HomeMy WebLinkAbout05 - CC-5 - 2015 Emergency Management Performance Gr - 5/17/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: May 17, 2016 ITEM NUMBER: CC -5
SUBJECT: 2015 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) PROGRAM
ALLOCATION
DATE: May 4, 2016
FROM: POLICE DEPARTMENT — SUPPORT SERVICES DIVISION
PRESENTATION BY: LIEUTENANT KEITH DAVIS
FOR FURTHER INFORMATION CONTACT: LT. KEITH DAVIS (714) 754-5660
RECOMMENDATION:
1. Authorize the Chief Executive Officer or his designee to execute the Agreement to
Transfer Funds for the 2015 Emergency Management Performance Grant (EMPG)
Program.
2. Adopt Resolution No. 16- (Attachment 1), which authorizes the Chief Executive
Officer or his designee to accept the funds for the Emergency Management
Performance Grant (EMPG) Program, in an amount not to exceed $16,710.00 to
purchase a free-standing Smartboard and display cart, mini DVD writer, display
adaptor, desktop mini sec/dual vesa sleeve wireless mouse, and seven lap top
computers dedicated to the City's Emergency Operations Center (EOC). This
acquired equipment will support new technology requirements and
provide improvements to support emergency management.
BACKGROUND:
The City of Costa Mesa has been participating in the Emergency Management
Performance Grant (EMPG) Program since 2001. The purpose of this program is to
encourage the development of comprehensive emergency management at the local
levels and to encourage the improvement of mitigation, preparedness, response, and
recovery capabilities for all hazards. The County of Orange is, and has been, the Grant
Recipient of the EMPG Program, with local municipalities being sub -grantees of the
EMPG Program.
The program provides minimal fiscal support for the City's efforts in emergency
management, disaster preparedness, training, and plans development.
Annually, the County of Orange, acting through the Sheriff -Coroner
Department/Emergency Management Department, in its capacity as the lead agency for
the Operational Area, applies for, receives, and accepts the EPMG Program funds from
the State of California, Governor's Office of Emergency Services.
For the 2015 EMPG Program, the County of Orange is requiring an Agreement to
Transfer Funds to be signed by the City of Costa Mesa in order for the City of Costa
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Mesa to receive the grant funds, in arrears, for reasonable and permissible expenditures
for grant purposes, which includes equipment. The augmentation of additional lap top
computers will provide EOC responders the necessary technology to prepare reports and
have direct connectivity with the Orange County Operational Area and jurisdictions within
the city (school districts, colleges/universities, and utility companies). The Smartboard will
allow for visual aid for mapping, connectivity to the on -scene responders, and plotting
critical information that will support the development of the EOC Action Plan. The grant
will cover the hardware, software, taxes, shipping and specific product training instruction.
ANALYSIS:
The City puts forth a considerable effort by all departments in training, exercising, and
planning to insure a state of readiness for emergencies and/or disasters. The EMPG
Program focuses in the area of multi -agency coordination in preparedness and training
for City employees and volunteers to support EOC activation during the time of major
emergencies and/or disasters.
ALTERNATIVES CONSIDERED:
The only alternative to consider would be not to participate in the EMPG Program. The
City must participate in activities required by the Program to be prepared and assist the
community in mitigation, preparedness, response, and recovery efforts prior to and after
any major disaster and/or emergency.
FISCAL REVIEW:
This funding will be included in the addendum to the FY 16-17 preliminary budget
amounts.
LEGAL REVIEW:
Legal has reviewed and approved these documents as to form.
CONCLUSION:
The adoption of this resolution and accept the Emergency Management Performance
Grant Program (EMPG) funds is necessary to recover disaster related expenses for
services rendered to mitigate, prepare for, respond to and recover from situations
occurring within the City of Costa Mesa and receive assistance from the State of
California.
A copy of the resolution and copies of the Agreement to Transfer Funds will be
forwarded to the County of Orange, Sheriff -Coroner Department/Emergency
Management Bureau, as acting on behalf of the County of Orange in its capacity as the
lead agency for the Operational Area.
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KEITH DAVIS
Lieutenant
STEPHEN DUNIVENT
Interim Finance Director
THOMAS DUARTE
City Attorney
ATTACHMENTS: 1 Resolution No. 16 -
ROBERT N. SHARPNACK
Chief of Police
THOMAS R. HATCH
Chief Executive Officer
2 2015 EMPG Program —Agreement to Transfer Funds
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Attachment 1
RESOLUTION NO. 16 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, AUTHORIZING APPLICATION FOR AND ACCEPTANCE OF YEAR
2015 EMERGENCY MANAGMENT PERFORMANCE GRANT (EMPG)
REIMBURSEMENT ALLOCATION
THE CITY COUNCIL OF THE CITY OF COSTA MESA HEREBY RESOLVES
AS FOLLOWS:
WHEREAS, State of California, Governor's Office of Emergency Services (CAL
OES) has made funds available through the Emergency Management Performance
Grant Program for the support of comprehensive emergency management and the
improvement of preparedness, mitigation, response and recovery capabilities for all
hazards; and
WHEREAS, the City of Costa Mesa wishes to participate in the Emergency
Management Performance Grant for the year 2015; and
WHEREAS, for the COUNTY OF ORANGE, a political subdivision of the State of
California, herein referred to as "COUNTY" and CITY OF COSTA MESA, a municipal
corporation, hereinafter referred to as "SUBGRANTEE", the COUNTY shall transfer to
SUBGRANTEE grant funds, in arrears, as necessary to reimburse SUBGRANTEE for
reasonable and permissible expenditures for the grant purposes; and
WHEREAS, the City of Costa Mesa has been awarded an amount not to exceed
$16,710.00 in Emergency Management Performance Grant Program funds for the year
2015; and
NOW, THEREFORE, BE IT RESOLVED that this City Council hereby approves
the application for and acceptance of funds under the Emergency Management
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Performance Grant Program and the Chief Executive Officer or his designee is hereby
authorized to implement this resolution.
PASSED AND ADOPTED this 17th day of May, 2016.
Stephen M. Mensinger, Mayor
ATTEST:
Brenda Green, City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) so
CITY OF COSTA MESA )
APPROVED AS TO FORM:
Thomas Duarte, City Attorney
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that
the above and foregoing is the original of Resolution No. 16 -XX and was duly passed
and adopted by the City Council of the City of Costa Mesa at a regular meeting held on
the 17th day of May, 2016, by the following roll call vote, to wit:
AYES:
COUNCIL MEMBERS:
None
NOES:
COUNCIL MEMBERS:
None
ABSENT:
COUNCIL MEMBERS:
None
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of
Costa Mesa this 18th day of May, 2016.
Brenda Green, City Clerk
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ATTACHMENT 2
AGREEMENT TO TRANSFER FUNDS
FOR 2015 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
THIS AGREEMENT is entered into this day of 20 , which date is
enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political
subdivision of the State of California, hereinafter referred to as "COUNTY," and
a municipal corporation, hereinafter referred to as
"SUBRECIPIENT."
WHEREAS, COUNTY, acting through its Sheriff -Coroner Department, hereinafter referred to
as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and
accepted the Emergency Management Performance Grant (hereinafter referred to as "the grant") from
the California Office of Emergency Services ("CalOES").
WHEREAS, the purpose of the grant is to support comprehensive emergency management at
the state, tribal and local levels and to encourage the improvement of prevention, protection, mitigation,
response and recovery capabilities for all hazards, as set forth in Attachment A hereto (FY2015
Emergency Management Performance Grants [EMPG] Program Funding Opportunity Announcement
[FOA]), which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. COUNTY shall transfer to SUBRECIPIENT grant funds, in arrears, as necessary to
reimburse SUBRECIPIENT for reasonable and permissible expenditures for the grant purposes. In
order to obtain grant funds, SUBRECIPIENT shall comply with the instructions and submit to SHERIFF
all required information and documentation, as set forth in Attachment B (EMPG City Financial
Management Forms Workbook), which is attached hereto and incorporated herein by reference.
2. Throughout their useful life, grant property and equipment shall be used by
SUBRECIPIENT only for grant purposes in accordance with Attachment A hereto.
3. SUBRECIPIENT shall exercise due care to preserve and safeguard grant property and
equipment from damage or destruction and shall provide regular maintenance and such repairs for grant
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Pagc 1 of 4
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property and equipment as are necessary, in order to keep said grant property and equipment
continually in good working order.
4. If grant property or equipment becomes obsolete, SUBRECIPIENT shall dispose of it
only in accordance with the instructions of COUNTY or the agency from which COUNTY received the
grant funds.
5. SUBRECIPIENT shall submit to the COUNTY grant program reporting documents and
information in accordance with requirements set out in the Attachment C (Emergency Management
Performance Grant Program: California Supplement to the Federal Program Funding Opportunity
Announcement; or, The State Guidance), which is attached hereto and incorporated herein by reference.
6. By executing this Agreement, SUBRECIPIENT agrees to comply with and be fully
bound by this Agreement and all applicable provisions of Attachments A, B, C, and D (FY15
Emergency Management Performance Grant Agreement Articles, Assurances, Certifications, Terms,
and Conditions) hereto. SUBRECIPIENT shall notify COUNTY immediately upon discovery that it has
not abided or no longer will abide by any applicable provision of this Agreement or Attachments A, B,
C, or D hereto.
7. SUBRECIPIENT agrees to indemnify, defend and save harmless COUNTY and the
agency from which COUNTY received grant funds, 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, and any other person, firm or corporation furnishing or supplying work,
services, materials or supplies in connection with SUBRECIPIENT's performance of this Agreement,
including Attachments A, B, C, and D 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 SUBRECIPIENT in the
performance of this Agreement, including Attachments A, B, C, and D hereto.
8. No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or
agreement not incorporated herein shall be binding on any of the parties hereto.
9. SUBRECIPIENT may not assign this Agreement in whole or in part without the express
written consent of COUNTY.
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 2 of 4
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10. SUBRECIPIENT shall provide to COUNTY all records and information requested by
COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be
required to provide to the agency from which COUNTY received grant funds or other persons or
agencies.
11. For a period of three years after the final Federal Financial Report hereunder or until all
claims related to this Agreement are finally settled, whichever is later, SUBRECIPIENT shall preserve
and maintain all documents, papers and records relevant to the work performed or property or equipment
acquired in accordance with this Agreement, including Attachments A, B, C, and D hereto. For the
same time period, SUBRECIPIENT shall make said documents, papers and records available to
COUNTY and the agency from which COUNTY received the grant funds or their duly authorized
representative(s), for examination, copying, or mechanical reproduction on or off the premises of
SUBRECIPIENT, upon request, during usual working hours.
12. SUBRECIPIENT and COUNTY shall be subject to examination and audit by the State
Auditor General with respect to this Agreement for a period of three years after the final Federal
Financial Report hereunder.
13. COUNTY may terminate this Agreement and be relieved of the payment of any
consideration to SUBRECIPIENT if a) SUBRECIPIENT fails to perform any of the covenants
contained in this Agreement, including the applicable terms of Attachments A, B, C, and D hereto, at the
time and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of
termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY.
14. SUBRECIPIENT and its agents and employees shall act in an independent capacity in
the performance of this Agreement, including Attachments A, B, C, and D hereto, and shall not be
considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which
COUNTY received grant funds.
15. By signing this Agreement, SUBRECEIPIENT understands and agrees that:
a. Failure to follow grant guidance, including those detailed below, will result in
ineligibility for any reimbursement under the FYI 5 EMPG:
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 3 of 4
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b. A SUBRECIPIENT representative must attend half of the Orange County Emergency
Managers Organization meetings held from July 1, 2015 through June 30, 2016;
c. SUBRECIPIENT must maintain National Incident Management System (NIMS)
compliance;
d. For any personnel whose salary is charged to the grant, that specific individual must
meet the training and exercise requirements set forth in the grant guidance; and
e. Only those expenditures specifically detailed in the Financial Management Forms
Workbook are approved for funding; any changes must be pre -approved by the
California Office of Emergency Services.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
DATED: , 20� COUNTY OF ORANGE, a political
subdivision of the State of California
DATED:
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security
,20_
Sheriff -Coroner
"COUNTY"
APPROVED AS TO FORM:
COUNTY COUNSEL
By
Nicole A. Sims, Deputy
DATED: ,20
SUBRECIPIENT:
ATTEST:
Page 4 of 4
City Clerk
DATED: ,20