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Home My WebLink AboutCOM 0041.009 2008-2010 / William P. Kenoi Mayor . I . .'f Quince Mento Administrator William T. Takaba Managing Director t~:!r1 (,'j' .'! . 'J 1'1: to. f;.j ...."" ! U U t~t!)) John T. Drummond Administrative Officer (fl:ounfl1 of ~a:fua:ii ' ". ;". .Y.~. CIVIL DEFENSE AGENCY 920 Ululani Street . Hila, Hawai'i 96720-3958 (808) 935-003 I . Fax (808) 935-6460 William Hanson Administrative Officer DATE: October 5, 2009 ~ ~ Q CJ --I ....... -c :0 rn l-, \, ..)1 ';f'""'C ..~ =:0 :a TO: J Yoshimoto, Council Chairman and Council Members f....... E:::J I'\;) (.G) VIA: Kay Oshiro, Controller Quince Mento, Civil Defense Administrator fu~):) FROM: RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. 09-64, Section 7(1) Name of Grant Program: Grantor: FY 2009 Homeland Security Grant Program State of Hawai'i, Department of Defense, State Civil Defense County Grantee Department or Agency: County of Hawaii, Civil Defense Agency Grant No. (IF KNOWN): Amount of Grant: Amount of County Match: 2009-SST9-0006 $1,000,000.00 $0.00 County Revenue & Expenditure Account Numbers: Grant Period (Commencement & Completion): 010.3308.34/010-241-5241.65 09101/2009 to 07/31/2012 Purpose of Grant: for 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. Comm. No. tf I. q Ref. To: -- Ref. Date 'DeE 1 4 2DtJ9 ", .. Is final report required by grantor? D Yes IE] No Notification attached: IE] Yes D No, because Hawai'i County is an equal opportunityprovider and employer e Form NGA09/08 LINDA ~ING~e GOVeRNOR f(~ ~- 1.11'401> ceNeAA~ ROBERTG~ F. LEE (HH:ECfOR ("~F CIVIL DEFEtJ5.E EDWARD T.. T/UX!tiIi'lA VI':! DIRECTOR OF C Mt OfFENSE I'H'Jl-lE (600) Ti!.3~:!OO FAY. (iiOB, 73~.42B7 SlATE OF HAWAII DEPARTMENT OF DEFENSE OFFICE OF THE DIRECTOR OF CIVIL DEFENSE :>949 DIAMOND HEAD ROAD HONOlVll.l HAWAII 96a16.449~ l' .. ~ '''i , , .' ..<~ "". ....,... q -R C LI AlJG 3 1 2009 Honorable Billy Kenai Mayor, County of Hawaii 25 Aupuni Street Hila, Hawaii 96720 Dear Mayor Kenai: Memorandum of Agreement for the FY 2009 Homeland Securit~ Grant Proqram The State of Hawaii has been awarded the FY 2009 Homeland Security Grant Program (HSGP) funds from the Department of Homeland Security, Federal Emergency Management Agency, Preparedness Directorate Grants and Training. The FY 2009 HSGP funds are provided to prevent, deter, respond to, and recover from threats and incidents of terrorism. The FY 2009 HSGPsupports the County of Hawaii in 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 of terrorism but also supports "all hazards" catastrophic preparedness initiatives. The FY 2009 HSGP funding is distributed by program dollars and investment. The investment is a "collage" of program and capability reviews submitted by the County of Hawaii during the application period. A copy of Investments 3, 5,6, and 7 that the County of Hawaii is authorized to allocate funds is attached with the Memorandum of Agreement. 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 August 1. 2009 through July 31,2012. The County of Hawaii is the recipient of S 1,000,000.00. The grant funds are distributed in the programs, 04580 Honorable Billy Kenoi Page 2 AUG 3 I 2009 , Inve$trntlnt 'Number' 3 C:CU.aOlW of Hillwaiti, Statewide Shelter Pro.9!~.!!L_._. Improved Interoperable Communications Ca abilit State Outreach and Citizen Preparedness..._~.__. Emergency Preparedness for Mass Casual! and Destructive Events SIrllLS $250,000.00 ccp. 5 $400,000.00 6 $8,807.00 $29.193.00 i $ "..---1_~_._.._.i 312,000.00 "Total E!!ndingJ "'$l;oo.oi:OOO.OO ' The FY 2009 HSGP continues to provide the County of Hawaii with funding for planning. equipment, training, and exercises to support emergency preparedness. prevention, response, and recovery. State Civil Defense (SeD) will be working with Hawaii County Civil Defense Agency (HCDA) to coordina.te improvements at designated Level II shelters with the installation of transfer switches for generators to support special population groups. SeD would also recommend training designating Citizen Corps volunteers in Shelter Management Also, HCDA, SCD and the Department of Accounting and General Services will be partnering a public safety communications initiate into the State Blended System initially implemented through the Public Safety Interoperable Communications Grant Program. The County of Hawaii response agencies should utilize the Implementation Strategy for Homeland Security to more effectively fill the gaps between needs and existing capabilities. All funds will be identified in a Detailed Budget Worksheet (DBW) and recorded in an Initial Strategy Implementation Plan (ISIP) that identifies expenditures and portrays the use of the FY 2009 HSGP funds provided to the County of Hawaii_ The terms and conditions of the grant programs and the funds being distributed for each investment for the County of Hawaii and programs are in the attached Articles. If you agJee with the Articles for the grant programs, please sign and return the two original Articles to SeD before September 30,2009. The original set of the Articles will be provided after signatures are completed. Thank you for your cooperation in expediting this initiative. If additional information is needed, please have your staff contact Ms. Dolores Cook, State Civif Defense, at 733-4320, extension 219. or email at dcook@scd.hawaiLgov. Sincerely, /l14h~ ~ ROBERT G. F. LEE Major General, HING Director of Civil Defense Attachments c: Mr. Quince Mento. Administrator Hawaii Civil Defense Agency Memo,"andum of Agreement For FV 2f)09 Homeland Grant PI" ARTICLE I - PROGRAM DESCRIPTION This year marks the fourth grant cycle in which grants have peen alfgned to the National Preparedness Goal to shape National Priorities and focus expenditures. This common planning framework and the Target Capabilities define how prepared we are, how prepared we need to be and how we prioritize efforts to close gaps. Sub-grantee is the entity receiving FY 2009 Homeland Security Grant funding. ARnCLEIE-AUTHO~ES The Statutory authority for the FY 2.009 Homeland..Security Program is supported under the Consolidated Appropriations Act of 2009 (Public Law 119~161). The CFDA number forFY 2009 HSGP is 97.067. ARTICLE In - PERIOD OF PERfORMANCE Performance Objective Metrics - FY 2009 Homeland Security Grant funding shall focus on the objectives and priorities: L Addressing capability requirements aild measuring progress in achieving the. National Preparedness Guidelines .. 2. Strengthen- planning and Citizen Preparedness Capabilities - Strengthening Preparedness Planning The Period of Performance shall be thirty-six (36) months from the effective date of the grant award: August 1, 2009 through July 31, 2012. Hawaii County shall not incur costs or obligate funds for any purpose pertaining to the operation of theprograrn or any related program project or activities beyond the expiration date of the periO(lof performance. ARTICLE IV - AMOUNT AWARDED AND DISTRIBUTION Expenditures of all grant funds must be allocated against theFY 2009 Implementation Strategy for Hawaii Homeland Securlty and/or the FY 2009 Urban Area Security Initiative Homeland Security Strategy. Hawaii County Civil Defense Agency with. agencies receiving tt~eFY 2009 Homeland Security Grant Program funds are required to complete an initial Detailed Budget Worksheet and an Initial Strategy Implementation Plan (ISIP) identifying the use of the fund. Once the rsrp is approved, the Department of Homeland5ecurity, Preparedness Directorate, Grants and Training must approve changes to the Detailed Budget Worksheets prior to n' 2009 l!a1\)cland Security (Jtant PrOgJ2tn M C"f11()rl\T1\"4mH.f Agn:cmcl11 committing funds. Attachment 1 provides an allowable cost matrix showing the authorized program expenditures by program, planning solution and category for sub-grantee; In addition to supporting the equipment categories shown in Attachment 1, the grantfunps may be used to support training, exercises and planning. Sub-grantee may use funds to hire program personnel to supportfthe management of the grant. Overtime is authorized to~support the training and exercise program, travel; supplies and contractual servicesassooatedwithimplementing the State and/or Urban Area strategies. Funds may only be allocated against the Investments bvprogram funding as shown at Attachment 2; FY 2009 Investment Profile and AlIocation~ The individual investments supporting Hawaii County the grant allocation are provided ~t Attachment 3. Personnel associated with the execution of the grant programs will. be identified under Management and Administration for planningi training, or exerciseS. Personnel descriptions must be on file with grant records at the County and SCD. Hawaii County is authorized to use up to 3% of the State Homeland Security Programs funding for management and administrative costs for administering.the Homeland Security Program. Hawaii County Civil De,fense Agency is not permitted to ~ub~gtal1t f!,Jnds to another agency. ARTICLE V - COSt-SHARE/MATCH There is no cost-share or match required for these grantfunds. if expenditures exceed theo maximum amount of funding, sub-grantee shall pay the costs in excess of the approved budget. ARTICLE Vl- MAINTENANCE OF EFFORT /SUPPJ.,ANTINGOf 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 fromthrepts and acts of terrorism program activities. The funds shall be used to supplement and shall not be used to suppDantfunding dedicated to this effort. ARTICLE VII - ADMINISTRATIVE AND NAnONALPOUCY REQUIREMENTS Tne Homeland Security Grant Program funds iCalnnot be transferred between programs nor can the funds be transferred between investments without prior approval. State Preparedness Report. The Post-Katrina Emergency ManagementReform Ad of 2006 (Public Law 109.295) requires any State that receives Federal preparedness assistance to submit a State Preparedness Report to DHS. Receipt of this report tis a prerequisite for applicants to receive aIny FY 2009 DHS preparedness grant funding. Environmental Planning and Historic: Preserv'atiolt, .Hawaii County must comply With fV:W{)9 Iku:tlelanu.St'ctlJirv (itanl Pmeranl Mcmornodlim o( Agrc,::olcm Environmental Planning and Historical Preservation (EHP)In accordance with,DHS Information Bulletin 271, dated December S, 2007. All items on the detailed budget. worksheet requires an EHP review. The Detailed Budget Worr..sheet will identify Which items will require an in depth EHP Review. For entries requiring an EHP, the County must. complete and submit appropriate documentation prior to encumbering funds. No reimburSE;!ment will be made for an. item unl~ss the EHP has been approved. Agencies within Hawaii County receiving homelanr;l sec~rity grantrunding are required to be In compliance with the annual National Incident Managel1'lentSystem Performance Compliance Objective metrics. Standard Financial Requirements. Hawaii County ~hall comply with all applicable laws and regulations. A non-exclusive list of regulations commonly applicable to DHS grants are listed below: . 44CFR Part 13, Uniform Administrative Requirements:for Grants and Cooperative Agreements to State and Local Governments . Z CFR Part 225, Cost Principle'S for State, 'Local, and Indian Tribal GOvernments (OMB Circular A-87) . Federal Acquisition Regulations (FAR),. Part 31.2 (ontr(ict Cost Principles and Procedures, Contracts with Commercial Organizations. . OMS Circular A-B3, Audits of States, Local Governm~nt$,aFld Non-Profit Organizations . Technology system funded or supported with. Homeland security Grant Program funds comply with 28 CFR Part 23 ARTICLE VIII - REQUEST FOR ADVANCE The method of payment will be by reimbursement or advancement. Prior to receipt of the award, Hawaii County is required to prepare an Operational Expenditure Plan that identifies v\'hen funds will be committed. State Civil Defense will reimburse fi..lndsbased on the. disbursement requirements. Payment will be made to the Countyafter required documentation is submitted to State Civil Defense. Appropriate, documentation for payment will induO('! a copy of the purchase order/contract and vendor invoice certilled'''purchases/ services received", and an original signed request for reimbursement submittec! to State CiVil Defense. If Hawaii County prefers to utilize the advancement method: for. paymentf the Comity can complete the advclOcement form based on the Operatlone'lIEXpeoditure Plan, qLJote infotm~tlon, and appropriate advancement request. The County is p~tl'l'lttted to request an advancement of the FY 2009 funds up to 60 days prior to expengiture.By the .end bf ;the adv~nc~mentperiod, Hawaii County Civil Defense must reconcile with SCD by 'Pfovidingactual recetptdocuments and check showing payment. Only one advancement will be open at j;J;time, . The FY 2009 State Homeland Security Program funds mustbe placed in an .interest-bearing account. Funds placed in an interest~bearing account where interest earned is in excess of $iOO.OO for all federal grants must be returned to the Department of Health and Human Services at: FY 2(}09'~lorttelai1d S&.wtiIY Plilll1 PfO~anl r-.11.'f!l1)f(lIl~lil(l1 oi' Agrccmcf1l United States Department of Health and Human SerVices Division of Payment Management Services P.O. Box 6021 Rockville, MD 20852 A copy of the letter and check to the U.S. Department of Health and Human Services must be provided to SeD for inclusion in the in quarterly report. If quarterly reports are not filed, the advancement will. be delayed 'or suspended. ARTICLE IX - fINANCIAL REPORTS FINANCIAL STATUS REPORT: State Civil Defense shall submit financial reports (Final1cial State Report (SF~269) to the Office of the Comptroller within 30. days after the end of each quarter. A final frnancial report for the grant is due 90 days after the dose of the grant. Hawaii County is obligated to provide a status report to State Civil Defenseon,a quarterly basis so as to allow compliance with the Department of Homeland Security Grants and. Training reporting requirements. REPORT SUBfvlISSION: Quarterly reports are required to be submitted . to State Civil Defense, Attn: Homeland..5ecurity Branch Chief by the 5th day of the month following the endiflg of each quarter. Semi-annual and Bi-annual Strategy Implementation Reports are due to the Department of Homeland Security, Federal Emergency Management Ag~nty"onJune 30th and December 31st. Sub-grantee is reqUired to submit changes into the'Oeta11ed BudgetWorksheet as the changes may have an impact on distribution of funds by program, discipline and/or category. All . changes must be aligned to an approved investment as approved by Department of Homeland Security . ARTICLE X- OTHER Any changes in this Memorandum of Agreement inczluding but not limited to the adjustments of funding level, performance period, change in investment, must be accomplished byaformal agreement or Grant Adjustment Notice signed and approved by and betvl(e~n the duly authorized representative of the sub~grantee and State c:ivil Defense. The designated representative forHawati County is: Type or Print Name of Point of Contact Hawaii County, should advise State CiVil Defense lrrtheevefl,t thatfuods will not be encumbered in order to allow for reallocation of funds in a timely manner. Nine months prior to the dose olf the grant State Civil Defense will begin reviewing expenditures and encumbr.ances based on quarterly reports to recommend reaUocation of funds not yet encumbered. An fundls for FY 2009 must be encumbered with State Civil Defense bV September 30,2011. FY 2009l-1(lmdand s.c.cunly Grunll>rngram MellW31'ldill11 of AgI~mtlll When deemed appropriate and in the best interest to the State! State Civil Defense will request extensions to the grant performance from the Department of Homeland security. During the grant period, additional funds may be made available tosub-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 Hawaii County. FY 2009 Homeland SC'llrityGrant l'rOfJam Memmsndum of A~Jccmenl APPROVED/DISAPPROVED: 4~ ROBERT G. F. LEE Major General, HING Dlrector of Civil Defense 3/ ~ 'hN'j o te SEP 0 9 2009 Date APPROVED AS TO FORM: t1JKIcrr MICHAEL VINCENT Deputy Attorney General GEt' 2 9 2009 Date F\' 2009 Humeland Security (;rnnt pmg;sm M et1i..."'-ilJlUUm of Agreement STATE OF HAWAI'I ) ) SS. COUNTY OF HAWAI'I ) q~ 0 {;" On this day 0 f /~f !fltl.t~2009 bctbrcme personalty appeared WILLIA~'t P. KENOl, to me personally known, who, being by me duly sworn, did say that \,VILLlAM P. KENOl is the Mayor of the County of Hawai'i, a municipal corporation of the State of Hawai'i; that the seal affixed to the foregoing instrumem is the corporate seal of said County of Hawai 'i; that the foregoing instrument was signed and sealed in behalf of the County of Hawaii by authority given to said Mayor of the County of Hawai'i by Section 5-1.3(g) of the County Charter, County of Hawai'i (2000), as amended; and said WILLIAM P. KENOl acknowledged said instrument to be the free act and deed of said County of Hawai'i. - r~-::-' ~-- , ~ ',- ,.rL/ C1llL~ .fi-, ,JIl>'!J NADINE H. POMROY (. Notary Public, State of Hawai'i (.s - My Commission Expires: 7/12120 J 3 c.;;. \' . Doc. Date:~ J"'-1u4'f ..3{,).,.. 02 D01' Name: Nadine H. Pomroy Doc. Description: /1.fc I1'--r:,)YZ'irv:i u fY1 ejc{J 1 '--f-b lru,. (c/. fL 4 ()+' Cll/'t iI; ........... '. r?J ('1ltit~u' <c:;1f. t ,flH..li\(;-' Signature ( # Pages: /0 Third Circuit tJ-l tJ r't.r:.':'-krd-:rftr.1tt~". Fy bra. ,,+ . Prel,! l?l ('Y1... . SEP ,0 9 Zu09 Date MY COMMISSION EXPIRES 07/12/2013