HomeMy WebLinkAboutItem 24 - FY20 Emergency Management Performance Grants Police Department
www.santa-ana.org/pd
Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 6, 2021
TOPIC: FY20 Emergency Management Performance Grants
AGENDA TITLE:
Approve Appropriation Adjustment, Resolution and Agreements Accepting Fiscal Year
(FY) 20 Emergency Management Performance Grants (Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $45,724 in FY20 Emergency
Management Performance Grant (EMPG) funds and $16,661 in FY20 EMPG
Supplemental funds in revenue account, and appropriating same to expenditure account.
2. Adopt a resolution authorizing the City Manager to act on behalf of the City of Santa
Ana for the purpose of obtaining FY20 Emergency Management Performance Grant
(EMPG) funds related to homeland security, emergency management and/or disaster
recovery, provided by the US Department of Homeland Security and sub-granted through
the State of California.
3. Authorize the City Manager to execute a two-year agreement with the County of
Orange, for the period of July 1, 2020 through June 30, 2022, for the FY20 EMPG Grant
in an amount not to exceed $45,724, subject to non-substantive changes approved by
the City Manager and City Attorney.
4. Authorize the City Manager to execute an agreement with the County of Orange, for
the period of January 27, 2020 through October 26, 2021, for the FY20 EMPG
Supplemental Grant in an amount not to exceed $16,661, subject to non-substantive
changes approved by the City Manager and City Attorney.
5. Award a contract to ATT for the purchase of 911 Vesta Computers for the City’s
Emergency Operations Center Department in the amount of $51,915, subject to non-
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Emergency Management Performance Grant (EMPG) is funded by the U.S.
Department of Homeland Security and passed through the State of California Office of
Emergency Services (Cal OES). The EMPG grant is designed to assist state and local
FY20 Emergency Management Performance Grants
July 6, 2021
Page 2
1
8
4
0
emergency management and disaster preparedness programs with employment and
development of emergency management staff, development of emergency plans and
procedures, and preparing cities for disaster response. The EMPG grant is distributed by
population to counties and cities that maintain emergency management staff and meet
training, exercising and reporting requirements.
The EMPG grant is usually a single annual allotment for each fiscal year. However, this
year, in response to the COVID-19 pandemic and the associated economic losses, the
U.S. Department of Homeland Security authorized both the annual FY20 allotment as
well as a separate FY20 EMPG Supplemental grant.
In August 2020, the Police Department submitted an initial application for the FY20 EMPG
Supplemental Grant and was awarded $16,661, which the Police Department will utilize
to purchase shelter supplies (cots, blankets, hygiene kits) for persons who have been
evacuated from their homes during emergencies.
In addition, in January 2021, the Police Department submitted an initial application for the
FY20 EMPG Grant and was awarded $45,724. The Police Department will utilize this
funding to equip the City’s Emergency Operations Center with two Vesta 911 computers,
enabling the EOC to receive and dispatch 911 emergency calls during disasters and also
to act as a backup 911 dispatch facility in the event the City’s primary 911 communications
facility is incapacitated.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
In Fiscal Year 2021-22, the appropriation adjustment will recognize $45,724 in FY20
Emergency Management Performance Grant (EMPG) funds and $16,661 in FY20 EMPG
Supplemental funds in revenue account (no. 12814002-52001), and appropriate same to
expenditure accounts (nos. 12814414 - various). Existing Police Department funding of
the Emergency Operations Coordinator position fulfills the requirement for matching
funds.
EXHIBIT(S)
1. Resolution
2. FY20 EMPG Transfer Agreement with County of Orange
3. FY20 EMPG-S Transfer Agreement with the County of Orange
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
Resolution No. 2021-XXX
Page 1 of 2
RESOLUTION NO. 2021-xxx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SANTA ANA AUTHORIZING THE CITY MANAGER
OR HER DESIGNEE(S) TO OBTAIN 2020
EMERGENCY MANAGEMENT PERFORMANCE
GRANT FUNDS THROUGH THE COUNTY OF
ORANGE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA
AS FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds,
determines and declares as follows:
A.The State of California Office of Emergency Services is responsible for
implementing the United States Department of Homeland Security's
Emergency Management Performance Grant Program (EMPG). The
funds cover the salary costs for personnel involved in emergency
management activities as well as the cost of miscellaneous equipment
identified on the OHS approved equipment list.
B.The County of Orange is a subgrantee of the 2020 EMPG funds and
will provide funds to local governments for implementation of
countywide emergency management capabilities.
C.The City of Santa Ana is one of the subrecipients of the EMPG funds
and has been allocated $45,724 of the County of Orange's EMPG fund
and $16,661 in EMPG Supplemental funds.
Section 2. The City Council of the City of Santa Ana hereby authorizes the
City Manager, on terms acceptable to the City Attorney, to execute a sub-recipient
transfer agreement (also called a transfer agreement) with the County of Orange
and/or Orange County Sheriff's Department in an amount not to exceed $42,760,
and an additional transfer agreement for supplemental EMPG funds in an amount
not to exceed $16,661.
Section 3. The City Council of the City of Santa Ana hereby authorizes and
directs the City Manager or her designee, on terms acceptable to the City Attorney,
to prepare reimbursement agreements for salary costs, equipment, services, or
training with the County of Orange pursuant to the guidelines set for in the EMPG
program and EMPG Articles, Assurances, Certifications, Terms and Conditions.
Exhibit 1
Resolution No. 2021-XXX
Page 2 of 2
Section 4. The City Manager of the City of Santa Ana hereby approves
an Appropriation Adjustment recognizing the FY 2020 Emergency Management
Performance Grant in the amount of $45,724, and $16,661 in EMPG Supplemental
funds, and appropriates same in the FY 2020 Emergency Management Performance
Grant expenditure accounts.
Section 5. This Resolution shall take effect immediately upon the
signing of this Resolution by the City Council and the Clerk of the Council shall
attest to and certify this the vote adopting this Resolution.
SIGNED this day of July, 2021.
______________________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By: Tamara Bogosian
Senior Assistant City Attorney
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2021-XXX. to be the original resolution adopted by the City Council
of the City of Santa Ana on , 2021.
Date:_______________ _____________________________
Clerk of the Council
City of Santa Ana
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 1 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
AGREEMENT TO TRANSFER FUNDS
FOR 2020 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 (FEMA
Preparedness Grants Manual), 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 (FY2020 EMPG 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
property and equipment as are necessary, in order to keep said grant property and equipment
continually in good working order.
Exhibit 2
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 2 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
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 (FY2020 Emergency
Management Performance Grant Program: California Supplement to the FEMA Preparedness Grants
Manual; 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 (Standard
Assurances for all CalOES Federal Grant Programs) 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.
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
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 3 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
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 FY20 EMPG:
b. A SUBRECIPIENT representative must attend half of the Orange County Emergency
Managers Organization meetings held from July 1, 2020 through June 30, 2021;
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 4 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
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;
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;
f.SUBRECIPIENT reimbursement requests received after June 30, 2021 will not be
accepted.
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
By ____________________________________ Sheriff-Coroner “COUNTY”
APPROVED AS TO FORM COUNTY COUNSEL
By ___________________________________ Wendy J. Phillips, Senior Deputy
DATED: ________________, 20___ SUBRECIPIENT ________________________
By ____________________________________
ATTEST:
_________________________________ City Clerk DATED:
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
Tamara Bogosian
Senior Assistant City Attorney
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 1 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
AGREEMENT TO TRANSFER FUNDS
FOR 2020 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM
COVID-19 SUPPLEMENTAL
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 COVID-19 Supplemental (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 (FEMA
Preparedness Grants Manual), 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 (FY2020 EMPG-S 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
Exhibit 3
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 2 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
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 (Fiscal Year 2020 Emergency
Management Performance Grant Program COVID-19 Supplemental (EMPG-S): California Supplement
to the Federal Notice of Funding Opportunity 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 (Standard
Assurances for all CalOES Federal Non-Disaster Grant Programs) 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 3 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
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 FY20 EMPG-S:
CFDA: 97.042
Emergency Management Performance Grant
Department of Homeland Security Page 4 of 4
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
b.SUBRECIPIENT must maintain National Incident Management System (NIMS)
compliance;
c.Only those expenditures specifically detailed in the Financial Management Forms
Workbook are approved for funding; any changes must be pre-approved by CalOES;
d. Grant funds may not be used for exercises;
e.Equipment purchased with grant funds must be on the Authorized Equipment List in
an eligible category; the SUBRECIPIENT is responsible for ensuring equipment is
eligible as some categories are excluded.
f.SUBRECIPIENT reimbursement requests received after June 30, 2021 will not be
accepted.
IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange,
State of California.
APPROVED AS TO FORM COUNTY COUNSEL
By ___________________________________ Wendy J. Phillips, Senior Deputy
DATED: ________________, 20___ COUNTY OF ORANGE, a political subdivision of the State of California
By ____________________________________ Sheriff-Coroner “COUNTY”
DATED: ________________, 20___ SUBRECIPIENT: City of
By:
Title:
ATTEST:
_________________________________ City Clerk DATED:
APPROVED TO FORM
Sonia R. Carvalho
City Attorney
Tamara Bogosian
Senior Assistant City Attorney