HomeMy WebLinkAboutApply-Accpt - Emergency Management Performance Grant (EMPG) $14,363E H
STAFF REPORT
CITY OF PALM DESERT
ADMINISTRATIVE SERVICE DEPARTMENT
MEETING DATE: July 9, 2020
PREPARED BY: Stephen Y. Aryan, Risk Manager
REQUEST: Approval to apply for and accept from the California Governor's Office of
Emergency Services, upon grant award, the 2020 Emergency
Management Performance Grant (EMPG) in the amount of $14,363.
Recommendation
By Minute Motion:
Upon notification of the grant award, accept the FY 2020 Emergency
Management Performance Grant (EMPG), through the California Governor's
Office of Emergency Services (OES), in the amount of $14,363.
2. Authorize the City Manager to execute the 2020 EMPG application and all
subsequent grant documentation.
Commission Action
The Public Safety Commission will review this matter on July 8, 2020. Staff will provide an
update on their action at the City Council meeting should they not follow staffs
recommendation.
Strateqic Plan Obiective
This item is related to the Public Safety and Emergency Services section of the Palm Desert
Strategic Plan, specifically under Priority 3: Help the communitv become more prepared for
disasters and public safetv 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
Staff expressed interest to the County of Riverside Emergency Management Department
(EMD) for 2020 Emergency Management Performance Grant (EMPG). The total amount of
Palm Desert's 2020 EMPG award is anticipated to be $14,363. The City has to match this
amount to receive full grant funding. The grant authorization documents are due to EMD by
July 7, 2020, but the County can wait for the City Council to review this matter at their July 9,
2020, meeting.
May 14, 2020 - Staff Report
FY 2020/21 Police Budget Considerations
Page 2 of 2
The grant award will augment the salary for the contracted Emergency Services Coordinator
position, for staffing related costs paid through June 30, 2020. Staff recommends accepting
this grant award upon notification of approval by the EMD.
Fiscal Analvsis
As noted, it is anticipated that the 2020 EMPG will reimburse the City $14,363 in matching
funds for this position. No appropriation is required as the matching funds component is
fulfilled by the Riverside County EMD contract expenditure that is included in the FY 2020/21
City Budget.
LEGAL REVIEW
N/A
Robert W. Hargreaves
City Attorney
DEPT. REVIEW
Lori Carney
Lori Carney
Director of Admin. Services
City Manager Lauri Aylaian.
FINANCIAL REVIEW ASSISTANT
CITY MANAGER
Janet M. Moore
Director of Finance
Attachment: 2020 EMPG Facesheet and Information Packet
N/A
Andy Firestine
Assistant City Manager
I (Co EMD Use Only)
Cal OES # 065-000M I CFDA # 97.042 EMPG I Subaward 9 I 2020-Xkkx j
RIVERSIDE COUNTY OPERATIONAL AREA
GRANT SUBAWARD FACE SHEET
The Riverside County Operational Area, hereafter designated Cc EMD, hereby makes a Grant Subaward of funds to the following
1, Subreciprent: City of Palm Desert _
1a. DUNS#
00-494.9459
2. implementing Agency: City of Palm Desert
2a ❑UNS# 00-494.9459
3. Implementing Agency Address: 73510 Fred Waring Dnve
Palm Desert
92260.2578
Street
City
i
Zip-4
4. Location of Project: Palm Desert
Riverside County
9z250-2g78
City
County
Zpr4
5. DisasterlProgram Title: Emergency Management Performance Grant
G. Performance Period:
711=20
to 12,31:2021
Gram Year Fund Source
A State B. Federal C. Total
D. Cash
E. In -Kind
F. Total Match
G. Total Project Cast
Match
Match
2020 7. EMPG $14353
514,363
$14.353
- f28,726j
e.
I
so
so]
9.
so
s0J
10. _
s0
so
11. TOTALS
- —
—
11t3. Toilaf Project Cost:
5C $14.363 so
S14.363
So
$14.363
$28,726
12. Ce rt i ftcation • This Grant Subaward consi at of this title page, the application for the grant, which Is attached and made a part hereof, and the
Ass ura n ceslC art l (t catid ns. I hereby certify I am vested with the authority to enter into this Grant Subaward, and have the approval of the CitylCounty
Financial OMice r, City Manager, County Administrator, Geve ming Board Chair, or other Approving Body. The Subre c i pi a nt certifies that all funds received
pursuant to this agreement will be spent exclusively on the purposes specified in the Grant Subaward. The Subrecipiem accepts this Gram 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 guideilnes, and Cal CES policy and program guidance. The Subrecipielll further agrees that the allocation of funds may be contingent on the
enactment of the State Budget.
13, CA Pubi is Records Act - Grant app licatians are subject to the California Public Recd rds Act, Government Code section 6250 at seq. Do not put any
personally id emrfiahle information or pri vale Information on this app l icat io ri. It you believe that any of the information you are putting on this app(lc ation
is exempt from the Public Records Act, please attach a statement chat 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 imo nm ation in the appt is aticn that is exempt from the Public Records Act and have attached a document to support At
jlnittais)
Official Authorized to Sign for Subrec l pi ai 15. Federal Employer IA Number: 95.2859459
Name LAURI AYLAtAN Title- CITY MANAGER
Telephone. 760-346-0611 760340-0574 Email: LAYLAIANf%CITYOFPALMOESERT.ORG
(area coda — - -
Payment Mailing Address 73510 FRED WARING DRIVE City: PALM DESERT Zip+ 4: 922W2578
Signature Date : 071091202D
FY20 EMPG Information
All Tabs of the Workbook must be comaleted. If you are not reauesting
anvthinLy for a tab rdease enter NIA on the first budget 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.
Purpose 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 FY20 EMPG is duly 1, 2020 through December 31, 2021.
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,
2022.
Match Information
The FY20 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.
Apvlicant 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 July 7, 2020. Each tab must be completed.
2. Comply with all terms and conditions contained in the Grant Assurances submitted with the FY20
EMPG application. In addition, if the GA 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 duration 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.
11. 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 trust 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 $IOK 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 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 threshold (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 DES 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 Adoption
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.
Validating Capabilities Obiective: Exercise.
All EMPG Program -funded personnel shall participate in no less than three exercises within the
subaward performance period of the grant regardless of extensions which is July 1, 2020 — April
31, December 2020. 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 (AARIIP) must be completed by the host of each
EMPG-funded exercise and submitted to hseep@fema.dhs.gov, and a copy sent to your EMPG
Program Specialist (Justin Duke- Justin.dukea.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 AARIIPs 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 AARIIP. E-mail the copies of the AARIIPs to the OA.
Validating Capabilities Obiective: Training
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 Program -funded Dersonnel shall complete I l training,
reouirements and record Droof of completion. 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:lltraining.fema.gov/IS/NIMS.aspx & http://training.fema.gov/is/searchis.aspx?search=PAS
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 1, 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.
Traininif 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. 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. Tra_ in�in Feedback Numbers do not have to included on the
initial application workbook but will be required once the grant is awarded.
Training Request Forms can be completed at the following link:
httt)s://w3.calema.ca.gov/NVebPaize/trainrcci.nsf/TrainReciuest?ODenForm.
System for Award Management (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 awarding he
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.
Supplanting
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 that
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.
Apulication.
1. 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.
C. 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 Obarron@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.
STRATEGIC GOALS AND OBJECTIVES
1.Enhance prevention and detection capabilities to protect our state and critical infrastructure from
all hazards.
Objective 1.5
Institutionalize hazard identification, risk assessment, and hazard -mitigation planning to reduce vulnerability and
provide effective tools for planning, preparedness and recovery.
2.Strengthen California's ability to plan, prepare for and mitigate disasters, emergencies and terrorist
events.
Objective 2.1
Enhance state and regional operational capabilities and readiness -
Objective 2.2
Strengthen planning for both intentional and natural disasters.
Objective 2.3
Encourage citizen preparedness while integrating the needs of vulnerable populations.
Objective 2.4
Provide tools to develop and maintain continuity plans for both the private and public sector.
Objective 2.5
Enhance agriculture food systems and animal health preparedness.
Objective 2.E
Expand statewide training and exercises across all mission areas, while enhancing professional training for
emergency management and homeland security disciplines.
Objective 23
Enhance resource management through implementation of the California Metrics project.
3. Effectively respond to and quickly recover from both intentional and natural disasters.
Objective 3.1
Institutionalize Recovery Planning
Objective 3.3
Increase regional readiness by enhancing primary and alternate EOCs. Relevant activities include exercises to
enable participants to assess the functions of their EOCs and ensuring that all emergency facilities are
appropriately equipped and that all reference resources are accurate and current.
Objective 3.4
Expand the Standardized Emergency Management System (SEMS) to ensure inclusion of all customer groups.
Objective 3.5
Strengthen alert and warning systems to ensure the delivery of clear and consistent public information.
Objective 3.6
Enhance Geographic Information system (GIS) and information -mapping capabilities.
❑bjective 3.7
Strengthen operable and interoperable communications.
5. Strengthen and unify Cal EMA's operations and management to increase operational
efficiency and effectiveness
❑bjective 5.1
❑evelop and implement Agency retention plans.
Objective 5.2
Increase organizational opportunities for learning and professional growth.
Objective 5.3
Coordinate and align California's emergency management planning efforts to achieve overall consistency.
Core Capabilities by Mission Area
Prevention
Protection
Mitigation
+ Response
Recovery
Planning
Public Information
and Warning
Operational Coordination
Forensics and
Access Control and
Community
Critical
Economic
Attribution
Identity Verification
Resilience
Transportation
Recovery
Intelligence and
Intelligence and
Long-term
Environmental
Health and
Information
Information Sharing
Vulnerability
Response/Health
Social
Sharing
Reduction
and Safety
Services
Interdiction and
interdiction and
Risk and Disaster
Fatality
Housing
Disruption
Disruption
Resilience
Management
Assessment
Services
Screening,
Screening, Search, and
Threats and
Infrastructure
Infrastructure
Search, and
Detection
Hazard
Systems
Systems
Detection
Identification
Physical Protective
Mass Care
Natural and
Measures
Services
Cultural
Resources
Risk Management for
Mass Search and
Protection Programs and
Rescue Operations
Activities
Cybersecurity
On -scene Security
and Protection
Supply Chain Integrity
Operational
and Security
Communications
Public and Private
Services and
Resources
Public Health and
Medical Services
Situational
Assessment
E-1: City/County Population Estimates with Annual Percent Change
April 1, 2020
FY20 EMPG
County/City
$612,528
Riverside
Banning
Beaumont
Blythe
Calimesa
Canyon Lake
Cathedral City
Coachella
Corona
Desert Hot Springs
Eastvale
Hemet
Indian Wells
Indio
Jurupa Valley
Lake Elsinore
La Quinta
Menifee
Moreno Valley
Murrieta
Norco
Palm Desert
Palm Springs
Perris
Rancho Mirage
Riverside
San Jacinto
Temecula
Wildomar
Balance of County
Population
7/1/2019
2.470,546
31,221
51,063
19,682
9,160
11,280
55,007
45,743
169,868
28,878
64,157
85,334
5,470
91,765
109,527
69,283
41,748
94,756
213.055
116,223
26,604
53,275
48,518
79.291
18,528
331,360
49,215
114,761
37,229
398,545
%
1.264%
2,067%
0.797%
0.371%
0.457%
2 227%
1.852%
6.876%
1,169%
2 597%
3.454%
0.221%
3.714%
4.433%
2 804%
1.690%
3.835%
8.624%
4, 704%
1.077%
2.156%
1,964%
3.209%
0.750%
13.412%
1.992%
4.645%
1.507%
16.132%
5K 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
$5,000
$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
$5,000
Per Capita
$434,206
$5,487
$8,974
$3,459
$1,610
$1,982
$9,658
$8,039
$29,855
$5,075
$11,276
$14,998
$961
$16,128
$19,250
$12,177
$7,337
$16,654
$37,445
$20,427
$4,676
$9,363
$8,527
$13,936
$3,256
$58,23$
$8,650
$20,170
$6,543
$70,046
Total
$10,487
$13,974
$8,459
$6,610
$6,982
$14,668
$13,039
$34,855
$10,075
$16,276
$19,998
$5,961
$21,128
$24,250
$17,177
$12,337
$21,654
$42,445
$25,427
$9,676
$14,363
$13,527
$18,936
$8,2S6
$63,238
$13,650
$25,170
$11,543
$75,046