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HomeMy WebLinkAbout25K - AGMT - GRANT PROJ SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 4, 2015 TITLE: AGREEMENT WITH WILLDAN HOMELAND SOLUTIONS FOR GRANT PROJECT 8r FISCAL COORDINATOR SERVICES (STRATEGIC PLAN NO. 1, 313) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1°' Reading [I Ordinance on 2n° Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute a three -year professional services agreement for on -site project and fiscal grant management services with Willdan Homeland Solutions, for the period of September 1, 2015 through August 30, 2018, in an amount not to exceed $405,000, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security (DHS) developed the Urban Areas Security Initiative (UASI) federal grant program. UASI provides funds to local emergency first responders to enhance security and overall preparedness to prevent, protect, mitigate respond to and recover from acts of terrorism. The grant specifically provides funding for management and administration, anti - terror planning, organizing, equipment, training, exercises, and technical assistance. Under the UASI funding program, the City of Santa Ana and City of Anaheim have been designated as Urban Area Core Cities and serve as the grant recipients responsible for the management and administration of the UASI grant funds. The Santa Ana and Anaheim Police Departments alternate fiscal responsibility for the grant. Anaheim manages the grant during the even years (i.e., 2010, 2012, 2014 etc.), while Santa Ana manages the grant during the odd years (i.e., 2009, 2011, 2013, etc.). The on -site grant management services provided by Willdan Homeland Solutions include, but are not limited to, oversight of all assigned project activities, assisting with the development of grant applications, ensuring grant finances are processed appropriately and in compliance with established Federal, State, and local policies, as well as maintaining and updating UASI sub - recipient guidelines and policies, to include new laws, rules and requirements issued by DHS and Cal OES. 25K -1 Willdan Homeland Solutions Agreement August 4, 2015 Page 2 This three -year professional services agreement is exempt from bidding requirements under SAMC sec. 2- 807(e), and will remain in effect from September 1, 2015 through August 31, 2018. The professional services rate proposed by Willdan Homeland Solutions was determined to be within the range expected for such services. Year one of the agreement includes $118,420 for labor, $7,000 for travel and training, and a $9,580 contingency for unanticipated expenses, for an amount not to exceed $135,000. Years two and three of the agreement contain annual labor increases of 2.5% and 3% respectively, and are subject to continued grant funding. Increased labor costs will be off -set by a corresponding decrease in the contract contingency. The three - year agreement will not exceed $135,000 per year, or $405,000 over the three year term. Willdan Homeland Solutions has been providing these professional services since 2012, and the staff member provided by Willdan Homeland Solutions has developed special skills and knowledge to effectively manage the homeland security grants awarded to the City of Santa Ana. The Santa Ana Police Department Homeland Security Division is satisfied with the grant management services provided by Willdan Homeland Solutions and recommends approval of this agreement. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal # 1 Community Safety, Objective 313, (Promote ongoing efforts to obtain grant funding for activities that will assist in preventing, enforcing, and reducing criminal activity and traffic collisions). FISCAL IMPACT Funds in the amount of $135,000 are available in the FY14 UASI Grant Fund contract services account (no. 12514491- 62300- various) for the 2015 -16 fiscal year. Funding in the annual amount of $135,000 for fiscal years 2016 -2017 and 2017 -18 will be identified in future annual budgets, and is contingent upon grant funding being secured by the City. a4s�:__ Carlos Rojas Chief of Police Santa Ana Police Department APPROVED S TO FUNDS AND ACCOUNTS: Fr ncisco Gutierrez l Executive Director Finance & Management Services Exhibits: Professional Services Agreement 25K -2 PROFESSIONAL SERVICES AGREEMENT TO PROVIDE GRANT PROJECT & FISCAL COORDINATOR SERVICES THIS AGREEMENT, made and entered into this Ott' day of August, 2015 by and between WILLDAN HONIEL,AND SERVICES, an operating division of WILLDAN GROUP, Inc., a California corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. City, acting through the Santa Ana Police Department in its capacity as a Core City and lead agency for the Anaheitn / Santa Ana Urban Area under the Urban Areas Security Initiative ( "UASI "), has applied for, received and accepted a grant from the federal Department of Homeland Security, Office of Domestic Preparedness, through the State of California, Office of Emergency Services, to enhance countywide emergency preparedness, hereinafter referred to as "the Grant ". B. The City desires to contract with an expert in providing Grant Project and Fiscal Coordinator Services. C, Consultant represents that it has the necessary skills and experience to provide assistance in developing grant applications, invoicing and processing payment documents in compliance with grant policies, and maintaining guidelines and polices required by grant providers. D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES Consultant shall develop and provide project and fiscal grant management services as set forth in Exhibit A, attached hereto and incorporated by reference. All set-vices required hereunder shall conform in all respects to standards and regulations for funding by the U.S. Department of Homeland Security, and the California Office of Emergency Services. Consultant will be responsible for continued training to remain current on the management and reporting obligations required of the various Homeland Security Grant funds. 25K -3 2. COMPENSATIOiN a. City agrees to pay, and Consultant agrees to accept as total payment for its services an hourly rate as noted in the Cost Price Proposal -- Exhibit S incorporated herein by reference. Additionally, Consultant shall be reimbursed for training, travel and materials which have been pre - approved, in writing, by City. The total sum that can be expended under this Agreement shall not exceed $135,000 annually and $405,000 during the three year term of this Agreement. Funding for this Agreement is contingent upon grant funding. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. USE AND OWNERSHIP OF DOCUMENTS It is understood by and agreed to between the parties that all written papers or materials prepared pursuant to this Agreement, paid for with Grant funds, or composed utilizing information provided by Santa Ana, shall be the property of Santa Ana and shall be delivered to Santa Ana upon completion of the services hereunder. 4. TERM This Agreement shall commence on September 1, 2015 and terminate on August 31, 2018. Agreement unless terminated earlier pursuant to Section 13, below. This Agreement contains three one -year performance periods and is contingent upon grant funding being secured by the City. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes, G. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and 25K -4 representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Consultant shall supply City with a filly executed additional insured endorsement in substantially the form attached hereto as Exhibit C upon execution of this Agreement. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work Linder this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in fall force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shalt not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. f If Consultant faits or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 25K -5 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, and special counsel from liability for personal injury, orjust compensation, arising out of claims for personal injury, including death, and claims for property damage, to the extent they arise from the negligent or willful misconduct in the performance of operations or errors or omissions of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section I of this Agreement. S. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and /or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information' shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and /or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shalt not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality (d) is required to be disclosed by operation of lacy; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 10, NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided In this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (Nt -30) P.O. Box 1988 Santa Ana, CA 92702 -1983 Telefacsimile (7 t4) 647 -6956 25K -6 With courtesy copies to- Santa Ana Police Department UASI l Homeland Security Division 60 Civic Center Plaza and P.O, Box 1981 (M -97) Santa Ana, California 92702 Telefacsimite (714) 245.8745 Attn: Brad Hadley City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Telefacsimile (714) 647 -6515 To Consultant: Jim Bailey Wilidan Homeland Solutions 2401 East Katelta Avenue, Suite 220 Anaheim, California 92806 Office (714) 940 -6389 Email: jbaileycuwilldan.com A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. if sent by tetefacsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. II. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terns or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, that terns and conditions hereof, shalt not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 25K -7 12. ASSIGNbMNT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 13. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of tenmination. In the event that grant funding is not secured, City has the right to terminate the Agreement immediately upon exhaustion of the grant funds. Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Chief of Police may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Consultant shall not discriminate because ofrace, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 16. PROFESSIONAL LICENSES Consultant shall, throughout the tern of this Agreement, maintain all necessary licenses, pen-nits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies, Consultant shall notify the City 25K -8 immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17. CONSULTANT CERTIFICATIOrNS a. Audit Records - With respect to all matters covered by this agreement all records shall be made available £or audit and inspection by the City, the grant agency and /or their duty authorizes( representatives for a period of three (3) years from the termination of this Agreement. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Consultant shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto, For the same time period, Consultant shall make said documents, papers and records available to City and the agency from which City received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Consultant, upon request during usual working hours. b. Consultant shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. c. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Consultant agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. d. Americans wit Disabilities Act of 1990 - (ADA) Consultant must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. e. Political Activity - None of the rands, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act ". f- Civil Rights Compliance and Notification of Findings - Consultant will comply, and all its contractors (orsubrecipients) will comply, with the nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USG 3789 (d), or Victims of Crime Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX, of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Nan - Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State 25K -9 administrative agency, or the Consultant makes a finding of discrimination after a duo process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Consultant wilt forward a copy of the findings to the City which will, in turn, suibmit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. g. Consultant will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. h. Consultant will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Copeland "Anti- Kickback'° Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. i. Consultant will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Davis -Bacon Act (40 U.S.C. 276a to 276a -7) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable, j. Consultant will comply, and all its contractors (or subrecipients) will comply, with all requirements of Sections 103 and 1.07 of the Contract Work and Safety Standards Act (40 U,S.C. 327 -330) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. k. Consultant will comply, and all its contractors (or subrecipients) will comply, with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the Environmental Protection Agency regulations (40 CFR part 15), as applicable. 1. Consultant will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Energy Policy and Conservation Act (Pub. L. 94.163, 89 Stat. 871), (53 FR 8078, 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19645, Apr, (9,1995), as applicable. in. Consultant agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with Funding through this Agreement. n. Recipient may copyright any books, publications or other copyrightable materials developed in the course o For under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve aroyalty -free, non - exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and /or City purpose: 25K -10 (1) the copyright in any work developed through this Agreement; and (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government's, SAA's and City's rights identified above must be conveyed to the publisher and the language of the publisher's release form must ensure the preservation of these rights. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b, All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. CITY OF SANTA ANA, a municipal Corporation of the State of California ATTEST: MARIA D. HUIZAR DAVID CAVAZOS Clerk of the Council City Manager SONIA R. CARVALHO City Attorney r By: C; mil- L °Ll Laura Rossini Senior Assistant City Attorney 25K -11 APPROVED AS TO FORM: WILLDAN HOMELAND SOLUTIONS CARLOS ROJAS JIM BAILEY Chic foEPolice Vice President 25K -12 EXHIBIT A GRANT PROJECT & FISCAL COORDINATOR SCOPE OF SERVICES 25K -13 EXHIBIT A Grant Project & Fiscal Coordinator 7Reporting onships /Snpervisio❑ SI Grant Coordinator and Administrator. Works in close coordination with Project Coordinators, Sub- Recipients, City Finance, and the California Office of Emergency Services. Liaison to the UASI Working Group (UAWG), UASI Steering Committee, UAWG Sub - Committees, and Orange County Intelligence Assessment Center (OCIAC) Fusion Center. Basic Function The Grant Project & Fiscal Coordinator plans, organizes, manages, and directs activities related to project management and the Financial and Audit Unit. Ensures successful integration of all aspects of projects, including technical, financial, legal, and political, to ensure that projects assigned stay on budget and on schedule. Ensures grant finances are in compliance, submits cash advances /requests in a timely manner, tracks expenditures and budgets, processes sub - recipient reimbursement, requests, and manages detailed recordkeeping. Responsibilities Project Management and Coordination • Responsible for the management and oversight of all assigned project activities including but not limited to: contract management and milestone monitoring, ensuring compliance with all applicable rates and regulations, managing budgets, ensuring participation of all regional public safety agencies, and regular reporting. • Provide review of project applications, ensuring Authorized Equipment List (AEL) compliance. • Supports the coordination and implementation of the contracting process such Request for Proposal (RFP) development and creation, review, and processing of agreements. • Participates in grant application and investment justifications at regional, state and federal level. • Provides updates on project status and /or program goals /initiatives. • Provides briefings to the UASI Working Group, UASI Steering Committee, and 25K -14 UAWG Sub - Committees, and OCIAC Fusion Center, • Assists with entry of equipment items into Wisetraok Inventory System. Compile necessary documentation for attachment to each item in system. • Review of required documentation submitted by staff and sub - recipients to include Project applications, EHP, CatOES approvals (including but not limited to Sole Source, Vehicle Approval, Emergency Operation Center approvals, and Aircraft /Watercraft Approval), quarterly reports, and project budgets. • Acts as liaison to OCIAC Fusion Center. • Attends planning and update meetings as requested or deemed necessary. • Provides programmatic and fiscal status reports (bi- weekly, monthly, and quarterly) to the UASI Grant Coordinator and OCIAC Director. Financial and Audit Iblana ement City Financial Procedures. • Upon receipt of grant award information, complete appropriation adjustment for attachment to the request for council approval, in order for new grant account number creation and budget allocations per object code. • Complete Lawson entry- of Projects and Activities, in order to create budget allocations by project, and create Activity numbers that identify project and solution area as an accounting mechanism. • Process purchase orders and attach supporting documentation, such as invoices and packing slips, provide accounting information and grant to be charged, create reimbursement packet, and send to City Finance for vendor payment. • Process incoming invoices for contract vendors, attach supporting documentation, for creation of direct payment vouchers, create reimbursement packet, and send to Police Fiscal for payment. • Process sub - recipient reimbursement packets to check for required financial paperwork and completion, process sub - recipient invoices, create reimbursement packet, and send to Police Fiscal for payment, • Tim in bi- monthly timesheets for grant personnel, collect overtime chits, and turn into Police Fiscal for posting. Review monthly labor distribution reports, attaching 25K -15 appropriate timesheets, chits, and use P2K Payroll program to printout additional information as required. • Complete budget projections for each open Homeland Security Grant, including approved positions, and send completed budget to Police Fiscal for inclusion into Che City Budget for each new fiscal year. • Upon close of grant, complete reconciliation of City General Ledger and all grant cash requests, completing necessary journal voucher to balance discrepancies. « Provide analytical support for project managers, grant manager, and grant administrator as needed. CalUbrnia Office of Emergency Services (CalOES) Procedures: • Ensure financial compliance with the grant and any financial directives set forth by the California Office of Emergency Services (previously the Office of Homeland Security)' and the Department of Homeland Security. Liaison with local, state and federal agencies regarding financial matters related to the administration of the Homeland Security Grants. • Participates in grant application and investment justifications at regional, state, and federal level. • Assist and complete grant applications and grant modification requests via the California Office of Emergency Services workbook, confirming modifications to the internal project matrix, training and exercise rosters, approved project applications, and project descriptions are reflected in the workbook. • Complete grant cash requests and advances using the workbook, from compiled reimbursement packets, training packets, equipment ledger, and City General Ledger via LAWSON. Request City invoice, attach workbook, and send to the California Office of Emergency Services for reimbursement. • Once checks have been received from the State, add a copy to the cash request tiles, attach pertinent City invoice, and deliver to Treasury for deposit. + Work with City Accountant to calculate interest earned on cash advances, tracking vendor /suba-e6pient payment, compared to advance check deposit date, Request check to the Federal Department of Health and Human Services, for all interest earned on grant advances, 25K -16 • Maintain an updated database of all financial points of contact and conduct periodic on- site financial monitoring of Homeland Security Grant sub - recipients. • Conduct financial and budgetary analysis of General Ledger, Project and Activity Report, Labor Distribution Report, and Revenue Ledger report. • Prepares and submits bi- annual progress reports (BSIR) into the Federal Grant Reporting Tool UASI Grant Office Procedures • Attend Urban Area Security Initiative Working Group and Steering Committee meetings as programmatic and financial point of contact. • Update and revise Urban Areas Security Initiative Sub - Recipient Guidelines and Policies, to include new laws, rules, and requirements from DHS and Cal -OES, as well as updated Grant Office procedures for project managers and sub - recipients. • Update any Anaheim / Santa Ana UASI forms with each new grant year, including reimbursement forms, project applications, project modifications, monitoring forms, training forms, reporting forms, and others. • Keep in constant communication with grant project managers to ensure appropriate federal, state, and local requirements are being met and they meet grant deadlines. • Send out reminders when the Quarterly Project Status Reports are due, review for completeness, and forward to the appropriate office staff for review. • Provides programmatic and fiscal status reports (bi- weekly, monthly, and quarterly) to the UASI Grant Coordinator. Knowledge, Skills, and Abilities Full understanding of Federal and CalOES Homeland Security Grant Guidance and full understanding of the Anaheim/Santa Ana UASI Sub- recipient Grant Guidance. General knowledge of government contracting/Procurement processes. Ability to manage project budgets. Ability to facilitate group meetings. Ability to research topics unfamiliar to their normal areas of expertise and experience (within Homeland Security Grant relevancy) and develop program {project plans. Ability to maintain good working relationships with all stakeholders within the UASI, state or outside agencies, other team members, staff and the community based stakeholders. Advanced verbal and written communication skills. Ability to solve problems. Above average political acumen. Knowledge of grant financial management requirements, and ability to read through the 25K -17 applicable code of federal regulations, OMB circulars, Environmental & Historic Preservation requirements, Cal -OES Strategic Goals & Objectives, Core Capabilities, Procurement and Purchasing Policies, and Travel Policies, for the Urban Area Security Initiative (UASi) grants and Homeland Security Grant Program (I-ISGP). Knowledge and ability to use LAWSON Financial Management System Software, P2K Payroll System Software, the Federal Grant Reporting Tool, and Microsoft programs such as Word, Excel, Outlook, PowerPoint, Publisher, and the W[seTrack Inventory tracking system /software. Knowledge of municipal government operations, City financial accounting techniques, procurement, budgetary processes and controls. Cost, See Cost Price Proposal 25K -18 EXHIBIT B WILLDAN HOMELAND SECUIRTY COST PRICE PROPOSAL 25K -19 CITY OF SANT ANA Grant Project and Fiscal Coordinator Services COST PRICE PROPOSAL Performance Period N1 — (Months 1.12) September 01, 2015 through August 31, 2016 LABOR CATEGORY RATE HOURS TOTAL Labor Grant Project & Fiscal Coordinator $ 59.21 2,000 $ 119,420 Subtotal Time & Materials (T &M) Labor OTHER DIRECT COSTS Estimated Trawl and Training Subtotal Cost Reimbursable GRANDTOTAL 2,000 $ 118,420 $ 7,000 $ 125,420.00 Performance Period #2 — (Months 13 -24) September 01, 2016 through August 31, 2017 LABOR CATEGORY RATE HOURS TOTAL Labor Grant Project & Fiscal Coordinator $ 60.69 2,000 $ 121,380 Subtotal Time & Materials (T &M) Labor OTHER DIRECT COSTS Estimated Travel and Training Subtotal Cost Reimbursable GRANDTOTAL Performance Period #3 — (Months 25 -36) September 01, 2017 through August 31, 2018 2,000 $ 121,380 $ 7,000 $ 128,380.00 LABOR CATEGORY RATE HOURS TOTAL Labor Grant Project & Fiscal Coordinator $ 62.51 2,000 $ 125,020 Subtotal Time & Materials (T &M) Labor OTHER DIRECT COSTS Estimated Travel and Training Subtotal Cost Reimbursable GRAND TOTAL 25K -20 2,000 $ 125,020 $ 7,000 $ 132,020.00