EHP) Preservation regulations. Subrecipients proposing projects or activities (including, but not limited to, training, exercises, the installation of equipment, and construction or renovation projects) that have the potential to impact the environment or a historic structure must participate in the EHP review process. EHP Screening Memos must include detailed project information, explain the goals and objectives of the proposed project, and include supporting documentation. DHS/FEMA may also require that the Subrecipient provide a confidential California Historical Resources Information System (CHRIS) report in addition to the EHP Screening Form. Determination on the necessity of a CHRIS report is based upon information disclosed on the EHP Screening Form. Grants Analysts will provide additional instructions should this report be required. EHP requests should be submitted to Cal OES as early as possible. All projects/activities triggering EHP must receive DHS/FEMA written approval prior to commencement of the funded activity. Updated information may be referenced in the FEMA GPD EHP Policy Guidance. Construction and When applying for construction activity at the time of Renovation application, including communications towers, Subrecipients must submit evidence of approved zoning ordinances, architectural plans, any other locally required planning permits, and a notice of federal interest. Additionally, Subrecipients are required to submit a SF-424C Budget and Budget Detail that cites the project costs. Communication tower construction requests also require evidence that the Federal Communications Commission's Section 106 review process has been completed. Subrecipients using funds for construction projects must comply with the Davis-Bacon Act. Subrecipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a 25 Section 6 — Post Award Requirements 1 2024 Construction and character like the contract work in the civil subdivision of the Renovation Cont. state in which the work is to be performed. Written approval for construction must be provided by DHS/FEMA prior to the use of any EMPG funds for construction or renovation. No construction activities (including site preparation, utility installations, and any groundbreaking activities) or equipment installations on existing structures, may begin until the EHP review process is complete. Inventory Control Subrecipients must use standardized resource management and Property concepts for resource typing and credentialing, in addition Management to maintaining an inventory by which to facilitate the effective identification, dispatch, deployment, tracking and recovery of resources. Subrecipients must have an effective inventory management system, to include: • Property records that document description, serial/ID number, fund source, title information, acquisition date, cost, federal cost share, location, use, condition, and ultimate disposition; • A physical inventory conducted at least every two years; • A control system to prevent loss, damage, and theft of grant purchased equipment and supplies; and • Adequate maintenance procedures must be developed to keep the property in good condition. Equipment When original or replacement equipment acquired under Disposition the EMPG is no longer needed for program activities, the Subrecipient must contact their Grants Analyst to request disposition instructions. See 2 C.F.R. § 200.313(e). Performance BSIR - Subrecipients must complete a BSIR each Winter and Reporting Summer using the DHS/FEMA Grants Reporting Tool (GRT) for the duration of the subaward period of performance or until all grant activities are completed and the subaward is formally closed by Cal OES. Failure to submit a BSIR could result in subaward reduction, suspension, or termination. Access to the BSIR may be obtained through the GRT. To create a new account, click the link that reads, "Register for an account" and follow the instructions provided. The 26 Section 6 — Post Award Requirements 1 2024 Performance Subrecipient will be required to ensure up-to-date project Reporting Cont. information is entered. The Project Ledger in the FMFW may assist with the BSIR data entry process. For additional assistance with the GIRT, contact the appropriate Grants Analyst. Quarterly Performance Reports - Subrecipients must prepare and submit Performance Reports to the State for the duration of the subaward period of performance, or until all grant activities are completed and the subaward is formally closed by Cal OES. The quarterly reports must include the progress made on identified activities, as well as other required information. Failure to submit a quarterly Performance Report could result in subaward reduction, suspension, or termination. In order to ensure that mandated performance metrics and other data required under the subaward is reported accurately, all EMPG Performance Reports must be submitted electronically, via email, to their Cal OES Grants Analyst for review and vetting. Electronic documents submitted for Cal OES review and vetting should be submitted as soon as possible, but no later than, seven calendar days before the identified due date(s) associated with the Performance Report. Submission of the electronic copy is only to occur after their Cal OES Grants Analyst's review has concluded and the Subrecipient is directed by their Cal OES Grants Analyst to submit the signed electronic copy. Extension Extensions to the initial period of performance identified in Requests the subaward will only be considered through formal, written requests to the Subrecipient's Grants Analyst. 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. 27 Section 6 — Post Award Requirements 1 2024 Extension Extension requests will be granted only due to compelling Requests Cont. legal, policy, or operational challenges, must be project specific, and will only be considered for the following reasons: 1 . Contractual commitments with vendors that prevent completion of the project within the period of performance; 2. The project must undergo a complex environmental review which cannot be completed within this timeframe; 3. Projects are long-term by design and therefore; acceleration would compromise core programmatic goals; and 4. Where other special circumstances exist. To be considered, extension requests must be received no later than 60 days prior to the end of the Subrecipient's period of performance and must contain specific and compelling justifications as to why an extension is required. All extension requests must address the following: 1 . Grant program, fiscal year, and award number; 2. Reason for delay; 3. Current status of the activity/activities; 4. Approved period of performance termination date and new project completion date; 5. Amount of funds drawn down to date; 6. Remaining available funds, both federal and non-federal; 7. Budget outlining how remaining federal and non-federal funds will be expended; 8. Plan for completion, including milestones and timeframes for each milestone and the position/person responsible for implementing the plan for completion; and 9. Certification that the activity/activities will be completed within the extended period of performance without any modification to the original Statement of Work. General questions regarding extension requirements and the Extension Request form should be directed to your Grants Analyst. Subrecipients are expected to complete all grant- funded personnel activity by the end of the subaward period of performance. Indirect Cost project may not be extended. 28 Section 6 — Post Award Requirements 1 2024 Progress Reports All Subrecipients that receive Cal OES approval to extend on Grant their FY 2024 grant subaward period of performance will be Extensions required to submit progress reports indicating completed and future project milestones on all extended projects. Progress reports must be submitted electronically to their Grants Analyst. Deadlines for the submission of progress reports will be established at the time of extension approval. Monitoring Cal OES Grants Monitoring actively monitors Subrecipients, through day-to-day communications, programmatic site visits, and desk and on-site compliance assessments. The purpose of the compliance assessment is to ensure Subrecipients are in compliance with applicable state and federal regulations, grant guidelines, and programmatic requirements. Monitoring activities may include, but are not limited to: • Verifying that entries recorded on the FMFW categories are properly supported with source documentation; • Eligibility of and support for expenditures, typically covering two to three years of data; • Comparing actual Subrecipient activities to those approved in the grant application and subsequent modifications, including the review of timesheets and invoices as applicable; • Procurements and contracts; • Ensuring equipment lists are properly maintained and physical inventories are conducted; • Ensuring advances have been disbursed in accordance with applicable guidelines; and • Confirming compliance with: o Standard Assurances, and o Information provided on performance reports and payment requests NOTE: It is the responsibility of all Subrecipients that pass down grant funds to other entities, to maintain and utilize a formal process to monitor the grant activities of their subawards. This requirement includes, but is not limited to, on-site verification of grant activities, as required. It is common for Subrecipients to receive findings in a programmatic site visit or compliance assessment, which 29 Section 6 — Post Award Requirements 1 2024 Monitoring Cont. require a Corrective Action Plan (CAP) to be submitted by Subrecipients. Those Subrecipients who fail to submit a CAP, as required, shall have a "hold" placed on any future reimbursements until the "finding"or an "advisory" is resolved. Failure to Submit Periodic reporting is required by the grant. Subrecipients who Required Reports miss a single reporting due date may receive a letter addressed to their Board of Supervisors informing them of the failure to report. County OAs and tribes who fail to report twice in a row may have subsequent awards reduced by ten percent until timely reporting is reestablished. Suspension/ Cal OES may suspend or terminate grant funding, in whole or Termination in part, or other measures may be imposed for any of the following reasons: • Failure to submit required reports. • Failure to expend funds in a timely manner consistent with the grant milestones, guidance, and assurances. • Failure to comply with the requirements or statutory progress toward the goals or objectives of federal or state law. • Failure to make satisfactory progress toward the goals or objectives set forth in the Subrecipient application. • Failure to follow Grant Subaward requirements or Special Conditions. • Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding. • False certification in the application or other document. • Failure to adequately manage, monitor, or direct the grant funding activities of their Subrecipients. Before taking action, Cal OES will provide the Subrecipient reasonable notice of intent to impose corrective measures and will make every effort to informally resolve the problem. Closeout Cal OES will close-out Subrecipient awards when it determines all applicable administrative actions and all required work of the federal award have been completed. 30 Section 6 — Post Award Requirements 1 2024 Closeout Cont. Subawards will be closed after: • Receiving any applicable Subrecipient Performance Report indicating all approved work has been completed, and all funds have been distributed; • All funds have been requested and reimbursed, or disencumbered; • Completing a review to confirm the accuracy of reported information; • Reconciling actual costs to subawards, modifications and payments; and • Verifying the Subrecipient has submitted a final BSIR showing all grant funds have been expended. Records The records retention period is three years from the date of Retention the Cal OES Grant Closeout letter, or until any pending litigation, claim, or audit started before the expiration of the three-year retention period has been resolved and final action is taken. The Cal OES Grant Closeout Letter will notify the Subrecipient of the start of the records retention period for all programmatic and financial grant-related records. Documents related to equipment purchased must be retained for three years after it has been disposed, per 2 CFR 200.313. For indirect cost rate proposals, cost allocation plans, or other rate computation records, the start of the record retention period is dependent on whether the proposal, plan, or other computation is required to be submitted to the federal government (or to the pass-through entity) for negotiation purposes. See 2 C.F.R. § 200.334(f). In order for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(a). If the State Administrative Agency award remains open after the Subrecipient's submission of the final BSIR, Cal OES will complete any additional BSIR reporting required under the award on behalf of the Subrecipient. 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 31 Section 6 — Post Award Requirements 1 2024 Records associated with the unsupported activities. Retention Cont. If documents are retained longer than the required retention period, FEMA, the DHS Office of Inspector General, Government Accountability Office, and pass-through entity have the right to access these records as well. See Title 2 C.F.R § 200.334 and 200.337. 32 Attachment A - FY 2024 EMPG Allocations 1 2024 Operational Area Total Award Operational Area Total Award ALAMEDA 409,218 PLACER 196,272 ALPINE 125,205 PLUMAS 128,300 AMADOR 131,920 RIVERSIDE 548,711 BUTTE 160,713 SACRAMENTO 398,146 CALAVERAS 132,798 SAN BENITO 136,406 COLUSA 128,781 SAN BERNARDINO 504,038 CONTRA COSTA 324,355 SAN DIEGO 692,978 DEL NORTE 129,621 SAN FRANCISCO 269,472 EL DORADO 157,831 SAN JOAQUIN 261 ,559 FRESNO 300,704 SAN LUIS OBISPO 173,350 GLENN 129,975 SAN MATEO 253,134 HUMBOLDT 148,285 SANTA BARBARA 201,528 IMPERIAL 156,176 SANTA CLARA 452,624 INYO 128,282 SANTA CRUZ 170,520 KERN 282,635 SHASTA 156,169 KINGS 151,232 SIERRA 125,555 LAKE 136,604 SISKIYOU 132,565 LASSEN 129,912 SOLANO 202,082 LOS ANGELES 1,820,586 SONOMA 208,062 MADERA 152,472 STANISLAUS 219,833 MARIN 168,940 SUTTER 142,188 MARIPOSA 127,942 TEHAMA 136,165 MENDOCINO 140,488 TRINITY 127,768 MERCED 174,565 TULARE 207,522 MODOC 126,481 TUOLUMNE 134,483 MONO 127,286 VENTURA 268,421 MONTEREY 199,757 YOLO 163,369 NAPA 148,388 YUBA 139,361 NEVADA 142,496 TRIBAL NATIONS 188,021 ORANGE 669,946 Total 14,202,196 Attachment B - FY 2024 EMPG Timeline 1 2024 DHS Announcement of FY 2024 EMPG NOFO April 16, 2024 Cal OES Application due to DHS June 24, 2024 Subrecipient period of performance begins July 1, 2024 DHS/FEMA Award to California September 25, 2024 Integrated Preparedness Plan (IPP) due September 30, 2024 Notification of Subrecipient Award October 28, 2024 Subrecipient Workshops October 2024 FY 2024 California Supplement release January 2025 Submission of the FY 2024 EMPG Performance October 14, 2024 Report for the period of 7/1/2024- 9/30/2024 Submission of the FY 2024 EMPG Performance January 14, 2025 Report for the period of 7/1/2024 - 12/31/2024 Subrecipient Final Applications due to Cal OES February 10, 2025 Submission of the FY 2024 EMPG Performance April 14, 2025 Report for the period of 7/1/2023 - 3/31/2025 Submission of the FY 2024 EMPG Performance July 14, 2025 Report for the period of 7/1/2024 - 6/30/2025 Submission of the FY 2024 EMPG Performance October 14, 2025 Report for the period of 7/1/2024- 9/30/2025 All FY 2024 EMPG EHP-related documents must December 31 , 2025 be received by Grants Analyst Submission of the FY 2024 EMPG Performance January 14, 2026 Report for the period of 7/1/2024- 12/31/2025 Submission of the FY 2024 EMPG Performance April 14, 2026 Report for the period of 7/1/2023 - 3/31/2026 Subrecipient period of performance ends June 30, 2026 Submission of the FY 2024 EMPG Performance July 14, 2026 Report for the period of 7/1/2023 - 6/30/2026 Final Request for Reimbursement due Within 20 calendar days of the subaward expiration date Cal OES's period of performance ends September 30, 2026 Attachment C — FY 2024 EMPG Program Checklist 1 2024 Subrecipient: County of Fresno FIPS#: 019-00000 Grants Analyst: Sarah Villa Financial Management Forms Workbook: Grant Subaward Face Sheet Authorized Agent and Contact Tab Project Ledger Tab Planning Tab Organization Tab Equipment Tab Training Tab Exercise Tab Management and Administration Tab Indirect Cost Tab Consultant-Contractor Tab Personnel Tab Match Tab Indirect Cost Rate Summary (If Applicable) Authorized Agent Sheet Required Documents: Counter-signed Award Letter N/A EHP Screening Form (If Applicable) FFATA Financial Disclosure Governing Body Resolution Subrecipient Grants Management Assessment form 2024 EMPG Standard Assurances Program Standard Assurances Addendum N/A Indirect Cost Rate Agreement (If Applicable) Application/Agreement Between the County of Fresno and California Governor's Office of Emergency Services (CAL OES) Name: FY 2024 Cal OES Emergency Management Performance Grant Application/Agreement Fund/Subclass: 0001/10000 Organization #: 56204606 Revenue Account #: 4380