The URL can be used to link to this page

Home My WebLink About18 Apply and Accept EMPGSTAFF REPORT CITY OF PALM DESERT ADMINISTRATIVE SERVICE DEPARTMENT MEETING DATE: July 8, 2021 PREPARED BY: Cora L. Gaugush, Management Specialist II REQUEST: Authorize staff to apply for and accept, the 2021 Emergency Management Performance Grant from the State of California Governor’s Office of Emergency Services, in the amount of $14,576. ______________________________________________________________________ Recommendation By Minute Motion: 1. Authorize staff to apply for the FY 2021 Emergency Management Performance Grant (EMPG) through the California Governor’s Office of Emergency Services (OES), in the amount of $14,576; and 2. Upon notification of the grant award, accept the EMPG; and 3. Authorize the City Manager to execute the 2021 EMPG application and any ancillary documents as necessary. Commission Action Staff will provide an update to the Public Safety Commission of the City Council action in September, when they hold their next meeting. Strategic Plan Objective This item is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Priority 3: Help the community become more prepared for disasters and public safety emergencies. These funds will defray the costs of the City’s contracted Emergency Services Coordinator who conducts numerous Community Emergency Response Team classes and public presentations on disaster preparedness. Background Analysis The County of Riverside Emergency Management Department (EMD) presented the City with the opportunity to apply for the 2021 EMPG. The total amount of Palm Desert’s 2021 EMPG award is anticipated to be $14,576. The City is required to match this amount to receive full grant funding. The grant authorization documents were due to EMD by June 28, 2021. However, once the County was informed that staff typically presented opportunities of this type to City Council, and our next opportunity to do so would be July 9, 2021, they indicated July 8, 2021 - Staff Report FY 2021/22 EMPG Authorization Page 2 of 2 they would extend the deadline to accommodate the approval date, and the related staff time to prepare and execute the application. The grant award will offset the salary for the contracted Emergency Services Coordinator position, for staffing related costs paid through June 30, 2021. Staff recommends accepting this grant award upon notification of approval by the EMD. Fiscal Analvsis The Emergency Services Coordinator is an equally shared cost between the City of Palm Desert and Indian Wells, provided for under Contract No. C38950 approved by the City Council on June 27, 2019. For FY 2021 /22, the City's portion of these costs is budgeted at $82,090, of which $70,915 is attributable to salary and benefits. The 2021 EMPG will offset $14,576 of this expenditure through a matching fund contribution by the City for this position. No appropriation is required as the matching funds component is fulfilled by the Riverside County EMD contract expenditure included in the FY 2021/22 City Budget. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW ASSISTANT CITY MANAGER RI/_1 Robert W. Hargreaves City Attorney Lrn^'v Ccwv�e.y �ec.�,€('?'�?. ?!?oo2c Lori Carney �anet M. Moore Director of Admin. Services Director of Finance L. Todd Hileman, City Manager. L. Todd ItC�ew+av�. Attachment: 2021 EMPG Facesheet and Information Packet C1TY Cot�n�c7t,AC'rTc�:v APPROVF.11 X RCC�IV�ll �ndy g'irestine Andy Firestine Assistant City Manager DENT�D OTHER MF.F.TINGDAT��.- � AYrS:�•�:U-. Je.�,iWa�n. T.1.c �'I L 1.j NOF,ti• eN�D AI3.r,FNT: N�`^� A135'I'AIN• No�"e- vr.izE��iF�;s��;v: My� I�,M C3��r�;i3esti a�it l�i9c �c�il"n Ca'y Clcr�'.t Cil'3':c'e D. Cash Match 7.$14,576 8. 9. 10. Title: Email: (area code) City:Zip+ 4: Date: 2021 2022 2023 2024 2025 Name:L. Todd Hileman City Manager Signature: Telephone:760-346-0611 FAX:760-340-0574 thileman@cityofpalmdesert.org (area code) Payment Mailing Address:73-510 Fred Waring Drive Palm Desert 92260-2578 EMPG 13. CA Public Records Act - Grant applications are subject to the California Public Records Act, Government Code section 6250 et seq. Do not put any personally identifiable information or private information on this application. If you believe that any of the information you are putting on this application is exempt from the Public Records Act, please attach a statement that indicates what portions of the application and the basis for the exemption. Your statement that the information is not subject to the Public Records Act will not guarantee that the information will not be disclosed. I believe there is information in the application that is exempt from the Public Records Act and have attached a document to support it. (Initials) 14. Official Authorized to Sign for Subrecipient:15. Federal Employer ID Number:95-2859459 $14,576 $14,576 $14,576 $0 $14,576 11G. Total Project Cost: $29,152 12. Certification - This Grant Subaward consists of this title page, the application for the grant, which is attached and made a part hereof, and the Assurances/Certifications. I hereby certify I am vested with the authority to enter into this Grant Subaward, and have the approval of the City/County Financial Officer, City Manager, County Administrator, Governing Board Chair, or other Approving Body. The Subrecipient certifies that all funds received pursuant to this agreement will be spent exclusively on the purposes specified in the Grant Subaward. The Subrecipient accepts this Grant Subaward and agrees to administer the grant project in accordance with the Grant Subaward as well as all applicable state and federal laws, audit requirements, federal program guidelines, and Cal OES policy and program guidance. The Subrecipient further agrees that the allocation of funds may be contingent on the enactment of the State Budget. 11.TOTALS $0 $14,576 $14,576 $29,152 EMPG $0 $0 $0 $0 $0$0 065-00000Cal OES # (Co. EMD Use Only) The Riverside County Operational Area, hereafter designated Co. EMD, hereby makes a Grant Subaward of funds to the following: 1. Subrecipient:City of Palm Desert 1a. DUNS# 2021-XXXXSubaward #EMPG97.042CFDA # GRANT SUBAWARD FACE SHEET RIVERSIDE COUNTY OPERATIONAL AREA 00-494-9459 2. Implementing Agency:City of Palm Desert 2a. DUNS# 4. Location of Project: City County City of Palm Desert Riverside 92260-2578 3. Implementing Agency Address:73-510 Fred Waring Drive Palm Desert 92260-2578 Street City Zip+4 00-494-9459 EMPG Zip+4 5. Disaster/Program Title:Emergency Management Performance Grant 6. Performance Period:7/1/2021 to 12/31/2022 Grant Year Fund Source A. State E. In-Kind Match F. Total MatchB. Federal C. Total G. Total Project Cost 2021 EMPG [This page has intentionally been left blank.] FY21 EMPG Information All Tabs of the Workbook must be completed. If vou are not reauestina anvthina for a tab qlease enter N/A on the first budaet line of that Tab. The information below is based on the FY20 EMPG Guidance and may change in part or whole to accommodate any changes to legislation and/or state compliance requirements. Purqose of this Subaward The purpose of the Emergency Management Performance Grant (EMPG) Program is to provide federal funds to states to assist state, local, and tribal governments in preparing for all hazards. Funds provided under the EMPG must be used to support activities that contribute to the Operational Area's capability to prevent, prepare for, mitigate against, respond to, and recover from emergencies and disasters, whether natural or man-made. Performance Period The overall performance period for FY21 EMPG is July 1, 2021 through December 31, 2022. Pending receipt of all valid application materials, subrecipients may request retroactive reimbursement of Financial Management Forms Workbook (FMFW) approved activities and budgeted items to the start of the performance period listed above; with the exception of equipment and critical emergency supplies. Procurement of equipment and critical emergency supplies shall occur only after the OA is in award and the subrecipient receives an official award letter, and any applicable federal, as well as state, restrictions associated with these items have been met. All subaward activities must be completed and all grant funds expended within the designated period. Final reimbursement requests must be received by the OA no later than January 10, 2023. Match Information The FY21 EMPG requires a dollar-for-dollar match. This can be cash or third party in- kind contributions. Refer to 2 C.F.R. § 200.29 and § 200.306 for specific details. You cannot use federally funded staff or purchases as a match. If you are using staff time as a match then you must have that time recorded in your financial management system as such. Staff time must be recorded and EMPG activity must be noted on that record. Functional time sheets may be required. Records must be maintained with documentation showing the project that the match time is supporting and activities. Time sheets must be kept along with a copy of the payroll register or copy of actual pay stub. Page 1 of 9 Applicant Responsibilities The applicants' responsibilities are to: 1. Submit a finalized FMFW application, electronic PDF and Excel versions to the OA as soon as possible but no later than June 28, 2021. Each tab must be completed. 2. Comply with all terms and conditions contained in the Grant Assurances submitted with the FY21 EMPG application. In addition, if the OA subawards funds to other entities, their subaward agreements/contracts must also include these same terms and conditions, along with any local requirements. 3. Prepare and submit timely Quarterly Reports for the d�ration of the performance period. 4. Maintain financial management systems that support subaward activities in accordance with 2 C.F.R. § 200.302. Make sure that you can clearly identify each specific grant fund within your financial system 5. Submit revision requests to the OA and obtain approval prior to incurring any associated expenditures, if changes are required after the initial subaward. 6. De-obligate unexpended subaward funds to the OA after all work has been completed and reimbursements have been disbursed. 7. Maintain property, programmatic, and financial records in accordance with the 2 C.F.R. Part 200 record retention requirements. 8. Comply with the audit requirements in 2 C.F.R. Part 200 Subpart F—Audit Requirements. 9. Complete all EMPG requirements associated with federal and state objectives; including but not limited to, staff training and exercises. 10. Submit all subaward-related paperwork including: Quarterly Reports, Reimbursement Requests, Modification Requests, and Amendments, by the identified due dates. 1 1. Comply with 2 C.F.R. Part 200 and FEMA Grant Programs Directorate (GPD) Policies. 12. Comply with DHS FY 2020 EMPG Program NOFO and the Cal OES FY 2020 EMPG Program - California Supplement to the Federal Program NOFO, as applicable. Procurement (2 CFR 200.320� You must use the most stringent rule for procurement whether it be City, State or Federal. The State/Federal standard is as follows: Micro Purchase- up to $l OK and requires no quotes but should be equitable distribution. Small Purchase- is up to $250,000 and requires at least 3 quotes but does not require a cost or price analysis. Sealed Bids- are greater than $250,000 and require a minimum of 3 bids and price is Page 2 of 9 a major factor and is used for construction projects. Competitive Proposals- are for fixed price or cost reimbursement greater than $250,000 and requires 3 bids and RFPs with evaluation methods. Sole Source- (or noncompetitive) procurements exceeding the simplified acquisition fhreshold (which is currently set at $250,000) require Cal OES prior written approval. Note: This method of procurement must be approved by your local Purchasing Agent prior to submitting a request to the OA for Cal OES approval. A copy of the Purchasing Agent's approval must be included with the Sole Source Form submission; additional documentation supporting the procurement effort may also be requested for review by Cal OES. NIMS Adoqtion In accordance with the Homeland Security Presidential Directive (HSPD)-5, Management of Domestic Incidents, the adoption and implementation of the National Incident Management System (NIMS) is a requirement to receive federal preparedness assistance, through grants, contracts, and other activities. By accepting this award, you are certifying that your agency will complete the NIMS Implementation Tool, is working on your metrics, and has adopted and implemented NIMS. Validatina Capabilities Obiective: Exercise All EMPG Program-funded personnel and personnel used as Match shall participate in no less than two exercises within the subaward performance period of the grant regardless of extensions which is July 1, 2021 - April 31, December 2022. EMPG Program-funded personnel are any personnel paid at any percentage with EMPG funding. There is no specific requirement for level of "participation" in the exercises; so, observation and attendance satisfies the objective. The exercises can be of any type (e.g., discussion-based (Seminars, Workshops, Tabletop Exercises, Games) or operations-based (Drills, Functional Exercises, Full- Scale Exercises) ) within the performance period (see https://www.fema.gov/media-library/assets/documents/32326). 2. An After Action Report/Improvement Plan (AAR/IP) must be completed by the host of each EMPG-funded exercise and submitted to hseep@fema.dhs.gov, and exercise@caloes.ca.gov within 90 days after the completion of an exercise. 3. A summary of all collected corrective action items and the tracking of their implementation shall be reported as part of the EMPG quarterly reporting. Additional information and guidance related to AAR/IPs and the National Exercise Program (NEP) Base Plan can be found on the Homeland Security Exercise and Evaluation Program (HSEEP) website at https://www.fema.gov/media- library/assets/documents/32326. Note: It is acceptable to submit an Exercise Summary Report for Seminars and Workshops in lieu of a full AAR/IP. E-mail the copies of the AAR/IPs to the OA. Page 3 of 9 Validatina Capabilities Obiective: Trainina Training activities supported with EMPG Program funds should strategically align to the NPG core capability identified in the MY-TEP. To ensure the development of a professional emergency management workforce, all EMPG Proaram-funded aersonnel shall complete 1 1 trainina reauirements and record oroof of comoletion. EMPG Program-funded personnel are any personnel paid at any percentage with EMPG funding; this includes M&A staff funded by EMPG Program funds. All EMPG Program-funded personnel are required to complete the most current delivery of the following trainings prior to reimbursement submittal: National Incident Management System (NIMS) Training: IS 100.b Introduction to Incident Command System (ICS) IS 200.b ICS for Single Resources and Initial Action Incident IS 700.a National Incident Management System, An Introduction IS 800.b National Response Framework, An Introduction FEMA Professional Development Series (PDS�: IS 120.c Introduction to Exercises IS 230.d Fundamentals of Emergency Management IS 235.c Emergency Planning IS 240.b Leadership and Influence IS 241.b Decision Making and Problem Solving IS 242.b Effective Communication IS 244.b Developing and Managing Volunteers The aforementioned listed courses are available on-line and at no cost from the FEMA Emergency Management Institute (EMI) at the following links: http://training.fema.gov/IS/NIMS.aspx & http://training.fema.gov/is/searchis.aspx?search=PDS Note: The "G" course series and classroom-based equivalents can be used as an alternate to satisfy these training requirements. Past completion of the above courses (or qualifying equivalent) is considered acceptable in meeting this requirement. Recorded proof of completion, such as certificates of completion, must exist and be kept on file by the subrecipient and be made available for review upon request. All EMPG-funded personnel, including M&A staff and any staff being used for match, must participate in no less than three exercises between July l, 2019, and June 30, 2021. Exercises used to meet this requirement during one period of performance cannot be used to meet the requirement in another. Extensions to the grant do not apply to this requirement or it's deadline. Traininq Feedback Number In order for EMPG Program funds to be utilized for training-related purposes, subrecipients must first obtain a Training Feedback Number. Training Feedback Page 4 of 9 Numbers must be obtained no later than thirty (30) days prior to the training event. All terrorism related training must go to bid no matter the cost. TLO training cannot be provided by any other entity outside of the jurisdiction's fusion center. To be considered for a Training Feedback Number, subrecipients must complete a Training Request Form and submit it electronically to Cal OES. Training tracking numbers are not required at the time of application however will be required prior to the OA application going to the state. You will be notified as to when we will need the number. Trainina Feedback Numbers do not have to included on the initial application workbook but will be required once the arant is awarded. Training Request Forms can be completed at the following link: https://w3.calema.ca.aov/WebPaae/trainrea.nsf/TrainReauest?OpenForm Svstem for Award Manaqement (SAM� The System for Award Management (SAM) includes information regarding entities debarred, suspended, proposed for debarment, excluded or disqualified under the non-procurement common rule, or otherwise declared ineligible from receiving federal contracts, certain subcontracts, and certain federal assistance and benefits. Contractor disbarment verification can be obtained from the following website: https://www.sam.gov. Print out verification at the time of awardinq the vendor and submit with reimbursement reQuest. Maintenance and Sustainment The use of EMPG funds for maintenance contracts, warranties, repair or replacement costs, upgrades, licenses, and user fees are allowable under all active and future grant awards, unless otherwise noted. With the exception of maintenance plans purchased incidental to (i.e., at the same time and under the same subaward as) the original purchase of the system or equipment, the period covered by a maintenance agreement or warranty plan must not exceed the period of performance of the specific grant funds used to purchase the plan or warranty, and address the requirements identified in FEMA Information Bulletin (IB) 379. Supqlantinq, Grant funds must be used to supplement existing funds, not replace (supplant) funds that have been appropriated or budgeted for the same purpose through non-federal sources. In the event supplanting is suspected, the subrecipient will be required to supply documentation demonstrating or certifying that a reduction in non-federal resources occurred for reasons other than the receipt, or expected receipt, of federal funds. Page 5 of 9 Aqplication The Facesheet must be completed with all information being requested. All cells must be completed. The difference between the Subrecipient and the Implementing Agency is that the subrecipient may be the City and the implementing agency is the agency responsible for the completion of the project. You can find your allocation at the bottom of this information sheet. 2. The Authorized Agent Contact sheet must be completed. The Contact's Name should be the person that will be responsible for the management of the grant itself. 3. There are projects set up on the Project Description tab however if your project does not align with one of the preset projects you can add your project to the next project number. Use the information below to complete this page. Be precise and descriptive of your project include who, what, where, when and why. Keep in mind the cell only holds 1,000 characters including spaces. How and with what are you going to meet the match requirement? Why do you need this project? Enter Milestones, up to 4. 4. Complete the Project Ledger, make sure you enter the Project name as it appears on the Project Description and include the name of the subrecipient ie; Eastvale- Personnel Development. 5. Complete each tab that the Project Ledger represents. Enter Equipment Description-Quantity. Don't forget AEL #s and Titles exactly as they are in the AEL. If training, you do not need a training tracking number at this time but will need to get one once the grant has been officially released. EHPs may be required for Equipment, Training and/or Exercises. 6. Make sure you complete Consultant and Personnel tabs if applicable 7. Complete the Match Tab 8. Complete the Authorize Agent Tab 9. Once the workbook is completed you will submit a signed PDF copy and an Excel copy of the workbook to the OA (jbarron@rivco.org) 10. You will need to submit any EHP request you need, training tracking #s, Signed Assurances, and a current Signature Authority Resolution once the application is approved. Page 6 of 9 California Homeland Securitv Strateav 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. Prevent Violent Extremism Through Multi-Jurisdictional/Inter- Jurisdictional Collaboration and Coordination; 1 1. Enhance Homeland Security Exercise, Evaluation, and Training Programs; and Training Programs 12. Protect Against Effects of Climate Change Page 7 of 9 Core Caqabilities bv Mission Area Prevention Protection Mitigation � Response Planning Public Information and Warning Forensics and Attribution Intelligence and Information Sharing Interdiction and Disruption Screening, Search, and Detection Operational Coordination Access Control and Community Critical Identity Verification Resilience Transportation Intelligence and Long-term Environmental Information Sharing Vulnerability Response/Health Reduction and Safety Interdiction and Disruption Screening, Search, and Detection Risk and Disaster Resilience Assessment Threats and Hazard Identification Fatality Management Services Infrastructure Systems Physical Protective Measures Risk Management for Protection Programs and Activities Cybersecurity Supply Chain Integrity and Security Mass Care Services Mass Search and Rescue Operations On-scene Security and Protection Operational Communications Public and Private Services and Resources Public Health and Medical Services Situational Assessment Recovery Economic Recovery Health and Social Services Housing Infrastructur e Systems Natural and Cultural Resources Page 8 of 9 E-1: CHy/County Populaffon Esffmotes with Annual Percenf Chonge January 1, 2020 FY21 EMPG Couniy/Ciiy $615,968 Riverside IBanning IBeaumoni I Blythe ICalimesa ICanyon Lake I Caihedral City Coachella Corona Deserf Hot Springs Eastvale Hemei Indian Wells Indio Jurupa Valley Lake Elsinore La quinfa Menifee Moreno Valley Murrieta Norco Palm Deseri Palm Spnngs Perris Rancho Mirage Riverside San Jacinto Temecula wildomar Balance of Couniy Populaiion i �i /zozo 2,440J 19 31,057 51 J31 I 9,530 9,522 i i,ois 53,494 47,583 168,332 _ 30,036 66,535 84,391 5,371 90,804 107,000 63,591 40,906 97,094 208,791 114,541 27,611 53,828 47,509 �a,s�s 18,611 328,766 50,207 1�2,s2 36,963 384,810 � 1.272% 2.119% �.s00�o 0.390% 0.451 % 2.192% 1.950% 6.897% 1.231 % 2.726% 3.458% �.22��0 3.720% 4.384% 2.605% 1.676� 3.978% 8.554% 4.693% 1.131% 2.205% 1.947% 3.219% 0.763% 13.470% 2.OS7� 4.610% 1.514� 15.766% SK Base $145,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 �5,�� $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 Per Capita $434,206 $5,525 $9,203 $3,474 $1,694 $1,960 $9,517 $8,465 $29,946 $5,343 $1 1,837 $15,013 $956 $16,154 $19,035 $11,313 $7,277 $17,273 $37,144 $20,377 $4,912 $9,576 $8,452 $13,979 $3,311 $58,488 $8,932 $20,016 $6,576 $68,458 Total $10,525 � $14,203 � $8,474 � $6,694 � $6,960 � $14,517 � $13,465 � $34,946 � $10,343 � $16,837 � $20,013 � $5,956 � $21,154 � $24,035 � $16,313 � $12,277 � $22,273 � $42,144 � $25,377 � $9,912 � $14,576 � $13,452 � $18,979 � $8,311 � $63,488 � $13,932 � $25,016 � $11,576 � $73,458 � Page 9 of 9