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HomeMy WebLinkAboutSubrecipient FY24 EMPG Application Workbook 92260 92260 7/1/2024 12/31/2025 8 2024 9 10 11 12 92260 92260 0 92260 7/1/2024 12/31/2025 8682 7/1/2024 12/31/2025 7/1/2024 12/31/2025 7/1/2024 12/31/2025 7/1/2024 12/31/2025 7/1/2024 12/31/2025 7/1/2024 12/31/2025 8682 7/1/2024 12/31/2025 7/1/2024 12/31/2025 7/1/2024 12/31/2025 4/9/2025 WORKBOOK INSTRUCTIONS This worksheet provides instructions on how to complete the FY 2024 Financial Management Forms Workbook (FMFW), EMPG v.23. It is divided into sections that correspond to each of the worksheets within this workbook. The first section describes the macros used in this workbook and can be ignored if you are using the non-macro version of this FMFW. For further guidance, contact your Program Representative. Section 1: MACROS Below is a table with instructions on how to enable macros in Microsoft Excel, depending on the version. Note: Some computers may not run Macros correctly even when enabled in Excel. A Non-Macro version of the workbook is available under such circumstances. Version Instructions Excel 2003 1) From the menu bar, click on TOOLS > MACRO > SECURITY. 2) From SECURITY LEVEL tab, select the MEDIUM. 3) Save, Close, and Re-open the workbook. NOTE: The MEDIUM setting will prompt you to enable or disable macros each time the file is opened. This will prevent potentially unsafe macros from running. The LOW setting will enable macros without a prompt. Excel 2007 1) Click the round "Office" button in upper left corner of the window. 2) Click "Excel Options" button near lower-right corner. 3) From "Excel Options" window, select "Trust Center" on left pane. 4) Click on the "Trust Center Settings" button on the right pane, which will open a new "Trust Center" window. 5) From the new "Trust Center" window, pick "Macro Settings" on left pane. 6) Choose "Disable all macros with notification" radio button on the right pane, then click OK. NOTE: Each time a workbook with macros is opened, a security alert will appear. This alert may be a pop-up window or a banner across the top of the window. You must choose to enable for macros to function. Excel 2010/2013/2016/2019/365 1) Click on the File tab, then choose Options, which will then open a new "Excel Options" window. 2) From the new window, click "Trust Center" on the left pane. 3) Click "Trust Center Settings..." button on the right pane, which will then open a new "Trust Center" window. 4) From the "Trust Center" window, pick "Macro Settings" on left pane. 5) Choose "Disable all macros with notification" radio button on the right pane, then click OK. 6) Save, Close, and Re-open the workbook. NOTE: Each time a workbook with macros is opened, a security alert will appear. This alert may be a pop-up window or a banner across the top of the window. You must choose to enable for macros to function. Below is a table of the macro buttons available on many of the worksheets in this workbook. Button Function Sort (A-Z) Sorts table by project letter, from A to Z. Spellcheck Spellchecks the worksheet. Clear Filters Clears all filters applied to any of the tables. Calculate M&A Calculates maximum allowable M&A based on total cost of all non-M&A projects. Black Font Selects the entire row(s) of the selected cell(s) and changes the font color to black. Any strikethroughs will be removed. Red Strikethrough Selects the entire row(s) of the selected cell(s) and changes the font color to red. A red strikethrough will be added. Blue Font Selects the entire row(s) of the selected cell(s) and changes the font color to blue. Any strikethroughs will be removed. Add Row Adds row below the selected cell. Delete Row Deletes entire row(s) of selected cell(s). Selection must be contiguous if multiple cells are selected. Validate Worksheet Restores formulas and formatting to default values in the appropriate cells. This macro does not erase data. New Request Duplicates the active worksheet for reimbursement and modification requests, placing it immediately after the original worksheet. An input box will appear to name the new worksheet. Remember to use the most recent version of the worksheet when creating a new request. New Mod Item Copies the selected line and inserts it immediately below. The font color of the selected row will change to red with a red strikethrough indicating that the line item has been changed. The duplicated line will have blue font color, without a strikethrough, indicating the modified line item. Initial Application Populates the Ledger Type field with "Initial Application" and the Date field with today's date. Reimbursement Request Populates the Ledger Type field with "Reimbursement Request" and the Date field with today's date. A new "Request #" field will appear. Modification Populates the Ledger Type field with "Modification" and the Date field with today's date. A new "Request #" field will appear. Below is a table that lists macros that can be activated by using a keyboard shortcut. A shortcut requires the user to press 2 keys simultaneously: the control button and a letter. Keyboard Shortcut Ctrl + Shift + G Creates a new worksheet with a pivot table that aggregates Budgeted Costs by Solution Area. Only works on the Project Ledger tab. Ctrl + Shift + I Resets information on top of each tab to reflect name, FIPS, subaward number, POP dates from Face Sheet Ctrl + Shift + L Breaks all links to external sources. Ctrl + Shift + S Spellchecks worksheet. Ctrl + Shift + Y Duplicates the active sheet, then deletes the red lines and changes blue font to black font. Spacing Section 2: GRANT SUBAWARD FACE SHEET Use the Grant Subaward Face Sheet to apply for grant programs. Each grant program requires its own separate Grant Subaward Face Sheet. Please convert the Grant Subaward Face Sheet to PDF in portrait format and provide a digital signature from the authorized official. The use of white out, tape, or digital redaction is prohibited and will invalidate the signature on the Grant Subaward Face Sheet. Cal OES Section: The top portion of the form contains blocks for four (4) important numbers. Please do not fill in these blocks. These numbers will be entered by Cal OES. Form Field 1. Subrecipient The Subrecipient is the unit of government or community based organization (CBO) that will have legal responsibility for these grant funds (e.g. County of Alameda, City of Fresno or Women’s Place of Merced). Enter the legal name of the Subrecipient that is registered with the Internal Revenue Service (IRS). PLEASE NOTE: All CBOs must be registered, active, and current with the IRS, Department of Justice (DOJ), and Secretary of State (SOS) websites. Failure to be current will result in funds being withheld by Cal OES. 1a. Unique Entity Identifier (UEI) Effective April 4, 2022, the Federal Government transitioned from using the Data Universal Numbering System or DUNS number, to a new, non-proprietary identifier known as a Unique Entity Identifier or UEI. For entities that have an active registration in the System for Award Management (SAM) prior to this date, the UEI has automatically been assigned and no action is necessary. For all entities filing a new registration in SAM.gov on or after April 4, 2022, the UEI will be assigned to that entity as part of the SAM.gov registration process. UEI registration information is available on GSA.gov at: Unique Entity Identifier Update | GSA. 2. Implementing Agency Enter the complete name of the agency responsible for the day-to-day operation of the grant (e.g. Sheriff, Police Department, or Department of Public Works). If the Implementing Agency is the same as the Subrecipient, enter the same title again. 2a. Unique Entity Identifier (UEI) 3. Implementing Agency Address Enter the address of the Implementing Agency. Provide the complete nine digit zip code (Zip+4). 4. Location of Project Enter the City and County/Operational Area where the project is located. Provide the complete nine digit zip code (Zip+4). 5. Disaster/Program Title Enter the name of the Disaster or Program providing the funds for this Grant Subaward. A disaster may be referred by the federal declaration number. Program titles should be complete without the use of acronyms. 6. Performance Period Enter beginning and ending dates of the performance period for the Grant Subaward. (mm/dd/yyyy) 7. Indirect Cost Rate Indicate whether you are using the 10% de Minimis rate based on Modified Total Direct Costs (MTDC) or your current cognizant agency approved indirect cost rate agreement. A copy of the approved negotiated indirect cost rate agreement must be enclosed with your application. Indicate N/A if you will not be claiming indirect costs under the award. Indirect costs may or may not be allowable under all Federal fund sources. 8-12. Fund Allocations and Total Project Cost For each fund source used in the program, select the correct grant year and acronym from the drop down lists, the amount of state or federal funds requested, the amount of cash and/or in-kind match contributed and the resulting totals. Please do not enter both state and federal on the same line. The Total Project Cost row should correspond to the total project cost specified in the budget. 13. Certification Paragraph Please review the Certification Paragraph. 14. CA Public Records Act Please review, and if applicable, provide the necessary documentation. 15. Official Authorized to sign for the Subrecipient Enter the name and title of the official authorized to enter into the Grant Subaward for the Subrecipient as stated in Block 1 of the Grant Subaward Face Sheet (Cal OES 2-101). Enter the Payment Mailing Address where grant funds should be sent. Provide the complete nine digit zip code (Zip+4). 16. Federal Employer ID Number Enter the nine digit Federal Employer Identification Number for the Implementing Agency. Section 3: AUTHORIZED AGENT CONTACT INFORMATION Provide the contact information of any additional Authorized Agents (AA) or staff related to grant activities. It is recommended that more than one person be designated as an AA, so that if one AA is not available, a second AA can sign the requests for reimbursements and modifications. Section 4: PROJECT LEDGER Use this ledger to submit funding information for projects, as well as submitting Cash Requests and Modifications. Ledger Column Name Request Type Using the Macro buttons, specify what type of ledger is being completed (Application, Advance, Reimbursement, or Modification). Enter the request number. State Goals Select the State Goals from the drop-down list. Direct/Subaward Use the drop-down list to identify if the Project is Direct or Subaward Project Enter the project letter from the drop-down list. Project Title Enter a short, but descriptive name for the project. Project Description Enter the project description, citing specific and measurable objectives. Solution Area Select a Solution Area from the drop-down list. Solution Area Sub-Category Select a Solution Area Sub-Category from the drop-down list. This list is dependent on a selection from the Solution Area Category drop-down list. The Solution Area Sub-Category will not display the drop-down list unless a Solution Area Category is selected. Core Capabilities Select a Core Capabilities from the drop-down list. Capability Building Select Capability Building from the drop-down list. Deployable/Shareable Select from the drop down list. Total Budgeted Cost Enter the total amount obligated for the project. Previously Approved Amount This field auto-populates with the cumulative expenditures of all reimbursement requests prior to the current request. This value does not include any match amounts. Amount This Request This field is for Cash Requests only: Enter the requested dollar amount for the line item. Total Approved This field auto-populates with the cumulative amount expended for the line item. This value does not include any match amounts. Expenditures To Date This field auto-populates with the total expenditures to date for the line item. This value includes match amounts. Remaining Balance This field auto-populates with the remaining balance allowed for the line item. This value does not include any match amounts. Percent Expended This field auto-populates with the amount expended, to-date, as a percentage of the budgeted amount. This value does not include any match amounts. Section 5: PLANNING Select the project letter from the drop-down list that corresponds with the Project Ledger. Use the drop down list to identify if the project is Direct or Subaward. Planning Activity Enter the planning activity. Select a Solution Area Sub-Category from the drop-down list that corresponds with the Project Ledger. Expenditure Category Select an Expenditure Category from the drop-down list. This list is dependent on a selection from the Solution Area Sub-Category drop-down list. The Expenditure Category will not display the drop-down list unless a Solution Area Sub-Category is selected. Final Product Enter a description of the final product for this Planning activity. This must be a tangible item such as a manual, procedure, etc. Please contact your Program Representative for further examples of final products. Noncompetitive Procurement over 250k Select YES or NO from the drop-down list. Hold Trigger If project is subject to a Hold, select the Hold type from drop-down list. Approval Date If applicable, enter date when hold was released/approved. Budgeted Cost Enter the total amount of grant funding budgeted for the line item. This field auto-populates with the cumulative expenditures as of all reimbursement requests prior to the current request. This value does not include any match amounts. This field auto-populates with the total expenditures to-date for the line item. This value does not include any match amounts. Section 6: ORGANIZATION Organization Enter the name of the organization. Detail Select a Detail option from the drop-down list. Section 7: EQUIPMENT Equipment Description Provide a description of equipment and quantity. If Item is Mobile or Portable identify as such. AEL Number & Title Place the AEL Number and Title in these columns. The AEL Number and Title can be obtained from the following link: Authorized Equipment List SAFECOM Compliance Select YES, NO, or N/A from the drop-down list. Invoice Number Enter the Invoice Number for the equipment. Vendor Enter the name of vendor from whom the equipment was purchased. ID Tag Number Enter the ID Tag Number used to identify this equipment with. Subrecipient may use a product's serial number, or their own internal numbering format to tag equipment. ID Tag Number must be available during monitoring visits. % of Federal Funds Used in the Purchase Select 50% or 100% from the drop-down list, or enter the appropriate percentage. Condition and Disposition Enter the condition of equipment by selecting the appropriate drop-down item. If the equipment is not in use, please use the "Deployed Location" column to explain current status. Deployed Location Enter the equipment's current location. Acquisition Date Enter the date that this equipment was acquired from vendor. Section 8: TRAINING Course Name Enter course name. Feedback Number Enter the Feedback Number for the Training activity. To request a training Feedback Number, contact CSTI and submit the form from the following link: CSTI Tracking Number Request Form Training Activity Please identify your training activity from the drop-down list. Total # Trainee(s) Enter the total number of trainee(s). Identified Host If you are not the host, please identify who is the host. For further guidance, please refer to your Program Representative. Noncompetitive Procurement over $250k Section 9: EXERCISE Exercise Title Enter the title of the exercise activity. Exercise Activity Please select your exercise activity from the drop-down list. Date of Exercise Enter the date of when this exercise was conducted. Date of AAR/IP E-mailed into HSEEP Enter the date that the After Action Report (AAR) / Improvement Plan (IP) was e-mailed to hseep@fema.dhs.gov. This field auto-populates with the cumulative expenditures as of all cash request requests prior to the current request. This value does not include any match amounts. Section 10: M&A Activity Provide detailed information on M&A activity. Select "Grant Administration" from the drop-down list. Section 11: INDIRECT COST If claiming indirect costs under the award, provide detailed information on the total estimated indirect costs and the indirect cost rate at which you will be claiming. If you have a federally-approved rate, provide information on the direct cost base on which, the rate is calculated, e.g., Salary and Wages (S/W), Salary, Wages and Benefits (SW&B), Total Direct Costs (TDC), Modified Total Direct Costs (MTDC), the De Minimis Rate of 10% of MTDC (10% MTDC), or another base (Other). Provide detailed information on Indirect Cost activity. Select "Facilities & Administration " from the drop-down list. ICR Base Select an ICR Base from the drop-down list. Rate Enter the Percentage Rate. Previously Approrved Amount Section 12: CONSULTANT / CONTRACTOR Consulting Firm / Consultant Name Provide the name of the Consulting Firm and Consultant Name. Project & Description of Services Provide detailed information on the project and description of services. If your consultant/contractor invoiced you for their services using a fee for each deliverable, then describe the product in the Deliverable column. (e.g.: $10,000 for a reverse 911/telephone emergency notification system) Deliverable If your consultant/contractor invoiced you for their services using a fee for each deliverable, then describe the product in the Deliverable column. (e.g.: $10,000 for a reverse 911/telephone emergency notification system) Select a Solution Area from the drop-down list. Select a Solution Area Sub-Category from the drop-down list that corresponds with the Project Ledger. This list is dependent on a selection from the Solution Area Category drop-down list. The Solution Area Sub-Category will not display the drop-down list unless a Solution Area Category is selected. Period of Expenditure Enter the Period of Expenditure in this column. Fee for Deliverable If your consultant/contractor invoiced you for their services using a fee for each deliverable, then fill in the cost for the product in the Fee for Deliverable column. (e.g.: $10,000 for a reverse 911/telephone emergency notification system) Total Cost Charged to this Grant Enter the Total Cost Charged to the Grant in this column. Section 13: PERSONNEL Project/Deliverable Employee Name Provide the name of the employee. Provide detailed information on the project and description of services. Funding Source Select the appropriate funding source used for this project. Funds from one funding source cannot be moved to another funding source. Dates of Payroll Period Provide the Dates of the Payroll Period. Total Salary and Benefits Charged for this Reporting Period Provide the Total Salary and Benefits Charged for the Reporting Period. Total Project Hours Enter the Total Project Hours in this column. Section 14: MATCH Enter the name of the project. Match Description Enter the description of the Match activity. Select a Solution Area from the drop-down list that aligns to the activities/costs used to meet the EMPG Match Requirement. Select a Solution Area Sub-Category from the drop-down list that aligns to the activities/costs used to meet the EMPG Match Requirement. This list is dependent on a selection from the Solution Area Category drop-down list. The Solution Area Sub-Category will not display the drop-down list unless a Solution Area Category is selected. Type of Match Select the Type of Match: Cash or In-Kind Total Budgeted Match Enter the total budgeted match amount for this project in this column. This field auto-populates with the cumulative match expenditures as of the reimbursement request prior to the current request. Current Match This field is for Cash Requests only: Enter the match amount for the line item. Total Match Expended This field auto-populates with the total match expenditures to-date for the line item. This field auto-populates with the remaining match balance for the line item. Percentage Expended This field auto-populates with the match amount expended, to-date, as a percentage of the budgeted match amount. Section 15: ICR SUMMARY Period Enter the time period for which the indirect cost rate is valid. Use the format: Month/Year through Month/Year. Indirect Cost Rate for Period Enter the indirect cost rate for period Select ICR Base from the drop-down Total Costs Enter Total Costs. Less Distorting Costs Enter Less Distorting Costs. Costs Applicable to ICR This field auto-populates. Total Direct Costs Total Allowable Indirect Costs Total Budgeted Indirect Costs Enter Total Indirect Costs Budgeted; this value should be not be greater than the Total Allowable Indirect Costs. Section 16: AA APPROVAL The Authorized Agent sheet must accompany ALL Reimbursement Requests, Modifications, and the Initial Application. Enter the type of request that is being made. Use one of the following types: INITIAL APPLICATION, REIMBURSEMENT REQUEST, FINAL REIMBURSEMENT REQUEST and MODIFICATION Performance Period This field is auto-populated with the grant Performance Period as described on the Face Sheet Tab Request # Enter the "Cash Request" or "Modification" number associated with this request. This field is for Cash Requests only: Enter the requested dollar amount for this request. Authorized Agent Enter the Name and Title of Authorized Agent. Sign and date. (Cal OES Use Only) Cal OES # FIPS # VS# Subaward # 2024-0050 CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES GRANT SUBAWARD FACE SHEET The California Governor's Office of Emergency Services (Cal OES) hereby makes a Grant Subaward of funds to the following: 1. Subrecipient: 1a. UEI: 2. Implementing Agency: 2a. UEI: 3. Implementing Agency Address: (Street)</t></si> (City) (Zip+4) 4. Location of Project: (City)</t></si> (County) 5. Disaster/Program Title: Emergency Management Performance Grant 6. Performance / Budget Period: to (Start Date) (End Date) 7. Indirect Cost Rate: N/A Federally Approved ICR (if applicable): % Item Number Grant Year Fund Source A. State B. Federal C. Total D. Cash Match E. In-Kind Match F. Total Match G. Total Cost EMPG Total Cost 13. Certification - This Grant Subaward consists of this title page, the application for the grant, which is attached and made a part hereof, the Assurances/Certifications, and any attached Special Conditions. I hereby certify I am vested with the authority to enter into this Grant Subaward, and have the approval of the City/County Financial Officer, City Manager, County Administrator, Governing Board Chair, or other Approving Body. The Subrecipient certifies that all funds received pursuant to this agreement will be spent exclusively on the purposes specified in the Grant Subaward. The Subrecipient accepts this Grant Subaward and agrees to administer the grant project in accordance with the Grant Subaward as well as all applicable state and federal laws, audit requirements, federal program guidelines, and Cal OES policy and program guidance. The Subrecipient further agrees that the allocation of funds may be contingent on the enactment of the State Budget. 14. CA Public Records Act - Grant applications are subject to the California Public Records Act, Government Code section 7920 et seq. Do not put any personally identifiable information or private information on this application. If you believe that any of the information you are putting on this application is exempt from the Public Records Act, please attach a statement that indicates what portions of the application and the basis for the exemption. Your statement that the information is not subject to the Public Records Act will not guarantee that the information will not be disclosed. 15. Official Authorized to Sign for Subrecipient: Name: Title: Payment Mailing Address: City: Zip Code+4: Signature: Date: 16. Federal Employer ID Number: (FOR Cal OES USE ONLY) I hereby certify upon my personal knowledge that budgeted funds are available for the period and purposes of this expenditure stated above. (Cal OES Fiscal Officer) (Date) (Cal OES Director or Designee) EMPG-A AUTHORIZED AGENT AND CONTACT INFORMATION Cal OES Approval Salutation Authorized Agent Name Title Address City Zip Phone Email NOTE: Authorized Agents must be designated, by name or title, in the Governing Body Resolution. Modifications will require additional documentation. Point of Contact (POC) Name PROJECT LEDGER Award Total M&A Expended % Total M&A Exp of Total Exp POP Start Date POP End Date State Goals Direct / Subaward Project Title Project Description Solution Area Solution Area Sub-Category Core Capabilities Capability Building Deployable / Shareable Total Budgeted Cost Previously Approved Amount Amount This Request Total Approved Expenditures To Date (w/Match) Remaining Balance Percent Expended Column1 Column2 Column3 Column4 Column5 Column6 Column7 Column8 Column9 Column10 Goal #6 Subaward A Emergency Management Staffing Contractors PLANNING Direct / Subaward Planning Activity Expenditure Category Final Product Noncompetitive Procurement over 250k Hold Trigger Approval Date Budgeted Cost Amount This Request ORGANIZATION Previously Approved Amount EQUIPMENT Ledger Type Equipment Description (include Qty.) AEL# AEL Title SAFECOM Compliance Invoice Number ID Tag Number Condition & Disposition Deployed Location Acquisition Date Noncompetitive Procurement over $250k TRAINING Course Name Feedback Number Training Activity Total # of Trainee(s) Identified Host EXERCISE Exercise Title Exercise Type Identified Host Date of Exercise Date AAR/IP E-mailed to HSEEP MATCH Type of Match Total Budgeted Match Previously Expended Match Current Match Total Match Expended Percentage Expended CONSULTANT / CONTRACTOR Consulting Firm / Consultant Name Project / Description of Services Period of Expenditure Total Cost Charged to Grant PERSONNEL Project / Deliverable Total Salary & Benefits Charged for this Reporting Period AUTHORIZED AGENT NOTE: Unauthorized alterations will delay the approval of this request. ALN: EMPG 97.042 Supporting Information for Application, Modification, or Request for Federal Funds This claim is for costs incurred within the grant performance period. This request is for a/an: through Beginning Performance Period Date Ending Performance Period Date Under Penalty of Perjury, I certify that: I am the duly authorized officer of the claimant herein. This claim is true, correct, and all expenditures were made in accordance with applicable laws, rules, regulations, and grant conditions and assurances. Statement of Certification - Authorized Agent By signing this report, I certify, to the best of my knowledge and belief, that the report is true, complete, and accurate, and that the expenditures, disbursements, and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Sections 3729–3730 and 3801–3812). Printed Name of Authorized Agent Payment Address Title of Authorized Agent City, ZIP Signature of Authorized Agent Date City of Palm Desert XLREHY4MDGW4 City of Palm Desert Palm Desert Riverside 73510 Fred Waring Drive Chris Escobedo Interim City Manager 73-510 Fred Waring 95-2859459 Mr. Interim City Manager 73-510 Fred Waring Drive 760-346-0611 cescobedo@palmdesert.gov Daniel Hurtado Emergency Services Coordinator 760-776-6414 dhurtado@palmdesert.gov City of will pay for contracted personnel to ensure Emergency Management programs can effectively and efficiently operate. CERT Training Training Course development, delivery and evaluation Community resilience Sustain Both Palm Desert CERT Course City of Palm Desert is 50% cost share from local funds Training Certification / Recertification Cost Match Emergency response personell staffing Organization Staffing Palm Desert, CA 92260