HomeMy WebLinkAbout20194387.tiff RESOLUTION
RE: APPROVE EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG)
AGREEMENT AND AUTHORIZE CHAIR TO SIGN LETTER OF ACCEPTANCE
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Emergency Management
Performance Grant (EMPG) Agreement between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Office of
Emergency Management, and the Colorado Department of Public Safety, Division of Homeland
Security and Emergency Management, commencing on January 1, 2019, and ending
December 31, 2019, with further terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Emergency Management Performance Grant (EMPG) Agreement
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Office of Emergency Management, and the
Colorado Department of Public Safety, Division of Homeland Security and Emergency
Management, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said letter of acceptance.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 2nd day of October, A.D., 2019, nunc pro tunc January 1, 2019.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLOR DO
ATTEST: datit44) W •ado;ec
ara Kirkmeyer, Ch it Ll---/
Weld County Clerk to the Board iii4L-2
- Mike Freeman, Pro-Tem
BY:7729-7-1:-4-""
IP C
Deputy Clerk to the Board
,; La Sean . Conw (---)
APPRO AST ��
�.
»!��� ... c tt . James
my Att rney •
. rCf ` jr.le:.--e___ ✓��Lr ���
�' � Steve Moreno
Date of signature: to/off/q
c c.:OEM c RR), G C T C BC/CD) 2019-4387
1O/. /19 EM0018
( rwrotck. *ID I* 31 L-10�
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE: 2019 EMPG Authorization Letter
DEPARTMENT: OEM DATE: September 16,2019
PERSON REQUESTING: Roy Rudisill
Brief description of the problem/issue:
Commissioners, attached to this Pass-Around memo are the authorization letter and scope of work for the 2019
Emergency Management Performance Grant. The award is for 76,000.00 and helps to support our Emergency
Management Program. The BOCC approved the application on December 10, 2018 and was submitted to the
State.
I request you authorize me to add Authorization Letter to the BOCC agenda in order to process and receive our
reimbursements from the state.
What options exist for the Board? (include consequences,impacts, costs, etc. of options):
Add item to the BOCC agenda and sign the authorization letter, allows us to receive the funding.
Deny funding and send letter back to the state,this would affect our budget and operation funding.
Recommendation:
Approve item to be added to the BOCC agenda, Sign letter and continue with grant program.
Approve Schedule
Recommendation Work Session Other/Comments:
Sean P.Conway
Mike Freeman, Pro-Tem
Scott K.James
Barbara Kirkmeyer,Chair
Steve Moreno
2019-4387
! COLORADO
Division of Homeland Security
&Emergency Management
Department of Public Safety
Roy Rudisill, Director
WELD COUNTY
1150 0 Street
Greeley, CO 80632
August 30, 2019
Re: 2019 Emergency Management Performance Grant (EMPG) Award Letter- 19EM-20-58
Dear Mr. Rudisill,
The Colorado Division of Homeland Security Et Emergency Management (DHSEM) is pleased to inform you
that your application for funding pursuant to the 2019 Emergency Management Performance Grant
(EMPG) Program is approved in the amount of $76,000.00 (funding source: Federal Funds). Project
funding award is based on the project description provided in the application and outlined in the
following table:
Project Activity/Line Item Federal Share Required Non- Total Project
Federal Local Share
EMPG Activities $76,000.00 $76,000.00 $152,000.00
Total Award Amount $76,000.00
DHSEM will issue your grant award as a Small Dollar Grant Agreement (SDGA). The issuance of a SDGA
functions like a `purchase order' for requests for reimbursements (RFRs) in the State financial system,
and does not require original signatures on a formal agreement from your approving authorities, as done
in the past, in order to reduce unnecessary delays in processing formalized agreement documents and
your awarded projects.
To issue the SDGA, DHSEM must receive the following up-to-date forms (included with this letter)
submitted electronically to Esther Son, Esthpr.Son@5tate co.us:
1. W-9
2. EFT form
3. Letter of Acceptance signed by Authorized Signatory (See attached)
After receiving the above mentioned required forms, DHSEM will issue the completed SDGA and terms
and conditions for your grant award to you.
The period of performance for the 2019 EMPG SDGA is from January 1, 2019 to December 31, 2019.
All requests for reimbursements must cover work completed, or expenditures claimed, within this period
of performance. Quarterly RFR and Progress Report submissions will continue to be submitted to your
assigned Regional Field Service Manager.
t.,40 700 Kipling Street, Lakewood, CO 80215 I www.colorado.Qov/publicsafety
cDP
Jared Polls, Governor I Stan Hilkey, Executive Director
COLORADO
Department of Public Safety
O2o /9. 4387
For questions regarding your SDGA or the EMPG Program, please contact Kevin Kuretich at (970) 290-
5480 or Kevin.Kuretich®state.co.us, or Esther Son at (303)239-4259 or Esther.Son®state.co.us.
Please feel free to contact me at (303) 239-4183 or Larisa.Cannon®state.co.us if you have further
questions. Thank you for your assistance in managing this grant award.
Sincerely,
444-- Cia04----
Larisa Cannon
Grants and Contracts Manager
Division of Homeland Security and Emergency Management
CC: File
700 Kipling Street, Lakewood, CO 80215 I www.cotorado.gov/publicsafety
Jared Polls, Governor I Stan Hilkey, Executive Director
COLORADO
Department of Public Safety
COLORADO
;, I Division of Homeland Security
N t
.,.,µ°. &Emergency Management
Department of public Safety
Office of Grants Management
8000 S.Chester Street, Suite 575
Centennial,CO 80112
Letter of Acceptance
Date:
Encumbrance Number: 19EM-20-58
Subrecipient Name: Weld County
Grant Name: EMPG 19EM-20-58
This letter serves as notification and acceptance of the Small Dollar Grant Agreement (SDGA) for the
Grant Name: EMPG 19EM-20-58 in the amount of $ 76,000.00 issued
by the Colorado Department of Public Safety, Division of Homeland Security and Emergency Management
(COPS/DHSEM).
By signing below, the agency, in accordance with acceptance, acknowledges the receipt, review and
concurrence of the provided terms and conditions, scope of work, and any additional requirements
identified. Additionally, the following required documents are provided for issuance of the award
through the State financial system and accompany this letter of acceptance:
1. Current Request for Taxpayer Identification Number and Certification (W-9) form
2. Current Electronic Funds Transfer (EFT)form
By signing and returning this letter, the undersigned holds authority to enter into, and understands and accepts all
the terms and conditions outlined for the Small Dollar Grant Agreement referenced above.
By (Printed Name): Barbara Kirkmeyer, Chair
Title: Board of Weld County Commissioners
Date: OCT 12 2019
*Signatu e a, a
44,00 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety
P�
Jared Polis, Governor I Stan Hilkey, Executive Director
COLORADO
Department of Public Safety
o2o/9- �3Y 7
State Agency Grant Maximum Amount
Department of Public Safety $76,000.00
Grantee Grant Issuance Date
WELD COUNTY The later of January 1,2019 or the date the State
Controller or an authorized delegate signs this Grant Letter
Small Dollar Grant Agreement Number: Grant Expiration Date
December 31,2019
Encumbrance#: I9EM-20-58
Subrecipient DUNS#: 075757955 Fund Expenditure End Date
Federal Award Identification#(FAIN): EMD-2019-EP-00006 December 31,2019
Total Award of Federal Award: $6,241,339.00
Federal Award Date July 11,2019 Grant Authority
Name of Federal Awarding Agency DHS FEMA Federal Authority to enter into this Grant exists in the
CFDA 97.042 Emergency Management Performance Grant Homeland Security Act of 2002 through CFDA 97.042 and
Identification if the Award is for R&D: No State Authority to enter this Grant exists in CRS§24-1-
128.6.
STATEMENT OF WORK
1. GENERAL DESCRIPTION OF THE PROJECT(S).
1.1 Project Description. Work Plan —Grantee will carry-out and work diligently to complete the tasks in
their annual work plan. These tasks are listed by Emergency Management Function in the work plan
document and are part of the Annual EMPG/LEMS Program Application along with the Staffing Plan,
Program Budget and other required forms. Subrecipient will execute and complete the projects as
specified and outlined in their approved 2019 application.
1.2 Project Expenses. Project expenses include the costs to Project expenses include the costs for salaries
and benefits for Grantee's emergency manager and emergency management staff, travel, emergency
management office operating costs, and the costs associated with, emergency management exercises,
training and planning. Eligible project expenses are reimbursed upon submittal of the quarterly request
for reimbursement form.The maximum reimbursement will not exceed 50%of project expenses.No more
than 5% of this Grant may be used for Management and Administration (M&A) costs. Note: salaries of
local emergency managers are not typically categorized as M&A, unless the local Emergency
Management Agency (EMA)chooses to assign personnel to specific M&A activities.Additional specific
eligible and ineligible cost information is listed in the 2019 EMPG program guidance now known as the
"Notice of Funding Opportunity" (NOFO) at littps://www.tema.govimedia-
libraty/assets/documents/I 78513. All eligible expenses are listed in the budget agreement amount table
§8 of this Statement of Work(SOW).
1.3 Non-Federal Match: This non-federal match section ® applies to or does not apply ❑to this Grant. If
it applies, this Grant requires a non-federal match contribution of 50 % of the total Grant budget.
Documentation of expenditures for the non-federal match contribution is required with each drawdown
request. If applicable the match®may or may not❑include in-kind match.
2. DELIVERABLES:
2.1 Grantee shall submit narrative and financial reports describing project progress and accomplishments,any
delays in meeting the objectives and expenditures to date as described in §3 of this Statement of Work.
3. REPORTING REQUIREMENTS:
3.1 Quarterly Financial Status and Progress Reports. The project(s) approved in this Grant are to be
completed on or before the termination date stated on the Award Letter. Grantee shall submit quarterly
financial status and programmatic progress reports for each project identified in this agreement using the
Statement of Work Page 1 of 4
EMPG 2019 Encumbrance#19EM-20-58
forms provided by the Colorado Division of Homeland Security and Emergency Management throughout
the life of the grant. One copy of each required report with original or electronic signatures shall be
submitted in accordance with the schedule below: (The order of the reporting period quarters below are
irrelevant to the grant.If the grant is open during the"report period"reports for that period are due on the '
dates listed. If the grant is for more than one year,reports are due for every quarter that the grant remains
open.)
Report Period Due Date
January—March April 30
April—June July 30
July—September October 30
October—December January 30
3.2 Final Reports: Grantee shall submit final financial status and progress reports that provide final financial
reconciliation and final cumulative grant/project accomplishments within 45 days of the end of the
project/grant period.The final report may not include unliquidated obligations and must indicate the exact
balance of unobligated funds.The final reports may substitute for the quarterly reports for the final quarter
of the grant period. If all projects are completed before the end of the grant period, the final report may
be submitted at any time before its final due date. Further reports are not due after the Colorado Division
of Homeland Security and Emergency Management has received, and sent notice of acceptance of the
final grant report.
4. TESTING AND ACCEPTANCE CRITERIA:
The Colorado Division of Homeland Security and Emergency Management shall evaluate this Project(s)
through the review of Grantee submitted financial and progress reports.The Colorado Division of Homeland
Security and Emergency Management may also conduct on-site monitoring to determine whether the Grantee
is meeting/has met the performance goals, administrative standards, financial management and other
requirements of this grant. The Colorado Division of Homeland Security and Emergency Management will
notify Grantee in advance of such on-site monitoring.
5. PAYMENT:
5.1 Payment Schedule: Grantee shall submit requests for reimbursement using the Colorado Division of
Homeland Security and Emergency Management's provided form at least quarterly. One original or
electronically signed/submitted copy of the reimbursement request is due on the same dates as the required
financial reports. All requests shall be for eligible actual expenses incurred by Grantee, as described in
detail in the budget table(s)of this Exhibit.Requests shall be accompanied by supporting documentation
totaling at least the amount requested for reimbursement and any required non-federal match contribution.
If any financial or progress reports are delinquent at the time of a payment request,the Colorado Division
of Homeland Security and Emergency Management may withhold such reimbursement until the required
reports have been submitted.
5.2 Payment Amount:If non-federal match is required,such match shall be documented with every payment
request. Excess match documented and submitted with one reimbursement request shall be applied to
subsequent requests as necessary to maximize the allowable reimbursement.
5.3 Remittance Address. If mailed,payments shall be sent to the representative identified in§6 of this SOW
Grant Representative:
WELD COUNTY
1150 0 Street
Greeley,CO 80632
Statement of Work Page 2 of 4
EMPG 2019 Encumbrance*19EM-20-58
6. PRINCIPAL REPRESENTATIVES:
For the State: For Grantee:
Larisa Cannon,Grants&Contracts Manager Roy Rudisill, Director
Department of Public Safety, WELD COUNTY
Division of Homeland Security&Emergency 1 150 O Street
Management Greeley,CO 80632
8000 S. Chester Street, Suite 575 rrudisill@co.weld.co.us
Centennial,CO 80112
Larisa.Cannon@state.co.us
7. ADMINISTRATIVE REQUIREMENTS
Required Documentation: Grantees shall retain all procurement and payment documentation on site for
inspection.This shall include,but not be limited to,purchase orders,receiving documents,invoices,vouchers,
equipment/services identification,and time and effort reports.
7.1 Sufficient detail shall be provided with reimbursement requests to demonstrate that expenses are
allowable and appropriate as detailed below:
7.1.1 Equipment or tangible goods. When requesting reimbursement for equipment items with a
purchase price of or exceeding $10,000, and a useful life of more than one year, the Grantee
shall provide a unique identifying number for the equipment, with a copy of the Grantee's
invoice and proof of payment. The unique identifying number can be the manufacturer's serial
number or, if the Grantee has its own existing inventory numbering system,that number may be
used. The location of the equipment shall also be provided. In addition to ongoing tracking
requirements, Grantee shall ensure that equipment items with per unit cost of$10,000 or more
are prominently marked in a manner similar to the following: Purchased with funds provided by
the U.S. Department of Homeland Security.
7.1.2 Services. Grantees shall include contract/purchase order number(s) or employee names, the
date(s)the services were provided and the nature of the services.
7.2 Procurement: A Grantee shall ensure its procurement policies meet or exceed local, state, and federal
requirements. Grantees should refer to local, state, and federal guidance prior to making decisions
regarding competitive bids, sole source or other procurement issues. In addition:
7.2.1 Any sole source transaction in excess of$250,000 shall be approved in advance by the Colorado
Division of Homeland Security and Emergency Management.
7.2.2 Grantees shall ensure that:(a)All procurement transactions,whether negotiated or competitively
bid,and without regard to dollar value,are conducted in a manner that provides maximum open
and free competition;(b)Grantee shall be alert to organizational conflicts of interest and/or non-
competitive practices among contractors that may restrict or eliminate competition or otherwise
restrain trade; (c) Contractors who develop or draft specifications, requirements, statements of
work,and/or Requests for Proposals(RFPs)for a proposed procurement shall be excluded from
bidding or submitting a proposal to compete for the award of such procurement; and (d) Any
request for exemption of item a-c within this subsection shall be submitted in writing to,and be
approved by the authorized Grantee official.
7.2.3 Grantee shall verify that the Contractor is not debarred from participation in state and federal
programs. Sub-grantees should review contractor debarment information on
http://www.sum.gov.
7.2.4 When issuing requests for proposals,bid solicitations,and other published documents describing
projects or programs funded in whole or in part with these grant funds, Grantee and Subrantees
shall use the phrase-"This project was supported by grant#19EM-20-58, issued by the Colorado
Statement of Work Page 3 of 4
EMPG 2019 Encumbrance#19EM-20-58
Division of Homeland Security and Emergency Management."
7.2.5 Grantee shall verify that all purchases are listed in§1 or §7 of this SOW.Equipment purchases,
if any,shall be for items listed in the Approved Equipment List(A.E.L) for the grant period on
the Responder Knowledge Base (RKB), at https://www.lema.gov/authorized-equipment-list.
Additionally, funds used to support emergency communications activities should comply with
the FY 2019 SAFECOM Guidance for Emergency Communication Grants, at
https://www.911.gov/pdf/OEC SAFECOM Guidance Emergency Communications Grants
FY 20I9.pdf
7.2.6 Grantee shall ensure that no rights or duties exercised under this grant,or equipment purchased
with Grant Funds having a purchase value of$10,000 or more, are assigned without the prior
written consent of the Colorado Division of Homeland Security and Emergency Management.
7.2.7 Grantee shall ensure that all funds are needed to supplement and not to supplant the Grantee's
own funds.
7.3 Additional Administrative Requirements:
7.3.1 The Grantee must request approval in advance for any change to this Grant Agreement, using
the forms and procedures established by the Colorado Division of Homeland Security and
Emergency Management.
7.3.2 All applicant agencies that will or have purchased resources with grant funds provided through
Colorado Division of Homeland Security and Emergency Management,must agree to participate
in the State Emergency Management Resource program through the Colorado Resource Rate
Form(CRRF)and update their availability status as requested.
7.3.3 All funding related to exercises must be managed and executed in accordance with the Homeland
Security Exercise and Evaluation Program(HSEEP)and must be National Incident Management
System (NIMS) compliant. Regardless of exercise type or scope, After Action
Reports/Improvement Plans are due to the State Training and Exercise Program Manager within
45 days of the exercise.
8. BUDGET AGREEMENT AMOUNT TABLE:
Project Activity/Line Item Federal Share Required Non- Total Project
Federal Local Share
EMPG Activities $76,000.00 $76,000.00 $152,000.00
Total Award Amount $76,000.00
Statement of Work Page 4 of 4
Contract Form
New Contract Request
Entity Inforniatiora
Entity Flame* Entity ID* ❑New Entity?
DEPARTMENT OF HOMELAND @O0028683
SECURITY
Contract Name* Contract ID Parent Contract ID
2019 EMPG AWARD LETTER 3142
Contract Status Contract Lead* Requires Board Approval
CTB REVIEW GMARQUF.7 YES
Contract Lead Email Department Project
gmarquezEko weld co us
Contract Description*
PROJECT FUNDING AWARD IS BASED ON THE PROJECT DESCRIPTION
Contract Description 2
Contract Type* Department Requested IBC Agenda Due Date
GRANT OEM Date* 09/26/2019
09/30/2019Amount* Department Email.
76,000 00 Clw -OEM@weldgov.cam Will a work session with BOCC be required?*
Renewable* Department Head Email NO
NO CM-OEM- Does Contract require Purchasing Dept.to be included?
DeptHead@weld ov.c:om
Automatic Renewal
County Attorney
GENERAL COUNTY
Grant AI I ORNEY EMAIL
County Attorney Email
IGA CM-
CCUNTYATTGRfNEY@WELD
GOV.COM
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous. Contract Number and Master Services Agreement Number should be left blank if those contracts are not m
Can Base
Contract Dates
Effective Date Review Date* Renewal Date
03/3112020
Termination Notice Period Committed Delivery Date Expiration Date*
09/30/2019
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head Finance Approver Legal Counsel
ROY RUDISILL BARB CONNOLLY BOB CHOATE
OH Approved Date Finance Approved Date Legal Counsel Approved Date
0912412019 9912642019 99//2612019
Final Approval
BOCC Approved Tyler Ref
AG 100219
B0CC Signed Date
BOCC Agenda Date
10102/2019
Originator
QM.ARQUEZ
Submit
Hello