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Home My WebLink AboutCOM 0749.000 2010-2012 William P.Kenoi ��`- .' Mayor Benedict L.Fuata Civil Defense Administrator William T.Takaba •• .'�of M�'''9-_- Managing Director !It xxtfg zrf thi�xtt CIVIL DEFENSE AGENCY 920 Ululani Street • Hilo,Hawaii 96720-3958 (808)935-0031 • Fax(808)935-6460 --� DATE: April 24, 2012 __ TO: Dominic Yagong, Council Chairman and Council Members ra VIA: ay G s, Contr, r FROM: Or ": � � :j :1, ivil Defense Administrator , RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. 11-59, Section 7(1) Name of Grant Program: FY 2011 Homeland Security Grant program Grantor: State of Hawaii, Department of Defense, State Civil Defense County Grantee Department or Agency: County of Hawaii Civil Defense Agency Grant No. (IF KNOWN): EMW-2011-SS-00129 Amount of Grant: $600,000.00 Amount of County Match: 0.00 County Revenue & Expenditure Account Numbers: 010-3308.70/010-241-5241.70. Grant Period(Commencement& Completion): September 1, 2011 through August 31, 2014 Purpose of Grant: Program funds are aligned to the National Preparedness Goad used to shape national priorities related to all-hazards.The common planning framework help define our level of preparedness and prioritization of effort. Is final report required by grantor? Yes XI No Notification attached: .(Yes No, because Comm. No. Ref.To: --^- Ref. Date MAY 0 3 202 CD Hawai'i County is an equal opportunity provider and employer Form NGA 08/11 R Memorandum of Agreement For FY 2011 Homeland Security Grant Program 2011-SS-00129 ARTICLE I PROGRAM DESCRIPTION The Homeland Security Grant Program (HSGP)funds are aligned to the National Preparedness Goal used to shape national priorities related to all-hazards. This common planning framework, supported by the 37 Target Capabilities, help define our level of preparedness and prioritization of effort. The HSGP includes the State Homeland Security Program (SHSP), Metropolitan Medical Response System (MMRS) and Citizen Corps Program (CCP). The County of Hawaii through the State Civil Defense is the sub-grantee receiving FY 2011 HSGP funding. The approved HSGP award and the distribution of the Homeland Security funds to the County of Hawaii are available in Attachment 1. The National Priorities and guidelines is available at www.fema.gov/pdf/emergency/nrf/national preparedness quidelines.pdf ARTICLE II AUTHORITIES The statutory authority for the FY 2011 Homeland Security Grant Program funds is the Department of Homeland Security Appropriations Act, 2011 (Public 111-83); the recommendations of the 9/11 Act of 2007 (Public Law 110-53); and the Homeland Security Act of 2002 (6 U.S.0 Section 101 et seq.). The CFDA number for FY 2011 Homeland Security Grant Program is 97.067. ARTICLE III PERIOD OF PERFORMANCE The Period of Performance shall be thirty-six (36) months from the effective date of the grant award: September 1, 2011, through August 31, 2014. The County of Hawaii 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 AND DISTRIBUTION Expenditures of all grant funds must be allocated against the approved FY 2009 Implementation Strategy for Hawaii Homeland Security. The County of Hawaii, as well as other agencies receiving the FY 2011 HSGP funds, is required to complete an initial Detailed Budget Worksheet (DBWS) 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 2011 investment justifications by program funding as shown in Attachment 2. HSGP funds cannot be transferred between grant programs nor can the funds be transferred between investments without prior approval. The County of Hawaii is not permitted to sub-grant funds to another agency. Personnel associated with the execution of the grant programs will be identified under FY 2011 State Homeland Security Grant Program Memorandum of Agreement 1 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 State Civil Defense (SCD) agencies. The County of Hawaii 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 DBWS. ARTICLE 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 pay 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 terrorism program activities. The funds shall be used to supplement and shall not be used to supplant funding dedicated to this effort. ARTICLE VII COMPLIANCE REQUIREMENTS The County of Hawaii must comply with DHS FEMA Grant Programs Directorate Information Bulletin 356, dated February 17, 2011. All HSGP investments require a DHS review to determine if an EHP Screening Form must be submitted and approved prior to the encumbrance of funds. Further guidance is provided in the attached FY 2011 Homeland Security Grant Program State of Hawaii Administrative Guidance. The County of Hawaii is required to be in compliance with the annual NIMS Performance Compliance Objective metrics. The County of Hawaii shall comply with all applicable laws and regulations. A non-exclusive list of regulations commonly applicable to FEMA, DHS grants are listed below: • 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments • 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) • Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations • OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations • 28 CFR Part 23,Technology systems funded or supported with Homeland Security Grant Program funds ARTICLE VIII PROCUREMENT AND INVENTORY REQUIREMENTS The County of Hawaii is required to annually conduct a physical inventory of items purchased with HSGP funds and submit a report to SCD. Prior to the official close-out of the FY 2011 HSGP grant, a complete inventory listing for each project is required, in compliance with the County of Hawaii Property and Inventory Management Procedures. FY 2011 State Homeland Security Grant Program Memorandum of Agreement 2 The County of Hawaii agrees to competitively procure all goods and services and agree to follow the State of Hawaii's procurement rules and regulations. The County of Hawaii agrees that property acquired with grant funds will be tagged and tracked using a computer-based inventory system. ARTICLE IX DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILTIES The County of Hawaii certifies that it, its principals, and contracted organizations, are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency. Further, within a three-year period preceding this MOA, they have not been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction or contract under a public transaction, violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. The County of Hawaii agrees it is the responsibility of all grant recipients and their respective agency personnel, grantees, sub-grantees, and contractors under grants, to report any alleged violations, serious irregularities, sensitive issues, or overt or covert acts that would use public funds or perform program and administrative requirements in a manner not consistent with State of Hawaii statutes, related laws and regulations, appropriate guidelines, or purposes or objectives of the grant. ARTICLE X ADVANCEMENT AND REIMBURSEMENT FOR DRAWDOWN OF FUNDS Advancements may be allowable under the FY 2011 SHSGP to sub-grantees and must be pre- approved. Requests for advancements may be made up to 60 days prior to expenditure and must be placed in an interest-bearing account. If the interest earned on the fund advancement is in excess of$100.00, the interest must be returned to the Department of Health and Human Services. Interest returned must be reported by sub-grantee in the quarterly report. If advancement is not requested, payments will be made on a reimbursement basis, upon the submission of required documentation. ARTICLE XI FINANCIAL REPORTS AND REVIEWS The County of Hawaii is obligated to complete a Quarterly Report, due to SCD by the 5th working day of the first month following the end of the calendar quarter. Closeout of the HSGP begins upon receipt. For planning purposes the following closeout information is provided. Changes will be provided in a Grant Adjustment Notice (GAN). • FY 2011 State Homeland Security Grant Program Memorandum of Agreement 3 FY2011 Homeland Security Grant Program Grant Number: 2011-SS-00129 Period of Performance: September 1, 2011 —August 31, 2014 Encumbrance Date: December 31, 2013 Close-out Period: September 1 — December 31, 2014 Last Date to Submit Invoices: September 30, 2014 Equipment/Inventory List Due: December 31, 2014 Close-out Performance Report Due: October 7, 2014 (5th working day after quarter end) Return of signed Close-out GAN to SCD: December 31, 2014 The above dates are based on the original performance period and will be adjusted, based on extensions granted by DHS. When deemed appropriate and in the best interest to the State, SCD will request extensions to the grant performance period from FEMA, DHS. Grant extensions are not guaranteed. Nine months prior to the close of the grant, SCD will begin reviewing expenditures and encumbrances based on quarterly reports to recommend reallocation of funds not yet encumbered. Further administrative guidance is provided in the attached State of Hawaii FY 2011 Homeland Security Grant Program Guidance. APPROVED/DISAPPROVED: DARRYL D. M. WONG I WILLIAM P. KENOI Major General Mayor Hawaii National Guard County of Hawaii Director of Civil Defense OCT 2 6 2011 NOV 3 2011 Date Date APPROVED AS TO FORM: MICHAEL VINCENT Deputy Attorney General FY 2011 State Homeland Security Grant Program Memorandum of Agreement 4 STATE OF HAWAII ) SS. COUNTY OF HAWAII ) On November 3 2011 , before me personally appeared WILLIAM P. KENOI, to me personally known, who, being by me duly sworn, did say that he 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 instrument is the corporate seal of said County of Hawai`i, the foregoing instrument was signed and sealed on behalf of the County of Hawaii by authority given to said Mayor of the County of Hawaii by Sections 5-1.3 and 13-13 of the County Charter, County of Hawai`i (2010), as amended, and said WILLIAM P. KENOI acknowledged said instrument to be the free act and deed of said County of Hawai`i. Q, y- L.C. Notary Public, State of Hawai`i Printed Name: Guillerma G. Sumera My commission expires: 9/22/13 NOTARY CERTIFICATION STATEMENT Document Identification or Description: Memorandum of Agreement For the FY 2011 Homeland Security Grant Program Doc. Date: November 3, 2011 ❑ Undated at time of notarization. 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