HomeMy WebLinkAboutORANGE COUNTY FIRE AUTHORITY - 2004 UASI
A-2004-176-05
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AGREEMENT TO REIMBURSE TRAINING COSTS
FOR FY04 URBAN AREAS SECURITY INITIATIVE (UASI)
THIS AGREEMENT is entered into this l'f day of J I'lNv All. Y
2005, which date is enumerated for purposes of reference only, by and between the
CITY OF SANTA ANA, a municipality of the State of California, hereinafter referred
to as "CITY", and THE ORANGE COUNTY FIRE AUTHORITY, hereinafter referred
to as "SUBGRANTEE."
WHEREAS, CITY, acting through the Santa Ana Police Department in its
capacity as the Core City for the Santa Ana Urban Area under the FY04 Urban
Areas Security Initiative, has applied for, received and accepted a grant entitled
"FY04 Urban Areas Security Initiative" from the federal Department of Homeland
Security, Office of Domestic Preparedness, through the State of California, Office of
Homeland Security, to enhance countywide emergency preparedness, hereinafter
referred to as "the grant," as set forth in the grant guidelines that are attached hereto
as Attachment A and incorporated herein by reference.
WHEREAS, the terms of the grant require that CITY use certain grant funds
to train members of SUBGRANTEE.
NOW, THEREFORE, IT IS MUTUAllY AGREED AS FOllOWS:
1. City may transfer to SUBGRANTEE, reimbursement to train members
of SUBGRANTEE in accordance with grant guidelines as outlined in Attachment A.
2. SUBGRANTEE shall follow grant guidelines as outlined in Attachment
A.
3. SUBGRANTEE acknowledges that Office of Domestic Preparedness
(ODP) approved classes are the only ones authorized for reimbursement.
4. SUBGRANTEE agrees to follow overtime and backfill requirements as
outlined in Attachment A.
5. SUBGRANTEE has been allocated $52,557.00 for training under the
provisions of this agreement and guidelines outlined in attachment A.
6. SUBGRANTEE agrees that expenditures beyond that budgeted in this
agreement will be the responsibility of SUBGRANTEE.
7. If additional grant funds become available, CITY will notify
SUBGRANTEE, in writing, of their revised budget. SUBGRANTEE is responsible to
stay within the guidelines of the revised budget.
8. Upon receipt of a Training Reimbursement Application (Attachment B)
CITY, as soon as practical and not to exceed 30 days, shall submit the request to the
Office of Homeland Security for reimbursement.
9. Once submitted, SUBGRANTEE understands that the CITY shall have
60 days to reimburse SUBGRANTEE, or longer if the Office of Homeland Security
takes longer to issue payment to the CITY.
10. By executing this Agreement, SUBGRANTEE agrees to comply with
and be fully bound by all applicable provisions of the Attachments hereto and shall
be fully responsible to follow grant guidelines.
11. Each party agrees to indemnify, defend and save harmless the other
party and the agency from which CITY received grant funds, and their officers,
agents and employees from any and all claims and losses accruing or resulting from
the performance of any of the provisions of this Agreement, including the
Attachments 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 Indemnitor in the
performance of this Agreement, including the Attachments hereto.
12. 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.
13. SUBGRANTEE may not assign this Agreement in whole or in part
without the express written consent of CITY.
14. For a period of three years after final delivery hereunder or until all
claims related to this Agreement are finally settled, whichever is later,
SUBGRANTEE shall preserve and maintain all documents, papers and records
relevant to the training costs, overtime, backfill, travel costs, per diem, in accordance
with this Agreement, including the Attachments hereto. For the same time period,
SUBGRANTEE shall make said documents, papers and records available to CITY
and the agency from which CITY received grant funds or their duly authorized
representative(s), for examination, copying, or mechanical reproduction on or off the
premises of SUBGRANTEE, upon request during usual working hours.
15. SUBGRANTEE shall provide to CITY all records and information
requested by CITY for inclusion in quarterly reports and such other reports or
records as CITY may be required to provide to the agency from which CITY received
grant funds or other persons or agencies.
16. CITY may terminate this Agreement and be relieved of the delivery of
any consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the
covenants contained in this Agreement, including the Attachments hereto, at the time
and in the matter herein provided, or b) CITY loses funding under the grant.
17. SUBGRANTEE and its agents and employees shall act in an
independent capacity in the performance of this Agreement, including the
Attachments hereto, and shall not be considered officers, agents or employees of
CITY or of the agency from which CITY received grant funds.
18. SUBGRANTEE and its officers, agents, employees shall abide by all
applicable federal, State and local laws, including all applicable statutes, regulations,
executive orders and ordinances.
IN WITNESS WHEREOF, the parties have executed this Agreement in the
City of Santa Ana, County of Orange, State of California.
APPROVED AS TO FORM:
TERRY C. ANDRUS
GENERAL COUNSEL
~--~
BY~ ~ L
DATE: . (- {::> - C> 5
ATTEST:
~~:_~~
Patricia E. Healy
Clerk of the Council
CoCe
Paula Coleman
Assistant City Attorney
ORANGE COUNTY FIRE AUTHORITY
~~
Fire Chief
CITY OF SANTA ANA. a municioal
Corooration of the State of California
Ma.
David N. Ream
City Manager
RECOMMENDED FOR APPROVAL:
OJ lv(~
Paul M. Walters
Chief of Police
Attachment A
.
Office of Homeland Security
~~
.-=-:'f"~
Governor's Office of Emergency Services
FY04 Urban Areas Security Initiative (VASI)
Grant Guide for Local Governments
February 24, 2004
Attachment A
Table of Contents, continued
Part Three - Application Requirements and Process ................................................................ 29
Application Components ....... ........... ........ ........ .......... ...................... ............. ........... ...... ...... 29
Mailing Address.. ...... ........... .................. ...... ........... ....... .............. ........ ........ ......... ...... .......... 29
Application Cover Sheet ........ ................ ............................................. ... ............................... 29
Project Narrative and Budget Worksheet ............................................................................. 30
Eligible Projects.................................................................................................................... 30
Governing Body Resolution ......... ...................... ................. ............................. .................... 31
Grant Assurances ....... ............ ................................ ........... ..................... ....... .................... ..... 31
Funding Distribution by Jurisdiction .................................................................................... 31
Application Due Date ...........................................................................................................31
Application Assistance.......................................................................................................... 31
Application Approval. ............................ .......................... ... ............... ............................ ....... 32
Conditional Approvals. ......... ........ .................. ............ ... ........................ ....... .......... ....... ....... 32
Part Four - Performance Period Activities................................................................................ 33
Reimbursement of Eligible Costs .........................................................................................33
Duplication of Benefits ......... .... ........... ............................................ ............................ ......... 33
Changes to Scope of Work or Budget................................................................................... 33
Performance Reports............................................................................................................. 34
Interest Earnings................................................................................................................... 34
Procurement Requirements ...................................................................................... ............. 35
Monitoring Grant Performance. ............ ...... ........ .............. .................. ............... ...... .... ..... .... 35
Record Retention Requirements .......... .................... ............................................ ................. 35
Accessibili ty of Records....................................................................................................... 35
Freedom oflnformation Act (FOIA) .................................................................................... 36
Suspension or Termination ................................................................................................... 37
Part Five - Grant Closeout ........................................................................................................38
Notification of Grant Completion............................................ ............................................. 38
Closeout Review and Notification........................................................................................ 38
Financial Reconciliation of Grant Funds ..............................................................................38
Audit Requirements.... .... .......... ..... ....... ...... .......... ...... ............. ............................................. 38
Appendix A - Authorized Equipment List................................................................................ 39
Appendix B - Training Classes and Approval Process............................................................. 57
Appendix C - Development ofInteroperable Communications Plans...................................... 60
Appendix D - Letter Regarding Submission of Equal Employment Opportunity Plan............ 63
Appendix E - Grant Forms........................................................................................................ 66
Appendix F - State Homeland Security Strategy - DRAFT ..................................................... 80
Appendix G - Abbreviations and Acronyms ............................................................................ 82
FY04 Urban Areas Se'curity Initiative
Page 2
Attachment A
Part One - Grant Overview
Purpose ofthis
Grant
Eligible Grant
Recipients
Purpose of this
Grant Guide
The federal Department of Homeland Security (DHS) has provided funding to
California's Office of Homeland Security (OHS) through the Fiscal Year
2004 Urban Areas Security Initiative (FY04 UASI). This grant provides
funds to:
· address the unique planning, equipment, training and exercise needs of
large urban areas;
· assist urban areas in building an enhanced and sustainable capacity to
prevent, respond to and recover from threats or acts of terrorism; and,
· assist identified mass transit authorities in the protection of critical
infrastructure and emergency preparedness activities.
The following 10 urban areas (core cities) and six transit agencies are eligible
to apply for this grant:
Urban Areas
1. Los Angeles
2. San Francisco
3. Santa Ana
4. Long Beach
5. San Diego
6. Anaheim
7. San Jose
8. Sacramento
9. Oakland
10. Fresno
Transit Aeencies
1. Los Angeles Metrolink
2. San Francisco Bay Area Rapid Transit District (BART)
3. San Francisco Caltrain
4. San Jose Altamont Commuter Express (ACE)
5. Los Angeles County Metropolitan Transportation Authority
6. San Diego Coaster
This Grant Guide will provide grant recipients, and any designated agencies,
with guidance and forms to apply for, perform and closeout the FY04 UASI
grant. This Guide specifies the performance period, allocations, eligible
activities and other grant related information and requirements.
Continued on next page
FY04 Urban Areas Security Initiative
Page 4
Attachment A
Part One - Grant Overview, Continued
Allocations and
Methodologies -
Overview
California has been allocated $141,672,927 for FY04 V ASI, and is required
to subgrant at least 80% of the funds, or $113,338,342, to urban areas and
transit agencies. Like the FY 03 UASI Part II grant, however, in an effort to
ensure that each urban area has as much resources as possible to address the
needs and priorities identified in the urban area assessment and strategy, the
state is declining its option of retaining 20% of the VASI and mass transit
funding. As was the case last year, at least with regard to the VASI grants, it
is expected that the state's 20% portion will be distributed so as to benefit the
urban area as a whole. When submitting this application, all grant recipients
are requested to provide a breakdown of the funding distribution by
jurisdiction.
The federal Department of Homeland Security determined the allocations for
each of California's urban areas by using a formula based upon a combination
of current threat estimates, critical assets within the urban area and population
density. The formula was a weighted linear combination of each factor, the
result of which was ranked and used to calculate the proportional allocation of
resources. Mass transit systems eligible for participation in the FY04 UASI
program were identified using a formula based upon ridership and total route
miles. Only heavy rail and commuter rail systems were included.
At the discretion of each grant recipient, funds may be distributed between
eligible categories (planning, equipment, training, exercises, management and
administration); however, no more than 3% of the total allocation to each
grant recipient may be used for management and administration costs.
The state is prohibited from retaining any of the $113,338,342 unless
requested, in writing, from the urban area or transit agency. If requested, the
state may retain some or all of the urban area or transit agency allocation for
purchases made by the state on behalf of the urban area or transit agency. In
this situation, the state and urban area or transit agency must enter into a
Memorandum of Understanding (MOU) specifYing the amount of funds to be
retained by the state.
Continued on next page
FY04 Urban Areas Security Initiative
Page 6
Attachment A
Part One - Grant Overview, Continued
Grant Following are grant recipient responsibilities:
Recipient
Responsibilities 1. Submit a grant application package to the state by April 24, 2004.
2. New urban areas must:
a. establish an Urban Area Working Group (UA WG);
b. conduct an urban area assessment (previously collected assessment
data from the 2003 State Homeland Security Assessment and Strategy
program may be used); and,
c. develop and submit an Urban Area Homeland Security Strategy.
3. Transit agencies must:
a. conduct a Transit System Threat and VuInerability Assessment (if not
already completed); and,
b. develop a Transit Security and Emergency Preparedness Plan (if a
current one does not exist).
4. Comply with all assurances and certifications contained in the Grant
Assurances.
5. If required, submit an Equal Employment Opportunity Plan (EEOP) to the
Department ofJustice's Office of Civil Rights (OCR) in accordance with
the OCR letter dated July 29,2002 (Appendix D), with a copy of the
cover letter to OES. Grant recipients are also responsible for ensuring
that any jurisdictions receiving funds from them must also comply with
EEOP requirements.
6. Conduct threat- and performance-based exercises in accordance with
ODP's Homeland Security Exercise and Evaluation Program (HSEEP)
manuals. Once an exercise paid for with grant funds has been scheduled,
grant recipients must notifY the California Military Department (CMD) of
the date, time and location of the exercise. Such notice can be made by
calling Major Louis Millikan at (916) 826-6399 or via e-mail to
louis.millikan(a),ca.ngb.armv.mil. On behalf of OHS, the CMD will
maintain a web-based master schedule of all exercises occurring
throughout the state to increase communication and coordination of all
eXercises.
7. Prepare After Action Reports (AARs) and Corrective Action Plans
(CAPs) for each exercise conducted with ODP support (grant funds or
direct support). These reports must be submitted to CMD within 45 days
following completion of an exercise.
Continued on next page
FY04 Urban Areas 'Security Initiative
Page 8
Attachment A
Part One - Grant Overview, Continued
Applicable
Laws,
Regulations
and Guidance
Documents
National
Incident
Management
System and
Incident
Command
System
Urban areas and transit agencies must ensure that local and internal
departments are aware of the following laws, regulations and guidance
documents that apply to this grant:
· U.S.A Patriot Act, Public Laws 108-7 and 108-11
· Office of Management and Budget (OMB) Circulars A-87, A-102, A-133
htto:/ /www.whitehouse.gov/omb/circulars/index.htrnl
. Title 28, Code of Federal Regulations
htto:/ /www.access.gpo.gov/nara/cfr/cfr-table-search.htrnl#oagel
. DOJ OJP Office of the Comptroller, Financial Guide
www.ojo.usdoi.gov/oc
· ODP WMD Training Course Catalogue htto://www.ojo.usdoi.gov/odo
. DOJ Office for Civil Rights www.oip.usdoi.gov/ocr
· Federal Freedom of Information Act (5 U.S.C. Sect. 552)
htto:/ /www.usdoi.gov/04foia/
. California Public Records Act
· P.L. 107-296, the Homeland Security Act of2002
· California's Grant Guide for Local Government www.oes.ca.gov
Grant recipients should begin utilizing the National Incident Management
System (NIMS) concepts, principles, terminology, and technologies, as they
are made available by DHS. Beginning in FY 2005, adoption ofNlMS will
be a federal requirement for receipt of future Homeland Security grant funds.
Additionally, jurisdictions and agencies should institutionalize the use of the
Incident Command System (ICS) as taught by ODP, or the National Fire
Academy, across their entire response system by the end of the two-year
performance period.
Continued on next page
FY04 Urban Areas Security Initiative
Page 10
Attachment A
Part Two - Program Specific Information
Program
Overview
Definitiou of
Core City and
Core County
Points of
Contact
The FY04 UASI program provides financial assistance to address the
unique planning, equipment, training, and exercise needs oflarge urban areas,
and to assist them in building an enhanced and sustainable capacity to
prevent, respond to and recover from threats or acts of terrorism. This
program also provides funding to specific mass transit authorities to address
security needs at these high risk critical infrastructure facilities and to
promote comprehensive regional planning and coordination. .
Urban areas must:
· allocate all funding in support of goals and objectives identified in their
Urban Area Homeland Security Strategy or the State Homeland Security
Strategy; and,
· take a regional metropolitan area approach to the development aild
implementation of this program by involving core cities, core counties,
contiguous jurisdictions and mutual aid partners.
Additionally, urban areas are encouraged to employ regional approaches to
planning and preparedness and to adopt regional response structures
whenever appropriate to meet the needs identified in the assessments and the
urban area strategy. It is ODP's intent to steer urban area security and
preparedness efforts toward a project-oriented process to address common,
measurable objectives.
Mass transit authorities must allocate all funding in support of their Transit
Security and Emergency Preparedness Plan developed through this program.
Allowable activities for both the urban areas and the mass transit authorities
can complement the FY04 Homeland Security Grant Program (HSGP). More
information on FY04 HSGP can be found on the OES webpage.
The core city is defined as the 10 cities to which urban area funds are
allocated. The core county is defined as the county within which the core city
is geographically located.
Points of Contact (POC) must be identified for each transit agency, and each
urban area's core city and associated core county.
Continued on next page
FY04 Urban Areas Security Initiative
Page 12
Attachment A
Part Two - Program Specific Information, Continued
Transit Agency
Coordination
with Urban
Area Working
Group
Transit agencies located in urban areas that receive FY04 UASI grant
program funds must coordinate their emergency plans with the UA WG. A
copy of the transit agency's grant program proposal and budget plan should be
shared with the UA WG. Any training or exercises conducted with FY04
UASI Transit System Program funds should also be coordinated with the
UA WG. Sharing of information and coordination of activities is expected to
continue, at a minimum, throughout the performance period for this program.
NOTE: The transit agency must provide written concurrence that
coordination with the UA WG has occurred.
New Urban
Areas.
Assessmeut and .
Strategy
New urban areas must:
Conduct an Urban Area Assessment. Newly identified urban areas
receiving funding under this program may use previously collected
assessment data from the 2003 State Homeland Security Assessment and
Strategy (SHSAS) program, which in turn will guide development of an
Urban Area Homeland Security Strategy.
· Develop an Urban Area Homeland Security Strategy. Newly
identified urban areas receiving funding under this program must develop
a comprehensive Urban Area Homeland Security Strategy. This strategy
must be developed jointly by all units of local government defined as the
urban area and meet the requirements for a validated Urban Area
Homeland Security Strategy as outlined in ODP's Urban Areas Security
Initiative Administrator Handbook, which can be found at
htto:/ /www.shsasresources.com.
Note: Receipt of all funds is contingent upon submission of a validated
Urban Area Assessment and a validated Urban Area Homeland Security
Strategy. The Urban Area Homeland Security Strategies for the new
urban areas were due to ODP by January 31, 2004.
Continued on next page
FY04 Urban Areas Security Initiative
Page 14
Attachment A
Part Two - Program Specific Information, Continued
Transit
Agencies -
Assessment and
Plan, coutiuued
Urban Areas
Allocation of
Funds
Transit
Agencies
Allocation of
Funds
· Develop a Transit Security and Emergency Preparedness Plan. The
transit agency must have a current (updated within the past year)
comprehensive plan that provides written policies and procedures to guide
the transit agency's activities for homeland security and emergency
preparedness. The Emergency Preparedness Plan must demonstrate that
the security program is an integrated one, and has been coordinated with
other agencies, including the UA WG (for those transit systems located in
urban areas that were recipients ofUASI funds). This plan must
be available for federal and state homeland security officials to review
upon request.
Urban areas must utilize their Urban Area Homeland Security Strategy as the
basis for allocating funds to address the prioritized needs, outlined in the
strategy's goals and objectives, in enhancing and refining the urban area's
preparedness efforts. There must be a clear correlation between the issues
identified in the Urban Area Homeland Security Strategy and FY04 UASI
activities. As stated above, when submitting the application, urban areas are
requested to provide a breakdown of the funding distribution by jurisdiction.
NOTE: At a minimum, the core city and core county, as members of the
UA WG, must provide written concurrence on the allocation of funds
provided through the FY04 UASI.
Transit agencies' allocation of funds must be based upon their Emergency
Preparedness Plan.
Continued on next page
FY04 Urban Areas Security Initiative
Page 16
Attachment A
Part Two - Program Specific Information, Continued
Eligible
Planning
Activities
Eligible planning activities include:
· Establishment or enhancement of mutual aid agreements.
· Development or enhancement of emergency operations plans and
operating procedures.
· Development of terrorism prevention/deterrence plans.
· Development or enhancement of response and recovery plans.
· Development or enhancement of cyber security plans.
· Development or enhancement of cyber risk mitigation plans.
· Development of communications and interoperability protocols and
solutions.
· Coordination of citizen and family preparedness plans and programs,
including donations programs and volunteer initiatives.
· Conducting point vuInerability assessments at critical infrastructure and
development of remediation/security plans.
· Conducting cyber risk and vuInerability assessments.
· Development or enhancement of continuity of operations and continuity
of government plans. .
· Conferences to facilitate eligible planning activities, including local or
regional program implementation meetings.
Continued on next page
FY04 Urban Areas Security Initiative
Page 18
Attachment A
Part Two - Program Specific Information, Continued
Eligible
Equipment
Activities and
Costs
Eligible equipment activities and costs include purchasing the following types
of equipment and related costs:
1. Personal Protective Equipment (PPE)
2. Explosive Device Mitigation and Remediation Equipment
3. CBRNE Search and Rescue Equipment
4. Interoperable Communications Equipment
5. Detection Equipment
6. Decontamination Equipment
7. Physical Security Enhancement Equipment
8. Terrorism Incident Prevention Equipment
9. CBRNE Logistical Support Equipment
10. CBRNE Incident Response Vehicles
11. Medical Supplies and Limited Types of Pharmaceuticals
12. CBRNE Reference Materials
13. Agricultural Terrorism Prevention, Response and Mitigation Equipment
14. CBRNE Response Watercraft
15. CBRNE Aviation Equipment
16. Cyber Security Enhancement Equipment
17. Intervention Equipment
18. Other Authorized Equipment and Related Costs
A complete list of authorized equipment purchases and other related costs can
be found in Appendix A, Authorized Equipment List. If grant recipients have
questions about the eligibility of equipment not specifically addressed in
Appendix A, contact OES' Grant Management Section at (916) 845-8110 or
l!fant.managementCaloes.ca.gov.
All equipment acquired or maintain under this grant program must be made
available for mutual aid, as set forth in the Grant Assurances.
Sustainment, maintenance and training in the use of equipment procured
using these grant funds should be addressed in the urban area homeland
security strategy.
Continued on next page
FY04 Urban Areas Security Initiative
Page 20
Attachment A
Part Two - Program Specific Information, Continued
Eligible Eligible training costs include:
Training Costs
. Overtime, OT CTO and OT fringe benefits for emergency preparedness and
response personnel attendiug ODP-sponsored or ODP approved training ciasses.
Payment of overtime expenses will be for work performed by the grant
recipient iu excess of the established work week, usually 40 hours. Overtime
payments are allowed only to the extent the payment for such services is in
accordance with the policies of the grant recipient and in accordance with
applicable laws and regulations. In no case is dual compeusation allowable.
That is, an employee of a grant recipient may not receive compensation from
their unit or agency of government AND from an award for a single period of
time (i.e., I :00 pm - 5:00 pm), even though such work may benefit both
activities.
Fringe benefits on overtime hours are limited to FICA, Workers'
Compensation and Unemployment Compensation.
CTO earned while performing eligible activities must be cashed-out or
taken before the end of the performance period.
. Backfill behind those attending ODP-sponsored or ODP approved training
classes.
. Regular time, overtime, CTO and fringe benefits for current or newly hired fuIl-
or part-time staff to support eligible training activities.
Payment of salaries and fringe benefits must be in accordance with the
policies of the grant recipient and in accordance with applicable laws and
regulations..
See the overtime, OT CTO and OT fringe benefit information listed above.
. The cost of coutractors/consultants hired to support eligible activities.
Contracts must be executed in accordance with the grant recipient's formal
written procurement policy, and must comply with federal and state
requirements.
. Conference, workshop and meeting related expenses to support eligible
activities, including rental of space/locations, badges and facilitation costs. For a
complete list of allowable meeting-related expenses, please review the OJP
Office ofthe Comptroller (OC) Fiuaucial Guide at
htto ://www.oio.usdoi.gov/FinGuide.
. Materials and supplies required, expended or consumed during the course of
conducting eligible activities (i.e., copying paper, gloves, tape and non-sterile
masks) .
. Travel costs (i.e., airfare, mileage, per diem, hotel, etc) for employees who are
on travel status for official business related to conducting eligible activities, or
for attending ODP-sponsored or ODP approved courses. These costs must be in
accordance with the grant recipient's approved travel policy.
Continued on next page
FY04 Urban Areas Security Initiative
Page 22
Attachment A
Part Two - Program Specific Information, Continued
Eligible
Exercise
Activities
Eligible exercise activities include:
· Planning, designing, developing, conducting, participating in and
evaluating exercises and projects that train homeland security
preparedness, prevention and response personnel.
· Evaluating prevention and response plans, policies, procedures and
protocols.
· Assessing the readiness of jurisdictions to prevent and respond to a
terrorist attack.
· Planning, conducting and participating in an Exercise Planning
Workshop.
· Setting up and maintaining a system to track the completion and
submission of After Action Reports, the implementation of corrective
actions from exercises, and meeting with local units of government to
define procedures.
Exercises must be threat and performance-based, in accordance with ODP's
Homeland Security Exercise and Evaluation Program (HSEEP) manuals.
These manuals provide explicit direction on the design, conduct, and
evaluation of terrorism exercises. Exercises conducted with ODP support
(grant funds or direct support) must be managed and executed in accordance
with l-ISEEP. See www.oio.usdoi.gov/odo/exercises/state.htm .
The date, time and location of any exercise to be conducted with grant funds
must be given to the CMD at the time such exercise is initially scheduled.
This information can be given to the CMD by calling Major Louis Millikan at
(916) 826-6399 or e-mailinglouis.millikan(a).ca.ngb.armv.mil. On behalf of
OHS, the CMD will maintain a web-based master schedule of all state and
local exercises occurring in the state to improve the communication and
coordination of such exercises.
Continued on next page
FY04 Urban Areas Security Initiative
Page 24
Attachment A
Part Two - Program Specific Information, Continued
Exercise After
Action Reports
Exercise
Modeis,
Simulations
and Games
Eligible
Management
and
Administratiou
Activities
After Action Reports (AAR) must be provided to the California Military
Department (CMD) within 45 days following the completion of each
exercise. The CMD is the point of contact for questions and concerns
regarding implementation of the HSEEP. Grant recipients may contact the
CMD's Major Louis Millikan at (916) 826-6399, or Chief Warrant Officer
Dan Shemenski at (916) 826-5152, or e-mail
WMDExerciseslaJ,ca.ngb.armv.mil .
After Action Reports should be mailed to:
California Military Department
Attu: Major Louis Millikan
9800 Goethe Road Box 56
Sacramento, CA 95827-3563
Grant recipients that wish to expend funds on models, games, or simulations
must consult with "Review of Models, Simulations, and Garnes for Domestic
Preparedness Training and Exercising, Volume I," which provides an
overview and analysis of existing models, games and simulations. This report
is available at www.oio.usdoj,gov/odo/exercises/state.htrn .
Eligible management and administration activities include:
o Management of the FY04 UASI grant.
o Implementation and administration ofthe Urban Area Homeland Security
Strategy or the Transit Security and Emergency Preparedness Plan.
o Acquisition of authorized office equipment.
- Authorized office equipment includes personal computers, laptop
computers, printers, LCD projectors, and other equipment or software
which may be required to support the implementation of the urban
area strategy or transit agency security and emergency preparedness
plan.
Continued on next page
FY04 Urban Areas Security Initiative
Page 26
Attachment A
Part Two - Program Specific Information, Continued
Unauthorized
Activities and
Costs
Unauthorized activities and costs include:
. Purchasing general-use:
- software (word processing, spreadsheet, graphics, etc.);
- computers (other than for allowable M&A activities, or otherwise
associated preparedness or response functions) and related equipment;
and, .
- vehicles.
. Licensing fees.
. Weapons systems and ammunition.
· Activities unrelated to the completion and implementation of the FY04
VASI program.
. Construction or renovation of facilities.
. Other items not in accordance with the Authorized Equipment List or
previously listed as allowable costs.
FY04 Urban Areas Security Initiative
Page 28
Attachment A
Part Three - Application Requirements and Process, Continued
Project
Narrative and
Budget
Worksheet
Eligible
Proj ects
The federal Department of Homeland Security is developing an EXCEL
worksheet that must be used to apply for FY04 UASI. The [mal version of
the worksheet, with instructions, was not available when this Guide was
published, therefore, a DRAFT version of the worksheet is available on OES'
web site. The final version of the worksheet and instructions will be posted at
www.oes.ca.govas soon as they are made available by federalDHS.
Applications submitted on the DRAFT form will not be accepted.
In the past, ODP' s homeland security related applications required that both
the state and grant recipients provide a Program Narrative generally
describing the type of activities that would be undertaken with grant funds.
Additionally, grant recipients were required to submit a Budget Detail
Worksheet which identified specific pieces of equipment that would be
purchased with grant funds.
For the FY04 VASI, using the Project Narrative and Budget Worksheet, core
cities and transit agencies will be required to identify a maximum of 20
specific projects to be completed with UASI funds. For each project, the
core cities and transit agencies must identifY:
· The goals and objectives in the Urban Area Homeland Security Strategy,
Transit Security and Emergency Preparedness Plan or State Homeland
Security Strategy* supported by the project.
· The solution area (planning, training, exercises, etc) and solution area
sub-category (eligible activities) under which project work will be
performed.
· The value of funding, goods and services provided to each discipline by
solution area for the project.
NOTE: The 20 project maximum is for the transit agency's and core city's
application as a whole, including all jurisdictions within the urban area.
* The final version of the State Homeland Security Strategy was not
available when this Guide was published, therefore, a DRAFf version of the
Strategy has been included in this Guide. The final version of the Strategy
will be posted at www.oes.ca.gov as soon as it has been approved by federal
DHS.
Continued on next page
FY04 Urban Areas Se'curity Initiative
Page 30
Attachment A
Part Three - Application Requirements and Process, Continued
Application
Approval
Grant recipients will be notified, in writing, of the approved application,
award amount and performance period.
Conditional
Approvals
Grant recipients will be notified, in writing, if a proposed project is
conditionally approved, subject to further review. Work can begin on the
project after the grant recipient has received written notice from the state
indicating that the condition(s) have been removed.
FY04 Urban Areas Security Initiative
Page 32
Attachment A
Part Four - Performance Period Activities, Continued
Performance
Reports
Grant recipients must prepare and submit performance reports to the state for
the duration of the grant period, or until all grant activities are completed and
the grant is formally closed, whichever comes first. The reports must include
the status of all projects, as well as other requested information and data, and
are due as follows:
· Reporting Period January 1 through June 30 - due by July 15
. Reporting Period July 1 through December 31 - due by January 15
A performance report template, with instructions, will be distributed under
separate cover prior to the deadline for the report. Failure to submit
performance reports could result in grant reduction, termination or
suspension.
Interest
Earnings
In accordance with Title 28, Code of Federal Regulations, Part 66.21, and
DOJ Financial Guide, Part III, Chapter 1, any interest earned, in excess of
$100 per federal fiscal year, must be remitted quarterly to:
United States Department of Health and Human Services
Division of Payment Management Services
P.O. Box 6021
Rockville, MD 20852
NOTE: The transmittal letter included with the check should indicate that
the core city or transit agency is returning interest earned on FY04 UASI
funds.
A copy of the transmittal letter should be sent to:
Governor's Office of Emergency Services
Attn: Accounting Office/Federal Unit
Post Office Box 419047
Rancho Cordova, CA 95742-9047
Additionally, interest earnings must be reported on the grant recipient's
performance report submitted to the state.
Continued on next page
FY04 Urban Areas Se'curity Initiative
Page 34
Attachment A
Part Four - Performance Period Activities, Continued
Freedom of
Information
Act (FOIA)
The state recognizes that much of the information submitted in the course of
applying for funding under this grant, or provided in the course of its grant
management activities, may be considered law enforcement sensitive or
otherwise important to national security interests. This may include threat,
risk, and needs assessment information, and discussions of demographics,
transportation, public works, and industrial and public health infrastructures.
While this information is subject to requests made pursuant to .the Freedom of
Information Act, 5 U.S.C. Sect. 552 (FOIA), and California's Public Records
Act, all determinations concerning the release of information of this nature
will be made on a case-by-case basis by the state, and may fall within one or
more of the available exemptions under the Act.
Grant recipients are encouraged to consult their own local laws and
regulations regarding the release of information, which should be considered
when reporting sensitive matters in the grant application, needs assessment
and strategic planning process.
NOTICE: The details of the grant application will be subject to the
provisions of the California Public Records Act (Governmental Code Section
6250 et seq.). This means that all, or part, of the application may be publicly
disclosed. While the state will make every effort to protect sensitive
information, it is imperative that the grant application does not contain
information that constituent jurisdictions or agencies believe are confidential.
The grant recipient's failure to protect such information from disclosure may
jeopardize the safety and security of the people of the State of California. For
example, do not specifically identify potential targets, locations, and their
vuInerabilities if this information is not already public knowledge. While
bridges and shopping malls are well known, key distribution points of
petroleum products and data storage facilities are not.
Write the grant application with the expectation that it may be made publicly
available. If there are any questions about the inclusion of sensitive
information in the preparation of the application, contact the Office of
Homeland Security at (916) 324-8910.
Continued on next page
FY04 Urban Areas 'Security Initiative
Page 36
Attachment A
Part Five - Grant Closeout
Notificatiou of
Grant
Completion
Closeout
Review and
Notification
Financial
Reconciliation
of Graut Funds
Audit
. Requirements
The grant recipient must submit a written notification to the state within 30
days of the completion of all approved work and disbursement of all funds.
The state will review the grant recipient's fmal performance report for
compliance with all grant conditions. After compliance has been verified, the
state will notifY the grant recipient of the grant closure and record retention
requirements.
If the fmal performance report indicates that the grant recipient:
. is owed additional funds, the state will send the fmal payment
automatically to the grant recipient.
. did not use all funds received, the state will issue an Invoice to recover
unused funds.
Grant recipients, and any other agencies to which they subgrant funds, must
comply with the audit requirements contained in OMB Circular A-133 and
Title 28, CFR, Part 66.26.
FY04 Urban Areas'Security Initiative
Page 38
Attachment A
Appendix A - Authorized Equipment List, Continued
1. Personal Protective Equipment, continued
Suh Cate~orv Descrlotion
Level C Liauid Chemical Solash Resistant Clothing (oermeable or non-nermeable)
Level C Chemical Resistant Gloves, including thermal as aporooriate to hazard
right-fitting, full facepiece, negative pressure air purifying respirator with the
appropriate cartridge(s) or canister(s) and PIOO filter(s) for protection against toxic
Level C 'ndustrial chemicals, oarticulates, and military specific a'ents.
evelC orsonal Cooling Svstem. vest or full suit with sunnort enuinment: Vest
Level C !Personal Coolin~ Svstem vest or full suit with support eauioment: Suit
Level C Chemical Resistant Boots Steel or Fiberglass Toe and Shank
Level C ,iauid Chemical Solash Resistant Hood (permeable or non-nenneable)
tright-fittiug, full facepiece, powered air purifying respirator (P APR) or P APR with
chemically resistant hood with appropriate cartridge(s) or canister(s) and high-efficiency
filter(s) for protection against toxic industrial chemicals, particulates, and military
evelC soecific a,ents.
Batteries - rechargeable (e.g. NiCAD) or non-rechargeable with extended shelf life (e.g.
~velC ithium)
Level C Hardhat
Level C Chemical/Biological Protective Undergarment (fire resistant ootional)
Level C uner ,loves
Level C Chemical Resistant Tane
evel C Chemical Resistant Outer Booties
Circuit Rebreather (minimum 2-hour supply, preferred), open-circuit SCBA, or when
evel C annronriate, Air-Line Svstem with IS-minute minimum escane SCBA
Level C SCBA Service and renair kits ,
evelC 'Soare cvlinder/bottles for rebreathers or SCBA
Level 0 Escane mask for self-rescue
During CBRNE response operations, the incident commander determines the appropriate level of
personal protective equipment. As a guide, Levels A, B, and C are applicable for chemicaV
biologicaVradiological contaminated environments. Personnel entering protective postures must
undergo medical monitoring prior to and after entry. All SCBAs must meet standards
established by the National Institute for Occupational Safety and Health (NIOSH) for
occupational use by emergency preparedness and response personnel when exposed to Chemical,
Biological, Radiological and Nuclear (CBRN) agents in accordance with Special Tests under
NIOSH 42 CFR 84.63(c), procedure number RCT-CBRN-STP-0002, dated December 14, 2001.
Grant recipients must purchase: I) protective ensembles for chemical and biological terrorism
incidents that are certified as compliant with Class I, Class 2, or Class 3 requirements of
Continued on next page
FY04 Urban Areas Security Initiative
Page 40
Attachment A
Appendix A - Authorized Equipment List, Continued
2. Explosive Device Mitigation and Remediation, continued
itigation and
emediation
itigation and
emediation
Mitigation and
Remediation
. tigation and
emediation
.tigation and
emediation
Mitigation and
Remediation
Mitigation and
emediation
itigation and
mediation
itigation and
emediation
Descr! lion
C
rades for existin TCV
eots. standard or air inflatable for cbemlbio rotection
os ection mirrors
on Track Ex losive Detector
lanke Bomb Su ression Blanket, ex losive devices blanket
3. CBRNE Search and Rescue Equipment - Equipment providing a technical search and
rescue capability for a CBRNE environment.
Sub Cate 0
CBRNE Technical
E ui ment
CBRNE Technical
E ui ment
Descrl lion
Listenin Devices
Search cameras includin thermal ima in
H draulic tools; h draulic ower unit
Blockin and bracin materials
Evacuation chairs for evacuation of disabled
Continued on next page
FY04 Urban Areas Security Initiative
Page 42
Attachment A
Appendix A - Authorized Equipment List, Continued
4. Interoperable Communications Equipment, continued
Sub Cate 0
Interoperable
ConUDlUlications
E ui ment
Interoperable
Communications
E ui ment
Interoperable
Communications
ui ment
Interoperable
Communications
E ui ment
Interoperable
Communications
E ui ment
Interoperable
Communications
E i ment
nteroperable
Communications
E ui ment
Interoperable
Communications
E ui ment
Descrl lion
Com uter aided dis atcb s stem
IndividuaVportable radios, software radios, portable repeaters, radio interconnect
stems, satellite hones, batteries, char ers and batte conditionin stems.
Land Mobile, Two-Way In-Suit Communications (secure, bands-free, fully duplex,
o tional
Computer systems designated for use in an integrated system to assist with detection an
communication efforts (must be linked with integrated software packages designed
s ecificall for chemical and/or biola .cal a ent detection and communication ase
crsonnel Accountabili S stems
viatioa and maritime seeuri voice and data transmission e ui ment
Leasin and rental of tower s ace
In an effort to improve emergency preparedness and response interoperability, all new or
upgraded radio systems and new radio equipment should be compatible with a suite of standards
called ANSIfl1AIEIAA-I02 Phase I (project 25). These standards have been developed to allow
for backward compatibility with existing digital and analog systems and provide for
interoperability in future systems. The FCC has chosen the Project 25 suite of standards for
voice and low-moderate speed data interoperability in the new nationwide 700 MHZ frequency
band. The Integrated Wireless Network (IWN) of the U.S. Justice and Treasury Departments has
also chosen the Project 25 suite of standards for their new radio equipment. In an effort to
realize improved interoperability, all radios purchased under this grant should be APCO 25
compliant.
Continued on next page
FY04 Urban Areas Security Initiative
Page 44
Attachment A
Appendix A - Authorized Equipment List, Continued
6. Decontamination Equipment - Equipment and material used to clean, remediate, remove or
mitigate chemical and biological contamination.
decontamination
CDC standard
Chemical
Chemical
Chemical
Chemical
7. Physical Security Enhancemeut Equipment - Equipment to enhance the physical security of
critical infrastructure.
. Sub Cate~orv DescrlDtioD
Explosion Protection Blast/Shock/ImDact Resistant Systems ,
Explosion Protection Protective Clothing'
Exnlosion Protection Column and Surface Wraos' Breaka~e Shatter Resistant Glass' Window Wraos
Exolosion Protection obotic Disarm/Disable Svstems
Ground lMotion Detector Systems: Acoustic; Infrared; Seismic; Maonetometers
Ground !Barriers; Fences' Jersev Walls
Ground nmnact Resistant Doors and Gates
Ground !Portal Systems
Ground IAlarm Svstems
Ground !video Assessment/Cameras: Standard Low Licllt, IR, Automated Delection
Ground !Personnel Ideotification: Visual; Electronic; Acoustic' Laser Scanners; Cinhers/Codes
Ground -Ray Units
Ground 1a~netometers
Ground ehicle Identification: Visual' Electronic; Acoustic' Laser; Radar
InspectionlDetection
Systems Vehicle & Cargo Inspection System-Gamma Ray
InspectionlDetection Mobile Searcb & Inspection System-X-ray
Systems
InspectionIDetection lNon-Invasive RadiologicaVCbemlBio Exolosives Svstem-Pulsed Neutron Activation
Systems
Continued on next page
FY04 Urban Areas Security Initiative
Page 46
Attachment A
Appendix A - Authorized Equipment List, Continued
8. Terrorism Incident Prevention Equipment (Terrorism Early Warning, Prevention and
Deterrence Equipment and Technologies) - State and local emergency preparedness,
prevention and response agencies will increasingly rely on the integration of emerging
technologies and equipment to improve jurisdictional capabilities to deter and prevent terrorist
incidents. This includes, but is not limited to, equipment and associated components that
enhance a jurisdiction's ability to disseminate advanced warning information to prevent a
terrorist incident or disrupt a terrorist's ability to carry out the event, including information
sharing, threat recognition and public/private sector collaboration.
Sub Cate 0
Equipment and
echnolo ies
Equipment and
echnolo 'es
Equipment and
Technolo ies
Equipment and
echn610 ies
Equipment and
ecbnolo ies
Equipment and
echnoloies
Descrl lion
ata collection/information atherin software
ata thesis software
software
Geo a hie Information S stem information technolo and software
aw enforcement surveillance ui ment
lert Notification S stems
ees for use of databases containin terrorist threat information
GIS lotter software and rinters
ardware, software and internet-based systems that allow for information exchange and
dissemination
Joint Re ional Information Exchan e S stem JRlES
Continued on next page
FY04 Urban Areas Security Initiative
Page 48
Attachment A
Appendix A - Authorized Equipment List, Continued
10. CBRNE Incident Response Vehicles - This category includes special-purpose vehicles for
the transport of CBRNE response equipment and personnel to the incident site. Licensing and
registration fees are the responsibility of the jurisdiction and are not allowable under this grant.
In addition, general-purpose vehicles (squad cars, executive transportation, etc.), fIre apparatus
and non-CBRNE tactical/armored assault vehicles are not allowable.
Descrl lion
obile command ost vehicles
azardous materials azMat res ODse vehicles
omb res onse vehicles
rime movers for e ui ment trailers
2-wheel personal transport vehicles for transporting fully suited bomb technicians, Leve
suited technicians to the Hot Zone
ulti-wheeled all terrain vehicles for transporting personnel and equipment to and from
the Hot Zone
Mobile Command Unit
obile Mor e Unit
esponse vehicles to deploy special weapons personnel, equipped to detect chemical,
iological and radiological materials; these vehicles may be armored to protect these
ersonnel from ex losions and to' ectiles when re uired to enter hot zones.
Continued on next page
FY04 Urban Areas Security Initiative
Page 50
Attachment A
Appendix A - Authorized Equipment List, Continued
11. Medical Supplies and Pharmaceuticals, continued
Sub Cate20ry DescrlDtion
Phannaceuticals Lasix
Phannaceuticals Lidocaine
hannaceuticals Loperamide
Pharmaceuticals Mamesium Sulfate
IPhannaceuticals Methylprednisolone
U>harmaceuticals Narcan
Pharmaceuticals liIubain
U>harmaceuticals Nitroglvcerin
Pharmaceuticals Silver Sulfadiazine
Phannaceuticals Sodium Bicarbonate
Phannaceuticals Sterile Water
Pharmaceuticals Tetracaine
Pharmaceuticals rhiamine
Pharmaceuticals Valium
Phannaceuticals Potassium Iodide
Pharmaceuticals Ciprofloxin PO
Phannaceuticals lDextrose
Pharmaceuticals Doxvcvcline PO
Pharmaceuticals IEpinepbrine
Pharmaceuticals Normal Saline (500 and 1000 mI bags)
'Phannaceuticals I2Pam Chloride
harmaceuticals AtroDine Auto Iniectors
Pharmaceuticals CANA Auto Injectors
12. CBRNE Reference Materials - Reference materials and software designed to
assist emergency preparedness and response personnel in preparing for and responding to a
CBRNE incident. This includes but is not limited to the following:
Sub Cate 0
CBRNE
CBRNE
CBRNE
CBRNE
CBRNE
Descr! tion
P A Guide to hazardous materials
laSH Hazardous Materials Pocket Guide
orth American Emer en Res ODse Guide
Jane's Chem-Bio Handbook
First Res onder Job Aids
Continued on next page
FY04 Urban Areas Se'curity Initiative
Page 52
Attachment A
Appendix A - Authorized Equipment List, Continued
13. Agricultural Terrorism Prevention, Response and Mitigation Equipment, continued
Sub Cateeorv Description
Diagnostic Equipment Ice packs for shippine and access to freezer
Diagnostic Equipment Shams containers
Diagnostic Equipment Specimen containers
Disposal Equipment and Dra2lines
Supplies
Disposal Equipment and Heavy plastic liners
Supplies
General Animal handline mUdelines
General Chisel
General Disnosable scalpels/blades
General Euthanasia mUdelines
General oreens ,
General Identification system for animals
General IPlastic file boxes or filing cabinets
General ~liers
General Ouarantine forms
General lReference materials for specific animal mana2ement in disasters/agroterrorism
General Sureical scissors
14. CBRNE Prevention & Response Watercraft- This category allows for the purchase of
surface boats and vessels for port homeland security purposes, including prevention and
response. Allowable costs also include the purchase of customary and specialized navigational,
communications, safety and operational equipment necessary to enable such watercraft to carry
out their homeland security mission.
Licensing, registration fees, insurance, and all ongoing operational expenses are the
responsibility of the core cities and transit agencies and are not allowable under this grant.
Sub Cate 0
CBRNE Prevention &
Res eDse Watercraft
Descri !ion
Surface boats and vessels for port homeland security purposes including customary and
s ecialized navi ational, communications safe and 0 erational e ui ment.
Continued on next page
FY04 Urban Areas Se'curity Initiative
Page 54
Attachment A
Appendix A - Authorized Equipment List, Continued
16. Cyber Security Enhancement Equipment
Sub Cate 0
Enhancemeut E ui ment
Enhancement E ui ment
Enhancement E ui ment
Enhancement E ui ment
Enhancement E ui ment
Enhancement E ui ment
Enhancement E ui ment
Descr! tlon
ation mana ement and atch dissemination tools
DC tion stems
irewalJ and authentication technolo ies
Geo a hie information stems
trusion detection devices and 5 stems
etwork traffic monitorin and anal sis s stems
Scannin and enetration tools
Security hardware and software countermeasures to protect against
ber attacks
Enhancement E ui ment
17. Intervention Equipment - this category allows for the purchase of specialized law
enforcement equipment that is necessary to further enhance their capabilities to prevent domestic
terrorism incidents. Core cities and transit agencies are reminded that they must comply with 28
CFR, Parts 66 and 70. In additiou, when procuring any Title III equipment, core cities and transit
agencies must strictly adhere to requirements of 18 D.S.C., Part I, Chapter 119, Section 2512,
pertaining to the manufacture, distribution, possession and advertising of wire, oral, or electronic
communications interception devices. This category includes but is not limited to the following:
Sub Cate 0
Intervention E ui ment
Intervention E ui ment
Intervention E ui ment
wea ons
18, Other Authorized Equipment and Related Costs
Sub Cate 0 Descri lion
Authorized Equipment and
elated Costs Installation costs for authorized e ui ment urchased throu ODP rants
Authorized Equipment and aintenance contracts for authorized equipment purchased through ODP grants and
Related Costs ac uired throu DHS-ODPs Homeland Defense e ui ment Reuse ER Pro am
uthorized Equipment aod
Related Costs Multi Ie Inte rated Laser En a ement S stem
Authorized Equipment and
Related Costs Trainin on CBRNE and c ber securl
Miscellaneous Maintenance - General
Miscellaneous Shi in and Handlin
Miscellaneous Taxes
FY04 Urban Areas Security Initiative
Page 56
Attachment A
Appendix B - Training Classes and Approval Process,
Continued
Approval
Process for
Non-ODP
Course
Developmeut
and Attendance
The process for requesting ODP approval ofnon-ODP course development
and attendance is as follows:
1. Grant recipient requests for review of awareness and performance level
courses should be made on letterhead addressed to Lt. Co!. William
Hipsley, California Military Department. Lt. Co!. Hipsley will collect all
requests and forward to the appropriate DHS-ODP Preparedness Officer.
This letter should be sent to:
Governor's Office of Emergency Services
Grant Management Section A TTN: Lt. Col. Hipsley
Post Office Box 419023
Rancho Cordova, CA 95741-9023
Do not send course materials at this time.
2. The DHS-ODP Preparedness Officer will forward the request to the ODP
Training Division.
3. Upon receipt of the request, the ODP Training Division will respond as
, follows:
A. Send a letter of acknowledgment and conditional approval to CMD,
accompanied by the following:
(I) ODP Training Approval Template and instructions for use.
(2) ODP Training Doctrine which includes the following 4 documents:
- ODP Training Strategy
- Emergency Responder Guidelines
- Prevention Guidelines
- Training Approval Guidelines
B. Notify the DHS-ODP Preparedness Officer that funding may be
conditionally approved pending further review by the DHS-ODP,
Center for Domestic Preparedness (CDP). The grant recipient may
begin obligating funds at this time.
C. Ensure that the request has been entered in the ODP Training Approval
Tracking System.
4. Upon receipt of the conditional approval, the Template and the Training
Doctrine, CMD will work with grant recipients to document a comparison
between the objectives of the course in question and the ODP Training
Doctrine, using the template provided. The completed template and course
materials must be returned to the ODP Training Division Designee within
30 days.
Continued on next page
FY04 Urban Areas Security Initiative
Page 58
Attachment A
Appendix C - Development of Interoperable Communications
Plans
Components of
Interoperable
Communication
Plans
When utilizing ODP program funds in the category of Interoperable
Communications Equipment to build, upgrade, enhance or replace
communications systems, grant recipients should develop comprehensive
interoperable communications plans before procurement decisions are made.
Plans should be retained by the grant recipient and be available for review by
the state and ODP. The plan should address, as appropriate, the areas of:
· building public safety communication systems;
· upgrading/enhancing public safety communication systems and
equipment;
· replacing public safety communication systems and equipment;
· maintaining public safety communication systems and equipment;
· training public safety staff on issues related to emergency response
communicatiOlis; and,
· managing public safety communications projects.
Continued on next page
FY04 Urban Areas Security Initiative
Page 60
Attachment A
Appendix C - Development of Interoperable Communications
Plans, Continued
Interoperable
Communication
Plan
Considerations,
continued
· Has the grant recipient considered the system requirements to ensure
interoperability with systems used by other disciplines or other levels of
government?
What type of equipment is currently used by the grant recipient?
Is there a regional, multi-jurisdictional, or statewide system in place
that requires interoperability in order to communicate with other
agencies? If so, how does the grant recipient plan on
interoperating/connecting to that system?
Is the equipment compatible with the Project 25 suite of standards?
For data-related systems, is the grant recipient using XML standards?
How scalable is the system? Can it be used locally between agencies
and jurisdictions, statewide, and at multi-state or national level?
What internal and external security requirements exist in the
architecture to secure information and maintain privacy levels for
data as required by law?
Is the infrastructure shared with any other agency or organization?
Is it owned or leased?
Does the grant recipient use analog or digital radio systems or both?
Is the system conventional or trunked?
Which radio frequencies are used to communicate with other public
safety agencies?
How many channels does the grant recipient have solely designated
for communication with other agencies?
FY04 Urban Areas Security Initiative
Page 62
Attachment A
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qffic6 of Justice Progtams
OfficeforCi'ltil Rights
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FY04 Urban Areas Security Initiative
Page 64
Attachment A
Appendix E - Grant Forms
Grant Forms
This appendix contains the following grant forms:
· Application Cover Sheet
· Funding Distribution by Jurisdiction
. Governing Body Resolution
. Grant Assurances
· Reimbursement Request Form
A DRAFT version of the Project Narrative and Budget Worksheet can be
found on OES' web site at www.oes.ca.gov .
FY04 Urban Areas Security Initiative
Page 66
Attachment A
FY04 Urban Areas Security Initiative
Funding Distribution by Jurisdiction
If a core city or transit agency distributes any part of their allocation to another jurisdiction, a
breakdown of the funding distribution must be submitted as part of the application package.
Using the following format, indicate the amount of funds retained by the core city or transit
agency, and the amount distributed to whichjurisdiction(s). .
Jurisdiction Amount
Core Citv/Transit Agency
,
Grand Total
NOTE: The Grand Total must equal the total amount requested, as shown on the Project
Narrative and Budget Worksheet.
FY04 Urban Areas Security Initiative
Page 68
Attachment A
Instruction Sheet for the Governing Body Resolution
Purpose
Authorized
Agent(s)
Autborized
Agent Changes
The purpose of the Governing Body Resolution is to appoint individuals to
act on behalf of the governing body and grant recipient.
The Governing Body Resolution allows for the appointment of individuals
or positions. For each person or position appointed by the governing body,
submit the following information, with the Resolution, to the state on the
applicant's letterhead:
Q Jurisdiction Q Telephone
Q Grant Program Q Fax #
Q Name Q Cell Phone #
Q Title Q E-Mail Address
Q Address
Q City
Q Zip Code
. If the Governing Body Resolution identified Authorized Agents by
position and/or title, changes can be made by submitting new Authorized
Agent information to the state, as indicated above.
. If the Governing Body Resolution identified Authorized Agents by name,
a new Resolution is needed when any changes are made. The informatiou
listed above must also be submitted with the new Resolution.
FY04 Urban Areas Se'curity Initiative
Page 70
Attachment A
8. Will comply with all federal statues relating to nondiscrimination. These include but are
not limited to:
a. Title VI of the Civil Rights Act of 1964 (P.L. 88-352), as amended, which
prohibits discrimination on the basis of race, color or national origin;
b. Title IX of the Education Amendments of 1972, as amended (20 V.S.C. 99 1681-
1683 and 1685-1686), which prohibits discrimination on the basis of sex;
c. Section 504 of the Rehabilitation Act of 1973, as amended (29 V.S.C. 9794)
which prohibits discrimination on the basis of handicaps;
d. The Age Discrimination Act of 1975, as amended (42 V.S.C. 99 6101-6107)
which prohibits discrimination on the basis of age;
e. The Drug Abuse Office and Treatment Act of 1972 (p.L. 92-255) as amended,
relating to nondiscrimination on the basis of drug abuse;
f. The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (p.L. 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism 99 523 and 527 of
the Public Health Service Act of 1912 (42 U.S.C. 290 dd-3 and 290 ee-3), as
amended, relating to confidentiality of alcohol and drug abuse patient records;
g. Title VIII of the Civil Rights Act of 1968 (42 U.S.C. 9 3601 et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing;
h. Title 28, Code of Federal Regulations, Part 42, Subparts C, D, E and G;
i. Title 28, CFR, Part 35;
j. Any other nondiscrimination provisions in the specific statute(s) under which
application for federal assistance is being made, and
k. The requirements on any other nondiscrimination statute(s) which may apply to
the application.
9. Will comply, or has already complied, with the requirements of Titles II and ill of the
Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (p.L.
91-646) which provides for fair and equitable treatment of persons displaced or whose
property is acquired as a result offederal or federally assisted programs. These
requirements apply to all interested in real property acquired for project purposes
regardless of federal participation in purchases.
10. Will comply, if applicable, with the flood insurance purchase requirements of Section
102(a) ofthe Flood Disaster Protection Act of 1973 (p.L. 93-234) which requires
recipients in a special flood hazard area to participate in the program and to purchase
flood insurance if the total cost of insurable construction and acquisition is $10,000 or
more.
FY04 Urban Areas Security Initiative
Page 72
Attachment A
16. Will comply with the Intergovernmental Personnel Act of 1970 (42 V.S C. Sections
4728-4763) relating to prescribed standards for merit systems for programs funded under
one of the nineteen statutes or regulations specified in Appendix A of OPM' s Standards
for a Merit System of Personnel Administration (5 C.F.R. 900, Subpart F).
17. Will comply with provisions of the Hatch Act (5 V.S.C. Sections 1501-1508 and 7324-
7328) which limit the political activities of employees whose principal employment
activities are funded in whole or in part with federal funds.
18. Will comply with P.L. 93-348 regarding the protection of human subjects involved in
research, development, and related activities supported by this award of assistance.
19. Will comply, if applicable, with the Laboratory Animal Welfare Act of 1966 (P. L. 89-
544, as amended, 7 V.S.C. 2131 et seq.) pertaining to the care, handling, and treatment of
warm blooded animals held for research, teaching, or other activities supported by this
award of assistance.
20. Will comply with the minimum wage and maximum hour provisions of the Federal Fair
Labor Standards Act (29 U.S.C. 201), as they apply to employees of institutions of higher
education, hospitals, and other non-profit organizations.
21. Will comply, as applicable, with the provisions ofthe Davis-Bacon Act (40 V.S.C.
Section 276a to 276a-7), the Copeland Act (40 U.S.C. Section 276c and 18 U.S.C.
Sections 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C.
Sections 327-333), regarding labor standards for federally assisted construction sub-
agreements.
22. Will not make any award or permit any award (subgrant or contract) to any party which is
debarred or suspended or is otherwise excluded from or ineligible for participation in
Federal assistance programs under Executive Order 12549 and 12689, "Debarment and
Suspension. "
FY04 Urban Areas Security Initiative
Page 74
Attachment A
27. Will comply, and assure the compliance of all its subgrantees and contractors, with the
nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of
1968, as amended, 42 USC 3789(d), or the Juvenile Justice and Delinquency Prevention
Act, or the Victims of Crime Act, as appropriate; the provision of the current edition of
the Office of Justice Programs Financial and Administrative Guide for Grants, M7100.1,
and all other applicable Federal laws, orders, circulars, or regulations.
28. Will comply with provisions of28 CFR applicable to grants and cooperative agreements,
including Part 18, Administrative Review Procedures; Part 20, Criminal Justice
Information Systems; Part 22, Confidentiality ofIdentifiable Research and Statistical
Information; Part 23, Criminal Intelligence Systems Operating Policies; Part 30,
Intergovernmental Review of Departrnent of Justice Programs and Activities; Part 42,
Nondiscrimination/Equal Employment Opportunities Policies and Procedures; Part 61,
Procedures for Implementing the National Environmental Policy Act; Part 64, Floodplain
Management and Wetland Protection Procedures; and Federal laws or regulations
applicable to Federal Assistance Programs.
29. Will ensure that the facilities under its ownership, lease or supervision which shall be
utilized in the accomplishment of this project are not listed in the Environmental
Protection Agency's (EPA) list of Violating Facilities and that it will notify the Federal
Grantor agency of the receipt of any communication from the Director of the EP A Office
of Federal Activities indicating that a facility to be used in the project is under
consideration for listing by the EP A.
30. Will comply with Subtitle A, Title II ofthe Americans with Disabilities Act (ADA) 1990.
31. Will, in the event a Federal or State court or Federal or State administrative agency
makes a fmding of discrimination after a due process hearing on the grounds or race,
color, religion, national origin, sex, or disability against a recipient offunds, the recipient
will forward a copy of the finding to the Office of Civil Rights, Office of Justice
Programs.
32. Will provide an Equal Employment Opportunity Plan, if applicable, to the Department of
Justice Office of Civil Rights within 60 days of grant award.
33. Will comply with the financial and administrative requirements set forth in the current
edition of the Office ofJustice Programs (OJP) Financial Guide.
34. Will comply, if applicable, with the provision ofthe Coastal Barrier Resources Act (P.L.
97-348) dated October 19,1982 (16 USC 3501 et seq.) which prohibits the expenditure of
most new Federal funds within the units of the Coastal Barrier Resources System.
35. Will comply with all applicable requirements of all other federal laws, executive orders,
regulations, program and administrative requirements, policies and any other
requirements governing this program.
FY04 Urban Areas Security Initiative
Page 76
Attachment A
Urban Areas Security Initiative
Reimbursement Request for Grant Expenditures
Award #
Mail Reimbursement ReQuest to:
Applicant:
Core City / Transit Agency
Governor's Office of Emergency Services
Grant Payments Unit
Post Office Box 419023
Rancho Cordova, CA 95741-9023
OES ill #:
Please mark this box to indicate a change in
the Authorized Agent Mailing Address
belowD
Total
Expenditures
Project # Solution Area Expenditure Period (from/to dates) for the
Expenditure
Period
,
Grand Total
Under penalty of per jury, I certify that:
· I am the duly authorized officer of the claimant herein.
· This claim is in all respects true, correct, and all expenditures were made in accordance with
applicable laws, rules, regulations and grant conditions and assurances.
Authorized Agent (per Governing Body Resolution)
Printed Name
Phone Number
Title
E-Mail Address
Mailing Address
Fax No.
City, State, Zip Code
Date
Signature
FY04 Urban Areas Security Initiative
Page 78
Attachment A
Appendix F - State Homeland Security Strategy - DRAFT
Goal and
Objectives #1
Goal and
Objectives #2
Goal and
Objectives #3
Goal and
Objectives #4
Goal #1: Institutionalize terrorism emergency planning in California's multi-
hazard emergency planning and response processes.
Obiectives:
1.1 Update the State Emergency Plan Terrorism Annex.
1.2 Update Local Planning Guidance on Terrorism.
1.3 Incorporate Terrorism into the State Multi-Hazard Mitigation Plan.
1.4 Develop/update procedures needed to implement terrorism plans.
1.5 Exercise terrorism plans and procedures.
1.6 Integrate training and exercise programs.
1.7 Train personnel on terrorism plans and procedures.
Goal #2: Enhance public outreach, education and training efforts to address
terrorism events.
Objectives:
2.1 Support the development and capabilities of Citizen Corps and other
community-based organizations.
22 Evaluate Citizen Corps and related programs for long-term effectiveness.
Goal #3: Ensure emergency responders have the equipment necessary for
multi-discipline response to terrorism events.
Obiectives:
3.1 Administer the Homeland Security Grant program.
3.2 Administer state portion of equipment funds.
3.3 Meet equipment related training needs.
Goal #4: Enhance regional response capabilities for terrorism events.
Obiectives:
4.1 Conduct regional exercises.
4.2 Evaluate regional response capabilities based on exercises.
Continued on next page
FY04 Urban Areas Security Initiative
Page 80
Attachment A
Appendix G - Abbreviations and Acronyms
A
AAR After Action Reports
AEL Authorized equipment list
APCO Association of Public-Safety Communications Officials
B
BSIR Biannual Strategy Implementation Reports
C
CAP Corrective Action Plan
CAPR Categorical Assistance Progress Reports
CBRN Chemical, Biological, Radiological and Nuclear
CBRNE Chemical, biological, radiological, nuclear, and explosive
CCP Citizen Corps Program
CDP Center for Domestic Preparedness
CERT Community Emergency Response Teams
CFDA Catalog of Federal Domestic Assistance
CMD California Military Department
CNG California National Guard
CSID Centralized Scheduling and Information Desk
D
D&B Dun and Bradstreet
DHS U.S. Department of Homeland Security
DPETAP Domestic Preparedness Equipment Technical Assistance Program
DUNS Data Universal Numbering System
E
EMS Emergency Medical Services
F
FAR Federal Acquisition Regulations
FID Flame Ionization Detector
FOIA Freedom ofInformation Act
FSR Financial Status Report
G
GAN Grant Adjustment Notice
GCIMS Gas Chromatograph/Mass Spectrometer
GIS Geographic Information System
Continued on next page
FY04 Urban Areas Security Initiative
Page 82
Attachment A
Appendix G - Abbreviations and Acronyms, Continued
P
P APR Powered Air Purifying Respirator
P APRS Phone Activated Paperless Request System
PASS Personnel Alert Safety System
Pill Photo-Ionization Detector
PPE Personal Protective Equipment
S
SAA State Administrative Agency
SCBA Self-Contained Breathing Apparatus
SEL Standardized Equipment List
SHSAS State Homeland Security Assessments and Strategies
SHSP State Homeland Security Program
SHSS State Homeland Security Strategy
SPOC Single Point of Contact
T
TCV Total Containment Vessel
U
USAR Urban Search and Rescue
v
VIPS Volunteers in Police Service
W
WMD Weapons of Mass Destruction
FY04 Urban Areas Security Initiative
Page 84
Attachment B
Santa Ana Urban Area Security Initiative
Training Reimbursement Application
.____. _~e_q~_~~~'!1~_~J~_~ec~_!~f:!_ ~el~~l:I!~~En~~!Jq~J.!~~i!!g ___ _____.
. Training must be ODP approved . Overtime or backfill may be reimbursed
. Agency to maintain documents verifying all . Per diem/travel can not exceed established
costs for three years guidelines of your agency
,_ _~__ _ Att"c:ha cOl'.yof certific"teqfc.ompletion ,- ,-----
i Employee Information
iName: -r
i Agency: I
I .
, ,
~--r----
! - Assignment: I
I DepartmenV I
Division:
r- __n_ .. .- -- -..---
! Course Information
I Course
I Title:
I Location of I
! Training:
- ---rCours'eNumber:
!
I Course Date,
I
I
__ ..__________J
~......,
r....-----~._..._-_.----------.-.------------------..-'-".
I Reimbursable Costs
A. Tuition Reimbursement
B. Hotel, Travel, Per Diem
$
$
I C. Overtime Cost for Attendee
I
Hours X Rate::: $
Sum of A+B+C = $
or
Narii.-ofBackrul- '-r-
Employee:
D. Overtime Cost for Backfill
___ SUm:fo::~:~e ~-I :
Signature of Person Requesting Reimbursement:
Print Name:
Title: