HomeMy WebLinkAbout05 - Execution of Fiscal Year 2006 Homeland SecurityCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. s
July 24, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Police Department
John J. Klein, Chief of Police, 644 3701, JKlein @nbpd.org
Craig Fox, Lieutenant; 644 3710, CFox @nbpd.org
SUBJECT: EXECUTION OF FISCAL YEAR 2006 HOMELAND SECURITY GRANT
PROGRAMS TRANSFER AGREEMENTS
RECOMMENDATION:
Adopt Resolution No. 2007 _ authorizing the Police Chief, Fire Chief, and City
Manager to act as "Authorized Agents" to execute the necessary documents in
conjunction with the attached agreement.
DISCUSSION:
The Emergency Management Services Director of the Orange County Sheriffs
Department has requested that the City Council approve for signature the Transfer
Agreement Letter for the Fiscal Year 2006 Homeland Security Grant Programs. The
Agreement has been signed by Sheriff Michael Corona. The Transfer Agreement Letter
includes:
1. Agreement to Transfer Property or Funds for the 2006 Homeland Security Grant
Program Purposes. This Agreement requires the signature of an authorized
agent and approval of the City Council for execution by the City Clerk.
a. This Agreement encompasses the following grant programs:
i. 2006 State Homeland Security Grant Program (SHSO)
ii. 2006 Law Enforcement Terrorism Prevention Plan (LETPP)
iii. "2006 Metropolitan Medical Response System (MMRS)
'Anaheim, Huntington Beach, and Santa Ana only
2. Attachment A — FY 06 California Supplement to Federal Program Guidelines.
FY 2006 Homeland Security Grant Programs
July 24, 2007
Page 2
3. Attachment B — Approved Project Description *.
4. Governing Body Resolution - This document requires execution by the City
Council naming one to three authorized agents. Authorized agents are allowed
to sign documents on behalf of the City.
5. Office of Homeland Security Grant Assurances — This document requires the
signature of one of the authorized agents named in the Governing Body
Resolution.
Three of the original documents are to be returned to the Orange County Sheriffs
Department after signature.
*Funding from this grant will allow the City to acquire the following:
1. 800 MHz Microwave Tower Upgrades — Project will upgrade the digital
microwave system that was Implemented in 1993.
2. Fire Agencies AVL / GIS / Wireless Network — Will establish a county wide
shared mobile data network enabling improved interoperability among
Orange County fire agencies..
3. PPE Replenish — Personal Protective Equipment with enclosing expiration
dates will be replenished.
4. Joint Hazard Assessment Team — The Joint Hazard Assessment Team is
comprised of HazMat, SWAT and Bomb Squad personnel.
5. MIR 3 — A first responder notification system that allows the end user to
communicate critical events in a timely and managed fashion using various
types of communication.
6. IMAP — IMAP is a software program used by first responders that organizes
information into a response folder by location.
7. EOC Upgrades — This project is to determine baseline needs for City
Emergency Operation Centers within Orange County.
8. Training — To sustain ongoing training for Command Officer Response to
Terrorism, Law Enforcement Response to Terrorism, Terrorism Liaison
Officer and other State approved training programs.
FY 2006 Homeland Security Grant Programs
July 24, 2007
Page 3
9. CERT — To continue the coordination and baseline efforts of the CERT
Mutual Aid Program.
Fundina Availability:
Provided by Fiscal Year 2006 Homeland Security Grant Programs.
Prepared by:
Crai ox, Lieutenant
Office of the Chief
Attachment: Transfer Agreement Letter:
Resolution
Submitted by:
C,-Z
9 J n J. Klein
IEF OF POLICE
RESOLUTION NO. 2007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
NEWPORT BEACH AUTHORIZING THE CITY MANAGER, CHIEF
OF POLICE, AND THE FIRE CHIEF TO ACT AS "AUTHORIZED
AGENTS" TO EXECUTE THE NECESSARY DOCUMENTS
RELATING TO THE FY 2006 HOMELAND SECURITY GRANT
PROGRAM TRANSFER AGREEMENT LETTER.
WHEREAS, the City of Newport Beach has partnered with the County of Orange
and other cities located within the County to participate in the FY 2006 Homeland
Security Grant. The City of Newport Beach has requested property available to it
under this grant that will be used for the public safety of its citizens.
WHEREAS, the Orange County Sheriffs Department is the administrator of the
FY 2006 Homeland Security Grant. The City is required to sign the Transfer
Agreement Letter and the Homeland Security Grant Assurances. The Sheriffs
Department requires the naming of one to three authorized agents from within
the City to sign these documents on behalf of the City.
NOW THEREFORE, BE IT RESOLVED as follows by the City Council of the City
of Newport Beach:
Section 1 Authorize the City Manager, Police Chief, and Fire Chief to act as
Authorized Agents with the authority to sign documents as they relate to the FY
2006 Homeland Security Grant Program.
Adopted this 24th day of July, 2007.
I=210
ATTEST:
CITY CLERK
1
2 AGREEMENT TO TRANSFER PROPERTY OR FUNDS
3 FOR 2006 HOMELAND SECURITY GRANT PROGRAM PURPOSES
4
5 THIS AGREEMENT is entered into this 24th day of July 2007. which
6 date is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a
7 political subdivision . of the State of California, hereinafter referred to as "COUNTY, and
8 Newport Beach , a (municipal corporation/special district/not-for-
9 profit corporation), hereinafter referred to as "SUBGRANTEE."
10 WHEREAS, COUNTY, acting through its Sheriff - Coroner Department in its capacity as the
11 lead agency for the Orange County Operational Area, has applied for, received and accepted a grant
12 from the State of California, acting through its Office of Homeland Security, to enhance county-wide
13 emergency preparedness, hereinafter referred to as "the grant! 1, as set forth in the grant documents that
14 are attached hereto as Attachments A (FY 06 CA "Supplement to Federal Program. Guidelines) and B
15 (2006 Project Matrix) and incorporated herein by reference.
16 WHEREAS, the terms of the grant require that COUNTY use certain grant funds to purchase
17 equipment, technology or services that will be transferred to SUBGRANTEE to be used for grant
18 purposes.
19 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
20 1. COUNTY shall transfer to SUBGRANTEE the equipment, technology or services as
21 specified in Attachment .B hereto, which is incorporated herein by reference. If the grant requires
22 COUNTY-to transfer to SUBGRANTEE equipment, technology or services that COUNTY has not yet
23 acquired, COUNTY shall transfer said equipment, technology or services to SUBGRANTEE as soon
24 after acquisition by COUNTY as is reasonably practicable. .
25 2. If COUNTY transfers grant funds to SUBGRANTEE, SUBGRANTEE shall use said
26 grant funds only to acquire equipment, technology or services as set forth in Attachment B hereto and/or
27 to perform such other grant functions, if any, for which Attachments A and B permit SU13GRANTEE to
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expend grant funds. SUBGRANTEE shall provide COUNTY with a budget breakdown signed by the
authorized agent.
3. Throughout its useful life, SUBGRANTEE shall use any equipment, technology or
services acquired with grant funds only for those purposes permitted under the terms of the grant, and
I shall make it available for mutual aid response.
4. SUBGRANTEE shall exercise due care to preserve and safeguard equipment acquired
with grant funds from damage or destruction and shall provide regular maintenance and repairs for said
equipment as are necessary, in order to keep said equipment in continually good working order. Such
maintenance and servicing shall be the sole responsibility of the SUBGRANTEE, who shall pay for
material and labor costs for any maintenance and repair of the said equipment throughout the life of the
said equipment.
5. SUBGRANTEE shall assume all continuation costs of said equipment, technologies
Iand/or services to include but not limited to upgrades, licenses and renewals of said equipment,
technologies and/or services.
6. If equipment acquired with grant funds becomes obsolete or unusable, SUBGRANTEE
shall notify COUNTY of such condition. SUBGRANTEE shall transfer or dispose of grant- funded
equipment only in accordance with the instructions of COUNTY.
7. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and their
elected and appointed officials, officers, agents and employees from any and all claims and losses
accruing or resulting to any and all contractors, subcontractors, laborers, an& any other person, -firm or
corporation furnishing or supplying work services, materials or supplies in connection with
SUBGRANTEE's performance of this Agreement, including Attachments A and B hereto, and from any
and all claims and losses accruing or resulting to any person, firm, or corporation who may be injured or
damaged by SUBGRANTEE in the performance of this Agreement, including Attachments A and B
hereto.
8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully bound
by all applicable provisions of Attachments A and B hereto. SUBGRANTEE shall notify COUNTY
I I I immediately upon discovery that it has not abided or no longer will abide by any applicable provision
2 Attachments A and B hereto.
3 IIH
4 I I 9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State
5 Auditor General with respect to this Agreement for a period of three years after final payment
6 11 hereunder. .
7 10. No alteration or variation of the terms of this Agreement shall be valid unless made in
8 writing and signed by duly authorized_ representatives of the parties hereto, and no oral understanding or
9 agreement not incorporated herein shall be binding on any of the parties hereto.
10 11. SUBGRANTEE may not assign this Agreement in whole or in part without the express
11 written consent of COUNTY.
12 12. For a period of three years after final payment hereunder or until all claims related to this
13 Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all
14 documents, papers and records relevant to the work performed or property or equipment acquired in
15 accordance with this Agreement, including Attachments A and B hereto. For the same time period,
16 `SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency
17 from which COUNTY received grant funds or their duly authorized representative(s), for examination,
:18 copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request during
19 usual working hours.
20. 13. SUBGRANTEE shall provide 'to COUNTY all records and information requested by
21 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
22 required to provide to the agency from which COUNTY received grant funds or other persons or
23 agencies.
24 14. COUNTY may terminate this Agreement and be relieved of the payment of any
25 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained
26 in this Agreement, including Attachments A and B hereto, at the time and in the matter herein provided,
27 or b) COUNTY loses finding under the grant. In the event of termination, COUNTY may proceed with
28 the work in any manner deemed proper by COUNTY.
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15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the
performance of this Agreement, including Attachments A ands 5`ereTo, �Mrnarlsa'considerod
officers, agents or employees of COUNTY or of the agency from which COUNTY received grant fiords.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: 6//0,24 COUNTY OF ORANGE, a political
subdivision of time State of California
APPROVED AS TO FORM:
COUNTY COUNSEL
O �P 2006
IDATED: -2-4-o:7
I ATTEST:
BY
City Cleric
DATED: .2006
By (*
Sheriff- Coroner
"COUNTY"
rem.
By: .
0
BE IT RESOLVED BY THE
Attachment D
Governing Body Resolution
(For operational Areas and Urban Area's)
Council
(Gova mg ter)
OF THE City of Newport Beach THAT
(Nam of AppHeant)
City Manager . OR
(Name or Title ofAnthotiwd Agent)
Chief of Police
(Name orTide of authorized
FWTII
Fire Chief OR
(Nam or Me 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 sub - granted through the. State of California.
Passed and approved this 24th day of July 20 07
Certification
L LaVonne Narkless duly appointed and
(Name)
City Clerk of the City of Newport Beach
(Tine) (Govamag Body)
do hereby certify that the above is a true and correct copy of a resolution passed and approved by
the City Council ofthe City of Newport Beach on the
(Gov fog Body) (Nam of Appticaot)
24th day of July
MEOW fin)
(siguaave)
(Daft)
20 07
Attachment
FMAI
Governor's Office of Homeland Security
F'Y06 Homeland Security Grant ]Program
California Supplement to .
�1 r /
Apa-i1.3, 2006
Table of Contents
Foreword: Director's Message ............................................................................... .............- ................4
ChapterOne ............................................................................................................. ..............................5
Overview................... ...........................................-.............................................. ............. :................5
Inthis Chapter ................................................................................................... .........:....................5
Federal Program Guidance and Updates .................. : .......................:............... ..............................5
Purpose of the California Supplement to the Federal Program Guidance ............... ...................... 6
Purpose of the- Homeland Security Grant Program ..................:. ............. ............................... .........6
Eligible Subgrant Recipients and Allocations .................................................: ..............................6
Whenare the applications due? .......................... ....................................................................... .....
6
StateContact Information' .................................. - ...........................................................................
7
ChapterTwo ........................... : ............................... _ ................................................ . . .............................
8
State Policies and Requirements ........................................:.................................. .........................:....8
Inthis Chapter ................................................... ... .. ........................................................... ............
8
Approval Authority Body - SHSP and LETPP ONLY ...................:................: ..............................8
Allocations by Discipline - SHSP ONLY ......................................................... ..............................9
Allocationsby Program. Activity ..................................................................... ..................- ...........9
GoverningBody Resolution .............................. .............................................................................
9
GrantAssurances ................... ........................... .............................................................................
9
California Public Records Act ........................................................................ .......................- .....10
Exercises.......................................................................................................... .............................10
InformationAnalysis .......................................................... ........:.....................1
l
PostAward Modifications .............................................................................. ..................- ..........12
Subgrantee Performance Reports ...................... ...........................................................................
12
Monitoring Subgrantee Performance ............................................................... .............................12
Suspension or Termination ............... ................................................. .............................13
. ..............
Closeout....... : ........ ...............................................:............................ :.................................. .........
13
ChapterThree ........................................................................................................... ...........:.................14
ProgramChanges ................................................... - ....................................................... :..................
14
Inthis Chapter ..............:.....................................................:............................. .............................14
ProgramChanges ................................................:........................................... ...................- .........14
NationalInitiatives ........................................................................................... .............................15
OperaOperational Costs and Border Sec ................. .............................16
Security .......:.... .............................:.
Personnel Costs .................................................................. .............................16
Management and Administrative Costs .......................................................... .....................- .......16
Advances and Interest Earned on Advances .................................................... ..............:..............17
PaymentRequest Process ....................................................................».......... .............................17
Non -G &T Developed Courses ............................ ............................... ......... ............ ...................17
...
Authorized Equipment List and Equipment Purchase Assistance Program .... ......................:......18
Construction and Renovation .......................................................................... ....................- ........19
UASI.............................................................................. :............................19
MMRS.............................................................................................................. ............:................19
CCP.........................................................................................................:........ ...............:.............19
CCP, continued ................................................................. .............................20
StateAgencies ................................:................................... .............................21
Ports...................................................... ............................... . ......................
22
FY06 Homeland Security Grant Program
Table of Contents
ChapterFour ............................................................................................................ .............................23
Application........................................................................................................... .............................23
Inthis Chapter .................................................................................................. .............................23
State Required Application Components ......................................................... .............................23
Appendix A - Subgrantee All ocations ........................................... .............................26
AppendixB- Forms ................................................................. .............................27
Appendix C- Goals and Objectives ............................................... .............................51
Appendix D - Investment Justifications ........................................... ................:............56
FY06 Homeland Security Grant Program
Foreword: Director's Message
The Governor's Office of Homeland Security (OHS) is pleased to release the FY2006 Homeland Security
Grant Program (HSGP) guidance. Along with its introduction are several 'important changes to the grant
process beginning this year. First, subgrantees will need to prioritize their expenditure of funds in meeting
homeland security goals and objectives. Funds not utilized in a timely fashion will be reallocated to those
agencies or jurisdictions with a demonstrated need and use of the grant award. Second, all applications
must include a ten (10) percent allotment for training purposes, specifically on equipment that was
purchased and successful courses that have been developed. As you review this Grant Guide, you will
note some variations from prior years which attempt to incorporate the core United States Department of
Homeland Security (DHS) Office of Grants and Training (G&T) programs into a unified process which
seeks to:
• Employ a risk and need -based allocation process;
• Provide funding to build and sustain capabilities in support of the National
Preparedness Goal and National Priorities;
• Allow flexibility at State and Local level to. support Goal implementation; and
• Clearly articulate the differences between the component grant programs.
The federal DHS has consolidated the administration of five (5) programs into one (1) application
package and the California OHS has followed this direction as well. With this Grant Guide and .
Application Kit you will be able to apply for these distinct programs: State Homeland Security Program_
(SHSP), Urban Areas Security Initiative (UASI), Law Enforcement Terrorism Prevention Program
(LETPP), Metropolitan Medical Response System (MIviRS), and Citizen Corps Program (CCP).
Additionally, State Agencies and Port Districts shall also be eligible to apply for FY06 funding via this
application process.
The prevention of a terrorist attack is the number one priority for the OHS and is based on public safety
partnerships in information sharing at the local and regional level. To compliment federal efforts, California has created four (4) mutually supporting Regional Terrorism Threat Assessment Centers
(RTTAC) aligned with the four (4) Federal Bureau of Investigation (FBI) Field Offices in the state (San
Diego, Los Angeles, San Francisco, and Sacramento), as well as the State Terrorism Threat Assessment
Center (STTAC), all linked by a common information sharing system, the California Joint Regional
Information Exchange System (CAL MIES). Agencies currently participating are encouraged to sustain
their commitment to their regional RTTACs, to CAL JRIES, and to the Terrorism Liaison Officeers
(TLOs) concept of individuals trained in the review and assessment of local reporting, and agencies not.
participating are encouraged to join.
We look forward to your continued collaboration towards our homeland security strategy and our efforts
in protecting California: Through the joint development of the state's Enhancement Plan and Investment
Justifications, we will work together towards achieving the four (4) mission areas of the National
Preparedness Goal: prevent, protect, respond, and recover.
MATTHEW R BETTENHAUSEN
Executive Director
Governor's Office of Homeland Security
FY06 Homeland Security Grant Program
Chapter One
Overview
In this Chapter This chapter contains the following topics:
• Federal Program Guidance and Updates
• Purpose of the California Supplement to the Federal Program Guidance
• Purpose of the Homeland Security Grant Program
• Eligible Subgrant Recipients and Allocations
• When are the Applications Due?
• State Contact Information.
Federal The U.S. Department of Homeland Security (DHS) published the FY2006
Program Homeland Security Grant Program, Program Guidance and Application Kit,
Guidance and on December 2, 2005. Revision pages were issued on January 3, 2006.
Updates
The Guidance and Application Kit may be obtained. at
bgp://www.oir).m /ody/docs /fv2006hsen.ndf .
The U.S. DHS periodically publishes Information Bulletins to release, update,
amend or clarify grants and programs which they administer. DHS's
Information Bulletins can be found at
htta: / /www.OiR. usdoi .gov /6dn /doestbullodw.htrn .
Bulletins specific to the FY 06 Homeland Security Grant Program:
• Information Bulletin # 202' -- February 8, 2006
Application Review and Sooting Approach for Fiscal Year (FY) 2006 Hbmeland
Security Grant Program -PDF
• . Information Bulletin # 201— February 3, 2006
FY 2006 Allocation Amounts: Emergency Management Performance Grant (EMPG),
Metropolitan Medical Response System (MMRS); and Citizen Corps (CCP) -.PDF
• Information Bulletin #200 — January 3,2006,
Updated Information about the Urban Areas Security Initiative (DASD msd the Fiscal
Year (FY) 2006 Homeland Security Grant Program (HSGP) Program Guidance and
Application Kit - ME
(Attachments: Pronram Guidance and Analication K ll)
• Information Bulletin # 199 — December 20, 2005
Responding to Inquiries about Fiscal Yew (FY) 2006 Homeland Security Grant
Program (HSGP) Application Submissions - PDF
• Information Bulletin # 198 — December 2, 2005
Department of Homeland Security (DHS) Fiscal Year (FY) 2006 Homeland Security
Grant Program (HSGP) Program Guidance and Application Kit - PDF
FY06 Homeland Security Grant Program
Purpose of the
The California Supplement to the Federal Program Guidance is intended to
California
complement, rather than replace, the Guidance published by the United States
Supplement to
Department of Homeland Security's (DHS), Office of Grants and Training.
the Federal
The Supplement will emphasize differences between the FY 05 and FY 06
Program
Guidance
Homeland Security Grant Programs, and will include additional California
policies and requirements applicable to FY 06 HSGP.
Purpose of the The U.S. Department of Homeland Security, through the Office of Grants and
Homeland Training, is providing funding to California to enhance the ability of the state,
Security Grant urban areas, local jurisdictions, to prevent,, deter, respond to and recover from
Program threats and incidents of terrorism.
Eligible Eligible subgrant recipients, referred to as subgramees, differ for each
Subgrant program. Generally, eligible subgrant recipients will remain the same as in
Recipients and FY 05. Subsequent to DHS's announcement of funding to California on May.
Allocations 31, 2006, additional subgramee and allocation information will be made
available.
NOTE: All subgrantees are encouraged to coordinate with Tribal
Governments to ensure that Tribal needs are considered in the subgrantees'
applications.
NOTE.. Subgrantees may contract with any other public or private
organization to perform eligible activities on approved projects.
When are the Completed applications are due no later than Friday, June 30, 2006. Only
Applications applications postmarked by the due date will be accepted. Additional
Due? information will be requested or accepted from subgrantees at the sole
discretion of the Governor's Office of Homeland Security (OHS).
Applications lost in transit are the responsibility of the applicant and will not
be considered for funding.
The mailing address for all applications is:
Governor's Office of Homeland Security
ATIN: Grant Management Section
State Capitol
Sacramento, CA 95814
on next page
FY06 Homeland Security Grant Program
State Contact All subgrant related questions, comments and correspondence should be
Information directed to the state contacts - listed below:
Governor's Office of Homeland Security
ATTN: Grants Management Section
State Capitol
Sacramento, CA 958144900
(916) 324 -8908
(916) 323 -9633 Fax
http:// www.bomelaiid.ca.goy /grants.htmi
Regional Map and Contact Info
http://www.homeland.ca.�ov/vdf/map.
Office of Homeland Security Website
http://www.homeland.ca.go
for Domestic Preparedness Secure Portal
Mips : / /odn.esnortals.com/index.cftn
To obtain access to the ODP Secure-Portal please contact BJ Bjornson,
Secure Portal Administrator, Office of Homeland. Security, Training and
Exercise Program,(T&E).
winfield.biomsonAus.armv.mil
(916) 826 -4488
Office for Domestic Preparedness, Grant Reporting Tool (GRT)
httpsJ /www.reoorting.odt).dhs.gov
FY06 Homeland Security Grant Program
Chapter Two
State Policies and Requirements
In this Chapter This chapter contains the following topics:
• Approval Authority Body - SHSP and LETPP ONLY
• Allocations by Discipline - SHSP ONLY
• Allocations by Program Activity
• Governing Body Resolution
• Grant Assurances
• California Public Records Act
• Exercises
• Post Award Modifications
• Monitoring Subgrant Performance
• Suspension or Termination
• Closeout
Approval Operational Areas must appoint an Anti- Terrorism Approval Body (Approval
Authority Body Authority) to have final approval of the OA's application for SHSP and
- SHSP and LETPP funds. The Approval Authority shall consist of the following
LETPP ONLY representatives, and additional voting members may be added by a simple
majority vote of the following standing members:
• County Public Health Officer or designee.responsible for Emergency
Medical.Services
• County Fire Chief or Chief ofFire Authority
Municipal Fire Chief (selected by the Operational Area Fire Chiefs)
• County Sheriff
• Chief of Police (selected by the Operational Area Police Chiefs)
Each member of the Approval Authority must provide written agreement with
the OA's application for SHSP and LETPP funds.
NOTE: A list of the Approval Body members, and associated contact
information, must be submitted with the FY 06 HSGP application.
Continued on new page
FY06 Homeland Security Grant Program
State Policies and Requirements, Continued
Allocations by Operational Areas must allocate SHSP funds as follows:
Discipline -
SHSP ONLY • Fire services - 20%
• Police services - 20%
• Emergency medical services - 20%
• All other disciplines (discretionary) - 40%
NOTE. The Approval Authority may change the allocation percentages with
a 4/5th vote.
Allocations by Generally, there are no state restrictions or preferences on how subgrantees
Program allocate funds across eligible program activities.
Activity
However, not less than tea percent (10 %) of all subgrantee applications
mast be allocated to Training activities.
Governing The Governing Body Resolution appoints agents authorized to execute any
Body actions necessary for each application and subgrant.
Resolution
NOTE. All applicants will be required . to submit a new Governing Body
Resolution with their FY 06 HSGP application. A sample Resolution can be
found in Appendix B- Forms.
Grant. The Grant Assurances form lists the requirements to which the subgrantees
Assurances will be held accountable.
NOTE. • All applicants will be required to submit new Grant Assurances with
their FY 06 HSGP application. A sample Assurances form can be found in
Appendix B - Forms.
Contmaed on next page
FY06 Homeland Security Grant Program
0'
State Policies and Requirements, -Continued
California The details of any application, modification, report, and payment request will
Public Records be subject to the provisions of the California Public Records Act
Act (Governmental Code Section 6250 et seq.). This means that all, or part, of the
information provided to the state may be publicly disclosed. While the state
will make every effort to protect sensitive information, it is imperative that
information provided to the state does not contain information that constituent
jurisdictions or agencies believe are confidential. The applicant's and
subgrantee's failure to protect such information from disclosure may .
jeopardize the safety and security of the people of the State of California. For
example, do not specifically identify potential targets, locations, and their
vulnerabilities if this information is not already public knowledge. While
bridges and shopping malls are well known targets, key distribution points of
petroleum products and data storage facilities are not. Applicants and
subgrantees should prepare and submit information to the state with the
expectation that it may be made publicly available. If there are any questions
about the inclusion of sensitive information in any information provided to
the state, contact the Governor' Office of Homeland Security (OHS).
Exercises Subgrantees must conduct threat - and performance -based exercises in
accordance with G &T's Homeland Security Exercise and Evaluation Program
(HSEEP) manuals. Once an exercise paid for with grant:fun& has been
scheduled, subgrantees must notify the Office of Homelarid.Security,
Training and Exercise Program (1 &E) of the exercise date, time, location
and point of contact information. T &E will maintain a web -based master
schedule of all exercises occurring throughout the state, to increase
communication and coordination of all exercises.
Exercise After Action Reports (AAR) and Improvement Plans (EP) must be
provided to G&T within 60 days following the completion of each exercise.
Delivery to G &T is accomplished by posting the AAR and IP in the
appropriate portion of the G &T secure portal. .
ME is the subgrantee's point of contact for exercise related issues and
questions. Subgrantees may contact the T&E at (916) 826 -4488, or by e-mail
to winfield.biornson s.amty mil
FY06 Homeland Security Grant Program
State The State Terrorism Threat Assessment Centers (STTAC) is a partnership of the
Terrorism California Department of Justice, the California Highway Patrol and the California
Threat Office of Homeland Security (OHS), with representation of allied state and federal
Assessment agencies. The State Center is designed to provide California's senior leaders with
Center real time situational awareness of identified threats, visibility of and coordination
(STTAQ with the critical infrastructure of the state, and constant access to the latest local,
state and national information analysis products and to maintain strategic
assessments of threats that can affect California.
Terrorism
Information Analysis
Regional
Governor Schwarzenegger has emphasized that prevention of a terrorist attack must
Terrorist
be the number one priority for the Office of Homeland Security (OHS). As a major
Threat
part of the prevention component of California's Homeland Security Strategy, our
Assessment
plan to detect, deter and prevent terrorism in California is based on public safety
Canter
partnerships in information sharing and at the.regional and local level. These
(RTTAC)
partnerships bring together federal, state and local law eafarcement agencies, and
their respective law enforcement, public safety and criminal information systems,
including those of the U.S. Department of Homeland Security (DHS) and the Federal
Bureau of Investigation (FBI). To compliment federal efforts, California has created
four mutually supporting Regional Terrorism Threat Assessment Centers (RTTACs),
aligned with the four FBI Field Offices in the state (San Diego, Los Angeles, San
Francisco and Sacramento), and a State Terrorism Threat Assessment Center
(STTAC), all linked by a common information sharing system, the California Joint
Regional Information Exchange System (CAL JRIES).
State The State Terrorism Threat Assessment Centers (STTAC) is a partnership of the
Terrorism California Department of Justice, the California Highway Patrol and the California
Threat Office of Homeland Security (OHS), with representation of allied state and federal
Assessment agencies. The State Center is designed to provide California's senior leaders with
Center real time situational awareness of identified threats, visibility of and coordination
(STTAQ with the critical infrastructure of the state, and constant access to the latest local,
state and national information analysis products and to maintain strategic
assessments of threats that can affect California.
Terrorism
The RTTACs develop a regional assessment.picture, have analytical fimctions
Liaison
and directly connect the state and federal systems to share information and produce
Officer
assessments, reports and other threat and warning products. At the local level law
(TLO)
enforcement and public safety agencies designate Terrorism Liaison Officers (TLOs)
who are trained in the review and assessment of local reporting and in conducting
outreach to other public safety agencies, critical infrastructure operators and
community groups. The TLO is the local agency point of contact for all terrorism -
related alerts, requests for information, warnings and other notifications from
regional, state or federal homeland security agencies. The TLOs review local agency
reports, manage local reporting and initiate or respond to requests for information.
Through the single web -based state terrorism website contained in CAL JMS, the
TLOs and their agency have aceess to all available terrorisms alerts, notices,
information and documents with searchable databases.
The California threat assessment system not only serves to protect California, it also
fully compliments and serves the needs of both the FBI.and DHS, providing access
to information from the local police officer to national analyst and investigator, all
sharing access to information and sharing relevant products to ensure better safety
for our state and nation. The system is fully compatible with the National Criminal
Information Sharing Plan from the U.S. Department of justice, and our regional
information sharing strategy is the largest and most comprehensive in the nation.
Agencies currently participating in our state system and encouraged to sustain their
commitment to their regional RTTACs, to CAL JRIES and to the TLO concept, and
agencies not yet participating are encouraged to join. Information regarding the
Regional Terrorism Threat Assessment Center supporting your jurisdiction can be
obtained from OHS by contacting us at Walohs.ra.eov, or referring to our website
for information directing you to the respective supporting RTTAC.
Contbwed on rrem page
FY06 Homeland Security Grant Program
State Policies and Requirements, Continued
Post Award Post award budget, scope and time modifications must be requested using the
Modifications OHS Financial Management Forms Workbook, by the subgrantee's . .
Authorized Agent, and submitted to the subgrantees Program Representative
in the Grant Administration Unit at the Governor's Office of Homeland
Security. Upon approval the subgrantee will be instructed to make the
required changes in the Office for Domestic Preparedness (ODP), Grants
Reporting Tool (GRT) httpsJ/www.mportine.odp.dhs.gov . The subgrantee
may implement the modifications, and incur associated expenses, after
receiving written final annroval of the modification from the State.
NOTE: Modifications can be requested once per quarter during the
grant performance period. Failure to submit modification requests, and
receive written approval prior to expenditure, could result in a reduction or
disallowance of that part of the grant.
Subgrantee Subgrantees must prepare and submit performance reports to the state for the
Performance duration of the grant performance period, or until all grant activities are
Reports completed and the grant is formally closed. Subgrantees must complete a
Biannual Strategy Implementation .Report (BSIR) using the Office for
Domestic Preparedness (ODP), Grants Reporting Tool (GRT)
h_ ttps: / /www.nortine.odn.dlus.gov , and will also be required to submit
additional information and data requested by the state.
Failure to submit performance reports could result in grant reduction,
termination or suspension.
Monitoring The state is currently conducting a program of sub- grantee monitoring. The
Subgrantee monitoring will be conducted on the subgrantees administrative,
Performance programmatic and fiscal management of the grant(s).
These reviews may include, but are not limited to:
• Eligibility of expenditures
• Comparing actual subgrantee activities to those approved in the subgrant
application and subsequent modifications, if any.
• Ensuring that advances have been disbursed in accordance with applicable
guidelines.
• Confirming compliance with:
— Grant Assurances.
— Information provided on performance reports and payment requests.
— Needs and threat assessments and strategies.
CoMU ued on nwpage
FY06 Homeland Security Grant Program
State Policies and Requirements, Continued
Suspension or The State may suspend or terminate subgrant funding, in whole or in part, or
Termination other measures may be imposed for any of the following reasons:
• Failing to expend funds in a timely manner consistent with the grant
milestones, guidance and assurances.
• Failing to comply with the requirements or statutory objectives of federal
or state law.
• Failing to make satisfactory progress toward the goals or objectives set
forth in the subgrant application.
• Failing to follow grant agreement requirements or special conditions.
• Proposing or implementing substantial plan changes to the extent that, if
originally submitted, the application would not have been selected for
funding.
• Failing to submit required reports.
•. Filing a false certification in the application or other report or document.
Before taking action, the state will provide the subgrantee reasonable notice
of intent to impose measures and will make efforts to resolve the problem
informally.
Closeout The State will close a subgrantee award after:
Receiving a subgrantee Performance Report indicating that all approved
work has been completed, and all funds have been disbursed;
Completing a review to confirm the accuracy of reported information;
and,.
Reconciling actual costs to awards, modifications and payments..
If the closeout review and reconciliation indicates that the subgrantee:
• is owed additional funds, the state will send the final payment
automatically to the subgrantee.
• did not use all fimds received, the state will issue an Invoice or Grant
Modification letter to recover unused funds.
In the Grant Closeout letter, the state will notify the subgrantee of the start of
the record retention period for all programmatic and financial grant related
records.
NOTE. Failure to maintain all grant records for the required retention period
could result in a reduction of eligible grant activities, and an invoice to return
costs associated with the unsupported activities.
FY06 Homeland 5ecurity.Grant Program
Chapter Three
Program Changes
In this Chapter This chapter contains the following topics:
• Program Changes
• National Initiatives
• Operational Costs and Border Security
• Personnel Costs
• Management and Administrative Costs
• Advances and Interest Earned on Advances
• Payment Request Process
• Non -G &T Developed Courses
• Authorized Equipment List and Equipment Purchase Assistance Program
• Construction and Renovation
... UASI -
MMRS
0 CCP
• ` State Agencies
• Ports
Program The FY06 Homeland Security Grant Program (HSGP) contains many changes
Changes from the FY 06 program. Subgrantees . should carefully read the following
items to understand all FY 06 HSGP requirements, guidelines and changes:
• U.S. DRS Program Guidance andApplicadon Kit.
htto: /Avww.oip. ov /odi)/docs/N2006hso.pdf
• Associated DRS Information Bulletins
htto:// www. oiv. usdoi .gov /odp /doestbuiletins.htm
• California Supplement. to Federal Program-Guidance and
Application Kit
http:/ /www.homeland.ca.gov /erants.html
The remainder of this chapter is devoted to selected items that have changed
from FY 05 HSGP.
Continued on next page
FY06 Homeland Security Grant Program
Program Changes, continued
National National Initiatives include:
Initiatives
• Implementing the National Incident Management System (NIMS)
• Implementing Homeland Security Presidential Directive (HSPD 8)
• Implementing the National Response Plan (NRP), including the
Catastrophic Incident Response Annex (CIRA) to the NRP
• Achieving tactical interoperable communications
• Institutionalizing awareness training
• Public awareness and citizen participation
FY06 Homeland Security Grant Program
Operational The federal DHS now allows up to 250/a of the UASI and LETPP funds to be
Costs and used for certain operational expenses. See the U.S. DHS Program Guidance
Border Security and Application Kit, for a full description of allowable Operational costs.
Additionally, UASI and LETPP funding may be used for certain operational
costs in support of federal agencies for increased border security.
See information bulletin below for additional information on "Operation
Stonegarden ".
• Information Bulletin # 204 — March 20, 2006
Operation Stonegarden - PDF
(Attachments: AC PA Contact Info list As)
Personnel Hiring, overtime, and backfill expenses are allowable only to perform
Costs programmatic activities deemed allowable under existing guidance.
Supplanting, however, is not allowed.
Up to 15% of programmatic. spending may be used to support the hiring of
M or part- time personnel to conduct program activities that are allowable
under the entire FY 2006 HSGP (i.e., planning; training program
management, exercise program management, etc). Grantees may request that
DHS issue a waiver to increase that ceiling. Waiver decisions are at the
discretion of DHS and will be considered on a case -by -case basis. The ceiling
on personnel costs does not apply to contractors, and is in addition to eligible
M&A costs and eligible hiring of intelligence analysts. Grantees may hire
staff only for program management functions not operational duties.
Hiring planners, training program coordinators, exercise managers, and grant
administrators fall within the scope of allowable program management
functions. Grant funds may not be used to support the hiring of sworn
public safety officers to fulfill traditional public safetyAnties.
Management The federal DHS has increased the subgrantee Management and
and Administrative (M &A) allowance to a maximum of 3% of their subgrant on
Administrative all FY 06 HSGP programs.
Costs
Coalbmred m rma page
FY06 Homeland Security Grant Program
Program Changes, continued
Advances and The U.S. Department of Homeland Security allows subgrantees to request FY
Interest Earned 06 HSGP fiords up to 120 days prior to expenditure/disbursement, or on a
on Advances reimbursement basis. The federal guide requires that advances must be
deposited in interest - bearing accounts, and describes how interest earned
should be returned quarterly to the federal government.
In addition to returning interest in accordance with the prescribed federal
guidance, subgrantees must also inform the grantees Program Representative
in the Grant Administration Unit at the Governor's Office of Homeland
Security, of any interest returned on program funds.
Payment To request advance or reimbursement payment of FY 06 HSGP funds,
Request complete a payment request form using the OHS Financial management
Process Forms Workbook and return it to the appropriate Program Representative in
the Grant Administration Unit at the Governor's Office of Homeland
Security.
OHS Financial Management Forms Workbook V 1.2
httv://www.homeland.ca.gov/grants.hhnl
NOTE. Payments can only be made if the subgrantee has an approved
application, valid Governing Body Resolution and valid Grant Assurance .
form.
Non -G &T When seeking DHS approval of non -G &T developed courses, the most
Developed notable changes:
Courses
• Course materials must be submitted with the approval request; and,
• Conditional approvals are no longer offered.
The Office of Homeland Security HSTEEP will release additional training
related information at a later date.
Continued on nW page
FY06 Homeland Security Grant Program
Program Changes, continued
Authorized
The Authorized Equipment List (AEL) may now be found on the web at
Equipment List
hnp : / /www.rkb.mipt.org.
and Equipment
Purchasee
The federal Department ofHomeland Security's Equipment Purchase
Program
Assistance Program (EPAP)* allows grantees access to the Defense Logistics
Agency's (DLA) "prime vendors ". California has established an on -line
purchase process with Fisher Safety, a DLA prime vendor that will allow
subgrantees access to the EPAP. Benefits ofthe program include shorter
procurement lead time, online ordering and a diverse inventory of products.
However, Fisher Safety may not carry all on the AEL and standard
subgrantee procurement processes should be followed to obtain those items.
Subgrantee participation In EPAP is voluntary. Expansion of this program
to prior year Homeland Security and Urban Areas grants is under
consideration.
Subgrantees must submit an Equipment Inventory from the OHS Financial
Management Workbook with their application package. The Workbook is
available at httn:// www.homeland.ca.gov /arants.htmi , and indicates, by
project and funding source, the value of equipment purchases to be made
through Fisher Safety, or through the subgrantee's standard procurement
processes. Subgrantee funds committed to Fisher Safety will be paid by the
state, directly to DLA, upon Fisher Safety's notification that subgrantee
ordered equipment has been shipped,.. Consequently, the funds committed to
Fisher Safety will not be.avarlable for subgrantees to request as either an
advance or reimbursement payment
To view, Prime Vendor pricing on the Quartermaster website and try out
the site without placing an order.
1. Go to Fisher Safety's website www.fishersefety.com
2. Under the usemaine enter "caprimevendor"
3. Under the password type "california" in lowercase.
4. Common reimbursable products can be view by SEL/AEL categories
under the Hotlist link in the top right corner
5. All Products can be found in Search by typing in part numbers,
descriptions, and manufacturer's names. Search will show all items in
Fisher's system but will highlight the reimbursable ones with a small
green "P" and labeled CA OHSIOES reviewed item.
If anyone requires any additional help, the can.call our Quartermaster Hotline
1-888 -764 -3572 or email us at CS.OuartermastenNishersci.com.
FY06 Homeland Security Grant Program
Construction Use of FY 06 funds for construction and renovation is generally prohibited,
and Renovation however with written approval by the Assistant Secretary for the Office of
Grants and Training, up to $•1.0 million may be used for construction.
NOTE. Written approval must be provided by DHS prior to the use of any
FY 06 funds for construction or renovation. This includes the allowable
exceptions noted in the federal Guidance.
UASI UASI changes include the:
• DHS consolidated San Jose, Oakland and San Francisco into one Urban
Area
• DHS consolidated Los Angeles and Long Beach into one Urban Area
• DHS consolidated Santa Ana and Anaheim into one Urban Area
• DHS authorized both San Diego and Sacramento for sustaimnent funding
only. If the DHS risk score associated with each of these cities does not
increase then they will not be eligible for future UASI funding.
MMRS The most notable change for Metropolitan Medical Response System
(M?%4RS) is that, in past years, this was a direct grant from the federal
government to the local jurisdiction. Starting with FY 06, MMRS is now
granted to the state and the state, in turn, subgrants to cities pre- selected by
DHS.
CCP In FY06, California received a CCP allocation of approximately $1.5 million.
Because of the small dollar amount of these grants, DHS has removed the
80% minimum pass- through requirement that it normally places on awards to
the state. The emphasis on Citizen Corps Program (CCP) elements — such as
developing and utilizing Citizen Corps councils and programs to increase
citizen participation and training - has been significantly increased at the
federal level across all six HSGP initiatives and as such should be funded
through these initiatives. To that end, the federal DHS has repeatedly
emphasized that the involvement of citizens should be incorporated into all
facets of homeland security. This marks a significant change from earlier
years when all citizen -based activities were funded out of a single set -aside
grant — the Citizen Corp Program. DHS is emphasizing that citizen
involvement should be a critical consideration in all HSGP grant programs.
The California Service Corps, which manages California's Citizen Corps
Program, will utilize the state's allocation to develop statewide initiatives,
programs and projects that have benefit for all local units of government.
The CSC will work to strengthen Citizen Corps Program implementation at
the state and local level. The CSC will support numerous statewide
initiatives, programs and projects to include:
FY06 Homeland Security Grant Program
Program Changes, continued
CCP, continued ■ Sponsoring statewide/regional conferences, workshops and exercises for
council and program coordinators and their volunteers;
■ Supporting Community Emergency Response Team (CERT) T -T -T and
CERT T-4 Program Manager's Academy training;
Conducting statewide and regional CCP marketing campaigns;
■ Increasing staff support to all Citizen Corps programs — CERT,
Volunteers in Police Service, Medical Reserve Corps, Fire Corps, and the
Neighborhood Watch Program;
■ Developing new resources for Citizen Corps councils and programs;
■ Developing new courses for emergency managers as well as Citizen
Corps and national service programs;
■ Offering guidance, technical assistance, training and support to local
councils and programs;
■ Supporting ongoing coordination of state working groups to advance the
field;
■ Developing SEMSINIMS guidance for integrating Voluntary, Volunteer,
and Service organizations in all hazard preparedness, response and
recovery activities;
■ Providing basic and advanced Volunteer Management Plan development
training for OA partnerships,
■ Coordinating the role of Voluntary, Volunteer and Service Organizations
in the state's Golden Guardian Exercise;
Developing state, regional and local VOAD (Voluntary Organizations
Active in Disasters) capacities and capabilities; and,
■ Ensuring increased state coordination in time of major disaster by
supporting the state and local Volunteer Management function.
The involvement of citizens into preparedness and response activities cannot
be separated from the full homeland security planning process. This is
strongly emphasized in a number of the upcoming federal initiatives.
California encourages its Citizen Corps councils and programs to work
collaboratively to increase the level of preparedness of its most underserved
communities.
In accordance with the DHS policy of full integration of citizen -based
programs into the various federal programs and initiatives;.Opemtional Areas
are encouraged to continue their citizen -based programs and use available
FY06 funds from the other HSGP programs. Each OA should further
integrate citizen -based activities across the entire HSGP and fund its citizen-
based programs in a manner appropriate to achieve local, state and national
priorities. Given the federal requirements for citizen -based involvement,
adequate allocations are critical for both continuity of these programs and
achievement of the objectives in the National Preparedness Goal.
FY06 Homeland Security Grant Program
State Agencies
Which State
Organizations Any state agency, department, commission, board, etc., may apply for FY
may Apply? 2006 Homeland Security Grant Program (HSGP 06) funding, as long as the
organization:
Has, or can obtain, appropriate state Department of Finance budget authority
for awarded funds; and,
• Will comply with all grant requirements contained in the federal and state
grant guidance documents, and in the Grant Assurances form.
Who may sign
the The application cover sheet must be signed by the highest -level person at the
Application? state organization, or their designee. If a designee, the highest -level person at
the state organization must execute and submit a Signature Authority form
with the Application Package.
NOTE: The requirement for the creation of an Approval Authority Body, and that the
Body mast use a 2012=8140 funding distribution model does not apply to state
organizations.
For which State organizations may apply for State Homeland Security Program (SHSP),
Programs may Law Enforcement Terrorism Prevention Program (LETPP) and Urban Areas
state Security Initiative (UASI) funding under FY 06 HSGP.
Organizations
Apply?
What are the
State Priorities While the State Homeland Security Strategy broadly describes goals,
for FY 06 objectives and implementation steps, the state's priorities for FY 06 HSGP
HSGP? are:
(1 ) Interoperable Communications
(2) Catastrophic Planning
(3) Medical Surge
(4) Citizen Preparedness and Participation
(S) Mass Prophylaxis
(6) Critical Infrastructure Protection
(7) Training for first Responders
If OHS receives applications for more funds than are available, projects will
be approved in accordance with the preceding list of priorities.
If a state organization applies for any of the UASI state allocation, the funds
must be used to directly support one or more pre- selected urban area(s). The
application's UASI project description must describe the project-AND
identify the urban area(s) that will be supported. by the project.
FY06 Homeland Security Grant Program
Ports
Federal The FY 2005 DHS Appropriations Act provides funds for a competitive grant
Program program to address physical security enhancements for critical national
seaports. A priority for the Port Security Grant Program (PSGP) in FY 2005
is risk -based distribution of funding. As part of this focus on risk, the FY
2005 PSGP will direct the available funds to the Nation's highest risk ports,
thereby ensuring federally regulated ports, temtinals and U.S. inspected
passenger vessels receiving the funds represent assets of the highest strategic
importance nationally. To identify the most at -risk seaports, G &T worked
with the United States Coast Guard and DHS Infrastructure Directorate, Risk
Management Division (RMD) to develop the following risk formula:
Risk= Consequence X Vulnerability X Threat
The elements of each risk factor included:
• Consequence — people, economic, national security, port- specific
special considerations (hazardous materials, oil);
Vulnerability — distance from open water, number of port calls,
presence of tankers; and,
• Threat —credible threats and incidents (intelligence community,
USCG, less credible threats and incidents (operational indicators),
vessels'ofinterest.
The Nation's 129 largest volume ports were evaluated using this formula.
Based on this risk -based evaluation, 1.1 port areas have been identified for
inclusion in the FY 2005 PSG Program.
State Program Subsequent to the DHS announcement of grant funding on May 31, 2006 the
Governor's Office of Homeland Security may make funding available to Port
Authorities statewide from it's FY 06 HSGP grant award. The use of these
additional funds will be restricted to Physical Security Enhancement
Equipment, CBRNE Logistical Support Equipment, Terrorism Incident
Prevention Equipment, Interoperable Communications Equipment, Detection
Equipment, Personal Protective Equipment and Training.
FY06 Homeland Security Grant Program
Chapter Four
Applications
In this Chapter This chapter contains the following topics:
• Homeland Security Grant Program Application
• Regional Approach
• State Required Application Components
• Regional Approach
• When are Applications Due?
• Application Approvals
Homeland The Fiscal Year 2006 Homeland Security Grant Program (FY 06 HSGP)
Security Grant integrates the following five programs into a single application:
Program
Application 1. State Homeland Security Program (SHSP 06)
2. Urban Areas Security Initiative (UASI 06)*
3. Law Enforcement Terrorism Prevention Program (LEI'PP 06)
4. Citizen Corps Program (CCP)
5. Metropolitan Medical Response System (MIS 06)
Also included in the California Supplement for FY 06 is the State Agency and
Ports application process.
Continued on next page
FY06 Homeland Security Grant Program
State Required A completed application will include ail of the following components.
Application
Components . Application Cover Sheet with appropriate signatures:
- Subgrantee Authorized Agent for all applications
- Approval Authority Body for SHSP and LETPP applications
- Core city AND core county for UASI applications
• Approval Authority Body member information:
- Name
- Title
- Discipline Represented
- Mailing Address
- Office Phone Number
- Cell Phone Number
- Fax Number
- E-Mail Address
Completed OHS Financial Forms Workbook V 1.2
- Project Ledger
- Project Description
Project— A thru T
Investment Justification— Goals and Objectives
Project Description
Need for project
Status of Project
- Equipment Inventory Ledger
- Training Roster
- Exercise Roster
- Authorized Agent form
9 Project Description for State Azencies and Ports
The required application forms can be found in Appendix B - Forms
The Financial Management Forms Workbook V 1.2 can be found at
htta:/ /www.homeland.ca.gov /mAnts.htm]
NOTE: Subgrant awards will not be made until all required application
components have been approved by the state.
Regional Subgrantees must take a regional approach when determining the best use of
Approach FY 06 HSGP funds. Subgrantecs must consider the needs of local units of
government and applicable volunteer organizations in the projects and
activities included in their FY 06 HSGP application.
Homeland Security Grant Program
When are the Completed applications are due no later than Friday, June 30, 2006. Only
Applications applications postmarked by the due date will be accepted. Additional
Due? information will be requested or accepted from subgrantees at the sole
discretion of the Governor's Office of Homeland Security (OHS).
Applications lost in transit are the responsibility ofthe applicant and will not
be considered for funding.
The mailing address for all applications is:
Governor's Office of Homeland Security
ATTN: Grant Management Section
State Capitol
Sacramento, CA 95814
Application The subgrantee will receive written notice of the state's approval of the
Approval subgrant application.
FY06 Homeland Security Grant Program
Appendix A
Subgrantees and
Allocations
Subgrantee and Allocation information will be released after May. 31, 2006.
FY06 Homeland Security Grant Program
Appendix B
FORMS
FY06 Homeland Security Grant Program
Appendix B - Forms
This appendix contains all grant forms, including:
• Application Cover Sheet - Operational Areas
D for use by Operational Areas that submit applications for any or all ofthe
following programs: SHSP, LETPP
• Application Cover Sheet -Operational Areas with MMRS
D for use by Operational Areas that submit applications for any or all of the
following programs: SHSP; LETPP, MMRS .
• Application Cover Sheet — UASI Jurisdictions
D for use by Cities that submit applications for UASI funds
• Approval Authority Body member information
D must be submitted by Operational Areas that submit applications for SHSP,
LETPP funds
• SAMPLE Governing Body Resolution —for OA's and UASI's
• Application Cover Sheet — State Organizations
D for use by State Organizations
D SAMPLE - Signature Authority - for State Organizations
• Application Cover Sheet - Ports
D for use by Port Authorities
D SAMPLE - Signature Authority — for Port Authorities
• Grant Assurances — all applicants
The Financial Management Forms Workbook V 1.2 can be found at
httn :l /www.homeland.mgov /mrmftJittnl .
FY06 Homeland Security Grant Program
FY06 Homeland Security Grant Program
Application Cover Sheet for Operational Areas with WARS Allocations (Page I of 2)
Applicant (county) County of Orange
Authorized Agent Information:
2644 Santiago Canyon Road
Mailing Address
Sihrerado, CA 92676
City, State, Zip Code.
Maximum Amount Authorized
SHSP Amount Requested
LETPP Amount Requested
Contact Information:
Catherine Zurn, Captain
NameMile
(714) 628 -7194
Area Code/Office Telephone Number
czum@ocsd.org
B Mai! Address
$ 2,956,370
$ 2,281,269
$ 696,990
$ 5,934,629
Total Amount Requested $5,934,629
FY06 Homeland Security Grant Program
Application Cover Sheet for Operational Areas with MMMS Allocations (Page 2 of 2)
Applicant (county) County of Orange
Statement of Certification - Approval. Authority Body - SHSP and LETPP Only
By signing below, I hereby certify that the Operational Area's application represents the Approval Authority
Body's consensus on the Operational Area's FY 2006 Homeland Security Grant Program needs for the State
Homeland Security Program and Law Enforcement Terrorism Prevention Program.
Position/Designee
County Public Health Officer
County Fire.Chief
Municipal Fire
County Sheriff
Chief of Police
Signature Printed Name Title
44-WDr. Hildy Meyers Public Health Officer
Chip Prather Adel; Fire Authority
Anaheim Fire
Chief,
Statement of Certification - County Authorized: Agent - SHSP, LETPP, MMMS
By signing below, l certify I am the duly appointed Authorized Agent and have the authority to
apply for the 006 Ho land Security Grant program, and the Operational Area's application
represents eds fir t State Homeland Security Program and Law Enforcement Terrorism
Agent
Sheriff- Coroner
Title
Nil aa, arona
P �
ate
Office of Homeland Security
Grant Assurances
(AR Appvcanft)
Name of Applicant: City of Newport Beach
Address: 3300 Newport Blvd.
City. Newport Beach State: CA
Telephone Number. 949 644 3000
Fax Number:
E -Mail Address:
949 644 3020
Zip Code: 92662
As the duly authorized representative of the applicant, I certify that the applicant named above:
1. Has the legal authority to apply for federal assistance, and has the institutional, managerial
and financial capability to ensure proper planning, management and completion of the grant
provided by the federal Department of Homeland Security and sub - granted through the State
of California.
2. Will assure that. grant funds are only used for allowable, fair, and reasonable costs.
3. Will give the federal, government, the General Accounting Office, the Comptroller General of
the United States, the State of California, through any authorized representative, access to and
the right to examine all paper or electronic records, books, papers, or documents related to the
award; and will establish a proper accounting system in accordance with generally accepted
accounting standards or awarding agency directives.
4. Will provide progress reports and such other information as maybe required by the awarding
agency.
5. Will initiate and complete the work within the applicable time frame after receipt of approval
of the awarding agency.
6. Will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or
personal gain for themselves or others, particularly those with whom they have family,
business or other ties.
7. Will comply, if applicable, with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C.
§§ 4801 et seq.) which prohibits the use of lead based paint in construction or rehabilitation of
residence structures. Will comply with all federal statues relating to nondiscrimination. These
include but are not limited to:
FY06 Homeland Security Grant Program
a. Title VI of the Civil Rights Act of 1964 (P.L. 88 -352), as amended, which prohibits
discrimination on the basis of race, color or national origin;
b. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681 -1683
and 1685- 1686), which prohibits discrimination on the basis of sex;
c. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794) which
prohibits discrimination on the basis of handicaps;
d. The Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101 -6107) which
prohibits discrimination on the basis of age;
e. The Drag Abuse Office and Treatment Act of 1972 (P.L. 92 -255) as amended, relating
to nondiscrimination on the basis of drug abuse; .
i The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (P.L. 91 -616), as amended, relating to nondiscrimination
on the basis of alcohol abuse or alcoholism;
g. § §-523 and 527 of.the Public Health Service Act of 1912 (42 U.S.C. 290 dd -3 and 290
ee-3), as amended, relating to confidentiality of alcohol and drug abuse patient
records;
h. Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing;
i. Title 28, Code of Federal Regulations, Part 42, Subparts C, D, E and G;
j. Title 28, CFR, Part 35;
k. Any other nondiscrimination provisions in the specific statute(s) under which
application for federal assistance is being made, and
1. The requirements on any other nondiscrimination statute(s) which may apply to the
application.
8. Will comply, or has already complied, with the requirements of Titles II and 111 of the
Uniform Relocation Assistance and-Real Property Acquisition Policies Act of 1970 (42
U.S.C. 4601 et seq. (P.L. 91 -646)) which provides 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 interested in real property acquired for project purposes
regardless of federal participation in purchases.
9. Will comply, if applicable, with the flood insurance purchase requirements of Section =102(a)
of the Flood Disaster Protection Act of 1973 (P.I.. 93 -234) which requires recipients 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.
10. Will comply with environmental standards which may be prescribed pursuant to the
following:
A. institution of environmental quality control measures under the National
Environmental Policy Act of 1969 (P.L:.91 -190) and Executive Order (EO) 11514;
B. notification of violating facilities pursuant to EO 11738; .
C. protection of wetlands pursuant to EO 11990;
D. evaluation of flood hazards in floodplains in accordance with EO 11988;
E: 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.);
F. conformity of federal actions to State (Clean Air) Implementation Plans under Section
176(c).of the Clean Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.);
G. protection of underground sources of drinking water under the Safe Drinking Water
Act of 1974, as amended, (P.L. 93 -523); and
FY06 Homeland Security Grant Program
H. protection of endangered species under the Endangered Species Act of 1973, as
amended, (P.L. 93 -205).
I. California Environmental Quality Act (CEQA). California Public Resources Code
Sections 21080 - 21098. California Code Regulations, Title 14, Chapter 3 Section
15000- 15007.
11. Will comply with 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-
12. Will 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), EO 11593 (identification and
preservation of historic properties), and the Archaeological and Historic Preservation Act of
1974 (16 U.S.C. 469a -1 et seq.).
13. Will comply with Standardized Emergency Management System (SEMS) requirements as
stated in the California Emergency Services Act, Government Code, Chapter 7 of Division 1
of Title 2, Section 8607.l(e) and CCR Title 19, Sections 2445, 2446, 2447 and 2448.
14. Has requested through the State of Californig, federal financial assistance to be used to
perform eligible work approved in the applicant's application for federal assistance. Will,
after the receipt of federal financial assistance, through the State of California, agree to the
following:
A. Promptly return to the State of California all the funds receiver( which exceed the
approved, actual expenditures as accepted by the federal or state government.
E. In the event the approved amount of the grant is reduced, the reimbursement
applicable to the amount of the reduction will be promptly refunded to the State of
California.
C. Separately account for interest earned on grant funds, and will return all interest
earned, in excess of $100 per federal fiscal year.
15. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S C. Sections 4728-
4763) relating to prescribed standards for merit systems for programs funded under one of the
nineteen statutes or regulations specified in Appendix A of OPM's Standards for a Merit
System of Personnel Administration (5 C.F.R. 900, Subpart F).
16. Will comply with provisions of the Hatch Act (5 U.S.C. Sections 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 fiords..- ...
17. Will comply with P.L. 93-148 regarding the protection of human subjects involved in
research, development, and related activities supported by this award of assistance.
18. Will comply, if applicable, with the Laboratory Animal Welfare Act of 1966 (P. L. 89 -544, as
amended, 7 U.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of warm
blooded animals held for research, teaching, or other. activities supported by this award of
assistance.
19. Will comply with the minimum wage .and maximum hour provisions of the Federal Fair Labor
Standards Act (29 U.S.C. 201), as they apply to employees of institutions of higher education,
FY06 Homeland Security Grant Program
hospitals, and other non - profit organizations.
20. Will comply, as applicable, with the provisions of the Davis -Bacon Act (40 U.S.C. Section
276a to 276a -7), the Copeland Act (40 U.S.C. Section 276c and 18 U.S.C. Sections 874), and
the Contract Work Hours and Safety Standards Act (40 U.S.C. Sections 327 -333), regarding
labor standards for federally assisted construction sub- agreements.
21. Will not make any award or permit any award (subgiant or contract) to any party which is
debarred or suspended or is otherwise excluded from or ineligible for participation in Federal
assistance programs under Executive Order 12549 and 12689, "Debarment and Suspension."
22. Agrees 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 any agency, a Member of Congress, an officer or ern0oyee of Congress,
or an employee of .a Member of.Congress in connection with the making of any federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any federal grant or cooperative agreement;
B. If any other funds than federal appropriated funds have been paid orwill be paidto
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or an employee of Congress, or employee of
a Member of Congress in connection with the federal grant or cooperative agreement,
the undersigned shall complete and submit Standard Form LLL, "Disclosure of
Lobbying Activities," in accordance with its instructions;
C. The undersigned shall require that the language of this certification be included in the
award documents for all sub awards at all tiers including subgrants, contracts under
grants and cooperative agreements, and subcontracts) and that all sub recipients shall
certify and disclose accordingly.
D. 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.
23. Agrees that equipment acquired or obtained with grant funds:
A. Will be made available under the California Disaster and Civil Defense Master Mutual
Aid Agreement in consultation with representatives of the various fire, emergency
medical, hazardous materials response services, and law enforcement agencies within
the jurisdiction of the applicant.
B. Is consistent with needs as identified in the Terrorism Annex to the State's Emergency
Plan, and will be deployed. in conformance with that plan.
C. Will be made available pursuant to applicable terms of the California Disaster and
Civil Defense Master Mutual Aid Agreement and deployed with personnel trained in
the use of such equipment in a manner consistent with the California Law
Enforcement Mutual Aid Plan or the California Fire Services and Rescue Mutual Aid
Plan.
24. Agrees that funds awarded under this grant will be used to supplement existing funds for
program activities, and will not supplant (replace) non - federal funds.
FY06 Homeland Security Grant Program
25. Will comply with all applicable Federal statutes, regulations, policies, guidelines and
requirements, including OMB Circulars A -87 and A -133, E.O. 12372 and Uniform
Administrative Requirements for Grants and Cooperative Agreements contained in Tide 28,
Code of Federal Regulations, Part 66, that govern the application, acceptance and use of
Federal funds for this federally - assisted project
26. Will comply, and assure the compliance of all its subgrantees and contractors, with the
nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968,
as amended, 42 USC 3789(d), or the Juvenile Justice and Delinquency Prevention Act, or the
Victims of Crime Act, as appropriate; the provision of the current edition of the Office of
Justice Programs Financial and Administrative Guide for Grants, M7100.1, and all other
applicable Federal laws, orders, circulars, or regulations.
27. Will comply with provisions of 28 CFR applicable to grants and cooperative agreements,
including Part 18, Administrative Review Procedures; Part 20, Criminal Justice Information
Systems; Part 22, Confidentiality of Identifiable Research and Statistical Information; Part 23,
Criminal Intelligence, Systems Operating Policies; Part"30, Intergovernmental Review of
Department of Justice Programs and Activities; Part 42, Nondiscrimination/Equal
Employment Opportunities Policies and Procedures; Part 61, Procedures for Implementing the
National Environmental Policy Act; Part 64, Floodplain Management and Wetland Protection
Procedures; and Federal laws or regulations applicable to Federal Assistance Programs.
28. Will ensure that the facilities under its ownership, lease or supervision which shall be utilized
in the accomplishment of this project are not listed in the Environmental Protection Agency's
(EPA) list of Violating Facilities and that it will notify the Federal Grantor agency of the
receipt of any communication from the Director of the EPA Office of Federal Activities .
indicating that a facility to be used in the project is under consideration for listing by the EPA.
29. Will comply with Subtitle A, Title II of the Americans with Disabilities Act (ADA) 1990.
30. Will, in the event a Federal or State court or Federal or State administrative agency makes a
finding of discrimination after a due process hearing on the grounds or race, color, religion,
national origin, sex, or disability against a recipient of funds, the recipient will forward a copy
of the finding to the Office of Civil Rights, Office of Justice Programs.
31. Will provide an Equal Employment Opportunity Plan, if applicable, to the Department of
Justice Office of Civil Rights within 60 days of grant award.
32. Will comply with the financial and administrative requirements set forth in the current edition
of the Office of Justice Programs (OJP) Financial Guide.
33. Will comply, if applicable, with the provision of the Coastal Barrier Resources Act (P.L. 97-
348) dated October 19, 1982 (16 USC 3501 et seq.) which prohibits the expenditure ofmost
new Federal funds within the units of the Coastal Barrier Resources System.
34. Will comply with all applicable requirements of all other federal laws, executive orders,
regulations, program and administrative requirements, policies and any other requirements
governing this program.
35. Understands that failure to comply.with any of the above assurances may result in suspension,
termination or reduction of grant funds.
FY06 Homeland Security Grant Program
36. As required by Executive Order 12549, Debarment and Suspension, and implementer] at 28
CFR Part 67, for prospective participants in primary covered transactions, as defined at 28
CFR part 67, Section 67.510
A. The applicant certifies that it and its principals:
a) Are not presently debarred, suspended. Proposed for debarment, declared
ineligible, sentenced to a denial of Federal benefits by a State of Federal
court, or voluntarily excluded from covered transactions by any Federal
department or agency;
b) Have not within 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 statues or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
c) Are no 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 (1)(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; and
B. Where the applicant is unable to certify to any of the statements in this oUtificakicn, he
or she shall attach an explanation to this application.
37. As required by the Drug -Free Workplace Act of 1988, and implemented at 28 CFR Part 67,
Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620
A. The applicant certifies that it will or will continue to provide a drug fee workplace by:.
a) Publishing a statement notifying employees that the unlawful manufacture,
distribution, dispensing, po ssession, or use of a controlled substance is
prohibited in the grantee's workplace and specifying the actions that will be
taken against employees for violation of such prohibitions;
b) Establishing an on -going drug -free awareness program to inform employees
about
1. The dangers of drug abuse in the workplace;
2. The grantee's policy of maintaining a drug -free workplace;
3. Any available drug counseling, rehabilitation, and employee assistance
programs; and
4. The penalties that may be imposed upon employees for drug abuse
violations occurring in the workplace;
c) Making it a requirement that each employee to be engaged in the
performance of the grant be given a copy of the statement required by
paragraph (a)
FY06 Homeland Security Grant Program
d) Notifying the employee in the statement required by paragraph (a) that, as a
condition of employment under the grant, the employee will
1. Abide by the terms of the statement; and
2. Notify the employer in writing of his or her conviction for violation of a
criminal drug statue occurring in the workplace no later then five
calendar days after such conviction;
e) Notifying the agency, in writing,. within 10 calendar days after receiving
notice under subparagraph (d)(2) from an employee or otherwise receiving
actual notice of such conviction. Employers of convicted employees must
provide notice, including position title, to:
Department of Justice, Office of Justice Programs,
ATTN: Control Desk,
633 Indiana Avenue, N.W., Washington, D:C. 20531
Notice shall include the identification number(s) of each affected grant;
fj Taking one of the following actions, within 30 calendar days of receiving
notice under subparagraph (d)(2), with respect to any employee who is so
convicted
1. Taking appropriate personnel action against such an employee, up to
and including termination, consistent with the requirements of the
Rehabilitation Act of 1973, as amended; or
2. Requiring such employee to participate satisfactorily in a drug abuse
assistance or.rehabilitation program approved for such purposes by a
Federal, State, or local health, law enforcement, or other appropriate
agency,
g) Making a good faith effort to continue to maintain a drug -free workplace
, through. implementation of paragraphs (a), (b), (c), (d), (e), and (f).
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply
with the above certifications.
The undersigned represents that he/she is authorized by the above named applicant to enter into this
agreement for. and on behalf of the said applicant.
Signature of Authorized Agent:
Printed Name of Authorized Agent: John Klein
Title: Chief of Police . Date: July 24, 2007
FY06 Homeland Security Grant Program
Attachment
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