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HomeMy WebLinkAboutA-2007-084A- 2007 -084 2 6: FI) (i) AGREEMENT TO TRANSFER PRbPE$TYO _ 3 1 (6' 4) FOR 2006 HOMELAND SECURITY GRANT PROGRAM PURPOSES n 5 THIS AGREEMENT is entered into this /&Tff day of } r 1 200y which 6 date is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a 7 political subdivision of the State of California, hereinafter referred to as "COUNTY ", and 8 C 1±� bt 60-wk t_ A,&j W' , a (municipal corporation/special district/not-for- 9 profit corporation), hereinafter referred to as " SUBGRANTEE." 10 WHEREAS, COUNTY, acting through its Sheriff - Coroner Department in its capacity as the 11 lead agency for the Orange County Operational Area, has applied for, received and accepted a grant 12 from the State of California, acting through its Office of Homeland Security, to enhance county -wide 13 emergency preparedness, hereinafter referred to as "the grant', as set forth in the grant documents that 14 are attached hereto as Attachments A (FY 06 CA Supplement to Federal. Program Guidelines) and B 15 (2006 Homeland Security Grant Programs) and incorporated herein by reference. 16 WHEREAS, the terms of the grant require that COUNTY use certain grant funds to purchase 17 1 equipment, technology or services that will be transferred to SUBGRANTEE to be used for grant 18 11 purposes. 19 {I NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 20 1. COUNTY shall transfer to SUBGRANTEE the equipment, technology or services as 21 specified in Attachment B hereto, which is incorporated herein by reference. If the grant requires 22 COUNTY to transfer to SUBGRANTEE equipment, technology or services that COUNTY has not yet 23 11 acquired, COUNTY shall transfer said equipment, technology or services to SUBGRANTEE as soon 24 25 26 27 28 after acquisition by COUNTY as is reasonably practicable. 2. If COUNTY transfers grant funds to SUBGRANTEE, SUBGRANTEE shall use said grant funds only to acquire equipment, technology or services as set forth in Attachment B hereto and/or to perform such other grant functions, if any, for which Attachments A and B permit SUBGRANNTEE to I expend grant funds. SUBGRANTEE shall provide COUNTY with a budget breakdown signed by the 2 authorized agent. 3 3. Throughout its useful life, SUBGRANTEE shall use any equipment, technology or 4 services acquired with grant funds only for those purposes permitted under the terms of the grant, and 5 shall make it available for mutual aid response. 6 4. SUBGRANTEE shall exercise due care to preserve and safeguard equipment acquired 7 with grant funds from damage or destruction and shall provide regular maintenance and repairs for said 8 equipment as are necessary, in order to keep said equipment in continually good working order. Such 9 maintenance and servicing shall be the sole responsibility of the SUBGRANTEE, who shall pay for 10 material and labor costs for any maintenance and repair of the said equipment throughout the life of the 1 I said equipment. 12 5. SUBGRANTEE shall assume all continuation costs of said equipment, technologies 13 and/or services to include but not limited to upgrades, licenses and renewals of said equipment, 14 technologies and/or services. 15 6. If equipment acquired with grant funds becomes obsolete or unusable, SUBGRANTEE 16 shall notify COUNTY of such condition. SUBGRANTEE shall transfer or dispose of grant- funded 17 equipment only in accordance with the instructions of COUNTY. 18 7. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and their 19 elected and appointed officials, officers, agents and employees from any and all claims and losses 20 21 22 23 24 25 26 27 28 accruing or resulting to any and all contractors, subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work services, materials or supplies in connection with SUBGRANTEE's use of grant- funded equipment, technology or services and SUBGRANTEE's performance of this Agreement, including Attachments A and B hereto, and from any and all claims and losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in SUBGRANTEE's use of grant- funded equipment, technology or services and SUBGRANTEE's performance of this Agreement, including Attachments A and B hereto. 8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully bound by all applicable provisions of Attachments A and B hereto. SUBGRANTEE shall notify COUNTY 1 immediately upon discovery that it has not abided or no longer will abide by any applicable provision 2 3 4 5 6 7 8 9, 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 1 Attachments A and B hereto. 9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State IAuditor General with respect to this Agreement for a period of three years after final payment hereunder. 10. No alteration or variation of the terms of this Agreement shall be valid unless made in writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or agreement not incorporated herein shall be binding on any of the parties hereto. 11. SUBGRANTEE may not assign this Agreement in whole or in part without the express written consent of COUNTY. 12. For a period of three years after final payment hereunder or until all claims related to this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all documents, papers and records relevant to the work performed or property or equipment acquired in accordance with this Agreement, including Attachments A and B hereto. For the same time period, SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency from which COUNTY received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request during usual working hours. 13. SUBGRANTEE shall provide to COUNTY all records and information requested by COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be required to provide to the agency from which COUNTY received grant funds or other persons or agencies. 14. COUNTY may terminate this Agreement and be relieved of the payment of any consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained in this Agreement, including Attachments A and B hereto, at the time and in the matter herein provided, orb) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY. 15. SUBGRANTEE and its agents and employees shall act in an independent capacity in the performance of this Agreement, including Attachments A and B hereto, -aiid "shair not be considered officers, agents or employees of COUNTY or of the agency from which COUNTY received grant funds. IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange, State of California. DATED: P- - /0 2006 M APPROVED AS TO FORM: COUNTY COUNSEL By_ Nicole A. Sims, Deputy DATED: 2006 I DATED: ATTEST: 24 25 B City Clerk 26 DATED: , 2006 27 28 COUNTY OF ORANGE, a political subdivision df the State of California SUBGRANTEE Chapter Two State Policies and Requirements In this Chapter This chapter contains the following topics: • Approval Authority Body - SHSP and LETPP ONLY • Allocations by Discipline - SHSP ONLY • Allocations by Program Activity • Governing Body Resolution • Grant Assurances • California Public Records Act • Exercises • Post Award Modifications • Monitoring Subgrant Performance • Suspension or Termination • Closeout Approval Operational Areas must appoint an Anti - Terrorism Approval Body (Approval Authority Body Authority) to have final approval of the OA's application for SHSP and - SHSP and LETPP funds. The Approval Authority shall consist of the following LETPP ONLY representatives, and additional voting members may be added by a simple majority vote of the following standing members: • County Public Health Officer or designee responsible for Emergency Medical Services • County Fire Chief or Chief of Fire Authority • Municipal Fire Chief (selected by the Operational Area Fire Chiefs) • County Sheriff • Chief of Police (selected by the Operational Area Police Chiefs) Each member of the Approval Authority must provide written agreement with the OA's application for SHSP and LETPP funds. NOTE: A list of the Approval Body members, and associated contact information, must be submitted with the FY 06 HSGP application. Continued on next page FY06 Homeland Security Grant Program Page 8 Ex��' A State Policies and Requirements, Continued Allocations by Operational Areas must allocate SHSP funds as follows: Discipline - SHSP ONLY • Fire services - 20% • Police services - 20% • Emergency medical services - 20% • All other disciplines (discretionary) - 40% NOTE: The Approval Authority may change the allocation percentages with a 4 /5th vote. Allocations by Generally, there are no state restrictions or preferences on how subgrantees Program allocate funds across eligible program activities. Activity However, not less than ten percent (10 %) of all subgrantee applications must be allocated to Training activities. Governing The Governing Body Resolution appoints agents authorized to execute any Body actions necessary for each application and subgrant. Resolution NOTE: All applicants will be required to submit a new Governing Body Resolution with their FY 06 HSGP application. A sample Resolution can be found in Appendix B- Forms. Grant The Grant Assurances form lists the requirements to which the subgrantees Assurances will be held accountable. NOTE: All applicants will be required to submit new Grant Assurances with their FY 06 HSGP application. A sample Assurances form can be found in Appendix B - Forms. Continued on next page FY06 Homeland Security Grant Program Page 9 State Policies and Requirements, Continued California The details of any application, modification, report, and payment request will Public Records be subject to the provisions of the California Public Records Act Act (Governmental Code Section 6250 et seq.). This means that all, or part, of the information provided to the state may be publicly disclosed. While the state will make every effort to protect sensitive information, it is imperative that information provided to the state does not contain information that constituent jurisdictions or agencies believe are confidential. The applicant's and subgrantee's failure to protect such information from disclosure may jeopardize the safety and security of the people of the State of California. For example, do not specifically identify potential targets, locations, and their vulnerabilities if this information is not already public knowledge. While bridges and shopping malls are well known targets, key distribution points of petroleum products and data storage facilities are not. Applicants and subgrantees should prepare and submit information to the state with the expectation that it may be made publicly available. If there are any questions about the inclusion of sensitive information in any information provided to the state, contact the Governor's Office of Homeland Security (OHS). Exercises Subgrantees must conduct threat- and performance -based exercises in accordance with G &T's Homeland Security Exercise and Evaluation Program (HSEEP) manuals. Once an exercise paid for with grant funds has been scheduled, subgrantees must notify the Office of Homeland Security, Training and Exercise Program (T &E) of the exercise date, time, location, and point of contact information. ME will maintain a web -based master schedule of all exercises occurring throughout the state, to increase communication and coordination of all exercises. Exercise After Action Reports (AAR) and Improvement Plans (IP) must be provided to G &T within 60 days following the completion of each exercise. Delivery to G &T is accomplished by posting the AAR and IP in the appropriate portion of the G &T secure portal. T &E is the subgrantee's point of contact for exercise related issues and questions. Subgrantees may contact the T &E at (916) 826 -4488, or by e -mail to winfield.biornsonna us army . FY06 Homeland Security Grant Program Page 10 Continued on next page FY06 Homeland Security Grant Program Page 1 1 Information Analysis Regional Governor Schwarzenegger has emphasized that prevention of a terrorist attack must Terrorist be the number one priority for the Office of Homeland Security (OHS). As a major Threat part of the prevention component of California's Homeland Security Strategy, our Assessment plan to detect, deter and prevent terrorism in California is based on public safety Center partnerships in information sharing and at the regional and local level. These (RTTAC) partnerships bring together federal, state and local law enforcement agencies, and their respective law enforcement, public safety and criminal information systems, including those of the U.S. Department of Homeland Security (DHS) and the Federal Bureau of Investigation (FBI). To compliment federal efforts, California has created four mutually supporting Regional Terrorism Threat Assessment-Centers (RTTACs), aligned with the four FBI Field Offices in the state (San Diego, Los Angeles, San Francisco and Sacramento), and a State Terrorism Threat Assessment Center (STTAC), all linked by a common information sharing system, the California Joint Regional Information Exchange System (CAL FRIES). State The State Terrorism Threat Assessment Centers (STTAC) is a partnership of the Terrorism California Department of Justice, the California Highway Patrol and the California Threat Office of Homeland Security (OHS), with representation of allied state and federal Assessment agencies. The State Center is designed to provide California's senior leaders with Center real time situational awareness of identified threats, visibility of and coordination (STTAC) with the critical infrastructure of the state, and constant access to the latest local, state and national information analysis products and to maintain strategic assessments of threats that can affect California. Terrorism The RTTACs develop a regional threat assessment picture, have analytical functions Liaison and directly connect the state and federal systems to share information and produce Officer assessments, reports and other threat and warning products. At the local level law (TLO) enforcement and public safety agencies designate Terrorism Liaison Officers (TLOs) who are trained in the review and assessment of local reporting and in conducting outreach to other public safety agencies, critical infrastructure operators and community groups. The TLO is the local agency point of contact for all terrorism - related alerts, requests for information, warnings and other notifications from regional, state or federal homeland security agencies. The TLOs review local agency reports, manage local reporting and initiate or respond to requests for information. Through the single web -based state terrorism website contained in CAL DRIES, the TLOs and their agency have access to all available terrorisms alerts, notices, information and documents with searchable databases. The California threat assessment system not only serves to protect California, it also fully compliments and serves the needs of both the FBI and DHS, providing access to information from the local police officer to national analyst and investigator, all sharing access to information and sharing relevant products to ensure better safety for our state and nation. The system is fully compatible with the National Criminal Information Sharing Plan from the U.S. Department of Justice, and our regional information sharing strategy is the largest and most comprehensive in the nation. Agencies currently participating in our state system and encouraged to sustain their commitment to their regional RTTACs, to CAL JRIES and to the TLO concept, and agencies not yet participating are encouraged to join. Information regarding the Regional Terrorism Threat Assessment Center supporting your jurisdiction can be obtained from OHS by contacting us at IACcdohs.ca. =ov, or referring to our wcbsite for information directing you to the respective supporting RTTAC. Continued on next page FY06 Homeland Security Grant Program Page 1 1 State Policies and Requirements, continued Post Award Post award budget, scope and time modifications must be requested using the Modifications OHS Financial Management Forms Workbook, by the subgramee's Authorized Agent, and submitted to the subgrantees Program Representative in the Grant Administration Unit at the Governor's Office of Homeland Security. Upon approval the subgrantee will be instructed to make the required changes in the Office for Domestic Preparedness (ODP), Grants Reporting Tool (GRT) https://www.reporting.odp.dhs.go . The subgrantee may implement the modifications, and incur associated expenses, after receiving written final approval of the modification from the State. NOTE: Modifications can be requested once per quarter during the grant performance period. Failure to submit modification requests, and receive written approval prior to expenditure, could result in a reduction or disallowance of that part of the grant. Subgrantee Subgrantees must prepare and submit performance reports to the state for the Performance duration of the grant performance period, or until all grant activities are Reports completed and the grant is formally closed. Subgrantees must complete a Biannual Strategy Implementation Report (BSIR) using the Office for Domestic Preparedness (ODP), Grants Reporting Tool (GRT) https: / /www.reporting.odV.dhs.go , and will also be required to submit additional information and data requested by the state. Failure to submit performance reports could result in grant reduction, termination or suspension. Monitoring The state is currently conducting a program of sub - grantee monitoring. The Subgrantee monitoring will be conducted on the subgrantees administrative, Performance programmatic and fiscal management of the grant(s). These reviews may include, but are not limited to: • Eligibility of expenditures • Comparing actual subgrantee activities to those approved in the subgrant application and subsequent modifications, if any. • Ensuring that advances have been disbursed in accordance with applicable guidelines. • Confirming compliance with: Grant Assurances. — Information provided on performance reports and payment requests. — Needs and threat assessments and strategies. Continued on next page FY06 Homeland Security Grant Program Page 12 State Policies and Requirements, Continued Suspension or The State may suspend or terminate subgrant funding, in whole or in part, or Termination other measures may be imposed for any of the following reasons: • Failing to expend funds in a timely manner consistent with the grant milestones, guidance and assurances. • Failing to comply with the requirements or statutory objectives of federal or state law. • Failing to make satisfactory progress toward the goals or objectives set forth in the subgrant application. • Failing 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 subgrantee reasonable notice of intent to impose measures and will make efforts to resolve the problem informally. Closeout The State will close a subgrantee award after: • Receiving a subgrantee Performance Report indicating that all approved work has been completed, and all funds have been disbursed; • Completing a review to confirm the accuracy of reported information; and, • Reconciling actual costs to awards, modifications and payments. If the closeout review and reconciliation indicates that the subgrantee: • is owed additional funds, the state will send the final payment automatically to the subgrantee. • did not use all funds received, the state will issue an Invoice or Grant Modification letter to recover unused funds. In the Grant Closeout letter, the state will notify the subgrantee of the start of the record retention period for all programmatic and financial grant related records. NOTE: Failure to maintain all grant records for the required retention period could result in a reduction of eligible grant activities, and an invoice to return costs associated with the unsupported activities. FY06 Homeland Security Grant Program Page 13 Chapter Three Program Changes In this Chapter This chapter contains the following topics: • Program Changes • National Initiatives • Operational Costs and Border Security • Personnel Costs • Management and Administrative Costs • Advances and Interest Earned on Advances • Payment Request Process • Non -G &T Developed Courses • Authorized Equipment List and Equipment Purchase Assistance Program • Construction and Renovation • UASI • MMRS • CCP • State Agencies • Ports Program The FY06 Homeland Security Grant Program (HSGP) contains many changes Changes from the FY 06 program. Subgrantees should carefully read the following items to understand all FY 06 HSGP requirements, guidelines and changes: • U.S. DHS Program Guidance and Application Kit ht!p://www.o4i2.i4ov/odp/does/fy2OO6hsfyp.pd f • Associated DHS Information Bulletins http://www.oip.usdoi.Gov/odp/docs/bulletins.htni • California Supplement to Federal Program Guidance and Application Kit http:i/www.homeland.ca.gov/grants.html The remainder of this chapter is devoted to selected items that have changed from FY 05 HSGP. Continued on next page FY06 Homeland Security Grant Program Page 14 Construction Use of FY 06 funds for construction and renovation is generally prohibited, and Renovation however with written approval by the Assistant Secretary for the Office of Grants and Training, up to $1.0 million may be used for construction. NOTE: Written approval must be provided by DHS prior to the use of any FY 06 funds for construction or renovation. This includes the allowable exceptions noted in the federal Guidance. UASI UASI changes include the: • DHS consolidated San Jose, Oakland and San Francisco into one Urban Area. • DHS consolidated Los Angeles and Long Beach into one Urban Area. • DHS consolidated Santa Ana and Anaheim into one Urban Area. • DHS authorized both San Diego and Sacramento for sustainment funding only. If the DHS risk score associated with each of these cities does not increase then they will not be eligible for future UASI funding. MMRS The most notable change for Metropolitan Medical Response System (MMRS) is that, in past years, this was a direct grant from the federal government to the local jurisdiction. Starting with FY 06, MMRS is now granted to the state and the state, in turn, subgrants to cities pre - selected by DHS. CCP In FY06, California received a CCP allocation of approximately $1.5 million. Because of the small dollar amount of these grants, DHS has removed the 80% minimum pass- through requirement that it normally places on awards to the state. The emphasis on Citizen Corps Program (CCP) elements -- such as developing and utilizing Citizen Corps councils and programs to increase citizen participation and training -- has been significantly increased at the federal level across all six HSGP initiatives and as such should be funded through these initiatives. To that end, the federal DHS has repeatedly emphasized that the involvement of citizens should be incorporated into all facets of homeland security. This marks a significant change from earlier years when all citizen -based activities were funded out of a single set -aside grant — the Citizen Corp Program. DHS is emphasizing that citizen involvement should be a critical consideration in all HSGP grant programs. The California Service Corps, which manages California's Citizen Corps Program, will utilize the state's allocation to develop statewide initiatives, programs and projects that have benefit for all local units of government. The CSC will work to strengthen Citizen Corps Program implementation at the state and local level. The CSC will support numerous statewide initiatives, programs and projects to include: FY06 Homeland Security Grant Program Page 19 State Agencies Which State Organizations Any state agency, department, commission, board, etc., may apply for FY may Apply? 2006 Homeland Security Grant Program (HSGP 06) funding, as long as the organization: • Has, or can obtain, appropriate state Department of Finance budget authority for awarded funds; and, • Will comply with all grant requirements contained in the federal and state grant guidance documents, and in the Grant Assurances form. Who may sign the The application cover sheet must be signed by the highest -level person at the Application? state organization, or their designee. If a designee, the highest -level person at the state organization must execute and submit a Signature Authority form with the Application Package. NOTE: The requirement for the creation of an Approval Authority Body, and that the Body must use a 20/20120/40 funding distribution model does not apply to state organizations. For which State organizations may apply for State Homeland Security Program (SHSP), Programs may Law Enforcement Terrorism Prevention Program (LETPP) and Urban Areas State Security Initiative (UASI) funding under FY 06 HSGP. Organizations Apply? What are the State Priorities While the State Homeland Security Strategy broadly describes goals, for FY 06 objectives and implementation steps, the state's priorities for FY 06 HSGP HSGP? are: (1) Interoperable Communications (2) Catastrophic Planning (3) Medical Surge (4) Citizen Preparedness and Participation (5) Mass Prophylaxis (6) Critical Infrastructure Protection (7) Training for First Responders If OHS receives applications for more funds than are available, projects will be approved in accordance with the preceding list of priorities. If a state organization applies for any of the UASI state allocation, the funds must be used to directly support one or more pre - selected urban area(s). The application's UASI project description must describe the project AND identify the urban area(s) that will be supported by the project. FY06 Homeland Security Grant Program Page 21 California Homeland Security Strategy — March 2006 Goals and Objectives: Goal 1: Strengthen Information Sharing and Dissemination Capabilities and Strengthen Law Enforcement Investigation and Operations Objective 1.1 Enhance Interoperable Communications Objective 1.2 Enhance Emergency Public Communications Objective 1.3 Integrate Standardized Emergency Management System (SEMS) to National Incident Management System (NIMS) Implementation of NIMS and the National Response Plan Objective 1.4 Enhance California's State Terrorism Threat Assessment Strategy and Information Sharing Process Objective 1.5 Enhance Coordination and Response Activities through a System of Resource Typing, Inventoried Resources and Credentialing Objective 1.6 Enhance Securing Identification Cards and Documents Goal 2: Strengthen Interoperable Communications Capabilities Objective 1.1 Enhance Interoperable Communications Objective 1.2 Enhance California's State Terrorism Threat Assessment Strategy and Information Sharing Process Objective 1.3 Enhance Emergency Public Communication Goal 3: Strengthen CBRNE Detection, Response, and Decontamination Capabilities Objective 1.1 Enhance Port Security Objective 1.2 Enhance Protection of California's Key Airport and Mass Transit Critical Infrastructure Objective 1.3 Enhance Protection of other Critical Infrastructure Sectors and Key Resources, Consistent with the National Infrastructure Protection Plan Objective 1.4 Enhance Statewide Training Program Objective 1.5 Enhance California's State Terrorism Threat Assessment Strategy and Information Sharing Process FY06 Homeland Security Grant Program Page 52 Objective 1.6 Enhance Influenza Pandemic Preparedness Objective 1.7 Ensure Emergency Medical Responders have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.8 Protect California's Food Systems and Enhance Animal Health Emergency Response and Recovery Objective 1.9 Enhance Statewide Exercise Programs Objective 1.10 Incorporate Economic and Community Recovery Element in all plans and Procedures to Ensure Capability to Recover from Terrorist or All Hazard incident /Strengthen Recovery Operations Objective 2.1 Strengthen All Hazards Response and CBRNE Capabilities Objective 2.2 Enhance Regional Response Capabilities for Terrorism Events /Institutionalize Terrorism Planning in Multi- Hazard Emergency Planning and Response Objective 2.3 Enhance Border Security and Prepare Border Communities for Emergencies Goal 4: Strengthen Explosive Device Response Operations Objective 1.1 Enhance Port Security Objective 1.2 Enhance Protection of California's Key Airport and Mass Transit Critical Infrastructure Objective 1.3 Enhance Protection of other Critical Infrastructure Sectors and Key Resources, Consistent with the National Infrastructure Protection Plan Objective 1.4 Enhance Statewide Training Program Objective 1.5 Enhance California's State Terrorism Threat Assessment Strategy and Information Sharing Process Objective 1.6 Enhance Statewide Exercise Programs Objective 1.7 Incorporate Economic and Community Recovery Element in all plans and Procedures to Ensure Capability to Recover from Terrorist or All Hazard Incident/Strengthen Recovery Operations Objective 1.8 Strengthen All Hazards Response and CBRNE Capabilities Objective 1.9 Enhance Regional Response Capabilities for Terrorism Events /Institutionalize Terrorism Planning in Multi- Hazard Emergency Planning and Response FY06 Homeland Security Grant Program Page 53 Goal 5: Strengthen WMD /Hazardous Materials Response and Decontamination Capabilities Objective 1.1 Strengthen Catastrophic Emergency Management Capabilities Objective 1.2 Strengthen Medical Surge and Mass Prophylaxis Capabilities Objective 1.3 Enhance Port Security Objective 1.4 Protection of California's Key Airport and Mass Transit Critical Infrastructure Objective 1.5 Enhance Coordination and Response Activities with Emergency Medical and Public Health Disciplines Objective 1.6 Ensure Medical Responders Have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.7 Enhance Statewide Exercise Program Objective 1.8 Incorporate Economic and Community Recovery Element in all plans and Procedures to Ensure Capability to Recover from Terrorist or All Hazard incident/Strengthen Recovery Operations Objective 1.9 Strengthen All Hazards Response and CBRNE Capabilities Goal 6: Strengthen Medical Surge Capabilities Objective 1.1 Strengthen Catastrophic Emergency Management Capabilities Objective 1.2 Strengthen Medical Surge and Mass Prophylaxis Capabilities Objective 1.3 Enhance Citizen Preparedness and Training Objective 1.4 Enhance Statewide Training Program Objective 1.5 Enhance Influenza Pandemic Preparedness Objective 1.6 Ensure Medical Responders Have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.7 Ensure Emergency Medical Responders have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.8 Enhance Emergency Public Communications Objective 1.9 Enhance Statewide Exercise Programs FY06 Homeland Security Grant Program Page 54 Objective 1.10 Enhance Securing Identification Cards and Documents Objective 2.1 Integrate Standardized Emergency Management System (SEMS) to National Incident Management System (NIMS) Implementation of NIMS and the National Response Plan Goal 7: Strengthen Mass Prophylaxis Capabilities Objective 1.1 Strengthen Catastrophic Emergency Management Capabilities Objective 1.2 Strengthen Medical Surge and Mass Prophylaxis Capabilities Objective 1.3 Enhance Citizen Preparedness and Training Objective 1.4 Enhance Statewide Training Program Objective 1.5 Enhance Influenza Pandemic Preparedness Objective 1.6 Ensure Medical Responders Have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.7 Ensure Emergency Medical Responders have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.8 Enhance Emergency Public Communications Objective 1.9 Enhance Statewide Exercise Programs Objective 1.10 Enhance Securing Identification Cards and Documents Objective 2.1 Integrate Standardized Emergency Management System (SEMS) to National Incident Management System (NIMS) Implementation of NIMS and the National Response Plan Multidiscipline Response to Terrorism Objective 1.7 Ensure Emergency Medical Responders have the Equipment Necessary for Multidiscipline Response to Terrorism Objective 1.8 Enhance Emergency Public Communications Objective 1.9 Enhance Statewide Exercise Programs Objective 1.10 Enhance Securing Identification Cards and Documents Objective 2.1 Integrate Standardized Emergency Management System (SEMS) to National Incident Management System (NIMS) Implementation of NIMS and the National Response Plan FY06 Homeland Security Grant Program Page 55 Appendix E FY 06 HSGP State Investment Justifications FY06 Homeland Security Grant Program Page 56 FY 2006 HSGP Investment Justifications — California 1 Strengthen Interoperable Communications Capabilities 2 Strengthen Information Sharing and Collaboration Capabilities and Law Enforcement Investigation Operations 3 Strengthen CBRNE Detection, Response, and Decontamination Capabilities (including explosive device response operations) 4 Strengthen Medical Surge and Mass Prophylaxis Capabilities 5 Protection of Ports, Airports, and Mass Transit 6 Protection of Other Critical Infrastructure including Icons 7 Citizen Preparedness and Participation 8 Agriculture / Food Systems / Animal Health 9 All Hazards Response and Recovery Operations 10 Border Security 11 Implementation of NIMS /SEMS and the National Response Plan (NRP) 12 Integrated Planning and Expanded Regional Collaboration at Local, State, and Federal Level 13 National Review of Emergency Operations Plans and the Status of Catastrophic Planning 14 Local, Regional, Training Centers FY06 Homeland Security Grant Program Page 57 IX. METROPOLITAN MEDICAL RESPONSE SYSTEM IX. METROPOLITAN MEDICAL RESPONSE SYSTEM APPENDIX D - ALLOWABLE COST MATRIX Table 13 — FY 2006 Allowable Cost Matrix D -1 D -3 Costs outlined in the following table are NOT allowed unless designated by a " * ". Those designated by a " *" are only allowable in a limited capacity. Check the specific program guidance for detailed information. M, FY 2006 1IOM ELAND SECURITY GRAN "r PROGRAM - DFC EMBER 2.2005 IX. METROPOLITAN MEDICAL RESPONSE SYSTEM A. Program Overview The FY 2006 MMRS program provides funding to designated localities to assist in writing plans, developing training, purchasing equipment and pharmaceuticals, and conducting exercises to achieve the Target Capabilities necessary to respond to a mass casualty event, whether caused by a WMD terrorist act, epidemic disease outbreak, natural disaster, or HAZMAT accident, during the crucial first hours of a response until significant external assistance can arrive and become operational. MMRS establishes linkages among emergency responders, medical treatment resources, public health officials, emergency management offices, volunteer organizations and other local elements working together to reduce the mortality and morbidity that would result from a catastrophic incident. The MMRS program also emphasizes enhanced mutual aid with neighboring localities (MMRS "Operational Area ") and State and Federal agencies. Additional information is provided at http: / /mmrs. fema. Pov. The FY 2006 MMRS Program will support the MMRS jurisdictions in: • Achieving preparedness in the MMRS- related Capability Focus Areas, which supports efforts to implement the Goal. • Ensuring that their strategic goals, objectives, operational capabilities, and resource requirements are adequately incorporated in State and Urban Area Homeland Security Assessment and Strategy documents. Target Capabilities • Planning • Community Preparedness and Participation • Communications • Information Gathering and Recognition of Indicators & Warnings • CERISE Detection • Epidemiological Surveillance & Investigation • Public Health Laboratory Testing • Citizen Protection: Evacuation and/or In -Place Protection • Isolation & Quarantine • Critical Resource Logistics & Distribution • Urban Search & Rescue • Emergency Public Information & Warning • Responder Health & Safety • Triage & Pre - Hospital Treatment • Public Safety & Security Response • Medical Surge • Medical Supplies Management & Distribution • Environmental Health • Mass Prophylaxis • Mass Care • Firefighting Operations /Support • Fatality Management • WMD /Hazardous Materials Response & Decontamination • Revising their operational plans to reflect State and Urban Area Homeland Security Assessments and Strategies. • Ensuring the maintenance of MMRS capabilities established through the completion of baseline deliverables and other previous activities supported by Federal funding. A.1. Period of Performance The period of performance for MMRS is 24 months from the award date. A portion of this period overlaps with deliverable schedules under FY 2004 and FY 2005 MMRS grants. Grant recipients, to the greatest extent possible, should correlate the funding from FY 2006 MMRS PREPAREDNESS DIRECT'ORATE'S OFFICE OF GRANTS AND I RAINING 94 FY 2006 HOMELAND SECURITY GRANT PROGRAM - DECEMBER 2.2005 Program with the ongoing activities funded by the previous years vehicles to determine the best allocation of funds between ongoing and new initiatives. B. MMRS and the National Preparedness Goal The MMRS program purpose and guidance, and the capability achievements of MMRS jurisdictions, create extensive and essential relevance of MMRS to the Goal, National Priorities, and numerous Target Capabilities, (see Appendix G). MMRS jurisdictions, where prior years program guidance has been appropriately implemented, have already established significant capabilities in integrated mass casualty preparedness for CBRNE incidents, whether human caused, naturally occurring, or the result of an accident. These capability achievements should provide a significant foundation for further increasing capabilities as required by the implementation of the Goal. Accordingly, the MMRS Steering Committees and component functional leaders are expected to make essential contributions to the achievement of these Target Capabilities, in their home political jurisdictions and affiliated jurisdictions constituting their MMRS Operational Area, their Urban Area, and throughout their State(s). C. Program Requirements All provisions of the FY 2006 HSGP Program Guidelines, Sections I through V, and appendices, apply to MMRS unless explicitly stated otherwise herein. MMRS jurisdictions are strongly encouraged to use G &T services regarding: the preparation and implementation of homeland security assessments and strategies, technical assistance, training programs, and the Homeland Security Exercise and Evaluation Program. G &T Preparedness Officers will serve as the principal POCs for MMRS jurisdictions in accessing these services. Other DHS- provided support relevant to MMRS capabilities enhancement includes the NIC and the Office for Interoperability and Compatibility (OIC). C.I. Allocation of Funds Recognizing that MMRS is inherently multi jurisdictional, funds must be expended to support the regional MMRS to establish and sustain enhanced local capabilities. States are encouraged to pass through 100 percent of grant funds, but may retain 20 percent to facilitate strategy assessment and capability integration between the State and MMRS jurisdictions. States must have written concurrence between the SAA and MMRS Steering Committee Chair to use funds to: • Support regional MMRS Operational Areas overall. • Advise and assist MMRS jurisdictions in awareness of, and in providing input to, State and Urban Area Homeland Security Assessments and Strategies. • Ensure that MMRS - related mutual aid agreements conform with Statewide and State regional resource management requirements and capabilities. PREPAREDNESS DIRECT ORATE'S OFFICE OF GRANTS AND TRAINING 95 FY 20061IOMELAND SECURITY GRANT PROGRAM DECEMBER 2, 2005 Advise and assist MMRS jurisdictions with HSPD -8 preparedness assessments and reporting. States are reminded that MMRS funds must be expended to support efforts to establish and sustain enhanced local capabilities in MMRS jurisdictions so that those jurisdictions are prepared to respond to any mass casualty incident, including terrorism, disease outbreaks, natural disasters, and large scale hazardous materials accidents. The intent of the MMRS program is to enhance these capabilities at the local level so that these jurisdictions can manage the aftermath of an incident until significant external assistance can arrive. MMRS jurisdictions may choose to allocate funding to the State to assist them in developing these capabilities. The MMRS Steering Committee Chair must provide written concurrence for the State to retain funds for these program purposes. Further, the MMRS jurisdictions have discretion to determine what level of funding, if any, they will allow the States to retain. As such, the MMRS jurisdictions are not constrained by the 20 percent cap on State retention of MMRS funds indicated in the program guidance. C.2. Revised Capability Focus Areas (CFA The listing constitutes revised MMRS Capability Focus Areas (CFAs) and reflects the correlation of the Goal, National Priorities and TCL, and updates the FY 2004 and 2005 MMRS CFAs. The Target Capabilities constitute the primary guidance for the MMRS activities engaged in achieving these capabilities. Reference to previous and continuing MMRS program guidance is also incorporated. MMRS jurisdictions have the option of using grant funds to improve capabilities in any of the other Target Capabilities listed in the MMRS column of Appendix G. MMRS jurisdictions must also sustain enhanced capabilities achieved through the implementation of prior years' program guidance and funding. CFA 1 - Strengthen Medical Surge This CFA links to the Medical Surge Target Capability. MMRS jurisdictions are strongly encouraged to develop, in conjunction with State and Urban Area officials, altered standards of care authorities and guides, based on the information provide in the AHRQ report, "Altered Standards of Care in Mass Casualty Events" (pub. No. 05 -0043, April 2005). Elements of the MMRS baseline capabilities apply to this area, including the WMD CBRNE plans and Local Hospital and Regional Healthcare Systems Plan. The provisions of FY 2004 and FY 2005 CFA 2, "ensure operational viability of mass care shelters and medical treatment facilities" are incorporated into this CFA: Revise or update current plans to include the provision of hazardous /toxic substances portal and point detection and monitoring, decontamination and public safety support to mass care shelters and medical treatment facilities by designated personnel and equipment. Consider the establishment of reception centers, which consolidate monitoring, triage, decontamination, and registration of affected persons. PREPAREDNESS DIRECTORATE'S OFFICE OF GRANTS AND TRAINING 96 FY 2006110MELAND SECURITY GRANT PROGRAM - DECEMBER 2.2005 Identify agent antidotes by types and dosage volumes and planning for storage, dispersal, and dispensing, and awareness of how agent antidote dosages may impact the health of vulnerable populations (e.g., immune - suppressed individuals, children). Ensure that alternate medical treatment facilities have immediately available electric power, water and sewer, environmental controls, and other necessary infrastructure support to become operationally viable on short notice. CFA 2 - Strengthen Mass Prophylaxis This CFA links to the Mass Prophylaxis Target Capability. MMRS jurisdictions should ensure that all sources of medicines and medical supplies (e.g., MMRS cache, CHEMPACK, and HRSA- funded hospital -based caches), necessary to protect first responders and first receivers and support their continued operations in hazardous environments, and to provide mass prophylaxis, are aggregated into a NIMS - compliant master resource list and management system, in support of a mass prophylaxis distribution plan, which also addresses SNS provided items, for their Operational Area. The provisions of former CFA 8, "Pharmaceutical Cache Management and Status Reporting" are also incorporated into this CFA. In support of CDC's Cities Readiness Initiative, all MMRS jurisdictions which are in Urban Areas must update their mass prophylaxis plans to be able to provide for the distribution of pharmaceuticals to their entire population within 48 hours of receiving an allocation from the Strategic National Stockpile. In addition, all MMRS jurisdictions must maintain on file an inventory of the MMRS local pharmaceutical cache, in Microsoft® Excel format, to be provided electronically to DHS upon request. This inventory must include the following data elements: • Pharmaceutical products contained and inventory of jurisdiction's pharmaceutical cache in units of dosage. • Names and official titles of individuals authorized to release cache pharmaceuticals. • Each product's Lot Number, cost, and expiration date. • Pharmaceutical storage management and conditions, including percentage stored in hospitals and other fixed facilities, and percentage forward- deployed on emergency responder vehicles. CFA 3 - Strengthen CBRNE Detection, Response, and Decontamination Capabilities This CFA links to the WMD /Hazardous Materials Response and Decontamination Target Capability. Elements of MMRS baseline capabilities in CBRNE response plans are applicable to this CFA. The decontamination items in CFA 1, above, also apply to this CFA. CFA 4 - Strengthen Interoperable Communications Capabilities This CFA links to the Interoperable Communications Target Capability. In consideration of Katrina/Rita after - action lessons learned, in addition to the interoperable communications guidance provided in the general section of this grant guidance, in each MMRS Operational Area, there must be established a Minimum Essential Emergency Medical Communications Network (MEEMCN) capable of processing voice and data communications which is not dependent on the Public Switched Network, avoiding to the maximum extent possible reliance on terrestrial fixed site components which are vulnerable to disruption or destruction by terrorist act or natural disaster. The MEEMCN shall, at a minimum, include selected medical treatment PREPAREDNESS DIRECTORATE'S OFFICE OF GRANTS AND TRAINING 97 FY 2006 HOMELAND SECURITY GRANT PROGRAM -DECEMBER 2, 2005 facilities, public health Departments, emergency operations center, public safety Department, emergency medical and law enforcement dispatch centers, and State National Guard nodes. Network design and communications operations planning must be integrated with Urban Area, and State communications upgrade activities, and should be conducted in consultation with DFIS assistance resources, including the Interoperable Communications Technical Assistance Program. CFA 5 - Strengthen Information Sharing and Collaboration Capabilities This CFA links to the National Priority for Information Sharing and Collaboration. CFA 6 -Expand Regional Collaboration This CFA links to the National Priority for Regional Collaboration and all Target Capabilities. Previous MMRS guidance applicable to this CFA includes deliverable four of the FY 2003 MMRS Contract, and the capabilities sustainment element of the FY 2004 MMRS grant guidance. The term "MMRS Operational Area" means all of the political jurisdictions and special jurisdictions (such as port authorities and transportation authorities) with which an MMRS jurisdiction has mutual aid agreements and other preparedness and response coordination and/cooperation arrangements. This term is meant to avoid the confusion caused by the existence of multiple special purpose "regions" (e.g., emergency management, public health, homeland security, transportation/highway) in most States. The jurisdictions in an MMRS Operational Area which receive MMRS grants funds are "principal MMRS jurisdictions" and the other jurisdictions in the operational area are "affiliated MMRS jurisdictions." Grant funding is available to support continuing, and newly established MMRS Operational Areas. This multi - jurisdictional approach is a hallmark of the MMRS Program and achieves efficiency and economy by providing protection for a greater at -risk population, and by incorporating more highly trained response personnel (e.g., hospitals) and special - purpose resources (e.g., pharmaceuticals, equipment). States with two or more MMRS jurisdictions shall achieve formalized State -wide mass casualty preparedness and response capabilities. MMRS jurisdictions with Operational Areas in two or more States shall achieve common response protocols; common, or compatible, credentialing and permissions for first responder and medical treatment personnel; and common interoperable communications capabilities. CFA 7 - Triage and Pre - Hospital Treatment Elements of MMRS baseline capabilities in WMD CBRNE response plans are applicable to this CFA. CFA 8 - Medical Supplies Management and Distribution Activities under this CFA must implement NIMS resources management requirements, support mutual aid agreements with respect to medical treatment facilities and medical services for mass PREPAREDNESS DIRECTORA'TE'S OFFICE OF GRANTS AND TRAINING 98 FY 2006 HOMELAND SECURITY GRANT PROGRAM - DECEMBER 2, 2005 care shelter residents, and include the consideration of the essentiality of airborne delivery of supplies to areas where ground transportation infrastructure is vulnerable to heavy damage and/or obstruction. CFA 9 - Mass Care (Sheltering, Feeding, and Related Services) Elements of former CFA 2, "Ensure operational viability of mass care shelters and medical treatment facilities" are incorporated into this CFA: • Revise or update current plans to include the provision of hazardous /toxic substances portal and point detection and monitoring, decontamination and public safety support to mass care shelters and medical treatment facilities by designated personnel and equipment. • Consider the establishment of reception centers, which consolidate monitoring, triage, decontamination, and registration of affected persons. • Identify agent antidotes by types and dosage volumes and planning for storage, dispersal, and dispensing, and awareness of how agent antidote dosages may impact the health of vulnerable populations (e.g., immune- suppressed individuals, children). • Consider the needs of individuals with disabilities and those who require continued medical maintenance to maintain their health when establishing sheltering and reception centers. CFA 10 — Emergency Public Information and Warning Former CFA 3 applies to this CFA. Review and revise planning for pre -event emergency public information message content scripting /templates and arrangements for multiple modes of message dissemination. Ensure that the distinctive characteristics of radiological, biological, and chemical agents are reflected in template messages and that self -help contamination avoidance and decontamination actions are also included. Review and revise planning for pre -event emergency public information message content scripting /templates and arrangements for multiple modes of message dissemination including accessible communication for individuals with hearing and vision disabilities. CFA 11 — Fatality Management This CFA links to the Target Capability for Fatality Management. CFA 12 — Volunteer Management and Donations This CFA links to the Target Capability for Volunteer Management and Donations. Pandemic Influenza Preparedness The updated version of the HHS Pandemic Influenza Plan was issued on November 1, 2005 and is available on -line at httD: / /www.bhS.gov /13anden1icflu /Dlan /. As stated in the National Strategy for Pandemic Influenza Preparing for a pandemic requires the leveraging of all instruments of national power, and coordinated action by all segments of government and society. Influenza viruses do not respect the distinctions of race, sex, age, profession or nationality, and are not PREPAREDNESS DIRECTORATE'S OFFICE OF GRANTS AND TRAINING 99 FY 2006 HOMELAND SECURITY GRANT PROGRAM - DECEMBER 2, 2005 constrained by geographic boundaries. The next pandemic is likely to come in waves, each lasting months, and pass through communities of all size across the Nation and world. While a pandemic will not damage power lines, banks or computer networks, it will ultimately threaten all critical infrastructure by removing essential personnel from the workplace for weeks or months. This makes a pandemic a unique circumstance necessitating a strategy that extends well beyond health and medical boundaries, to include the sustainment of critical infrastructure, private- sector activities, the movement of goods and services across the Nation and the globe, and economic and security considerations. The uncertainties associated with influenza viruses require that our Strategy be versatile, to ensure that we are prepared for any virus with pandemic potential, as well as the annual burden of influenza that we know we will face. The HHS Plan, "Public Health Guidance on Pandemic Influenza for State and Local Partners," Section 2 provides that: An effective local response will depend on pre - established partnerships and collaborative planning by public health officials, hospital administrators, and community leaders, who have considered a range of best -case and worst -case scenarios. It will require flexibility and real -time decision - making, guided by epidemiologic information on the pandemic virus. It will also depend on a well - informed public that understands the dangers of pandemic influenza and accepts the potential need for control measures like self - isolation and quarantine that prevent disease spread by reducing social contact. The public must also understand and accept the rationale in prioritizing the use of limited supplies of antiviral drugs and initial stocks of vaccines. The MMRS purpose, partnerships, guidance, and capabilities achieved by MMRS jurisdictions provide a proven and established foundation for this collaborative planning. Accordingly, as an overarching requirement for MMRS jurisdictions is the revision and updating of Continuity of Operations for emergency medical, mental health, and public health functions, and their supporting infrastructure, throughout their Operational Area. Key aspects of this activity include: • Reviewing mutual aid agreements to ensure that they include the sharing of facilities, personnel, equipment and supplies, to include provisions for closing facilities when their key resources are decremented to the point of non - viability and making available their able personnel and remaining supplies and equipment to facilities which are viable. • Priority dispensing of influenza vaccine and anti -viral medication to first responders and first receivers • Providing enhanced public safety protection of mass casualty response facilities and resources • Establishing legal authorities incorporating Altered Standards of Care PREPAREDNESS DIRECTORATE'S OFFICE OF GRANTS AND TRAINING 100 FY 2006110M ELAND SECURITY GRANT PROGRAM -DECEMBER 2. 2005 Capabilities Documentation MMRS jurisdictions were required, in the FY 2003 MMRS contract statement of work, to provide an Inventory of Capabilities. MMRS jurisdictions shall update and revise those inventories (or submit their initial inventories) by reformatting them, and adding information as necessary, to address the Target Capabilities included in section D., below, to include capability assessments and needs assessments, in accordance with the Goal. The initial updated Inventory of Capabilities is required by June 30, 2006, and every six months thereafter, to be submitted along with the Biannual Strategy Implementation Reports, C.3. Medical Reserve Corps The Medical Reserve Corps (MRC) program is administered by the Office of the Surgeon General and is a key source for volunteers to support mass casualty incidents. MMRS jurisdictions are encouraged to establish and support MRC units. Up to $25,000 per MMRS jurisdiction may be used to support local MRC units. MRC units are community -based and are composed of local volunteer medical and public health professionals, as well as others without health backgrounds. These groups supplement existing emergency response capabilities and contribute to meeting the public health needs of the community throughout the year. MRC units are not intended to replace or substitute for local, existing emergency response systems. The local MRC unit provides an organized framework to identify, credential, train, and prepare volunteers. The following are examples of the types of allowable expenses that MMRS jurisdictions may consider when supporting /establishing MRC units: • Organizing the MRC unit, including establishment of a leadership and management structure (through hiring of full or part-time staff or contractors /consultants). • Implementing mechanisms to assure appropriate integration and coordination with existing local emergency response and health assets and capabilities (including provision of legal protections for volunteers). • Developing plans to organize and mobilize the MRC unit in response not only to urgent needs but also to address other public health needs in the community. • Recruiting volunteers for the MRC unit. • Credentialing MRC volunteers. • Training MRC volunteers. • Equipping MRC volunteers. D. Authorized Program Expenditures D.I. Plannine MMRS funds can support planning activities associated with, but not limited to: Homeland Security Strategy Integration Jurisdiction should ensure that MMRS strategic goals, objectives, operational capabilities, and resource requirements adequately reflect the State and Urban Area Homeland Security Strategy. Coordination with State and Urban Area operational plans and procedures should also occur. PREPAREDNESS DIRECTORATE'S OFFICE. OF GRANTS AND TRAINING 101 FY 2006 HOMELAND SECURITY GRANT PROGRAM - DECEMBER 2.2005 NRP and National Preparedness Goal MMRS jurisdictions should update /modify their operational plans and training and exercise activities as necessary to achieve conformance with the National Preparedness Goal and the NRP, to include coordinating structures, processes, and protocols. D.2. Organization Organization costs are not allowed under MMRS. D.3. Equipment MMRS funds may be used for equipment acquisition from the MMRS equipment categories listed in the FY 2006 G &T AEL. The FY 2006 AEL is available in its entirety online through the RKB at http: / /www.rkb.mipt.org and the equipment categories are outlined in Table 11 below and Appendix D. Table 11 — MMRS Allowable Equipment Categories Cat. Categor.% Title Cat. # Ca(cgor.N Title [1] Personal Protective Equipment [10] Power Equipment [3] CBRNE Operational and Search and Rescue Equipment [11] CBRNE Reference Materials [4] Information Technology [12] CBRNE Incident Response Vehicles [5] Cyber Security Enhancement Equipment [15] Inspection and Screening Systems [6] Interoperable Communications Equipment [16] Agricultural Terrorism Prevention, Response and Mitigation Equipment [7] Detection Equipment [19] CBRNE Logistical Support Equipment [8] Decontamination Equipment [21 ] Other Authorized Equipment [9] Medical Supplies and Limited Types of Pharmaceuticals DA. Training Training activities related to improving conformance with the Goal are allowed. D.5. Exercises Exercise Costs Guidance Exercises conducted with G &T support (grant funds or direct support) must be managed and executed in accordance with the Homeland Security Exercise and Evaluation Program ( HSEEP). The HSEEP Volumes contain guidance and recommendations for designing, developing, conducting, and evaluating exercises, as well as sample exercise materials. All HSEEP Volumes can be found at the HSEEP website (http: / /hseep.dhs.gov). Exercise Plan Workshop States must conduct an annual Training and Exercise Plan Workshop to examine the progress and effectiveness of the current exercise strategy and program. A Multi -year Training and PREPAREDNESS DIRECTORATE'S OFFICE OF GRANTS AND TRAINING 102 FY 2006 HOMELAND SECURITY GRANT PROGRAM -DECEMBER 2, 2005 Exercise Plan will be produced from the workshop and submitted to G &T through the G &T Secure Portal located at httns: / /ody.esportals.com. States are encouraged to develop a Multi -year Plan and Schedule that takes into consideration anticipated training needs of the State for at least the immediate year, with exercises being timed to provide responders the opportunity to utilize training received. This combined schedule should also ensure that training and exercises complement each other. The purpose of this combined approach is to coordinate training and exercises for the State, and to ensure the scheduling of both training and exercises which are based on national and State priorities and their associated capabilities as found in the TCL. An example of a combined Multi -year Training and Exercise Plan can be found at the HSEEP Website or the G &T Secure Portal. Further guidance concerning Training and Exercise Plan Workshops can be found in the HSEEP Volumes. Exercise Scenarios The scenarios used in MMRS exercises must focus on catastrophic incidents with national impact (i.e. catastrophic natural hazard, terrorist incident.). The parameters for what is considered a catastrophic national impact exercise scenario is outlined in the FY 2006 Program Guidance, Section D: Allowable Cost. Grantees are allowed flexibility to develop exercise scenarios that apply to their jurisdiction within these parameters with a focus on medical issues related to preparedness and response, and should be targeted to the MMRS Capability Focus Areas provided above. Grantees that need further clarification on exercise development, conduct, or scenarios should consult with their G &T Exercise Manager for assistance and/or approval. Citizen participation in exercises is strongly encouraged and should be coordinated with local Citizen Corps Councils. Citizen roles and responsibilities to include, but not limited to, backfilling non - professional tasks for first responders deployed on exercise planning and implementation, providing simulated victims, press, and members of the public; functioning in a range of surge capacity roles; and participating in the after - action review. CDC Public Health Emergency Preparedness Cooperative Agreement Exercise Requirement The FY 2005 CDC PHEP Cooperative Agreement Guidance provides, under "Additional Requirements ": During the award year, awardees ability to respond to events will be evaluated through assessments, site visits, drills, exercises, and responses to real events. In year one of this cooperative agreement CDC will initiate a series of drills to test components of a comprehensive response system. In years 2 -5 of this cooperative agreement, CDC will require the demonstration of a broader set of measures that are consistent with the TCLs through full -scale exercises at the State and local level. Further guidance on the development and evaluation of exercises and drills will be forthcoming from CDC. To the extent possible, public health exercises should use standards set by the DHS Homeland Security Exercise Evaluation Program ( HSEEP) as well as other recognized exercise programs including those used by the Federal Emergency Management Agency (FEMA) Emergency PREPAREDNESS DIRECTORATE'S OFFICE OF GRANTS AND TRAINING 103 Management Institute. These exercises should test both horizontal and vertical integration with response partners at the Federal, State, local, and Tribal levej This requirement is not intended to be duplicative of other existing exercise requirements. MMRS jurisdictions, in coordination with the Urban Area Working Group, where relevant, other jurisdictions and organizations within their MMRS Operational Area, State level, and multi - State, organizations, are expected to schedule, design, conduct and evaluate mass casualty exercises which are in compliance with both DHS and CDC exercise requirements and guidance. All exercises, whose purpose is to enhance MMRS relevant Target Capabilities, and which involve MMRS plans, procedures, organizations, personnel, and/or equipment, will be performance -based and evaluated. An After Action Report/ Improvement Plan (AAR/IP) will be prepared and submitted to G &T following every exercise, regardless of type or scope. AAR/IPs must be provided to G &T within 60 days following completion of each exercise (see HSEEP Volume IV for sample AAR/IP template). Currently, these AAR/IPs can be submitted through the G &T Secure Portal. However, G &T is working with other agencies to develop a national reporting system. Hiring, overtime, and backfill expenses are allowable only to perform programmatic activities deemed allowable under existing guidance. Supplanting, however, is not allowed. Up to 15% of programmatic spending may be used to support the hiring of full or part-time personnel to conduct program activities that are allowable under the entire FY 2006 HSGP (i.e., planning, training program management, exercise program management, etc). Grantees may request that DHS issue a waiver to increase that ceiling. Waiver decisions are at the discretion of DHS and will be considered on a case -by -case basis. The ceiling on personnel costs does not apply to contractors, and is in addition to eligible M &A costs and eligible hiring of intelligence analysts. Grantees may hire staff only for program management functions not operational duties. Hiring planners, training program coordinators, exercise managers, and grant administrators fall within the scope of allowable program management functions. Grant funds may not be used to support the hiring of sworn public safety officers to fulfill traditional public safety duties. Management and Administration No greater than 5 percent of the MMRS allocation may be used for M &A. Local jurisdiction subgrantees may retain and use up to 3 percent of their subaward from the State for local M &A purposes. States may pass through a portion of the State M &A allocation to local subgrantees in order to supplement the 3 percent M &A allocation allowed on subgrants. However, no more than 5 percent of the total subaward may be expended by subgrantees on M &A costs. Construction and Renovation CONSENT CALENDAR Motion: Approve staff recommendations on the following Consent Calendar items. MOTION: Alvarez SECOND: Tinajero VOTE: AYES: Alvarez, Benavides, Bustamante, Martinez, Pulido, Sarmiento, Tinajero (7) NOES: None (0) ABSTAIN: None (0) ABSENT: None (0) Items removed for separate action or modified are highlighted. Separate actions show the actual vote. Items without votes are adopted as part of the consent motion. ADMINISTRATIVE MATTERS MINUTES Motion: Approve minutes. (Item 10.A.) 10.A. REGULAR MEETING MINUTES OF APRIL 2, 2007 BOARDS /COMMISSIONS /COMMITTEES 13.A. VACANCY REPORT — APRIL 11, 2007 The Vacancy Report reflects only appointments made by the Council. Motion: Receive and file. BOARD /COMMISSION VACANCIES WARD Community Redevelopment 1 Tenant Housing Commission Youth Commission - Alternate 3 1,3 & 5 Youth Commission - Regular 1 1 Personnel Board 1 5 TOTAL 6 BOARD /COMMISSION EXPIRED WARD TERMS Historic Resources Commission 1 6 CITY COUNCIL MINUTES 136 APRIL 16, 2007 CONSENT CALENDAR 25.13. FY 2006 HOMELAND SECURITY GRANT PROGRAMS Motion: 1. Direct the City Attorney to prepare and authorize the City Manager and the Clerk of the Council to execute a sub - grantee agreement. AGMT NO. 2007 -084 - With County of Orange for 2006 Homeland Security Grant Programs, Metropolitan Medical Response System funding in the amount of $225,360 - Fire Department 2. Approve an Appropriation Adjustment. (Requires five affirmative votes) APPROPRIATION ADJUSTMENT. NO. 07 -104 - Recognizing the 2006 Homeland Security Grant Programs, Metropolitan Medical Response System grant funds and appropriate the same into the 2006 Metropolitan Medical Response System grant expenditure account. 25.C. AGMT NO. 2007 -085 - GOVERNMENT LIAISON SERVICES - With U.S. Advocacy in an amount not to exceed $60,000 — City Manager's Office, Public Works Agency, Community Development Agency 25.D. AGMT NO. 2007 -086 - ASSISTANCE WITH PARKS - RELATED PROJECTS - Execute an amendment with the Orange County Conservation Corps increasing the agreement amount by $18,600 and extending the term six months, for a total agreement amount not to exceed $108,600 — Parks, Recreation & Community Services Agency 25.E. ALLOCATION OF FY 2007 -2008 AND REALLOCATION OF FY 2005- 2006 EMERGENCY SHELTER GRANT FUNDS Recommended action approved by the Community Redevelopment and Housing Commission on March 20, 2007 by a vote of 5 -0 (Pedroza absent) Motion: 1. Allocate $306,506 in FY 2007 -2008 Emergency Shelter Grant funds as recommended. 2. Reallocate $16,525 in FY 2005 -2006 Emergency Shelter Grant funds as recommended. 3. Direct the City Attorney to prepare and authorize the City Manager and the Clerk of the Council to execute agreements with non- profit agencies awarded funds. AGMT NOS. 2007 -087, 089, 090, 091, 092, 093, 094, 095, 096, 097, 098, 100, 101 — Execute agreement with the following non - profit agencies awarded funds: CITY COUNCIL MINUTES 140 APRIL 16, 2007