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Home My WebLink About20194090.tiff RESOLUTION RE: APPROVE SPECIAL PROJECT EMERGENCY MANAGEMENT PERFORMANCE GRANT 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 a Special Project Emergency Management Performance Grant 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 August 1, 2019, through September 30, 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 Special Project Emergency Management Performance Grant 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 the Letter of Acceptance for said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 16th day of September, A.D., 2019. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, CO ORADO ATTEST: ditict,$) JC^. ; arbara Kirkmeyer, Chair Weld County Clerk to the Board / Mike Freeman, Pro-Tem BY: / / v - . Deputy Clerk to the Board LA Sean P. onway APPROVED A • r�'" ``j +as, cott K. ames ounty Attorney °U H°S Steve Moreno Date of signature: Oq/2o/p '�■"`�� cc: oEMCRR), o.cTCCDI.9c) 2019-4090 O9 t931 l9 EM0018 co ni-rat et MO 14'3103 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW PASS-AROUND TITLE: 2018 Special Project Grant DEPARTMENT: OEM DATE: 8/26/2019 PERSON REQUESTING: Rudisill Brief description of the problem/issue: Commissioners, attached is the authorization from for the special project grant for the purchase for EOC Equipment. The application and proposal was approved by the BOCC on July 29, 2019 (see attached Pass around from 7-26-19) I would like to request the authorization be signed by the BOCC Chair or added to the BOCC agenda if required. The total for the grant is 6,371.00 and requires a 50%match. What options exist for the Board?(include consequences, impacts,costs, etc.of options): Sign Authorization from and continue with the grant. Recommendation: Approve request and sign Authorization form. Approve Schedule Recommendation Work Session Other/Comments: Sean P.Conway Mike Freeman,Pro-Tern Scott K.James Barbara Kirkmeyer,Chair Steve Moreno 2019-4090 °cif1 Co COLORADO ::r Division of Homeland Security �` •r-' b Emergency Management Department of Public Safety Roy Rudisill, Director WELD COUNTY 1150 0 Street Greeley, CO 80632 August 23, 2019 Re: 2018 Emergency Management Performance Grant (EMPG)Special Project Award Letter- 18EM- 19-89 Dear Mr. Rudisill, The Colorado Division of Homeland Security 8 Emergency Management (DHSEM) is pleased to inform you that your application for funding pursuant to the 2018 Emergency Management Performance Grant (EMPG)Special Project is approved in the amount of$3,185.50(funding source: Federal Funds). Project funding award is based on the project description provided in the application and outlined in the following table: 2018 EMPG Special Project(s): Project Activity/Line Item Federal Share Required Non- Total Project Federal Local Share Project: Aux Comm $3,185.50 $3,185.50 $6,371.00 Total Award Amount $3,185.50 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, Esther.Son®state.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 2018 EMPG Special Project SDGA is from August 1, 2019 to September 31, 2019. All requests for reimbursements must cover work completed, or expenditures claimed, within 700 Kipling Street, Lakewood, CO 80215 www.colorado.Rov/publicsafety Jared Polis, Governor I Stan Hilkey, Executive Director COLORADO Department of Public Safety Wf9-- 40 9° this period of performance. Your final RFR and Progress Report submissions will continue to be submitted to your assigned Regional Field Service Manager. 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, CL— Larisa Cannon Grants and Contracts Manager Division of Homeland Security and Emergency Management CC: File 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety Jared Polls, Governor I Stan Hilkey, Executive Director COLORADO Department of Public Safety COLORADO ii Division of Homeland Security &Emergency Management Department of F'ubuc Safety Office of Grants Management 8000 S.Chester Street,Suite 575 Centennial,CO 80112 Letter of Acceptance Date: Encumbrance Number: Subrecipient Name: Grant Name: This letter serves as notification and acceptance of the Small Dollar Grant Agreement (SDGA) for the Grant Name: Zit4e4 SP4•t.Q Proi tS4"14—nn the amount of $ BI8C. So issued by the Colorado Department of Public Safety, Division of Homeland Security and Emergency Management (CDPS/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 Title: Chair, Board of Weld County Commissioners • Date: SEP 2019 "S gnature no 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety Jared Polls, Governor I Stan Hilkey, Executive Director COLORADO Department of Public Safety ap 4O9O (I) State Agency Grant Maximum Amount Department of Public Safety $3,185.50 Grantee Grant Issuance Date WELD COUNTY The later of August 1,2019 or the date the State Controller or an authorized delegate signs this Grant Letter Small Dollar Grant Agreement Number: Grant Expiration Date September 30,2019 Encumbrance#: I8EM-19-89 Subrecipient DUNS#: 075757955 Fund Expenditure End Date Federal Award Identification#(FAIN): EMD-2018-EP-00007 September 30,2019 Total Award of Federal Award: $6,1,99,311.00 Federal Award Date August 6,2018 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 Special Project Grant Application. 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 2018 Special Project 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 2018 EMPG program guidance now known as the "Notice of Funding Opportunity"(NOFO)at https://www.fema.gov/tnedia-library/assets/documents/I 64412. 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 forms provided by the Colorado Division of Homeland Security and Emergency Management throughout Statement of Work Page 1 of 4 EMPG 2018 Encumbrance#18EM-19-89 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: Report Period Due Date August—September October 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 30 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 O Street Greeley,CO 80632 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 1150 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 Statement of Work Page 2 of 4 • EMPG 2018 Encumbrance#18EM-19-89 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.sam.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#18EM-19-89 issued by the Colorado 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.fema.gov/authorized-equipment-list. Additionally, funds used to support emergency communications activities should comply with the FY 2018 SAFECOM Guidance for Emergency Communication Grants, at https://www.911.gov/pdf/OEC C SAFECOM Guidance Emergency Communications Grants_ FY 2018.pdf 7.2.6 Grantee shall ensure that no rights or duties exercised under this grant,or equipment purchased Statement of Work Page 3 of 4 EMPG 2018 Encumbrance#18EM-19-89 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: 2018 EMPG Special Project(s): Project Activity/Line Item Federal Share Required Non- Total Project Federal Local Share Project:Aux Comm $3,185.50 $3,185.50 $6,371.00 Total Award Amount $3,185.50 Statement of Work Page 4 of 4 Contract Form New Contract Request Entity Information Entity Name* Entity ID* ❑New Entity? DEPARTMENT OF HOMELAND @00028683 SECURITY Contract Name* Contract ID Parent Contract ID 2018 SPECIAL PROJECT GRANT 3103 Contract Status Contract Lead* Requires Board Approval CTB REVIEW GMAROUEZ YES Contract Lead Email Department Project I grnarquez@coweld.co.us Contract Description* SPECIAL PROJECT GRANT FOR THE PURCHASE FOR EOC EQUIPMENT. Contract Description 2 Contract Type* Department Requested BOCC Agenda Due Date GRANT OEM Date* 08/30/2019 09/03/2019 Amount* Department Email $6 371.00 CM-OEM@weldgov c©m 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@weldgo;.cam Automatic Renewal County Attorney GENERAL COUNTY Grant ATTORNEY EMAIL County Attorney Email IGA C M- COUNTYA I !ORNEY@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 in OnBase Contract Dates Effective Date Review Date* Renewal Date 07/06/2020 Termination Notice Period Committed Delivery Date Expiration Date* 08/03/2020 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 RU[ISILL BARB CONNOLLY BOB CHOATE DH Approved Date Finance Approved Date Legal Counsel Approved Date 09/06/2019 09109/2019 0911112019 Final Approval BOCC Approved Tyler Ref# AG 091519 BOCC Signed Date BOCC Agenda Date 09/15/2019 Originator GMARQUEZ Submit Hello