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Home My WebLink AboutUNIVERSITY OF CA - Irvine 1 -2004 A-2004-176-08 1 2 3 c:pj) .~iB AGREEMENT TO REIMBURSE TRAINING COSTS FOR FY04 URBAN AREAS SECURITY INITIATIVE (UASI) 4 5 THIS AGREEMENT is entered into this 12..... day of .:so.- ""'LAO-Ir 2005, which 6 date is enumerated for purposes of reference only, by and between the CITY OF SANTA ANA, a 7 municipality of the State of California, hereinafter referred to as "CITY", and the city or governmental 8 body, UNIVERSITY OF CALIFORNIA-IRVINE POLICE, hereinafter referred to as 9 "SUBGRANTEE." 1 0 WHEREAS, CITY, acting through the Santa Ana Police Department in its capacity as the Core II City for the Santa Ana Urban Area under the FY04 Urban Areas Security Initiative, has applied for, 12 received and accepted a grant entitled "FY04 Urban Areas Security Initiative" from the federal 13 Department of Homeland Security, Office of Domestic Preparedness, through the State of California, 14 Office of Homeland Security, to enhance countywide emergency preparedness, hereinafter referred to as 15 "the grant," as set forth in the grant guidelines that are attached hereto as Attachment A and incorporated 16 herein by reference. 17 WHEREAS, the terms of the grant require that CITY use certain grant funds to train members 18 of SUBGRANTEE. 19 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 20 1. City may transfer to SUB GRANTEE, reimbursement to train members of 21 SUBGRANTEE in accordance with grant guidelines as outlined in Attachment A. 22 2. SUBGRANTEE shall follow grant guidelines as outlined in Attachment A. SUB GRANTEE acknowledges that Office of Domestic Preparedness (ODP) approved 23 3. 24 classes are the only ones authorized for reimbursement. 25 4. SUB GRANTEE agrees to follow overtime and backfill requirements as outlined III 26 Attachment A. 27 5. SUB GRANTEE has been allocated $2,987.00 for training under the provisions of this 28 agreement and guidelines outlined in attachment A. 1 6. SUBGRANTEE agrees that expenditures beyond that budgeted in this agreement will be 2 the responsibility of SUB GRANTEE. 3 7. If additional grant funds become available, CITY will notify SUBGRANTEE, in 4 writing, of their revised budget. SUB GRANTEE is responsible to stay within the guidelines of the 5 revised budget. 6 8. Upon receipt of a Training Reimbursement Application (Attachment B) CITY, as soon as 7 practical and not to exceed 30 days, shall submit the request to the Office of Homeland Security for 8 reimbursement. 9 9. Once submitted, SUBGRANTEE understands that the CITY shall have 60 days to 10 reimburse SUBGRANTEE, or longer if the Office of Homeland Security takes longer to issue payment 11 to the CITY. 12 10. By executing this Agreement, SUB GRANTEE agrees to comply with and be fully bound 13 by all applicable provisions of the Attachments hereto and shall be fully responsible to follow grant 14 guidelines. 15 11. SUB GRANTEE agrees to indemnify, defend and save harmless CITY and the agency 16 from which CITY received grant funds, and their officers, agents and employees from any and all claims 17 and losses accruing or resulting from services in connection with SUBGRANTEE's performance of this 18 Agreement, including the Attachments hereto, and from any and all claims and losses accruing or 19 resulting to any person, firm, or corporation who may be injured or damaged by SUB GRANTEE in the 20 performance of this Agreement, including the Attachments hereto. 21 12. No alteration or variation of the terms of this Agreement shall be valid unless made in 22 writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or 23 agreement not incorporated herein shall be binding on any of the parties hereto. 24 13. SUBGRANTEE may not assign this Agreement in whole or in part without the express 25 written consent of CITY. 26 14. For a period of three years after final delivery hereunder or until all claims related to this 27 Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all 28 documents, papers and records relevant to the training costs, overtime, backfill, travel costs, per diem, in 2 1 accordance with this Agreement, including the Attachments hereto. For the same time period, 2 SUBGRANTEE shall make said documents, papers and records available to CITY and the agency from 3 which CITY received grant funds or their duly authorized representative(s), for examination, copying, or 4 mechanical reproduction on or off the premises of SUBGRANTEE, upon request during usual working 5 hours. 6 15. SUBGRANTEE shall provide to CITY all records and information requested by CITY 7 for inclusion in quarterly reports and such other reports or records as CITY may be required to provide 8 to the agency from which CITY received grant funds or other persons or agencies. 9 16. CITY may terminate this Agreement and be relieved of the delivery of any consideration 10 to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained in this 11 Agreement, including the Attachments hereto, at the time and in the matter herein provided, or b) CITY 12 loses funding under the grant. 13 17. SUBGRANTEE and its agents and employees shall act in an independent capacity in the 14 performance of this Agreement, including the Attachments hereto, and shall not be considered officers, 15 agents or employees of CITY or of the agency from which CITY received grant funds. 16 17 18 18. SUB GRANTEE and its officers, agents, employees shall abide by all applicable federal, State and local laws, including all applicable statutes, regulations, executive orders and ordinances. 19 III III III III III III III III III III III III III III III III III III 20 21 22 23 24 25 26 27 28 3 1 2 3 IN WITNESS WHEREOF, the parties have executed this Agreement in the City of Santa Ana, County of Orange, State of California. CITY OF SANTA ANA, a municipal Corporation of the State of California SUBGRANTEE: 4 IC~1't ,/07;2.. David 'N. Ream City Manager Signatur/ ,. II D c\\~_~0Q Name: '"Li('~~-= \"u \\ CD Title.' ~~l':Ytt_'>..r<-t-C:-\r-:LQ~ r~ ~\.'L",- //)7 /. ~~. 5 6 7 8 9 10 ATTEST: . Signature: Name: "AwjlLl l. . (\~lj,.~ Title: Ct+ic.r- OF- j'\)uv:: Patricia E. Healy Clerk of the Council 11 12 ATTEST: RECOMMENDED FOR APPROVAL: 13 Signature: Name: Title: 14 15 i .' .\ By:"'. )( ___J C{; \.\ ~+- Paul M. Walters . Chief of Police 16 A ROY.pD AS TO FORM: RECOMMENDED FOR APPROVAL: 17 18 ~G~ Signature: ~-:o ,;:;p6,,,,,,,,..% Name: S ;r6'VC;- ~c7,.vS~N/C> Title: S07i'6&7'}7JT' 19 20 21 Paula Coleman Assistant City Attorney APPROVED AS TO FORM: 22 23 24 25 26 27 28 Signature: Name: Title: 4 Attachment A . Office of Homeland Security at Governor's Office of Emergency Services FY04 Urban Areas Security Initiative (UASI) Grant Guide for Local Governments February 24, 2004 Attachment A Table of Contents Foreword: Director's Message to Grant Recipients................................................................... 3 Part One - Grant Overview ......................................................................................................... 4 Purpose of this Grant ..............................................................................................................4 Eligible Grant Recipients........................................................................................................4 Purpose of this Grant Guide....................................................................................................4 Grant Program Differences between FY03 Part II and FY04................................................. 5 Performance Period.......... .............. ............... .......................................... ......... ....... ................ 5 Matching Requirements .......................... ...... .......... ...... .................... ........ ..... ......................... 5 Allocations and Methodologies - Overview........................................................................... 6 Urban Area Allocations .......................................................................................................... 7 Transit Agency Allocations .................................................................................................... 7 Gr R.. R 'b'l' . ant eClplent esponsl llties............................................................................................. 8 Applicable Laws, Regulations and Guidance Documents.................................................... 10 National Incident Management System and Incident Command System............................. 10 Due Dates for Grant Documents and Work Completion ...................................................... 11 Contact Information ........................................... ............................................ ........... ............ 11 Part Two - Program Specific Information ................................................................................ 12 Program Overview............... ................... ........... ........................ ........ ....... ..... .... ................... 12 Defmition of Core City and Core County............................................................................. 12 Points of Contact............................................................................................................... .... 12 Deflllition of Urban Area. ..................... ................................................... ... ........... ........ ....... 13 Description of Transit Agency.............................................................................................. 13 Urban Area Working Group ................................................................................................. 13 Urban Areas Approval Authority Body................................................................................ 13 Transit Agency Coordination with Urban Area Working Group ......................................... 14 New Urban Areas - Assessment and Strategy ...................................................................... 14 Transit Agencies - Assessment and Plan ..............................................................................15 Urban Areas Allocation of Funds ......................................................................................... 16 Transit Agencies Allocation of Funds .................................................................................. 16 Eligible Costs and Activities - Overview.............................................................................. 17 Eligible Planning Activities .................................................................................................. 18 Eligible PlamIing Costs......... ..................... ................... ..... .... ..................... ..... ......... ....... ..... 19 Eligible Equipment Activities and Costs ..............................................................................20 Eligible Training Activities... ..................... ....... ...... ...................................... ............ ............ 21 Training Target Audience and Subjects................................................................................ 23 Approval and Reporting ofNon-ODP Sponsored Training ................................................. 23 Eligible Exercise Activities. ..... ............. ......... ........ ....... ..... ..... ........ ......... ... ..... ............... ...... 24 Eligible Exercise Costs .........................................................................................................25 Exercise After Action Reports .............................................................................................. 26 Exercise Models, Simulations and Games............................................................................ 26 Eligible Management and Administration Activities ........................................................... 26 Eligible Management and Administration Costs .................................................................. 27 Unauthorized Activities and Costs........................................................................................ 28 FY04 Urban Areas Security Initiative Page 1 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 Eamings ................................................................................................................... 34 Procurement Requirements ............................ .......... ..... ....................... ................ ................. 35 Monitoring Grant Performance. ....... ........... ..... .......... ..... ...... ................ ................... ......... .... 35 Record Retention Requirements .....,...... ..... .... ........... ... ....................... ........................ ......... 35 Accessibility of Records....................................................................................................... 35 Freedom of Information 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 of Interoperable 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 Security Initiative Page 2 Attachment A Foreword: Director's Message to Grant Recipients Following on the heels of a successful 2003 in which the California Office of Homeland Security distributed more than $226 million in federal homeland security funds to our state's first responders, we are pleased to release the FY 04 Urban Area Security Initiative grant program. Last year's UASI grant funded five urban cities in California for a total of $62 million. Recognizing that a highly populated state like California has a number of urban areas, the federal Department of Homeland Security doubled to ten the number of cities selected for this year's UASI program. Better still, the amount of total funding awarded to the ten select cities has more than doubled to $135.25 million. This increase in the cities selected and the funding provided allows the state to address the unique equipment, training, planning and exercise needs oflarge, high-threat urban areas. Similar to last year's UASI program, activities must involve coordination by the identified core city, core county, and the Califomia Office of Homeland Security. Like last year, 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 funding. As was the case last year, it is expected that this 20% will be used for the benefit of the Urban Area as a whole. In addition to the funding provided to the ten Urban Areas, the FY 04 UASI program also includes more than $5 million in funding for six mass transit authorities identified by federal DHS. This funding is provided to enhance the security and improve the preparedness of these selected mass transit authorities. OHS is releasing this Grant Guide for Local Governments to fully explain the grant application and performance process. In addition to this Guide, should you need further assistance we have dedicated staff at the Office of Emergency Services who will be available to provide guidance. You can reach OES' Grant Management Section at (916) 845-8110, or send an e-mail to Grant.Management@oes.ca.gov. I look forward to working with you on this and other grants. Through our combined efforts, local first responders will be better prepared to prevent and respond to the threat of terrorism. RONALD L. IDEN Director California Office of Homeland Security FY04 Urban Areas Security Initiative Page 3 Attachment A Part One - Grant Overview Purpose oftbis Graut Eligible Grant Recipients Purpose of this Grant Guide The federal Departinent 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 Af!encies 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 Grant Program Differences between FY03 Part II and FY04 Performance Period Matching Requirements The major program differences between the FY03 UASI Part II and FY04 UASI programs are as follows: . The FY04 allocation to the state is almost double that of the FY03 Part II allocation. . Five new urban areas and six transit agencies have been added to the FY04 program. . Eligible planning activities have been expanded. . Eligible equipment within existing categories has been expanded, and new categories have been added. . Non-Office for Domestic Preparedness (ODP) sponsored training courses may be eligible for reimbursement. . Funds must be tied to measurable projects in support of the state or urban area strategy, or the Transit Security Emergency Preparedness Plan. The performance period for FY04 UASI is 24 months from the federal award date; however, that date was not known at the time this Guide was published. The performance period will be identified in the Notification of Grant Application Approval letter. The state will allow grant recipients the maximum performance period allowed by ODP. Therefore, requests for time extension cannot be granted by the state unless the state receives an extension from ODP. There are no cost-share or match requirements for this grant. Continued on next page Page 5 FY04 Urban Areas Security Initiative Attachment A Part One. Grant Overview, Continued Allocations and Methodologies - Overview California has been allocated $141,672,927 for FY04 UASI, 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 UASI 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 (MOD) 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 Urban Area Allocations Urban areas allocations are: Urban Area Allocation 1 Los Angeles* $28 10 1 720 2 San Francisco* $26 325,036 3 Santa Ana $14,969,683 4 Long Beach* $12.064488 5 San Diel!o* $10,418,116 6 Anaheim $10 284.651 7 San Jose $9.923,545 8 Sacramento* $7,977,579 9 Oakland $7,808.348 10 Fresno $7.034.646 Total $134,907,812 · These urban areas were also included in the FY 03 UASI Part II grant. Transit Agency Transit agencies allocations are: Allocations Transit Al!encv Allocation 1 Los Anl!eles Metrolink $1,971.111 2 San Francisco Bay Area Rapid Transit District $1 612 884 3 San Francisco Caltrain $795,280 4 San Jose Altamont Commuter Express (ACE) $795.280 5 Los Angeles County Metropolitan Transportation $795,280 Authoritv 6 San Diego Coaster $795 280 Total $6 795 115 Continued on next page FY04 Urban Areas Security Initiative Page 7 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 (VA 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 Vulnerability 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. Ifrequired, submit an Equal Employment Opportunity Plan (EEOP) to the Departinent of Justice'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 Departinent (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.millikanlalca.neb.armv.mil. On behalfofOHS, 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 Grant Recipient Responsibilities, continued 8. Prepare performance reports for the duration of the performance period, or until all work is completed, whichever comes first. Further reporting details are included in Part Four - Performance Period Activities - Performance Reports. 9. Establish and maintain property, programmatic and financial records in accordance with the grant record requirements, and: a. Maintain financial management systems that support grant activities in accordance with Title 28, Code of Federal Regulations (CFR), Part 66.20, and DOl Financial Guide, Part II, Chapter 3. b. Maintain an equipment tracking system that includes the components identified in 28 CFR Parts 66.32 and 66.33, and DOl Financial Guide Part ill, Chapter 6. c. Retain records in accordance with retention requirement contained in Part Four - Performance Period Activities - Record Retention Requirements. 10. Notify the state, in writing, within 30 days of completing all approved scopes of work and disbursing all funds. 11. If changes are required after the initial grant award, submit revision requests to the state orior to incurring the associated expenditures. Further details are included in Part Four - Performance Period Activities - Changes to Scope of Work or Budget. 12. Remit unexpended funds to the state after all work has been completed and payments have been disbursed. 13. Comply with the audit requirements contained in Office of Management and Budget (OMB) Circular A-133, and 28 CFR Part 66.26. Continued on next page Page 9 FY04 Urban Areas Security Initiative Attachment A Part One. Grant Overview, Continued Applicable Laws, Regulations and Guidance Documents National Incident Management System and Incident Commaud 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-I02, A-B3 htto:llwww. whitehouse. gov/omb/circulars/index.htinl · Title 28, Code of Federal Regulations htto:1 Iwww.access.gpo.gov/nara/cfr/cfr-table-search.htinl#oagel . DOJ OJP Office of the Comptroller, Financial Guide www.ojo.usdoi.gov/oc · ODP WMD Training Course Catalogue htto:llwww.oio.usdoi.gov/odp . DOJ Office for Civil Rights www.ojo.usdoi.gov/ocr · Federal Freedom of Information Act (5 U.S.C. Sect. 552) htto:1 Iwww.usdoi.gov/04foia/ · California Public Records Act · P.L. 107-296, the Homeland Security Act of 2002 · 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 ofNIMS 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 One. Grant Overview, Continued Due Dates for The grant due dates are: Grant Documents and Work Completion Due Date Activity January 31, New urban areas must submit an Urban Area Homeland 2004 Security Strategy to ODP. Anril 24 2004 Submit the comnleted annlication to the state. 60 days from Submit Equal Employment Opportunity Plan, if required, to date on the the Department of Justice, Office of Civil Rights, with a Application copy of the cover letter to the state. Avvrovalletter July 15* For the duration of the performance period or until all grant activities are completed and the grant is formallY closed, a performance report is due to the state by Julv 15 for the period covering Januarv 1 through June 30 (or any partial nortion of this neriodt January 15* For the duration of the performance period or until all grant activities are completed and the grant is formally closed, a performance report is due to the state by Januarv 15 for the period covering Julv 1 through December 31 (or any partial nortion of this neriod). End of All grant activities mnst be completed and all funds performance disbursed. period as noted in Application Avvrovalletter * A performance report template, with instructions, will be distributed to each grant recipient prior to the deadline for any required performance report. Contact Information For technical assistance throughout the application and grant performance process, call OES' Grant Management Section at (916) 845-8110, or send an e-mail toGrant.Management@oes.ca.gov . FY04 Urban Areas Security Initiative Page 11 Attachment A Part Two. Program Specific Information Program Overview DefinItion 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 of large 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 and implementation of this program by involving core cities, core counties, contignous 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 Definition of Urban Area Description of Transit Agency Urban Area Worklng Group Urban Areas Approval Authority Body The state, in coordination with the urban area core city POC and the core county POC(s), must fully defme the urban area as it will apply to the FY04 UASI program. Specifically, the geographical borders of what constitutes the urban area, including any possible contiguous jurisdictions and mutual aid partners, must be drawn and all participating jurisdictions within the border identified. The defmition of the urban area is limited to jurisdictions contiguous to the core city and county, or with which the core city or county have established formal mutual aid agreements. Each transit agency must describe its operating system, including the location, infrastructure, miles of tracks, numbers of vehicles, types of service, ridership and other important features. The agency must also provide a map and description of the geographical borders of its system and identify the cities and counties served. Each urban area must have an Urban Area Working Group (VA WG). The state, in coordination with the core city and core county POCs, will work through the Mayors/CEOs from all other jurisdictions within the defmed urban area to identify POCs from these jurisdictions to serve on the UA WG. The UA WG will be responsible for coordinating development and implementation of all initiative elements, including the urban area strategy development, the methodology for the allocation of funds (in coordination with the state), and any direct services that are delivered by ODP. ODP strongly encourages that, wherever possible, previously established local working groups are leveraged for this purpose. OHS strongly recommends that the urban areas create an Approval Authority Body, in addition to the mandatory UA WG. The membership composition of this Body, however, is at the joint discretion of the core city and core county. If established, this Body should make all final determinations on any urban area funding allocations. Continued on next page Page 13 FY04 Urban Areas Security Initiative 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 - Assessmen t 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:llwww.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 SeCllrity Initiative Page 14 Attachment A Part Two - Program Specific Information, Continued Transit Agencies - Assessment and Plan Transit agencies must: . Conduct a Transit System Threat and VulnerablIlty Assessment. If not already completed, each transit agency will be required to conduct a threat and vulnerability assessment (TV A) which includes requirements outlined in The Public Transportation System Security and Emergency Guide, Chapter 5, published by the U.S. Department of Transportation's Federal Transit Administration (FTA), and available at: htto:1 Itransit-safetv. volDe.dot. gov/Publications/securitv/PlanningGuide.Ddf For purposes of this grant, transit agencies may use the recently completed Security Readiness Assessment conducted by the FT A. Transit agencies may also use the vulnerability assessments that were completed during the previous round ofUASI Transit System Security Grants. These assessments must be available for federal and state homeland security officials to review upon request. As part ofthe UASI Program, ODP is making available technical assistance to mass transit agency headquarters for enhancing their capacity and preparedness to respond to weapons of mass destruction (WMD) terrorism. This technical assistance includes provision of a project team that can support the agency on-site in the implementation of a needs assessment process. The overall needs assessment process is used to identify and prioritize mass transit agency needs, according to risk, security, and response capability. The process involves three primary components, as follows: 1. Risk Assessment. 2. Response Capabilities Assessment. 3. Needs Assessment. The process will result in two products: 1. Prioritization of security countermeasures and emergency response capability needs based on terrorist threat and risk. 2. Development of a roadmap for future transit agency funding allocations for terrorist attack risk reduction. Continued on next page Page 15 FY04 Urban Areas Security Initiative Attachment A Part Two. Program Specific Information, Continued Transit Agencies - Assessment and Plan, continued 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 Costs and Activities - Overview Eligible costs and activities for urban areas and transit activities are classified into five categories: 1. Plarming 2. Equipment acquisitions 3. Training 4. Exercise 5. Management and administrative (M&A). NOTE: Other than a 3% cap on M&A funds, there are no restrictions on allocation of funds across these categories. Urban areas must allocate all funding in support of projects related to the goals and objectives identified in their Urban Area Homeland Security Strategy and the State Homeland Security Strategy. Mass transit authorities must allocate all funding in support of projects related to their Transit Security and Emergency Preparedness Plans developed through this program. Funding for mass transit systems is intended to address security needs at these high-risk critical infrastructure facilities and to promote comprehensive regional plarming and coordination. Continued on next page Page 17 FY04 Urban Areas Security Initiative 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 preparedoess plans and programs, including donations programs and volunteer initiatives. · Conducting point vulnerability assessments at critical infrastructure and development of remediation/security plans. . Conducting cyber risk and vulnerability assessments. · Development or enhancement of continuity of operations and continuity of govemment 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 Eligible planning costs include: Planning Costs . Regular time, overtime, Compensating Time Off (CTO) and fringe benefits for current or newly hired full- or part-time staff to support eligible planning 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. Payment of overtime expenses will be for work performed by the grant recipient in 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 compensation 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., 1:00 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 eamed while performing eligible activities must be cashed-out or taken before the end of the performance period. - NOTE: Grant funds are not for the purposes of hiring public safety personnel. . The cost of contractorslconsultants 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 of the Comptroller (OC) Financial Guide at htto:llwww.oiD.usdoi.gov/FinGuide. . Materials and supplies required, expended or consumed to support eligible activities. . Travei costs (i.e., airfare, mileage, per diem, hotel, etc) for employees who are on travel status for official business to support eligible activities. These costs must be in accordance with the grant recipient's approved travel policy. Continued on next page FY04 Urban Areas Security Initiative Page 19 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 grant.manag:ementlaloes.ca.!!ov . 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 Training Activities Eligible training activities include: . Establishment of CBRNE and cyber security training programs within existing training academies, universities or junior colleges. . Attendance at ODP-sponsored and/or approved CBRNE and cyber security training courses. . Backfill behind employees attending ODP-sponsored or approved courses. . Planning and conducting training workshops, conferences and training projects. . Training plan development. . Design, develop, conduct and evaluate CBRNE training. Continued on next page FY04 Urban Areas Security Initiative Page 21 Attachment A Part Two - Program Specific Information, Continued Eligible Eligible training costs include: Training Costs o Overtime, OT CTO and OT fringe benefits for emergency preparedness and response personnel attending OnP-sponsored or onp approved training classes. Payment of overtime expenses will be for work perfonned by the grant recipient in 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 recipienl and in accordance with applicable laws and regulations. In no case is dual compensation 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 perfonning eligible activities must be cashed-out or taken before the end of the perfonnance period. o Backfill behind those attending OnP-sponsored or onp approved training classes. o Regular time, overtime, CTO and fringe benefits for current or newly hired full- or part-time staff to support eligible training activities. Payment of salaries and fringe benefils 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 infonnation listed above. o The cost of contractors/consultants hired to support eligible activities. Contracts must be executed in accordance with the grant recipient's fonnal written procurement policy, and must comply with federal and state requirements. o Conference, workshop and meeting related expenses to support eligible activities, including rental of spacellocations, badges and facilitation costs. For a complete list of allowable meeting-related expenses, please review the OJP Office of the Comptroller (OC) Financial Guide at htto:/ /www.oio.usdoi.gov/FinGuide. o Materials and supplies required, expended or conswned 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, hOlel, etc) for employees who are on travel status for official business related to conducting eligible activiIies, or for attending OnP-sponsored or onp 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 Training Target Audience and Subjects Approval and Reporting of Non-ODP Sponsored Training The target audience for training courses funded must be emergency preparedness, prevention and response .persoIDIel, emergency managers and public/elected officials within the following disciplines: . fuefighting . law enforcement . emergency management . hazardous materials . public works . public health . health care . emergency medical services . public safety communications . governmental administrative . cyber security . private security providers Awareness training for citizen preparedness is also allowable. See Appendix B, Training Classes and Approval Process, for ODP awareness and performance level courses that grant recipients are encouraged to adopt, and recommended subjects for other eligible courses. Grant recipients who wish to use grant funds to support attendance at and! or development of non-ODP sponsored training, must receive approval from the state prior to using funds for non-ODP sponsored training. See Appendix B, Training Classes and Approval Process, for the process to obtain approval of non-ODP sponsored training. Grant recipient using these funds to develop their own courses should address the critical training areas and gaps identified in the Urban Area Homeland Security Strategy or the Transit Security and Emergency Preparedness Plan. Grant recipients using funds to develop courses or to attend non-ODP courses will be required to report the number of individuals trained, by discipline and course level, in their performance reports. Continued on next page Page 23 FY04 Urban Areas Security Initiative 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 govemment 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 ofterrorism exercises. Exercises conducted with ODP support (grant funds or direct support) must be managed and executed in accordance with BSEEP. See www.oip.usdoi.gov/odD/exercises/state.htin . 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 Eligible Eligible exercise costs include: Exercise Costs . Backfill behind those who are designing, developing and conducting CBRNE exercises. . Regular time, overtime, CTO and fringe benefits for current or newly hired full- or part-time staff to support eligible exercise 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. Payment of overtime expenses will be for work performed by the grant recipient in 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 compensation 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., 1 :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. . The cost of contractors/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. . Meeting related expenses to support eligible activities, including rental of space/locations for planning and conducting exercises, signs, badges, facilitation costs, etc. For a complete list of allowable meeting-related expenses, please review the OJP Office of the Comptroller (OC) Financial Guide at htto:llwww.oip.usdoi.g:ov/FinGuide . . Materials and supplies that are required, expended or consumed to support eligible exercise 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 eligible exercise activities. These costs must be in accordance with the grant recipient's approved travel policy. Conllnued on next page FY04 Urban Areas Security Initiative Page 25 Attachment A Part Two - Program Specific Information, Continued Exercise After Action Reports Exercise Models, Simulations and Games Eligible Management and Administration 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 WMDExerciseslalca.ngb.armv.mil . After Action Reports should be mailed to: California Military Department Attn: 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 Games 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.oiD.usdoi.gov/odD/exercises/state.htin . Eligible management and administration activities include: · Management of the FY04 UASI grant. · Implementation and administration of the Urban Area Homeland Security Strategy or the Transit Security and Emergency Preparedness Plan. · 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 Eligible Management and Administration Costs Eligible management and administration (M&A) costs include: . Regular time, overtime, CTO and fringe benefits for current or newly hired full- or part-time staff to support eligible M&A 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. - Payment of overtime expenses will be for work performed by the grant recipient in 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 compensation 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., 1 :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. . The cost of contractors/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. . Meeting related expenses to support eligible activities, including rental of space/Jocations, facilitation costs, etc. For a complete list of allowable meeting-related expenses, please review the OJP Office of the Comptroller (OC) Financial Guide at htto:llwww.oip.usdoi.gov/FinGuide. . The cost of authorized office equipment, as previously described. . Leasing and/or renting of space for newly hired persoIDlel to administer the FY04 UASI. . Materials and supplies that are required, expended or consumed during the course of administering the FY04 UASI. . Travel costs (i.e., airfare, mileage, per diem, hotel, etc) for employees who are on travel status for official business related to the M&A of FY04 UASI. These costs must be in accordance with the grant recipient's approved travel policy. NOTE: No more than 3% of each urban area and transit agency allocation may be used for M&A purposes. Continued on next page Page 27 FY04 Urban Areas Security Initiative 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 UASI 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 Application Components The application must include the following items: . Application Cover Sheet . Proj ect Narrative and Budget W orksheet* . Grant Assurances and Governing Body Resolution NOTE: The five urban areas that participated in FY03 UASI Part II need not file new Assurance and Resolution forms if the ones on file with OES are current. . Funding Distribution by Jurisdiction . Additional items for urban areas: core city and core county POCs; - definition of the urban area; and, - UA WG member information. . Additional items for transit agencies: - POC for the transit agency; and, - description of the transit agency. All forms can be found in Appendix E. * The Project Narrative and Budget Worksheet is an EXCEL spreadsheet and must be completed and submitted to the state on CD or e-mailed as an attachment to Grant.Manal!ementlaJ,oes.ca.l!ov . Mailing Address All application components must be mailed to: Governor's Office of Emergency Services Grant Management Section Post Office Box 419023 Rancho Cordova, CA 95741-9023 Application Cover Sheet Fill in all requested information on the Application Cover Sheet, have it signed by the Authorized Agent, and mail it to the address shown above. Continued on next page FY04 Urban Areas Security Initiative Page 29 Attachment A Part Three - Application Requirements and Process, Continued Project Narrative and Budget Worksheet Eligible Projects The federal Departinent of Homeland Security is developing an EXCEL worksheet that must be used to apply for FY04 UASI. The final 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.lWvas 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 UASI, 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 DRAFT version of the Strategy has been included in this Guide. The final version of the Strategy will be posted at www.oes.ca.~ov as soon as it has been approved by federal DHS. Continued on next page FY04 Urban Areas Security Initiative Page 30 Attachment A Part Three. Application Requirements and Process, Continued Governing Body Resolution Grant Assurances Funding Distribution by Jurisdiction Application Due Date Application Assistance The Governing Body Resolution appoints agents authorized to execute any actions necessary under this grant. All six transit agencies and the five new urban areas must submit a Resolution. The Governing Body Resolution does not have to be submitted with the application, however, no payments can be made until a valid Resolution has been received by OES. NOTE: The five urban areas that participated in FY03 UASI Part II need not file a new Resolution form so long as the one on file with OES is current. The Grant Assurances form lists the requirements to which each core city and transit agency will be held accountable. All six transit agencies and the five new urban areas must submit an Assurances form. The Grant Assurances do not have to be submitted with the application, however, no payments can be made until the Grant Assurances have been received by OES. NOTE: The five urban areas tlJat participated in FY03 UASI Part II need not file a new Assurances form so long as the one on file with OES is current. Grant recipients must identify funding distribution by jurisdiction. Each core city and transit agency must indicate the amount of funds distributed from their allocation to other jursidictions. Applications are due to the state by April 24, 2004. The hard copy documents should be mailed to the address previously shown. The EXCEL spreadsheet can be sent on a CD with the other hard copy documents, or it can be e- mailed to Grant.Management(al,oes.ca.~ov. Incomplete applications will not be approved. The state will work closely with the core cities and transit agencies throughout the application process to ensure that the application meets grant requirements. Contact OES' Grant Management Section at (916) 845-8110 or Grant.Management(al,OES.ca.gov for assistance. Continued on next page Page 31 FY04 Urban Areas Security Initiative 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 Reimbursement of Eligible Costs Duplication of Benefits Changes to Scope of Work or Budget FY04 UASI funds will be disbursed on a reimbursement basis, by project, using the Reimbursement Request form included in Appendix E. Core cities and transit agencies are strongly encouraged to submit reimbursement requests as soon as costs have been incurred which includes when a vendor invoice has been received. In last year's grant, there was confusion about the reimbursement process. In particular, some grant recipients were under the impression that they must first purchase items with their own funds before seeking reimbursement. Instead, an invoice from a particular vender is sufficient for purchasing jurisdictions to request reimbursement from OES. For questions about the reimbursement process please contact OES' Grant Payments Unit at (916) 845-8110. The cost of employee labor and expenses has been incurred as soon as the time has been worked or the expense has been paid. Vendor costs have been incurred when the purchasing jurisdiction has received the vendor's invoice for payment. Encumbrances, purchase orders or signed contracts. do not qualify as incurred costs. NOTE: Payments can only be made if the grant recipient has the following documents on file with OES: . Approved Application. . Valid Governing Body Resolution. . Valid Grant Assurance. In no case is a duplication of benefits allowable. That is, a single cost may not be reimbursed under more than one grant. All changes to the approved scope of work or budget must be submitted to OES and approved by OHS. Revisions must be requested in writing and approved orior to initiating the revised scope of work or incurring the associated costs. These changes can be requested as part of the performance report process; however, grant recipients are not precluded from submitting revision requests at any time. Failure to submit revision requests and receive approval prior to expenditure could result in a reduction or disallowance of that part of the grant. Continued on next page Page 33 FY04 Urban Areas Security Initiative 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, tennination or suspension. Interest Earnings In accordance with Title 28, Code of Federal Regulations, Part 66.21, and DOl 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 Security Initiative Page 34 Attachment A Part Four. Performance Period Activities, Continued Procurement Reqnlrements Monitoring Grant Performance Record Retention Requirements Accessibility of Records Core cities and transit agencies must follow their own procurement requirements as long as they meet the federal requirements at a minimum. Federal procurement requirements for this grant can be found in: . OMB Circular A-102; . Title 28, CFR, Part 66.36; and, . DOJ Financial Guide, Part ill, Chapter 10. The state may perform periodic reviews of the grant recipient's grant performance, including on-site visits. These reviews may include, but are not limited to: . Comparing actual grant activities to those approved on the Project Narrative and Budget Worksheet. . Confirming compliance with: Grant Assurances; Information provided on the performance reports; Urban Area Homeland SeCllrity Strategies; and, Transit Security and Emergency Preparedness Plans. Record retention requirements differ for property records vs. all other grant records. Refer to the following for specific requirements: . Title 28, CFR, Part 66.42 . DOJ Financial Guide, Part ill, Chapters 6 and 12 In the Grant Closeout letter, the state will notify the grant recipient of the start of the record retention period for grant related records. The federal Department of Homeland Security, the DHS Office of Inspector General, the Comptroller General of the United States, OHS, OES and any of their authorized representatives, shall have the right of access to any books, documents, papers, or other records which are pertinent to the grant, in order to make audits, examinations, excerpts and transcripts. The right of access is not limited to the required retention period but shall last as long as the records are retained. Refer to 28 CFR 66.42 and DOJ Financial Guide, Part III, Chapter 12 for more information about accessibility of records. Continued on next page Page 35 FY04 Urban Areas Security Initiative 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,S 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 ofthe people of the State of California. For example, do not specifically identify potential targets, locations, and their vulnerabilities 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 Four. Performance Period Activities, Continued Suspension or Termination The state may suspend or terminate core city or transit agency funding, in whole or in part, or other measures may be imposed, for any of the following reasons: . Failing to comply with the requirements or statutory objectives offederal or state law. . Failing to make satisfactory progress toward the goals or objectives set forth in the grant recipient's application. . Filing to follow grant agreement requirements or special conditions. . Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding. . Failing to submit required reports. . Filing a false certification in the application or other report or document. Before taking action, the state will provide the core city or transit agency reasonable notice of intent to impose measures and will make efforts to resolve the problem informally. FY04 Urban Areas Security Initiative Page 37 Attachment A Part Five - Grant Closeout Notification of Grant Completion Closeont Review and Notification Financial Reconciliation of Grant Fnnds Audit Reqnirements 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 final 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 final 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 fimds. 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 1. Personal Protective Equipment - Equipment worn to protect the individual from hazardous materials and contamination. Levels of protection vary and are divided into categories based on the degree of protection afforded. Sub Categorv Descrlntion fully Encapsulated Liquid and Vapor Ensemble, reusable or disposal (tested and Level A ~ertified against CB threats) Level A fully Encansulated Training Suits evelA Closed-Circuit Rebreather t minimwn 2-hour sUDDlv Dreferred) Level A loDen-circuit SCBA or (when aDOloDriate) evelA Spare CvlindersIBottles for rebreathers Level A SCBA and Service Renair Kils l.evel A Chemical Resistant Gloves includino thennal as appropriate to hazard Level A lEauiDment needed for maintaining bodv core lemDerature within accentable limits: Ves! jEquipment needed for maintaining body core temperature within acceptable limits: Full Level A Suit Level A Chemical Resistant Boots Steel or Fiberolass Toe and Shank Level A lHardhal Level A ChemicallBiolOlrical Protective Undemarment (fire resistant ontionaI) Level A Inner l!;loves Level A ADDroved Chemical Resistant Tane Level A bemical Resistanl Outer Booties Level A lAir-Line SYStem with IS-minute escane SCBA Level B ,iQuid SDlash Resistant Chemical Clathinu. encapsulated or non-encaDsulaled Level B Chemical Resislant Gloves. includiue thennal, as aDDroDriate to hazard Level B Closed-Circuil Rebreather (minimwn 2-hour supply preferred) L,evelB SDare CvlindersIBottles for rebreathers Level B ~epair Kit Level B EQuiDment needed for maintainino body core temDeralure within accentable limits: Vest [Equipment needed for maintaining body core lemperalure within acceptable limits: Full L,evelB Suit Level B Chemical Resistant Boots, Steel or Fibemlass Toe and Shank Level B liQuid Splash Resistant Hood Level B Ionen-circuit SCBA Level B lAir-line System with IS-minute escaDe SCBA Level B Hardhat Level B ChemicallBioloeical Protective Underearment (fire resistant ontionaI) Level B Inner eloves Level B ADProved Chemical Resistanl Tane Level B Chemical Resistant Outer Booties Continued on next page FY04 Urban Areas Security Initiative Page 39 Attachment A Appendix A - Authorized Equipment List, Continued 1. Personal Protective Equipment, continued Sub Cat~!L Description evelC Liquid Chemical Splash Resistant Clothing (penneable or non"penneabl~) Level C Chemical Resistant Gloves, including thennal as appropriate to hazard Tight-fitting, full facepiece, negative pressure air purirying respirator wilh the appropriate cartridge(s) or canister(s) and PIOO filter(s) for protection against toxic Level C industrial chemicals,J>,articulales, and mililarv soecific agents. Level C lPersonal Cooling System, vesl or full suit with support equipment: Vest Level C lPersonal Cooling System, vest or full suit with sopport equipment: Suit Level C Chemical Resistant Boots, Steel or Fiberglass Toe and Shank /Level C Liquid Chemical Splash Resistant Hood (penneable or non-penneab~ Tight-fitting, full facepiece, powered air purirying respirator (P APR) or P APR with chemically resistanl hood with appropriate cartridge(s) or canister(s) and high-efficiency filter(s) for protection against toxic industrial chemicals, particulates, and military Level C specific agents. Batteries - rechargeable (e.g. NiCAD) or non-rechargeable with extended shelf life (e.g. (,&vel C ",ithium) Level C Hardh~t Level C ChemicallBiological Protective Undergarment.ifrre resistant oplional) Level C Inner gloves Level C r:hemical Resistanl Tape Level C Chemical Resistant Outer Boolies Circuit Rebreather (minimum 2-hour supply, preferred), open-circulI SCBA, or when Level C appropriate Air-Line System with IS-minnte minimum escape SCBA Level C SCBA Service and repair kits Level C Spare cylinderlbottles for rebreathers or SCBA Level D Escape 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: 1) protective ensembles for chemical and biological terrorism incidents that are certified as compliant with Class 1, Class 2, or Class 3 requirements of Continued on nexl page FY04 Urban Areas Security Initiative Page 40 Attachment A Appendix A . Authorized Equipment List, Continued National Fire Protection Association (NFP A) 1994, Protective Ensembles for Chemical/Biological Terrorism Incidents; 2) protective ensembles for hazardous materials emergencies that are certified as compliant with NFP A 1991, Standard on Vapor Protective Ensembles for Hazardous Materials Emergencies, including the chemical and biological terrorism protection; 3) protective ensembles for search and rescue or search and recovery operations where there is no exposure to chemical or biological warfare or terrorism agents and where exposure to flame and heat is unlikely or nonexistent that are certified as compliant with NFP A 1951, Standard on Protective Ensemble for USAR Operations; and, 4) protective clothing from blood and body fluid pathogens for persons providing treatment to victims after decontamination that are certified as compliant with NFPA 1999, Standard on Protective Clothing for Emergency Medical Operations. For more information regarding these standards, please refer to the following web sites: The National Fire Protection Association - httD:llwww.nfua.org National Institute for Occupational Safety and Health- httD:llwww.cdc.gov/niosh . 2. Explosive Device Mitigation and Remediation - Equipment providing for the mitigation and remediation of explosive devices in a CBRNE environment Descr! lion omb Searcb Protective Ensemble for ChemicallBiolo . cal Re onse hemicallBiolo . cal Under arment For Bomb Search Protective Ensemble oolin Garments to mana e beat stress ression allistic Threat Helmet not for riol sn ression lasl and Ballislic Threat E e Protection not for riot sn ression ressure Threat Ear Protection not for riot su eal Time X-Ra Unit ortable X-Ra Unit Continued on next page Page 41 FY04 Urban Areas Security Initiative Attachment A Appendix A - Authorized Equipment List, Continued 2. Explosive Device Mitigation and Remediation, continued Sub Cate or Mitigation and Remediation itigation and Remediation Mitigation and emediation iligation and Remediation itigation and emediation Mitigation and Remediation Mitigation and Remediation Mitigation and Remediation itigation and emediation Descr! tion MD Com atible Tolal Containment Vessel TCV rades for existin TCV Robot U ades Fiber 0 tic Kit ins ection or viewin ents standard or air inflatable for chemlbio rotection os ection mirrors on Track Ex losive Detector 3. CBRNE Search and Rescue Equipment - Equipment providing a technical search and rescue capability for a CBRNE environment. Sub Cate 0 CBRNE Technical ui ment Descr! lion Listenin Devices 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 3. CBRNE Search and Rescue Equipment, continued Sub Cate 0 CBRNE Technical ui ment CBRNE Technical E ui ment CBRNE Technical E ui ment CBRNE Technical E i menl Descrl tion Ventilation fans such as MSA Watchman nderwaler equipment including: Iighls, melal detectors, communication and video unils, lift bags, water rescue helmets, ice hooks, buoyancy compensator, and underwater scooterlDPV 4. Interoperable Communications Equipment - Equipment and systems providing connectivity and electrical interoperability between local and interagency organiza.tions to coordinate CBRNE response operations. When utilizing ODP program funds in the category of Interoperable Communications Equipment to build, upgrade, enhance, or replace communications systems, core cities and transit agencies should develop a comprehensive interoperable communications plan before procurement decisions are made. Guidance for development of interoperable communications plans is provided in Appendix C. Sub Cate 0 Interoperable Communications ui ment Interoperable Communications E ui ment Inleroperable Communications ui ment Interoperable Communications ui ment Deser! lion ersonnel Alert Safety System (PASS) - (location and physiological monitoring systems o tional ortable Meteorological Station (monitors temperature, wind speed, wind direction and arometric ressure at a minimum Commercial! available crisis mana ement software Antenna and tower s stems Continued on next page Page 43 FY04 Urban Areas Security Initiative Attachment A Appendix A . Authorized Equipment List, Continued 4. Interoperable Communications Equipment, continued Interoperable Communications E ni ment Descrl lion Com uter aided dis atch s stem Mobile Dis la Terminals Land Mobile, Two-Way In-Suit Communications (secure, hands-free, fully duplex, o tiona! 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 ancVor biolo ical a ent detection and communication ose crsoanel Accountabili S sIems Aviation 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 ANSI/TIA/EIAA-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 Departinents 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 5. Detection Equipment - Equipment to sample, detect, identify, quantify and monitor for chemical, biological, radiologicaVnuc1ear and explosive agents throughout designated areas or at specific points, including equipment necessary to enhance laboratory detection capabilities Chemical Chemical Chemical emical Chemical Chemical Chemical Chemical Chemical emical hemical Chemical Chemical Chemical emical Chemical Chemical Chemical Ex losive Kits lications re- acka ed Continued on next page Page 45 FY04 Urban Areas Security Initiative 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. Sub Cate20rv Description Biolo~ical HEP A (Hi~h Efficiencv Particulate Air) Vacuum for drY decontamination Chemical Runoff Containmenl Bladder( s) Chemical Decon lillers/roller systems Chemical Extraction Litters rollable Chemical Non-transparent Cadaver Ba~s (CDC standard) Chemical Ovewak Dnuns Decontamination system for individual and mass application with environmental Chemical controls water heatinu system, showers lililitinu. and transportation (trailer) Chemical Spill Containment Devices Chemical Hand Carts Chemical Waste water classificalion kils/strios 7. Physical Security Enhancement Equipment - Equipment to enhance the physical security of critical infrastructure. .' Sub Cateeorv Description Explosion Prolection Blast/Shock/Impact Resistanl Systems Explosion Protectiou Protective Clothin2 Explosion Protection Column and Surface Wraos' Breaka~e Shaller Resislant Glass' Window Wraps Explosion Protection Robotic DisannIDisable Systems Ground Motion Detector SYStems: Acoustic; Infrared' Seismic; Maunetometers Ground lBarriers' Fences' Jersey Walls Ground Impact Resistant Doors and Gates Ground Portal Systems Ground Alarm Systems Ground Video Assessment/Cameras: Standard Low Li2ht, lR. Automated Detection Ground Personnel Identification: Visual; Electronic' Acoustic' Laser' Scanners' Ciohers/Codes Ground X-Ray Units Ground Magnetometers Ground Vehicle Identification: Visual' Electronic' Acoustic; Laser Radar InspectionIDetection Systems Vehicle & Caruo Insoection System-Gamma Ray InspectionlDetection Systems Mobile Search & Insoection Svstem-X-rav InspectionIDetection Non-Invasive RadiolouicaVChemlBio Exolosives System-Pulsed Neutron Activation Svstems Continued on next page FY04 Urban Areas Security Initiative Page 46 Attachment A Appendix A . Authorized Equipment List, Continued 7. Physical Security Enhancement Equipment, continued Sub Cate 0 Sensors - gentlExplosives etection Sensors - gentlExplosives etection Sensors - gentlExplosives etection Deser! tlon Chemical: AetiveIPassive' MobilelFixed' Handheld iolo . eal: ActiveIPassive' MobilelFixed' Handheld ro ammin software Automated Detection . ment Continued on next page FY04 Urban Areas Security Initiative Page 47 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 m.formation sharing, threat recognition and publiclprivate sector collaboration. Sub Cate 0 Equipment and ecOOolo ies Equipment and TecOOolo ies Equipment and echnolo ies Deser! tlon Data collection/information atherin software Data s thesis software azard rediction assessmenl and threat modelin software Geo a bie Information S slem information tecOOolo and software Law enforcement surveillance e ui ment ler! Notification S stems acial reeD nition hardware and software ees for use of databases containin terrorist threat information GIS lotler software and rinlers Hardware, software and internet-based systems that allow for information exchange and dissemination Continued on next page FY04 Urban Areas Security Initiative Page 48 Attachment A Appendix A . Authorized Equipment List, Continued 9. CBRNE Logistical Support Equipment - Logistical support gear used to store and transport the equipment to the CBRNE incident site and handle it once onsite. This category also includes small support equipment including intrinsically safe (non-sparking) hand tools required to support a variety of tasks and to maintain equipment purchased under the grant, as well as general support equipment intended to support the CBRNE incident response. The State should also consider procurement of software to assist in tracking and maintaining statewide equipment assets. Sub Cat. 0 CBRNE CBRNE CBRNE CBRNE CBRNE CBRNE CBRNE CBRNE RNE CBRNE CBRNE CBRNE CBRNE CBRNE CBRNE RNE CBRNE CBRNE CBRNE CBRNE CBRNE CBRNE CBRNE lion lications control Continued on next page Page 49 FY04 Urban Areas Security Initiative 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 tacticaVarmored assault vehicles are not allowable. Sub Cate~orv Des.rintion lIehicles Mobile' command post vehicles Vehicles Hazardous materials (RazMan reSPonse vehicles N- ehicles Bomb resnonse vehicles Vehicles Prime movers for eQuinmenl trailers Ivehicles 2-wheei personal transport vehicles for transporting fully suited bomb technicians, Leve A/B suiled technicians to the Hot Zone Multi-wheeled all terrain vehicles for transporting personnel and equipment to and from Vehicles the Hot Zone Vehicles Mobile Command Unit Vehicles Mobile Monroe Unit Response vehicles to deploy special weapons personnel, equipped to detect chemical, iological and radiological materials; these vehicles may be armored 10 protect these Vehicles lIlersonnei from explosions and proiectiles when reQuired 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 - Medical supplies and pharmaceuticals required for response to a CBRNE incident at the advanced life support level. Core cities and transit agencies are responsible for replenishing items after shelf-life expiration date(s). Sub CategorY Descrlntlon lMedical SUDDlies IAutomalic BiDhasic External Defibrillators Equipment/supplies for establishing and maintaining a patient airway at lhe advanced Medical SUDDlies life support level (includes OP and NG airways; ET tubes, styletes, blades, and handles; ortable suction devices and calheters: and stelhoscones for monitoring bre.lh sounds) Medical Sunnlies IV Administration Sets lMacro and Micro) lMedical Sunnlies V Calheters f\ 4 16 18 20 and 22 gau.e) Medical SunDlies IV Calheters (Butterflv 22 24 and 26 gauge) Medical Sunnlies Manual Binhaslc Defibrillators Medical SuuDlies R;'e Lens for Lavaoe or Continuous Medication Medical SunDlies Nasogastric Tubes Oxygen administration equipment and supplies (including bag valve masks: rebrealher and non-rebrealher masks and nasal cannulas; oxygen cylinders, regul.lors, robing and Medical Sunnlies manifold distribution systems; and pulse oximetry, C.pnography and C02 detection devices) ~'.. Medical SUDDlies SYrin.es (3cc and I Oed . Medical Sunulies 26 g.. \1," needles {for svrinoeS\ Medical Sunnlies 21 .a. 1-1/2" needles (for .".;n.es) Medical SuuDlies Blood Pressure Cuffs lMedical Sunnlies Morgan Eve Shields lMedical SUDDlies h'rilloe Tags and Tams Medical SunDlies Sterile and Non-Sterile dressinos all foons and sizes lMedic.1 Sunnlies Sterile and Non-Sterile dressin.s all fonns and sizes Medical SUUDlies Gauze, all sizes Medic.l Sunnlies ~onarv Fit Tester Medical SuuDlles Wortable Ventilalors Medical SUDDlies Burn kits Phannaceuticals Adenosine Phannaceuticals Albulerol Sulf.te .083% "hannaceutic.ls Albuterol MDI 3 ml "harmaceuticals Atronlne Ploannaceutlcals Renanrvl Phann.ceuticals Calcium Chloride Phannaceuticals Calcium Glucon.te - 10% "harm.ceutic.ls Cvanide Antidote Kits Pharm.ceuticals Donamine I"harm.ceutic.ls Gluc..on Continued on next page FY04 Urban Areas Security Initiative Page 51 Attachment A Appendix A - Authorized Equipment List, Continued 11. Medical Supplies and Pharmaceuticals, continued Sub Catel!Orv De.cripdon Pharmaceuticals Lasix Pharmaceuticals Lidocaine Pharmaceuticals Loperamide Pharmaceuticals MalWesium Sulfate harmaceuticals Methylorednisolone Pharmaceuticals lNarcan harmaceuticals ~ubain IPharmaceuticals lNitroglycerin IPharmaceuticals Silver Sulfadiazine Pharmaceuticals Sodium Bicarbonate IPharmaceuticals Sterile Water Pharmaceuticals etracaine Pharmaceuticals Ihiamine Pharmaceuticals Valium Pharmaceuticals Potassium Iodide Pharmaceuticals Ciprofloxin PO Pharmaceuticals Dextrose Pharmaceutical. Doxycycline PO Pharmaceuticals Epinephrine Pharmaceuticals ~rmal Saline (500 and 1000 ml bags) Pharmaceuticals 2Pam Chloride Pharmaceuticals Atropine Auto Injectors 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 Descrl don P A Guide to hazardous materials IOSH Hazardous Materials Pocket Guide orth American Erner en Res ODse Guide Jane's Chem-Bio Handbook First Res onder Job Aids Continued on next page FY04 Urban Areas Security Initiative Page 52 Attachment A Appendix A . Authorized Equipment List, Continued 13. Agricultural Terrorism Prevention, Response and Mitigation Equipment - Equipment used for agricultural terrorism prevention, response and/or mitigation. DHS ODP expanded the scope ofits programs based on feedback from its constituency. To that end, an agricultural section has been incorporated into the State Homeland Security Assessment and Strategy and grant programs to assist with preventing, responding to and recovering from agro- terrorism events. In addition to the following categories, any of the equipment items from the authorized equipment list may be used for agricultural homeland security efforts. Deser! lion ia Continued on next page FY04 Urban Areas Security Initiative Page 53 Attachment A Appendix A . Authorized Equipment List, Continued 13. Agricultural Terrorism Prevention, Response and Mitigation Equipment, continued Sub Catellorv Descrlptiou Diagnostic Equipment Ice packs for shippin" and access to freezer Diagnoslic Enuinment Shams containers lDiall110stic Equipment Specimen containers Disposal Equipment aud lora"lines Supplies Disposal Equipmenl and lHeavv nlastic liners Supplies General lAnimal handling guidelines General Chisel General Disnosable scalpelslblades General Euthanasia guidelines General "oreens General Identification system for animals General Plastic file boxes or filinll cabinets General Pliers General Juarantine fonns General eference materials for soecific animal mana"ement in disasters/a",olerrorlsm General Surgical 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 onse Watercraft Descrl tion Surface boats and vessels for port homeland securily purposes including customary and s ecialized navi ational, communications safe . and 0 erational e ui ment. Continued on next page FY04 Urban Areas Security Initiative Page 54 Attachment A Appendix A - Authorized Equipment List, Continued 15. CBRNE Aviation Equipment - This category allows for the purchase of special purpose aviation equipment where such equipment will be utilized primarily for homeland security objectives and permissible program activities, and provides that the local units of government certify that it has an operating aviation unit and that the costs for operation and maintenance of such equipment will be paid from non-grant funds. Aviation equipment is defined as fixed-wing aircraft, helicopters, and air-safety containers for CBRNE prevention, response, mitigation and/or remediation. Allowable costs include the purchase of customary and specialized navigational, communications, safety and operational equipment necessary for CBRNE prevention, response and/or recovery. Prior to obligating funds for this category of equipment, grant recipients must submit a written request to the state. The state will seek a written waiver from the Secretary of the Departinent of Homeland Security Secretary through ODP. The state will consult with the ODP Preparedness Officer and provide a detailed justification for obligating funds in this category. No funds can be used for this category of equipment until the grant recipient receives written approval from the state and ODP to obligate funds. Licensing, registration fees, insurance and all ongoing operational expenses are the responsibility of the local units of government and are not allowable under this grant. In addition, the purchases of general-purpose public safety aircraft such as, but not limited to, firefighting planes or police helicopters are not allowable. Furthermore, grant recipients must certify that they have an operating aviation unit and that no expenses will be charged against the grant award for the operation of such aviation unit. Also prohibited is aviation equipment acquisition that is inconsistent with the State's updated homeland security assessment and strategy. Sub Cate 0 Deser tlon Customary and specialized navigational, communications, safety, and operational equipment necessary for CBRNE prevention, response and/or recovery including fixed- "n aircraft, helico ters, and air-safe containers. CBRNE Aviation ui ment Continued on next page FY04 Urban Areas Security Initiative Page 55 Attachment A Appendix A . Authorized Equipment List, Continued 16. Cyber Security Enhancement Equipment Sub Cate 0 Enhaucement E ui ment Enhancemenl E ui ment Enhaucement E ui ment Enhancement E ui ment Enhaucemeot E ui ment Enhancement E ui ment Enhaucement E ui ment Enhaucement E ui ment Descrl lion Conti ation mana ement and atch dissemination tools Ene tion s stems Firewall and authentication technolo ies Geo a hie infonnation s stems trosion detection devices and s stems e!work traffic monitorin and aual sis s stems Scannin and enetration tools Security hardware and software countermeasures to protect against ber allacks 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 addition, when procuring any Title III equipment, core cities and transit agencies must strictly adhere to requirements of 18 U.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: 18. Other Authorized Equipment and Related Costs Deseri lion e ui ment b vendors or local & state entities FY04 Urban Areas Security Initiative Page 56 Attachment A Appendix B . Training Classes and Approval Process Recommended Training Classes Grant recipients are encouraged to use FY04 UASI funds to adopt the current ODP awareness and performance level courses noted below: . Campus Law Enforcement Awareness Training on WMD . A WR-I00 Emergency Response to Terrorism: Basic Concepts . A WR-I0l Emergency Response to Terrorism: Basic Concepts (Train- the-Trainer) . A WR-l 02 Emergency Response to Terrorism: Basic Concepts (Self- Study) . A WR 103 WMD Crime Scene Management for Emergency Responders . A WR-ll 0 Terrorism Awareness for Emergency Responders (Internet) . A WR-lll Emergency Medical Services (EMS): Basic Concepts for WMD Incidents (Internet) . A WR-112 Public Works: Basic Concepts for WMD Incidents (Internet) . A WR-120 Law Enforcement Response to WMD - Awareness . A WR-121 Law Enforcement Response to WMD - Awareness (Train-the- Trainer) . A WR-130 Incident Response to Terrorist Bombings - Awareness . AWR-140 WMD Radiological/Nuclear Awareness . A WR-141 WMD Radiological/Nuclear Awareness (Train-the- Trainer) . PER-200 Managing Civil Actions in Threat Incidents (MCATI): Basic Course (Train-the-Trainer) . PER-225 Law Enforcement Response to WMD - Operations Level (Train-the- Trainer) . PER-251 Emergency Response to Terrorism: Operations Course (Train- the-Trainer) Note: In order to deliver these courses, state and local instructors must have been certified to deliver the course by successfully completing ODP's Train- the-Trainer course delivery. Cantlnued an next page Page 57 FY04 Urban Areas Security Initiative Attachment A Appendix B - Training Classes and Approval Process, Continued Approval Process for Non-ODP Course Development aud 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 Departinent. 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. Co!. 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 !be 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: (1) 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 B - Training Classes and Approval Process, Continued Approval Process for Non-ODP Course Development and Attendance, continued 5. The ODP CDP will execute a review of course materials based on the completed template and issue a report to the ODP Training Division. 6. The CDP will conduct this review within 45 days from receipt of the course materials and template. For performance level courses, the review period will be extended to 90 days if the ODP CDP determines that a site visit is necessary to adequately assess the course. 7. Upon completion of CDP review and issuance of a recommendation memo, the ODP Training Division will initiate a final notification process that will include the DHS-ODP Preparedness Officer and the CMD. Page 59 FY04 Urban Areas Security Initiative 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 communications; 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 The following considerations should be made when developing a communications plan: . Has the grant recipient already completed a plan that illustrates their commitment to public safety communication priorities? Obtain/retain an executive summary that clearly illustrates how the proposed effort will lead to enhanced public safety communications interoperability. What type of multi-jurisdictional or multidisciplinary agreements does the grant recipient possess (Le., MOUs, interstate compacts, mutual aid agreements)? . Has the grant recipient considered public safety's operational needs of the communications equipment? In what type of topographylterrain does the grant recipient operate? In what types of structures does the grant recipient need to communicate? (i.e., tunnels, high-rise buildings) What methods of communication does the grant recipient use? (i.e., email, paging, cellular calls, portable radio communications) What is the process for dispatching calls? Is the communications center independently owned and operated by the grant recipient? Does it serve several public safety agencies in the grant recipient's jurisdiction? Is it a multi-agency, multi- jurisdictional facility? Does the grant recipient have the ability to patch across channels? If so, how many patches can be simultaneously set up? Is a dispatcher required to set up and break the patches down? What is the primary radio language used by the grant recipient when communicating with other agencies or organizations? (i.e. 'plain' English, code) What types of equipment can immediately be deployed to provide short-term solutions for improved communications? Continued on next page FY04 Urban Areas Security Initiative Page 61 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 witlJ 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 tlJe grant recipient use analog or digital radio systems or both? Is tlJe system conventional or trunked? Which radio fr.equencies 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 Appendix 0 . Letter Regarding Submission of Equal Employment Opportunity Plan FY04 Urban Areas Security Initiative Page 63 Attachment A u;.~; pfp.rtlltent l,lGJlUtice dffit:e.ofJustipe,f\rosnunS Offi~fOrCivilR.ights Ir~,D,C20JN JlIly29;W02 Mr.pa,t)lII)QjlCJ ea!lIlj!j:ila'O!lf~or~ergellC)" ~~ii:e. 1'.'O..l)bx41iXl47 RallChoCQnlova.CA95741.-9047 DcarM,.Jonll5: A~~f1"~~~'~~t_~~~~~'i1;P;~~~ _ ", _,'.", __ L;.%;m~~~..\~l~q~J'a'~tir~~~,- 2. ). p_ebcieirill1li1111thllthO~_.~~~1lllPltt(lpci~,~andlgi;aCbcOflhe,i~.~~ llfWII~IJ)Ahti~tlull#i~9iiir~iJt!fil'ij~._t~ro~alJ~;f;*jit~.t"'Qij1\f+i1Fflllici !IlI1)gra!i~oJ:t.tie:411'~t(bllilie$~!~~'iNl,1Iu: crt1ilrla,shobld sentnlieir'fiE')ptod~eOP S&rt FQmu (JireetlJlo IhcOffieeforClvilki,hts 'Nilhi" 60 dOors ofthcdlile of,_thdnwl#; 'ir""".h$,.... '''~d,-.''''''''f:ftlld-._-.'-E' Q'.lIlI ... '(ill1O"':<< JlVafd._, .1hlmlbcOfficc"'~' _, ..(O~J,).)tM";c9m', Qf_~OIl.y~~tcd:'I'ol[cl!lI',Sm>l~t(:O~S))'Jil\lI~~'WI'twQ:mn. orirrOlill4vll!~ncd'~Qqor ~:!:"R-h _ _ ~jtU:Mt-'~:(Or-jOuwSlibmtl;~;aY~$'!'i~'/!.mtldy~.'e9PrJ{\r~fjiferY_(il)" - :ftolilOCR sht/WiJlttbiityGur~OPOrcettifieutl"QJs.'f1CCiO'jltiabllli:lQli.wjllucovi:r:1etfl:;t'lbllt/tlr~Jiilci'~J!ll"";~t~. " \(1 'I,\'" jY FY04 Urban Areas Security Initiative Page 64 Attachment A it ...",,;Jf~,4w'~.:otl~,JI~~,11l#rd~9.c~W!ffil;Q~:~l)(li':8WNuC:qj,l,irj.ill.;'Iro'N.CYc:rtp';l,pte:;Urlu$1~tllril i! Jil)/4'W~il:jf',~F,~'~@j:~OCA!~~dlYl;:-Tl1iICmII1CattOri:f'QriUmJ(Y"liOJle:dOWtlI~:f'iom ~....,.""~ lNQr~" ,};jWt\.RPi~IP."" " l$.UI ~loN'.f:n!'i 'i'''';D 'FtlNO~tl_,,:lbIW'():PJfJ.; ,: , ,!tN., 4. ~~~"'''~_t~'''~l\llI''li'ljli>J>;'.'''Ull<l''~OO.QOO' ...........'......r;."........-.... ,'"-,.",.;,-"",,,', -"-"-',' .....' ==~.=__""''''''''';'l!Wl'_''''_'__''''''' A_l"".'."'!"""""'~~!I";;~' $. ;;t~~~~"w,_;~j~'~~~~~~ ln1tri1eijom;{<ll'An~Qqlllilis~ . "-,, " , It.~_!(l(~##,i,<<~~ir~~,.~(Jl}~~~~;~~:~)rifflbrm.lion,jlnd,,_iCljtiiS8iji~~lltf.~lv!t'" ~ll~1)fl;~~Il!:I~itd(#)!~Qfp\.iJ$IOj:t(;;-"-' ", ,,-', .-..;':, S~ly, ~ ,;1. If{W.- Mk:hlitu..Alstbli 'A#tliii~i~,fOt'ClvitRiallit CC;~~~yii 2'Thi!~1~i<#i~P~,ofCeilalit.inliiM:tt1bo.~;nolto~"byntle'l(i:~ftbeQivll;Right$Al:to"fl964. 42Q..s:.C,~'~ FY04 Urban Areas Security Initiative Page 65 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 - A~lication Cover Sheet Applicant: Core City I Transit Agency Contact Information: Authorized Agent Mailing Address Name/Title City, State, Zip Code Area Code/Office Telephone Number E-Mail Address Maximum Amount AUoeated (see page 7 of this Guide) $ Total Amount Requested (as shown on the Project Narrative and Budget Worksheel) $ Certification and Signature of Authorized Ageut 1 am the duly appointed Authorized Agent and have the authority to apply for this grant and submit this application on behalf of the Core City I Transit Agency. By signing below, 1 hereby certify that the enclosed application represents the consensus ofthe Core City, Core County, Transit Agency, and/or the Urban Area Working Group. as appropriate. Signature of Core CitylTransit Agency Authorized Agent Printed Name Title Date Signature of Core County Point of Contact (neededfor Urban Area applications only) Printed Name Title Date ~M_j!li~ll'_':r Allll!laaUlIu rewiewedlQrl\l)laward apprbved'by; ,.. , N_ - Grlmt Perfb1'llll\l)ce P~nbll; oJlsm# Catalog ofll~4cr~I'!0omestic Assistan~e,,#9!M08 FY04 Urban Areas Security Initiative Page 67 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 City/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 Governing Body Resolution BE IT RESOLVED BY THE (Governing Body) OF THE THAT (Name of Applicant) OR (Name or Title of Authorized Agent) OR (Name or Title of Authorized Agent) (Name or Title of Authorized Agent) is hereby authorized to execute for and on behalf of the named applicant, a public entity established under the laws of the State of California, any actions necessary for the purpose of obtaining federal flllancial assistance provided by the federal Department of Homeland Security and subgranted through the State of California. Passed and approved this day of ,20_ Certification I, , duly appointed and (Name) of the (Governing Body) (Tille) do hereby certify that the above is a true and correct copy of a resolution passed and approved by the of the on the (Governing body) (Name of Applicant) day of ,20 (Official Position) (Signature) (Date) FY04 Urban Areas Security Initiative Page 69 Attachment A Instruction Sheet for the Governing Body Resolution Purpose Authorized Agent(s) Authorized 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 appointinent 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: (J Jurisdiction (J Telephone (J Grant Program (J Fax # (J Name (J Cell Phone # (J Title (J E-Mail Address (J Address (J City (J 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 information listed above must also be submitted with the new Resolution. FY04 Urban Areas Security Initiative Page 70 Attachment A Grant Assurances Name of Applicant: Address: City: State: Zip Code: Telephone Number: ( ) Fax Number: ( ) E-Mail Address: As the duly authorized representative of the applicant, I certify that the applicant named above: 1. Has the legal authority to apply for federal assistance, and has the institutional, managerial and fmancial capability to ensure proper plarming, management and completion of the grant provided by the federal Departinent of Homeland Security and sub granted through the State of California. 2. Will assure that grant funds are only used for allowable, fair and reasonable costs. 3. Will give the awarding agency, the Comptroller General of the United States, and if appropriate, the state, through any authorized representative, access to and the right to examine all records, books, papers, or documents related to the award; and will establish a proper accounting system in accordance with generally accepted accounting standards or awarding agency directives. 4. Will provide progress reports and such other information as may be required by the awarding agency. 5. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency. 6. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain for themselves or others, particularly those with whom they have family, business or other ties. 7. Will comply, if applicable, with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. ~~ 4801 et seq.) which prohibits the use oflead based paint in construction or rehabilitation of residence structures. FY04 Urban Areas Security Initiative Page 71 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 (PL. 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 U.S.C. SS 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 U.S.C. S 794) which prohibits discrimination on the basis of handicaps; d. The Age Discrimination Act of 1975, as amended (42 U.S.C. SS 6101-6107) which prohibits discrimination on the basis of age; e. The Drug Abuse Office and Treatinent 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, Treatinent and Rehabilitation Act of 1970 (pL. 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism SS 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. S 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; 1. 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 III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (p.L. 91-646) which provides for fair and equitable treatinent 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) of the 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 11. Will comply with environmental standards which may be prescribed pursuant to the following: a. institution of environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; b. notification of violating facilities pursuant to EO 11738; c. protection of wetlands pursuant to EO 11990; d. evaluation of flood hazards in floodplains in accordance with EO 11988; e. assurance of project consistency with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. 99 1451 et seq.); f. conformity of federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean Air Act of1955, as amended (42 U.S.C. 97401 et seq.); g. protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended, (p.L. 93-523); and h. protection of endangered species under the Endangered Species Act of 1973, as amended, (P.L. 93-205). 12. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. 99 1271 et.seq.) related to protecting components or potential components of the national wild and scenic rivers system. 13. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966, as amended (16 U.s.C. 470), EO 11593 (identification and preservation of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. 469a-l et seq). 14. Will comply witlJ Standardized Emergency Management System (SEMS) requirements as stated in the California Emergency Services Act, Government Code, Chapter 7 of Division 1 of Title 2, Section 8607.1 (e) and CCR Title 19, Sections 2445, 2446, 2447 and 2448. 15. Has requested through the State of California, federal financial assistance to be used to perform eligible work approved in the applicant's application for federal assistance. Will, after the receipt of federal fmancial assistance, through the State of California, agree to the following: a. Promptly return to the State of California all tlJe funds received which exceed the approved, actual expenditures as accepted by tlJe federal or state govemment. b. In the event the approved amount of the grant is reduced, the reimbursement applicable to the amount of the reduction will be promptly refunded to the State of California. c. Separately account for interest earned on grant funds, and will return all interest eamed, in excess of $1 00 per federal fiscal year. FY04 Urban Areas SeCllrity Initiative Page 73 Attachment A 16. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.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 ofOPM'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 U.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 U.S.C. 2131 et seq.) pertaining to the care, handling, and treatinent 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 of the Davis-Bacon Act (40 U.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 23. Agrees that: a. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement. b. If any other funds than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or an employee of Congress, or employee of a Member of Congress in connection with the federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure of Lobbying Activities," in accordance with its instructions. c. The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers including subgrants, contracts under grants and cooperative agreements, and subcontract( s) and that all sub recipients shall certify and disclose accordingly. d. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction inIposed by section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 24. Agrees that equipment acquired or obtained with grant funds: a. Will be made available under the California Disaster and Civil Defense Master Mutual Aid Agreement in consultation with representatives of the various fire, emergency medical, hazardous materials response services, and law enforcement agencies within the jurisdiction of the applicant. b. Is consistent with needs as identified in the Terrorism Annex to the State's Emergency Plan, and will be deployed in conformance with that plan. c. Will be made available pursuant to applicable terms of the California Disaster and Civil Defense Master Mutual Aid Agreement and deployed with personnel trained in the use of such equipment in a manner consistent with the California Law Enforcement Mutual Aid Plan or the California Fire Services and Rescue Mutual Aid Plan. 25. Agrees that funds awarded under this grant will be used to supplement existing funds for program activities, and will not supplant (replace) funds that have been appropriated for the same purpose. 26. Will comply with all applicable federal statutes, regulations, policies, guidelines and requirements, including OMB Circulars A-87 and A-133, E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative Agreements contained in Title 28, Code of Federal Regulations, Part 66, that govern the application, acceptance and use of Federal funds for this federally-assisted project. FY04 Urban Areas Security Initiative Page 75 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.l, and all other applicable Federal laws, orders, circulars, or regulations. 28. Will comply with provisions of 28 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 Department of Justice Programs and Activities; Part 42, NondiscriminationlEqual 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 (EP A) 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 of the 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 of funds, 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 Departinent 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 of Justice Programs (OJP) Financial Guide. 34. Will comply, if applicable, with the provision of the Coastal Barrier Resources Act (PL. 97-348) dated October 19,1982 (16 USC 3501 et seq.) which prohibits the expenditure of most new Federal funds within the units ofthe 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 36. Understands that failure to comply with any of the above assurances may result in suspension, termination or reduction of grant funds. The undersigned represents that he/she is authorized by the above named applicant to enter into this agreement for and on behalf of the said applicant. Signature of Authorized Agent: Printed Name of Authorized Agent: Title: Date: FY04 Urban Areas Security Initiative Page 77 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 OES ID #: Grant Payments Unit Post Office Box 419023 Please mark this box to indicate a change in Rancho Cordova, CA 95741-9023 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 perjury, 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 Signature Date FY04 Urban Areas Security Initiative Page 78 Attachment A Instruction Sheet for the Reimbursement Request Applicant Award Number OES ID # Address Chauges Project Number and Solution Area Expenditure Period Total Expenditures for the Expenditure Period Authorized Agent Information Mall Supporting Documeuts The applicant is the core city/transit agency, as identified in the original grant application. Do not identify any sub-departments or offices as the applicant. The award number is identified on the Notification of Application Approval letter. The OES ID# is the core city/transit agency's identification number as identified on the Notification of Application Approvalietter. Indicate a change in address by checking the box shown and noting the new address in the area marked "mailing address". Indicate the project number and solution area as noted for the project on the Project Narrative and Budget Worksheet. Indicate the expendilure period for which funds are being requested. Identify the month and year for the beginning and ending of the period covered by this request. This is not the Performance Period listed on the Notification of Application Approval letter. The grant recipient may indicate different from/to dates for each project. The expendilure period cannot cross state fiscal years, therefore, separate requests must be submitted for expendilures incurred on or before June 30, and on or after July l. Indicate the total expenditures for the expenditure period. Based upon the total expenditures and amounts previously paid to the grant recipient, the state will automatically calculate the funds that can be paid, and will process a payment request for that amount. Complete all line items requested and ensure that the fonn is signed by an Authorized Agent named in the Governing Body Resolution Mail the original to the address identified at the top of the request fonn. Supporting documents are not required to be submitted with the Reimbursement Request; however, the state reserves the right 10 request documentation at any time. Grant recipients are reminded to mainlain documents that support the expendilure amounts shown on the request. Page 79 FY04 Urban Areas Security Initiative 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 plarming in California's multi- hazard emergency plarming 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. Obiectives: 2.1 Support the development and capabilities of Citizen Corps and other community-based organizations. 2.2 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. Objectives: 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. Objectives: 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 F . State Homeland Security Strategy. DRAFT, Continued Goal and Objectives #5 Goal and Objective~ #6 Goal and Objectives #7 Goal #5: Enhance intelligence sharing and evaluation efforts to deter, prevent, and respond to terrorism events. Objectives: 5.1 Support intelligence collection, analysis, and dissemination operations. 5.2 Meet intelligencelprevention related training and exercise needs. 5.3 Meet intelligencelprevention related equipment and capital improvement needs. Goal #6: Enhance security at all identified critical infrastructure sites. Obiectives: 6.1 Update list of all critical infrastructure sites in California, ofaffectirig California's security. 6.2 Assess the vulnerability of all critical infrastructure sites in California. 6.3 Enhance security at all critical infrastructure sites in California. Goal #7: Incorporate Recovery element in all plans and procedures to ensure the capability to recover from a terrorism incident. Objectives: 7.1 All jurisdictions will develop, review, or update appropriate plans to include Recovery. 7.2 Train and exercise personnel on Recovery procedures. Page 81 FY04 Urban Areas Security Initiative 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 Preparedoess 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. Departinent of Homeland Security DPETAP Domestic Preparedoess 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 Adjustinent Notice GC/MS 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 H HAZCAT Hazard Categorizing HazMat Hazardous materials HDER Homeland Defense Equipment Reuse HEP A High Efficiency Particulate Air HSEEP Homeland Security Exercise and Evaluation Program HSGP Homeland Security Grant Program I lAB Interagency Board ICS Incident command system IP Improvement Plan IWN Integrated Wireless Network J JRIES Joint Regional Information Exchange System L LETPP Law Enforcement Terrorism Prevention Program LLEA Lead Law Enforcement Agency LOCES Letter of Credit Electronic Certification System M M&A Management and administrative MILES Multiple Integrated Laser Engagement System MRC Medical Reserve Corps N NFPA National Fire Protection Association NIMS National Incident Management System NlOSH National Institute for Occupational Safety and HealtlJ o OC Office of the Comptroller ODP Office for Domestic Preparedness OMB Office of Management and Budget Continued on next page FY04 Urban Areas Security Initiative Page 83 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 V o\unteers in Police Service W WMD Weapons of Mass Destruction FY04 Urban Areas Security Initiative Page 84 Attachment A Attachment B Santa Ana Urban Area Security Initiative Training Reimbursement Application ! . Requirement to_Receive Reimbursement for Training . 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 . . Attach.,,-copy of certificate of completion. I. Emp(oyee l1J.fCJ'.fTla.!iC!n_ Name: , , . ."Job--- .-T-.-~.---.-,. Assignment: ! DepartmenU Division: ; Course Information CoOrse Title: ! C'lurSe'-'N'umber:' L.ocation of Training: . CourSe Date: i Reimbursable Costs 1----.... . .. .... .... .T-....-'~--_.. I A. Tuition Reimbursement --'........--.----..---...------r--..m.-.. . - .. ..- B. Hotel, Travel, Per Diem ~-_..._._._._.. '--'. .. ..<..<...... IS.,ove~irn~~ost forAttendee . $.m_-~-1 $ Hours X Rate = $ Sum of A+B+C = $ or D. Overtime Cost for Backfill HourS X Rate = $ Sum of A+B+D = i $ Signature of Person Requesting Reimbursement: Print Name: Title: