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HomeMy WebLinkAbout21A - FY 2007 EMERGENCY MGMTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 3, 2008 TITLE: FY 2 0 0 7 EMERGENCY MANAGEMENT PERFORMANCE GRANT ~~ {{ ~~ C.~ CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 15t Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manager and Clerk of the Council to execute the attached sub-grantee agreement with Orange County in the amount of $22,368, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Approve an Appropriation Adjustment recognizing the 2007 Emergency Management Performance Grant funds and appropriate the same into the 2007 Emergency Management Performance Grant expenditure account. DISCUSSION The State of California Office of Emergency Se implementing the United States Department Emergency Management Performance Grant Program for reimbursement of salary costs related to Operational Area Emergency Operation Center planning and training meetings. FISCAL IMPACT rvices is responsible for of Homeland Security's (EMPG). These funds are SAFD personnel attending coordination, emergency Approval of the appropriation adjustment will increase anticipated revenues in the Fire Department 2007 EMPG Grant revenue account by $22,368 (account no. 146-01-5350-9) and increase the 2007 EMPG Grant, Salary - Regular expenditure account by the same amount (account no. 146- 336-6111). APPROVED AS TO FUNDS AND ACCOUNTS: i~~ ~ - Marc Martin Fire Chief Fire Department f C ~ .~L~t'L1/ Gt „~C ~~Francisco Gutierrez ~j? Executive Director Finance & Management Services Agency 21 A-1 21 A-2 2 AGREEMENT TO TRANSFER FUNDS 3 FOR 2007 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM 4 5 THIS AGREEIYIENT is entered into this day of 200 ,which date is 6 enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political 7 subdivision of the State of California, hereinafter referred to as "COUNTY", and 8 a municipal corporation, hereinafter referred to as 9 "SUBGRANTEE." 10 WHEREAS, COUNTY, acting through its Sheriff-Coroner Department, hereinafter referred to 11 as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and 12 accepted the Emergency Management Performance Grant from the Governor's Office of Emergency 13 Services (hereinafter referred to as "the grant"). 14 WHEREAS, the purpose of the grant is to support comprehensive emergency management at 15 the state, tribal and local levels and to encourage the improvement of mitigation, preparedness, response 16 and recovery capabilities for all hazards, as set forth in Attachment A hereto (07 EMPG Project 17 Narrative), which is attached hereto and incorporated herein by reference. 18 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 19 1. COUNTY shall transfer to S UBGRANTEE grant funds, in arrears, as necessary to 20 reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order 21 to obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all 22 required information and documentation, as set forth in Attachment B (EMPG City Application) hereto, 23 which is attached hereto and incorporated herein by reference. 24 2. Throughout their useful life, SUBGRANTEE shall use grant property and equipment 25 only for grant purposes in accordance with Attachment A hereto. 26 3. SUBGRANTEE shall exercise due care to preserve and safeguard grant property and 27 equipment from damage or destruction and shall provide regular maintenance and such repairs for grant 28 Page 1 of 63 shcrif72ou7 Page 1 of4 21 A-3 1 property and equipment as are necessary, in order to keep said grant property and equipment 2 continually in good working order. 3 4. If grant property or equipment becomes obsolete, SUBGIZANTEE shall dispose of it only 4 in accordance with the instructions of COUNTY or the agency from which COUNTY received the grant 5 funds. 6 5. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and 7 information in accordance with requirements set out in the Attachment C (FY 07 Emergency 8 Management Performance Grant Program: Grant Guide for Local Governments), which is attached 9 hereto and incorporated herein by reference. 10 6. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully 11 bound by this Agreement and all applicable provisions of Attachments A, B, and C hereto. 12 SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer 13 will abide by any applicable provision of this Agreement or Attachments A, B, or C hereto. 14 7. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State 15 Auditor General with respect to this Agreement for a period of three years after final payment 16 hereunder. 17 8. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the 18 agency from which COUNTY received grant funds, and their elected and appointed officials, officers, 19 agents and employees from any and all claims and losses accruing or resulting to any and all contractors, 20 subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work, 21 services, materials or supplies in connection with SUBGRANTEE's performance of this Agreement, 22 including Attachments A, B, and C hereto, and from any and all claims and losses accruing or resulting 23 to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the 24 performance of this Agreement, including Attachments A, B, and C hereto. 25 9. No alteration or variation of the terms of this Agreement shall be valid unless made in 26 writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or 27 agreement not incorporated herein shall be binding on any of the parties hereto. 28 Page 2 of 63 Sheriff 2007 Page 2 of 4 21 A-4 l 1 ~. SUBGRANTEE may not assign this Agreement in whole or in part without the express 2 written consent of COUNTY. 3 11. For a period of three years after final payment hereunder or until all claims related to 4 this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all 5 documents, papers and records relevant to the work performed or property or equipment acquired in 6 accordance with this Agreement, including Attachments A, B, and C hereto. For the same time period, 7 SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency 8 from which COUNTY received the grant funds or their duly authorized representative(s), for 9 examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon 10 request, during usual working hours. 11 12. SUBGRANTEE shall provide to COUNTY all records and information requested by 12 COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be 13 required to provide to the agency from which COUNTY received grant funds or other persons or 14 agencies. 15 13. COUNTY ma terminate this A Bement and be relieved of the y ~ payment of any 16 consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained 17 in this Agreement, including the applicable terms of Attachments A, B, and C hereto, at the time and in 18 the manner herein provided, or b) COUNTY loses funding under the grant. In the event of termination, 19 COUNTY may proceed with the work in any manner deemed proper by COUNTY. 20 14• SUBGRANTEE and its agents and employees shall act in an independent capacity in the 21 performance of this Agreement, including Attachments A, B, and C hereto, and shall not be considered 22 officers, agents or employees of COUNTY or SHERIFF or of the agency from which COUNTY 23 received grant funds. 24 // 25 // 26 // 27 // 28 III/ Sheriff 2007 Page 3 of 63 Page 3 of 4 21 A-5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange, State of California. DATED: 2007 COUNTY OF ORANGE, a political subdivision of the State of California By Sheriff-Coroner "COUNTY" APPROVED AS TO FORM: COUNTY COUNSEL. ,~ By y~l~~%Cy' ~ ~ ,«----- Nicole A. Sims, Deputy DATED: ~ ~ 1 ~ ,2007 DATED: / 7 ©~ ,2007 ~ ATTEST: City Clerk DATED: ,2007 S hen tf 2007 SUBGRANTEE Byl.~/Wi~/~- Page 4 of 63 Page 4 of 4 21 A-6 Attachment A 2007 EMPG PROJECT NARRATIVE Applicant Name: County of Orange Award Number: Project #1 Emer~ency Planning Goal Update emergency laws, plans and procedures to be compliant with the Emergency Services Act (which includes SEMS) and NIMS. Objectives • Initiate the integration of NIMS into existing emergency management programs, plans and procedures. • Complete NIMCAST baseline assessment. • Conduct at least one operational area (OA) council meeting annually. • Participate in MARAC and SEMS Specialist meetings. • Participate in the Emergency Management Accreditation Program (EMAP). • Participate in regional and sub-regional planning efforts. Description: The Emergency Planning Project will focus on strategies designed to improve development and preparation for emergencies. The County of Orange/Emergency Management Bureau (EMB), as the Orange County Operational Area, will make strides in NIMS integration, continue to meet with the Operational Area Executive Board on a quarterly basis, continue to attend MARAC, SEMS, and additional regional meetings, and maintain and improve upon existing emergency operations plans. The EMB will continue with NIMCAST reporting assessment program. The EMB has active participation with regional planning efforts through the Orange County Emergency Management Organization (OCEMO) by meeting monthly and will continue with its regular system of communication, coordination and cooperation through the members of the Operational Area. The EMB will participate in a baseline assessment for the Emergency Management Accreditation Program (EMAP). Part of emergency planning is ensuring continuity of government and continuity of operations plans, and the EMB assists in these planning efforts. Performance Measures: 21 A-7 These activities will continue throughout or be completed during the grant performance period of October 1, 2006 through September 30, 2008. Project #2 Emergency Preparedness Goal Promote and support regional and sub-regional emergency preparedness efforts. Objectives • Participate in state and local risk-reduction campaign • Ensure that local OES has a program and procedures to utilize volunteers and volunteered resources. Description: The EMB will continue to coordinate and support the Operational Area and local jurisdictional efforts for risk-reductions campaigns and projects such as "TsunamiRready." The EMB will continue to collaborate with local jurisdictions, volunteer/community-based organizations, and the private sector, regarding all aspects of all-hazards mitigation, preparedness, response and recovery planning. The EMB will continue to meet with the County Citizen Corps Council monthly and will maintain existing efforts of volunteer mutual aid. Performance Measures: These activities will continue throughout or be completed during the grant performance period of October 1, 2006 through September 30, 2008. Project #3 Training Exercise and Evaluation Goal Develop, present and participate in training classes and exercises. Objectives • Participate in SEMS/NIMS training and other Emergency Management training. Description• The County of Orange/Emergency Management Bureau, as the Orange County Operational Area, will continue to develop and provide SEMS/NIMS, emergency management training to the employees of both the County of Orange and the 1 14 jurisdictions within the Operational Area. Performance Measures: 21 A-8 These activities will continue throughout or be completed during the grant performance period of October 1, 2006 through September 30, 2008. Project #4 Communications, Alert and Warning Goal Enhance and maintain emergency communications systems. Provide for the rapid assessment and, as appropriate, verification, impact analysis and timely notification of predictions, forecasts and/or warnings of potential and/or actual emergencies or disasters, including terrorism and weapons of mass destruction (WMD), in order to maximize protective actions, emergency preparedness and to enhance response effectiveness. Objectives Enhance Regional, County (OA) and City EOC interoperable communications systems. Description• The Orange County EMB will provide all jurisdictions with Operational Area Radios to include public school districts, cities, water districts, American Red Cross, that will be tested monthly and be an interoperable communication tool. The EMB will continue to utilize the current RIMS system as well as WEBEOC. Performance Measures: These activities will continue throughout or be completed during the grant performance period of October 1, 2006 through September 30, 2008. Project #5 Emer~ency Response Goal Establish or enhance emergency operations facilities, equipment and capabilities. Objectives • Enhance EOC facilities, equipment and capabilities • Establish or enhance duty officer systems and procedures Description: The Orange County EMB will initiate communication system upgrades, technological equipment enhancements to include information display and programs within the Operational Area Centers. The EMB will enhance the duty officer policies and procedures. Performance Measures: These activities will continue throughout or be completed during the grant performance period of October 1, 2006 through September 30, 2008. 21 A-9 21 A-10