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HomeMy WebLinkAboutCOM 0693.000 2012-2014 JN��us William P.Kenoi ��: ...,. \� A' Nancy E. Crawford Mayor • n.� '/ Director I. Deanna S. Sako •r'•.�� +^•�'�`�: Deputy Director County of Hawaii Finance Department 25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720 (808)961-8234 • Fax(808)961-8569 February 18, 2014 _ J Yoshimoto, Council Chair and Members of the Hawai`i County Council Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 ? "' r.) - Re: Operating Budget The State of Hawai`i Department of Defense is providing funding under the Department of Homeland Security, Federal Emergency Management Grants Program for FY 2013 to the Hawai`i County Civil Defense Department. These federally-derived funds of$370,000, will be used to purchase specialized equipment to enhance the capability of state and county agencies to prevent and respond to incidents of terrorism and other hazards. In the current fiscal year's budget, $300,000 is appropriated for this grant. Enclosed is a bill for an ordinance amending the Operating Budget by appropriating an additional $70,000 to the Department's State Homeland Security Program for FY 2013 account, bringing the total grant appropriation to $370,000. If there are any questions,please do not hesitate to call Darryl Oliveira, Civil Defense Administrator at 935-0031. Y F Nancy Crawford Director of Finance Enc. cc: Civil Defense < 510/ 2t07 Comm. No. (0 q3 Ref. To: F _ Hawaii County is an Equal Opportunity Provider and Employer Ref. Date FEB 1 9 2214 Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Civil Defense DATE: 01/27/14 STAFF CONTACT: Darryl Oliveira PHONE: 935-0031 A. REQUEST: To accept additional $70,000.00 from State Department of Defense which is provided through the Federal Emergency Management Agency Preparedness Directorate Grants and Training to sustain and enhance emergency management capabilities at the State and local government level. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The State of Hawaii has received funds from the Department of Homeland Security, Federal Emergency Management Grants Program for FY 2013. This year State Department of Defense has allocated an additional $70,000.00 designated for or the purchase of specialized equipment to enhance the capability of state and county agencies to prevent and respond to incidents of terrorism but also supports "all hazards" catastrophic preparedness initiatives. I SIGNED: /4,4;LDATE: //Z ?// y Department Head GRANT SUMMARY (Supplement to B-52, Request for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) n New(for this fiscal year period). OR Additional appropriation (to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ❑ Yes ❑ No Council? n Yes ® No Name of Grant Program: FY 2013 State Homeland Security Grant Program Grantor: State of Hawaii, Department of Defense, Grants Management County Grantee Department or Agency: Civil Defense Agency County Grantee Contact Person: Darryl Oliveira Phone Number: 935-0031 Amount of Grant: $370,000.00 Grant Period (Commencement& Completion): September 1,2013 through August 31,2015 Purpose of Grant: for the purchase of specialized equipment to enhance the capabilities of State and county agencies to prevent and respond to incidents of terrorism but also supports "all hazards" catastrophic preparedness initiatives. County Match required?: n Yes ® No If yes, Matching Amount? Budgeted in account# : In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: n Temporary: I I, Duration: Full-time: n Part-time: n, Time Element: Qty: Contractual: n Explain: Explanation: Additional Comments about Grant: This is for an additional $70,000.00 for the FY 2013 Homeland Security grant program. The increase is $300,000.00 + $70,000.00=$370,000.00 B-52 Grant Summary Form NEIL ABERCROMBIE QAE�YLRG, ,WONG GOVERNOR ';.`-�'?� ;I MAJOR GENER,4.l. r t': ADJUTANT GENERAL "S. JOSEPH K.KIM BRIGADIER GENERAL, STATE OF HAWAII DEPUTY ADJUTANT GENERAL DEPARTMENT OF DEFENSE OFFICE OF THE ADJUTANT GeNvott. 3949 DIAMOND HEAD ROAD HONOLULU,HAWAII C.4818-4405 05 September 3,2013 The Honorable William P.Ked.oi Mayor,County of Hawaii 25 Aupuni Street, Hilo, Hawaii 96720 Dear Mayor Kenoi Memorandum ofAg►reernen .or ihe..1f2013 PreparedneSs Grant.Program . The State of Hawaii has been awarded the FY 2013 State Homeland Security Grant Program(SHGP) funds from the Department of Homeland Security,Federal Emergency Management Agency, Preparedness Directorate Grants and Training. The FY 2013 HSGP funds are provided to prevent,deter,respond to,and recover from threats and incidents of terrorism. The FY 2013 SHGP supports the Hawaii County Civil Defense Agency leveraging funding to support Homeland Security initiatives. This grant is a result of congressional funding for the purchase of specialized equipment to enhance the capability of State and county agencies to prevent and respond to incidents oi'terrorism but also supports"all hazards"catastrophic preparedness initiatives. In order to continue to he eligible for the Homeland Security Grant funds,the state must prepare and submit a Threat Hazard Identification Risk Assessment(THIRtA)by December 31*2013 We will be notifying the department for support In completing this requirement. A copy of investments that the I iawaii County Civil Defense Agency is authorized to allocate funds is attached with the Memorandum of Agreement(Enclosure 1). While the Homeland Security funding continues to focus on terrorism,the support for"all-hazards"catastrophic preparedness is encouraged. The performance period for the grant is September 1,2013,through August 31.,2015. The F?2013 HSGP funding is distributed by program dollars and investment. The investment:is a "collage" of program and capability reviews submitted by the Hawaii County Civil Defense Agency during the application period. A copy of the submitted approved investment Is attached with. enclosure 1. The Hawaii County Civil Defense Agency is the recipient of 13 70,000,00.The grant funds are distributed in the programs as shown below and attached with the Memorandum of Agreement Article. Honorable William P.Kenoi Page 2 September 3,2013 Hawaii County Civil Defense Agency State Homeland Security Grant Program Funding Investement Program I Funding Allocation 7 Hawaii county Readiness $350,000.00 8 Community and Citizen Preparedness, $20,000.00 Total S370000,00 The Department of Defense Will continue to support the Hawaii County Civil Defense Agency for participation in training and exercises to improve core capabilities and support in emergency preparedness,prevention,response,and recovery. All funds will be identified in a Detailed Budget Worksheet(DOW)and recorded in an Initial Strategy Implementation Plan(ISIP)that identifies expenditures and portrays the use of the FY 2013 HSOP funds provided to the Hawaii County Civil Defense Agency(Enclosure I). Closeout of the FY 2013 SHOP begins at award. Based on the original performance period of the grant, the encumbrance date for the Fy 2013 HSGP funds is October 1,2014, The terms and conditions of the grant programs and the funds being distributed for each investment for the Hawaii County Civil Defense Agency and programs are in the enclosed Memorandum of Agreement Articles(Enclosure 1). If you agree with the Articles for the grant programs,please sign and return one set of the original Articles to the Department of Defense before September 27,2013. The original set of the Articles will be provided after signatures are completed. On October 23,2013,the Grants Management Office will host a Grant Meeting to officially provide an overview of the FY 2013 for each grant recipient. During this meeting,a thumb drive will be provided to the agency's point of contact for the use of managing the Homeland Security Program over the life cycle of the grant. Thank you for your cooperation in expediting this irutitive Ifyou have any questions,please have your staff contact Ms. Dolores Cook,State Department of Defense,at 291-1696,or email at dolortScDok@dpd,intWiitii,gQ.Y. Sincerely, DARRY „ H,WONG Mafor G. tete! Hawaii National Guard. Director of Civil Defense Enclosure: Memorandum of Agreement et. Mr. Darryl Olivera,Hawaii County Civil Defense Administrator Memorandum of Agreement For FY 201.3 State Homeland Security Grant Program ARTICLE I- PROGRAM DESCRIPTION The FY 2013 Homeland Security Grant Program is pivotal in implementing the National Preparedness System (NPS) by supporting the building, sustaining, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG). The development and sustainment of the core capabilities are not exclusive to any one agency or governmental activity but through the combined efforts of the whole community. The State Homeland Security Grant Program supports all core capabilities across the Prevention, Mitigation, Response, and Recovery mission areas. Files and information related to the National Preparedness System can be found at http:f/www.ferna.govlilbrary,. The Hawaii County Civil Defense Agency is the sub grantee receiving FY 2013 State Homeland Security Grant Program (HSGP) funding. The approved Homeland Security Grant Program award and the distribution of the State Homeland Security funds and the Initial Strategy implementation Plan to the Hawaii County Civil Defense Agency are available at.Attachment 1 and 2. ARTICLE II: AUTHORITIES The Statutory Authority for the FY 2013 Homeland Security Grant Program is The Horeland Security Act of 2002(Public Law 107-296), as amended by section 101 of the Implementing Recommendation of the 9/11 commission Act of 2007(Public Law 110-53). The appropriation authority for the Homeland Security Grant Program is The Department of Homeland Security Appropriation Act, 2013, (Public Law 113-6). The CFDA number for FY 2013 Homeland Security Grant Program is 97.€67. ARTICLE III.— PERIOD OF PERFORMANCE The FY 2013. Homeland Security Grant Program funding priorities: it Implementing the National Preparedness System and a Whole Community approach to Homeland Security and Emergency Management. 2. Building and Sustaining Law Enforcement Terrorism Prevention Capabilities. 3, Maturation and Enhancement of State Fusion Center. 4. innovation and sustained support for the National Campaign for Preparedness. S. Improved Immediate emergency victim care at mass casualty even: Fl nti land Sattrtt}Brant Prngrmn.Memorandum of AgrtNttwm The HSGP is a core assistance program that provides funds to build capabilities at the State and local levels and to implement the goads and objectives included in State of Hawaii Implementation Strategy of Homeland Security and Initiatives in the State Preparedness Report. Activities implemented under HSGP must support terrorism preparedness by building or enhancing capabilities that relate to the prevention of, protection from, response to, and recovery from terrorism. Many capabilities which support terrorism preparedness simultaneously support preparedness for other hazards. The Period of Performance shall be twenty-four (24) months from the effective date of the grant award: September 1, 2013, through August 31, 2015. The Hawaii County Civil Defense Agency shall not Incur costs or obligate funds for any purpose pertaining to the operation of the program or any related program project or activities beyond the expiration date of the period of performance unless there is a grant adjustment notice changing the period of performance. ARTICLE IV—AMOUNT AWARDED A:NO DISTRIBUTION Expenditures of all grant funds must be allocated against the approved FY 200 9 Implementation Strategy for Hawaii Homeland Security. The Hawaii County Civil Defense Agency, with agencies receiving the FY 2013 HSGP funds, is required to complete an initial Detailed Budget Worksheet (DBW)and an Initial Strategy Implementation Plan (ISIP) identifying the use of the funds. Once the ISIP is approved, changes will be submitted to the Department of Homeland Security (DHS) Preparedness Directorate, Grants and Training, for approval. Funds may only be allocated against the approved FY 2013 investment justifications by program funding as shown in Attachment 3. The Homeland Security Funding Opportunity Announcement provides allowable costs for authorized program expenditures by program, planning solution and category for sub grantee, As annotated in the DBW, the grant funds may be used to support training; exercises; planning; overtime to support training and exercise program; travel; supplies; and contractual services associated with implementing the Implementation Strategy for Homeland Security. Personnel associated with the execution of the grant programs will be identified undo Management and Administration. Sub-grantee may use funds to hire program personnel to support specific programs under planning, training or exercises. Personnel descriptions must be on file with grant records at the County and Department of Defense, Grant Management.Office. The Hawaii County Civil Defense Agency may use up to 5% of the allocated funding for management and administrative costs for the management and administering the HSGP. The use of these funds will be defined on the DBW. The Hawaii County Civil Defense Agency is not permitted to sub-grant funds to another agency. The distribution of the grant program funds with percentages is shown at Attachment 4, kmiciand Se1lirity Cinint Program Nictrtoranl!►ltn of Agreement AR.TICIE V-- COST-SHARE/MATCH There is no cost-share or match required for these grant funds. If expenditures exceed the maximum amount of funding, sub-grantee shall be responsible for the costs In excess of the approved budget ARTICLE VI—MAINTENANCE OF EFFORT/SUPPLANTING OF FUND The purpose of these funds is to support sub-grantee to improve or enhance sub-grantee's ability to prevent, deter, respond to, and recover from threats and acts of terrorise or catastrophic events. The funds shall be used to supplement and shall not be used to supplant funding dedicated to this effort. ARTICLE VII:—ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS The HSGP cannot be transferred between investments without prior approval. Threat and Hazard Identification and Risk Assessment(THIRA). Each state is required to develop a THIRA by December 31, 2013. The THIRA process will provide a foundation to justify and guide preparedness activities and investments at all levels of government. The THIRA will evaluate a wide range of threats and hazards based on analysis of relative consequences of various threats and hazards. The THIRA will allow the comparison and prioritization of risks, vulnerabilities and cascading effects. State Preparedness Report The Post-Katrina Emergency Management Reform Act of2OOts(Public Law 109-295) requires any State that receives Federal preparedness assistance to submit a State Preparedness Report to the Federal Emergency Management Agency(FEMA), DHS. Receipt of the FY 2012 report by FEMA is a prerequisite for applicants to receive any FY 2013 OHS preparedness grant funding. Environmental Planning and Historic Preservation (EHP). The Hawaii County CMYfl Defense Agency must comply with the EHP in accordance with OHS Information Bulletin 271, dated December 5, 2.007. All funding, regardless of what it is being used for requires an EHP approval prior to encumbering funds. For entries requiring an EHP, the sub-grantee must complete and submit appropriate documentation prior to encumbering funds. The DIM provides categorical exempted items and identifies entries requiring a more comprehensive review. National Incident:Management System (NIMS). The Hawaii County Civil Defense Agency is required to be In compliance with the annual NIMS Performance Compliance Objective metrics. Safecorn Guidance. The Hawaii County Civil Defense Agency should comply with FY 2013 Safecom Guidance for purchase related to emergency communications. (rittP://www.safecomorociram,qpyiganyOefault.aspx). 1 fktnefand Security Grant Program Memorandum of Agreement OMR Citizen Corps Reporting. Ail entities share responsibility to support the whole community engagement. The State Citizen Corps Coordinator must address activities that contribute to and support core capabilities, The Citizen Corps toolkit can be found at htt LLATrw,rea slimyjcit gin Coro$gigue -core :gmkinformadon-and-finan ialresourceL Property Accountability. The sub-grantee is required to provide a complete Inventory listing for each project in the investment to Department of Defense prior to the official close out of the FY 2013 Homeland Security Grant. The inventory list should be In compliance with the Hawaii County Civil Defense Agency Property and Inventory Management Procedures. Changes in inventory such as fair, wear and tear, disposal, transfers, must be annotated on inventory. Annual inventory listings will be provided to the Department of Defense annually and final inventory listing prior to close out of the grant. Standard Financial Requirements. The Hawaii County Civil Defense Agency shall comply with all applicable laws and regulations,. A non-exclusive list of regulations commonly applicable to FEMA, OHS grants are listed below: • 44 CFR Part 13, Uniform Administrative Requirements for Grants Administrative and Cooperative Agreements to State and Local Governments Requirements • 44 CFR Part 10, Environmental Considerations • 28 CFR Part 23, Criminal Intelligence Systems Operating Policies • 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, hospitals, Coat principles and Other Non-Profit Organizations (OMB Circular A-110) • 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) • 2 CFR Part 220, Cost Principles for Educational Institutions(OMB Circular A-21) • 2 CFR Part 230, Cost Principles for Non-Profit Organizations (OMB Circular A-122) • 48 CFR 31.2, Federal Acquisition Regulations (FAR), Part 31.2 Contract Audit • Cost Principles and Procedures, Contracts with Commercial Requirements Organizations • OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations • Technology systems funded or supported with Homeland Security Grant Program funds comply with 28 CFR Part 23 *max:yin-REQUEST FOR REIMBURSEMENT The method of payment will be by reimbursement. For a reimbursement the appropriate documentation for payment will include a copy of the purchase order/contract and vendor invoice certified "purchases) services received", The Hawaii County Civil Defense Agency must provide a Certificate of Vendor Compliance with reimbursement documentation. The Hawaii County CMI Defense Agency should also be registered in the System for Award Management or SAMS. I'tornelamt Security Grant Program Memorandum of Agreement All reimbursement documents will be submitted to DoD with en original signature on Request for Reimbursement in blue Ink. Payment will be made to the Hawaii County Civil Defense Agency unless otherwise identified on the Request for Reimbursement. Advancement for the FY 2013 HSGP will not be authorized. However, the DoD will work with the Hawaii County Civil Defense Agency if this form of reimbursement is requested. In the event that the Hawaii County Civil Defense Agency request an advancernent, the FY 2013 HSGP funds received must be placed in an interest-bearing account. Funds placed in an interest-bearing account where interest earned is in excess of$100,00 for all federal grants, must be returned to the Department of Health and Human Services at: United States Department of Health and Human Services Division of Payment Management Services P.O. Box 6021 Rockville, MD 20852 Interest earned must be reported by sub-grantee in quarterly report A copy of the letter returning interest and a copy of the check are required to be submitted to the DoD for reporting purposes. Upon receipt of equipment/services, the sub-grantee will be required to reconcile the advancement prior to requesting subsequent advancement requests. If quarterly'reports are not filed, reimbursements and/or advancement will be delayed or suspended. ARTICLE IX—FINANCIAL REPORTS FINANCIAL STATUS REPORT: The DoD shall submit financial reports (Federal Financial Report SF-425) to the FEMA within 30 days after the end of each quarter. A final financial report for the grant is due 90 days after the close of the grant. REPORT SUBMISSION: Sub-grantee is obligated to submit quarterly reports to Department of Defense, Attn: Grant Management Office by the 5'day of the month folloWing the ending of each quarter,. The Quarterly Expenditure Report provides compliance with the FEMA reporting requirement Beginning with the award of the FY 2013, a more comprehensive reporting tool will be made available so as to have sub-grantees input on program reporting requirements. Semi-annual and Bi-annual Strategy Implementation Reports are due to the Office for Domestic Preparedness on June 30" and December 31st. Sub-grantee is required to submit'changes into the DBW as the changes may have an impact on distribution of funds by program discipline and category. Itoinotathi Sontrity tiont Program Memorandum of Agnorteiti ARTICLE X- OTHER Sub-grantee should advise DoD in the event that funds will not be encumbered in order to allow for reallocation of funds in a timely manner. The GMO will work with each sub grantee prior to the encumbrance date. As a result of the performance period reduced to 24-months, encumbrance of the FY 2013 HSGP funds must begin immediately upon receipt. Funds not encumbered prior to October 1, 201.4 will be recommended for reallocation of funds. Close out of the Homeland Security Grant. Program begins upon receipt. Grant extensions are not guaranteed. For planning purposes the following dose out information is provided. Changes will be provided In a Grant Adjustment Notice. FY 2013.State homeland Security Gram Program Performance Period; September I,2013. -.August 31,2015 Gram Number: I M W-2011-SS-00003 Fiteumbrancc Date: August 1,2014 Closeout Period:: October 1 December 31,2015 Last date to submit invoices: October 14,2015 Close out expenditure report due: 5th working day of the quarter (September a,2015). Equiprentiinventury listing:due; October IS,2015 Close.out.Performance Report: Stir%lurking day of the mania .r (October IS,2015) Return of Close.out GAN to DoD: October 15,2015 I3 ;IR Closeout: December 31.2015 Based on original performance period •the dates above will be adjusted based on extensions granted by 1)115 ................ When deemed appropriate and in the best interest to the State, DoD will request extensions to the grant performance from FEMA, DHS. During the grant period, additional funds may be made available to sub-grantee, specifically as the grant Is being closed out and time Is critical to encumber funds. Conversely, there may be instances where funds are required to support Statewide goals and objectives. If such a situation arises and funds are required, no funds will be withdrawn without coordination with the sub-grantee; Additional administrative guidance (Attachment 5) HSGP is provided to the sub-grantee entity responsible for the administration of the FY 2013 in the FY 2013 Administrative Procedures and the Homeland Security Grants Procedural Manual. In addition to the terms stated in this Memorandum, the sub-grantee is obligated to comply with the requirements and procedures detailed in the FY 2013 Homeland Security Funding Opportunity Announcement. 1loinel<tnd Security Grant Program Memorandum of Agreement APPROVED/DISAPPROVED: DARRYL '. M. WANG . ... Wi . P. Keno! Major G- era[, HING ` ' Mayor Director of Clvil Defense County of Hawaii SEP-3 2013 2013 Date Date APPROVED AS.T4'FORM: /7/ MICHAEL VINCENT Deputy Attorney General _,_W liorncland Security Grant Program Memorandum of Agreement