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HomeMy WebLinkAbout25M - AGMT GRANT PROJ SVCSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 21, 2018 TITLE: APPROVE AGREEMENT WITH WILLDAN HOMELAND SOLUTIONS FOR GRANT PROJECT AND FISCAL COORDINATOR SERVICES (STRATEGIC PLAN GOAL NO. 1, 36) r RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute a one-year professional services agreement with Willdan Homeland Solutions, an operating division of Willdan Group, Inc. for on-site project and fiscal grant management services, for the period beginning September 1, 2018 and ending August 31, 2019, in an annual amount not to exceed $144,840, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security (DHS) developed the Urban Areas Security Initiative (UASI) federal grant program. UASI provides funds to local emergency first responders to enhance security and overall preparedness to prevent, protect, mitigate respond to, and recover from acts of terrorism. The grant specifically provides funding for management and administration, anti -terror planning, organizing, equipment, training, exercises, and technical assistance. Under the UASI funding program, the City of Santa Ana and City of Anaheim have been designated as -Urban Area Core Cities and serve as the grant recipients responsible for the management and administration of the UASI grant funds. The Santa Ana and Anaheim Police Departments alternate fiscal responsibility for the grant. Anaheim manages the grant during the even years (i.e., 2010, 2012, 2014 etc.), while Santa Ana manages the grant during the odd years (i.e., 2009, 2011, 2013, etc.). The on-site grant management services necessary for the management of the UASI Grant program include, but are not limited to: oversight of all assigned project activities; assisting with the development of grant applications, ensuring grant finances are processed appropriately and in compliance with established federal, state, and local statutes; and maintaining UASI sub - recipient guidelines and policies to include new laws, rules and requirements issued by DHS and the California Governor's Office of Emergency Services (Cal OES). The UASI Grant program funds this professional services agreement in both odd and even years. 25M-1 Agreement with Willdan Homeland Solutions August 21, 2018 Page 2 The agreement includes 2,000 hours of work at $68.92 per hour ($137,840), $7,000 for training and travel, for a total agreement amount of $144,840. The professional services rate proposed by Willdan Homeland Services was determined to be within the range expected for such services. The one-year professional services agreement is exempt from bidding requirements under SAMC sec. 2-807(e), and will remain in effect from September 1, 2018 through August 31, 2019. The skills and job knowledge required to complete the scope of service are highly specialized and not readily available in the market place. This knowledge includes, but is not limited to, an in-depth knowledge of the Urban Areas Security Initiative (UASI) federal grant program, grant reporting requirements, program accounting procedures, and federal uniform guidance requirements. Wilidan Homeland Services has been providing these professional services since 2012 and has developed special skills and organizational knowledge to effectively manage the homeland security grants awarded to the City of Santa Ana. The term may be extended for an additional one-year term contingent upon grant funding being secured to cover the costs for the additional term by the City with the funding to be approved by the City Council. The term may be extended upon a writing executed by the City Manager and the City Attorney, subject to non -substantive changes approved by the City Manager and City Attorney. The Santa Ana Police Department's Homeland Security Division is satisfied with the grant management services provided by Willdan Homeland Services and recommends approval of this agreement. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal # 1 - Community Safety, Objective #313 (promote ongoing efforts to obtain grant funding for activities that will assist in preventing, enforcing, and reducing criminal activity and traffic collisions). FISCAL IMPACT Funds in the amount of $144,480 are available in the FY 2016 & FY 2017 UASI Grant fund contract services accounts (accounting no. 12514491-62300 and 12514407-62300) for the 2018- 19 fiscal year. m Chief of Police Santa Ana Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Sergio \Vidal �.IfLC�tiS7 Assistant Director Finance and Management Services Agency Exhibit: 1. Agreement with Willdan Homeland Solutions 25M-2 Exhibit 1 PROFESSIONAL SERVICES AGREEMENT TO PROVIDE GRANT PROJECT & FISCAL COORDINATOR SERVICES THIS AGREEMENT, made and entered into this 211 day of August, 2018 by and between WILLDAN HOMELAND SOLUTIONS, an operating division of WILLDAN GROUP, Inc., a California corporation (hereinafter "Consultant', and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. City, acting through the Santa Ana Police Department in its capacity as a Core City and lead agency for the Anaheim / Santa Ana Urban Area under the Urban Areas Security Initiative ("UASI'), has applied for, received and accepted a grant from the federal Department of Homeland Security, Office of Domestic Preparedness, through the State of California, Office of Emergency Services, to enhance countywide emergency preparedness, hereinafter referred to as "the Grant". B. The City desires to contract with an expert in providing Project and Fiscal Coordinator — Grant Management Services. C. Consultant represents that it has the necessary skills and experience to provide assistance in developing grant applications, invoicing and processing payment documents in compliance with grant policies, and maintaining guidelines and polices required by grant providers. D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall develop and provide grant management services as set forth in Exhibit A, attached hereto and incorporated by this reference. All services required hereunder shall conform in all respects to standards and regulations for funding by the U.S. Department of Homeland Security, and the California Office of Emergency Services. Consultant will be responsible for continued training to remain current on the management and reporting obligations required of the various Homeland Security Grant funds. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services an hourly rate of $68.92, effective September 1, 2018. Additionally, Consultant shall be reimbursed for training and travel which has been pre -approved, in writing, by City. The total sum that can be expended during the term of this Agreement (September 1, 2018 through August 31, 2019) shall not exceed $144,840 — annually. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work 25M-3 which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. USE AND OWNERSHIP OF DOCUMENTS It is understood by and agreed to between the parties that all written papers or materials prepared pursuant to this Agreement, paid for with Grant funds, or composed utilizing information provided by Santa Ana, shall be the property of Santa Ana and shall be delivered to Santa Ana upon completion of the services hereunder. 4. TERM This Agreement shall commence on September 1, 2018 and terminate on August 31, 2019, unless terminated earlier pursuant to Section 13, below. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. c. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: 25M-4 (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled without thirty (30) days prior written notice to the City. Ten (10) days notice if cancellation is due to non-payment of premium. d. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, and special counsel from liability for personal injury, or just compensation, arising out of claims for personal injury, including death, and claims for property damage, to the extent they arise from the negligent or willful misconduct in the performance of operations or errors or omissions of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement. S. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 10. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified 25M-5 mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Telefacsimile (714) 647-6956 With courtesy copies to: Santa Ana Police Department City Attorney UASI / Homeland Security Division City of Santa Ana 60 Civic Center Plaza 20 Civic Center Plaza (M-29) P.O. Box 1981 (M-97) P.O. Box 1988 Santa Ana, California 92702 Santa Ana, California 92702 Attn: Kanan Blake Telefacsimile (714) 647-6515 Email: kblake@santa-ana.org Telefacsimile (714) 245-8098 To Consultant: Mike Hooper Willdan Homeland Solutions 2401 East Katella Avenue, Suite 300 Anaheim, California 92806 Office (714) 940-6389 Email: mhooper@willdan.com A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 11. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 25M-6 12. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 13. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In the event that grant funding is not secured, City has the right to terminate the Agreement immediately upon exhaustion of the grant funds. Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Chief of Police may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement. iC!l7RY�T71311�/;ll M (�7►1 Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 25M-7 17. CONSULTANT CERTIFICATIONS a. Debarment and Suspension — Contractor will comply, and all its contractors will comply, with applicable federal suspension and debarment regulations including, but not limited to, Executive Orders 12549 and 12689, and 2 Code of Federal Regulations (CFR) §200.212 and codified in 2 CFR Part 200. b. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Contractor agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. C. Americans with Disabilities Act of 1990 - (ADA) Contractor must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. d. Lobbying and Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act". C. Contractor will comply with all applicable lobbying prohibitions and laws, including those found in United States Code Title 31, § 1352, et seq., and agrees that none of the funds provided under this award may be expended by the Contractor to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement. f. Contractor will comply, and all its contractors will comply, with all requirements of the Byrd Anti -Lobbying Amendment (31 U.S.C. 1352), as applicable. g. Non -Discrimination and Equal Opportunity - Contractor will comply, and all its contractors will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drag Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Contractor makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Contractor will forward a copy of the findings to CITY which will, in tum, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. h. Contractor will comply, and all its contractors will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended 25M-8 by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. i. Contractor will comply, and all its contractors will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable. j. Contractor will comply, and all its contractors will comply, with all requirements of the Copeland "Anti -Kickback" Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. k. Contractor will comply, and all its contractors will comply, with all requirements of the Davis -Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. 1. Contractor will comply, and all its contractors will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. III. Contractor will comply, and all its contractors will comply, with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations (40 CFR part 15), as applicable. n. Contractor will comply, and all its contractors will comply, with all requirements of the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871), (53 FR 8078, 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19645, Apr. 19, 1995), as applicable. o. Contractor will comply, and all its contractors will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable. P. Contractor will comply with the Federal Water Pollution Control Act (33 U.S.C. 1251- 1387) as applicable. q. Contractor agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401, as applicable. r. Pursuant to 2 CFR section 200.315, Contractor may copyright any work that is subject to copyright and was developed, or for which ownership was acquired, under a Federal award. The Federal awarding agency reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work for Federal purposes, and to authorize others to do so. The Federal government has the right to: (1) Obtain, reproduce, publish or otherwise use the data produced under a Federal award; and (2) Authorize others to receive, reproduce, publish, or otherwise use such data for Federal purposes. 25M-9 Contractor will provide information pursuant to 2 CFR section 200.315(e) for response to a Freedom of Information Request when applicable. S. Contractor will comply with the provisions of 2 C.F.R. section 200.315 regarding the use of intangible property. t. Contractor will comply with all applicable local, state and federal statutes, codes and regulations regarding the use of state or federal grant funds and property acquired with those grant funds. U. If the product is defective, does not function as represented or advertised, City is entitled to either a full refund of the purchase price or replacement of the product for a new product at the City's election. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City t y 13y TAMAM§666SIAP Assistant City Attorney RECOMMENDED FOR APPROVAL: DAVE VALENTIN Chief of Police CITY OF SANTA ANA, a municipal Corporation of the State of California RAUL GODINEZ I1 City Manager WILLDAN HOMELAND SOLUTIONS MIKE HOOPER President and CEO 25M-10 EXHIBIT A JOB DESCRIPTION GRANT PROJECT & FISCAL COORDINATOR 25M-11 &­` Anaheim/ Santa Ana UASI Grant Office Job Title: Grant Project & Fiscal Job Category: Contra-.tor/Consultant Coordinator Department Grou Project Management Unit; / F. I Job Code: UASID33 Financial & Audit Unit Agency I Santa Ana Police Department Job Desulption Reporting Relationships/Supervision Reports to the UASI Grant Coordinator and Administrator. Works in dose coordination with Project Coordinators, Sub•Re:iPients, City Finance, and the California Office of EmcrgencyServices. Liaison to the UASI Working Group (UAWG), UASI Steering Committee, UAR'G Sub-Cemmittees, and Orange County InteR:gienco Assessment Center ICCIAQ Fusion Center. Basic Function The Gran: Project & Fiscal Coordinator plans, Organizes, manages, and directs activities related to project management any the Financial and Audit Unit. Ensures successful Integration of all aspects of protects, Including tedhnical, financial, legal, and political, to ensure that projects ass ned stay on budget and on schedule. Ensures grant finance; are In compliance, submits cash advances/request; In a timely manner, traCG expenditures and tudg-6, processes sub -recipient reWbursernent requests, and manages detailed recordkeeping. Responsibilities Prmpd IEanwrimpnt and l7wrdination • Responsible for the nuinaZement and oversighl of all assigned protect activities indudiine but not limited to: contract management and milestone monitoring, ensuring compliance with a!1 applicable rules and. regulations, mama€roes budgets, ensuring participation of as reyonal public safety agenzei, and regular reporting • Pro'ida review of project appfications, ensuring Authorized Equipment List(AEL) compliance. • Supports the coordination and Implementation of the contracting process such Request for Prepo;al (aFP) developmen: and creation, review, and processirg of agreements. • Participates in gent application and investmen: justification; at region::], stare and federal level. • Provides updates on project status and/or program goal;/initiati'rs. • Prov'de; briefings to the UASI Wmsirsg Group, UAS] Steering Committee, and UAVJG Sub. Committees, and OCMC Fu;ion Center. • Assists with entry of equipment item; into VAsetrack lrrentory Systen. Compile necessary documenta:on for attachment to each item in systen. • Review of required documentation juinnittcd bystaff and subsirccipicsits to iinchipc project applications, ESP, CoIOES approves (including but not limited to Sole Source, Vchide Approval, Emergency Operation Center approvals, and AircraftAValercraft Approval). quarierly reports, and project budgets. • Review all ,-ib-recipient training reimbursement requests, to ensure ail documentarian has been completed, all required back-up has been submitted and expenditures add up correctly. Contact sub. recipients in order to a;k for dafificaticn, or request missing documentation as needed. Enter In al out;ide and internal training requests into Excel spreadsheet for reporting, tracking, and reimbursement puroses. • Alis as lieison to OCIAC Fusion Center. • Attends efanning and updpte meetingi as requested or deemed necessary. 25M-12 Anaheim/ Santa Ana UASI Grant Office • Frovides programmatic and foal status reports ltfi-svrekly, manthly, and Coordinator and OCIAC Viector. i noel I Id AydlILIAMROMI City Fironziol Frocedures: • Upon receiot of grant award information, compete appmpriati= ad;ustment for attachment to the retuest far council approval, in order for neer grant account number neation and budget atucations per object code. • Comp'ete lavesc s entry of Projects and Activities, in order to create budget al'acations by protect, and create Activity numbers that identify project and solutice area as an accounting me-,hanism. • PrCLC]a cutchase orders and attach suppuning documentation, such asimmices and packing slips, pro'e'de a=unting Information and gran) to be charged. orate reimbLUMMent packet, and send to Gly Finance for vendor payment. • Process incoming invoices for contract vendors, attach supporting docoru. l oro, for creation of direct payment vouchers, create reimbursement packet, and sertd to peter rascal for payment. • Process sub -recipient reimbursement packets to check for required finandal paperwork and completion, prcvess sub -recipient invoices, create reimbursement packet, and send to Pogce Fiscal for payment. • Turn In bimonthly timesheets for grant paserure, collect oyenime cats, and turn Into Police Fisral for posting Renew monthly la'xr distiibulion reports, attaching appropriate timesheets, chits, and use PH PaymR program to printout adJilional information as required. • Complete budget pile=tlons for each open Homeland Security Grant, InCuding approved positions, and send mr,plettil budget to Police Fiscal for Indus'mn into the Cty Budget for each new fiscaf year. • Upon close of grant, complete raoncilialion or City General redder and all Erant cash requests, completing necessary journal voucher to balance dhcrepanaes • "Qatar anaivtl<al suppnrt for project managers, grant manaber, anJ grant adminisLator as revM. Ce! jorn:a Oryica of Emergency Servizes (COVES) Procedures: • Crs re fnandal u:mplwi;e with the grant and any Unarrnial drectives S4 forth by the Cdlforrla Office of _me.-gency, Services (prer.ou5ly the Office of Hcrrelard Securivil and the Department of IlomJand Seamty. Liaison pith local, stare and federal agencies regarding financial matters related to the adm:nistrat:on of the Homeland Security Grants. • Part-cip dri in gran) application and investment Imlifncatiom at regional, stat,. and federal level. • Awsl and complete gran epplicetions and grant modir;r !Jon requests via the Ca'ifomia Office Of Emerg,ncy Services workhaok, confuning modifications to ti'e inlamal project matrix, training and ecarcise rosters, approved protect acpfica.ians, and rrCected Lithe •wod.hook. • Complete grail cash recpiesls and advances using the workbook, from compiled reimbursement packets, srairiag packets, equipment ledger, and City General ledger via lA%V50H. Req -test City Invoice, attach v ortbook, and send to the California Office of Emergency Seniors for reimbursement. • Cnce checks have been received f,f-om the Slane, add a copy to thecash req -test fdes, attach partinenl city invo'ce, and detiver to treasury for deposit. • :York with City Accountant: to calmlate interest earned c n rash adaar[es, trading vendmJsub-reciptenl payment, compared to advance check ftosit dates Request check to [lie Federal Depallmerill of Health and Human Services, for all Interest earned on grant adaaeces. • Maintain an updated database of all financial points or contact aro] conifuct per'ortk on-site financial monitoring of Homeland Security Grant sub -recipients • Cr educt financial and budEerary analysis of General ledger, Prnjrxt and Activity Report, Labor Diminution Report, and Revenue Ledger report. Prepmes Anel submits bl-annual progress reports (6518) Imp th., PelQral Gram RSPanirg ICOI 25M-13 Anaheim/ Santa Ana UASI Grant Office UASI Groh Ojfce Procednes • Attend Urban Area Se_urity Initiative Working Group and Steeling Canunitlee meetings ds pmgfammatic and fin3nc(31 point of contact. • Update and revise Urban Arras Serity Irilialive Sub -Recipient Guidelines and Policies, m Include new laps, rules, and requirements from DHS and Cal -CIES, as wall as updated Grant Office procedures for project managers and suh-recipientc • Update any Anaheim / Santa Ana UASf funis with each new grant year, including reimbursement forms, project appkcations, project modifications, monitoring faints, training forms, reporting forms, and other. • Keep in constant communication with grant project managers to ensure appropriate federal, state, and Iota' requirements are being met and they meet grant deadlines. • Send out reminder when the Ouarteriy Project Status Repurts are dux, review for mmpletenecs, and forward to the appropriate office staff for review. • provides prograrnmatic and fiscal status reports (hi -wkly, monthly, and quarterly) to the UASI Grant Coordnator. Knowledge, Skills, and Abltitfes Full understanding of federal and CdI31S Homeland Security Grant Guidance and full understanding of the Anaheim/Santa Ana UASI Sub-redplent Grant Guidance. General kn; vrir-dge of government contracting/procurement processes. Ability to manaae prajcct budgets. Ability to facilitate grwip meetings. Ability to research topics unfamiliar to their normal areas of expertise and experience hvithin Homeland Security Grant relevancy) and develop program/project plans. Knowledge of grant finarcial management requirements. and ability to read through the aapricaie cede of federal regu'atioro. Oh1R drarlan. Environmental & Histcric Preservation requirement;, Cal -01S Strategic Goals & Objectives. Care Cepabilitics, Procurement and Furchaslrg Policies, and Travel Palicfas, for the Urban Area Security Initiative (UASI) grants and Homeland Security Grant Prcgram (HSGP). Ability to marage project budgets. Ability to facilitate group meetings. Ability to research topics unfamiliar to their normal areas of expertise and expo ience (within Homeland Security Grant relevancy) and develop pr_gram/protect p13ns. Ab lity to maintain goad w•orkirg relationships with all stakeholders within the UASI, state or outade agencies, ether team members, staff and the immunity based stakeholders. Knowledge and ability to use LAWSON Anarlax fJanagement Syacrn Sot -ware, 112K payroll S•y:tem Software, the Fedora' Grant Raportirg Tod, and PIicro;cY. programs such a; Word, Excel, Outlook, PowerPoint, Publisher, and the vfisetrack Irw�entory System. Kr0vfed6e al munlclpal Eayernment operations, city financial mounting txhniqum, procurement, hud6etary processes and controls. Aovanced verba' and written communication sails. A!rfty to solve proJam; Aboe aserge polijcaJa_uman._ Date: 25M-14 EXHIBIT B WILLDAN HOMELAND SECUIRTY PRICING PROPOSAL 25M-15 25M-16