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Home My WebLink About20194629.tiffRESOLUTION RE: APPROVE 2019-2020 HAZARDOUS MATERIALS EMERGENCY PLANNING (HMEP) 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 the 2019-2020 Hazardous Materials Emergency Planning (HMEP) 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 Weld County Office of Emergency Management, and the Colorado Division of Homeland Security and Emergency Management, Department of Public Safety, commencing September 30, 2019, and ending September 30, 2020, 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 2019-2020 Hazardous Materials Emergency Planning (HMEP) 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 Weld County Office of Emergency Management, and the Colorado Division of Homeland Security and Emergency Management, Department of Public Safety, 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 28th day of October, A.D., 2019, nunc pro tunc September 30, 2019. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLQRADO ATTEST:dithA) Weld County Clerk to the Board BY: Deputy Clerk to the Boar APP: s.' DAST Countyorney Date of signature: (I/05/19 cat 0zen RR). QcTCSCICW It'OS 11 oc.l ata_ arbara Kirkmeyer,hair `P 111 Mike Freeman, Pro-Tem onway ames Steve Moreno 2019-4629 EM0018 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Hazardous Materials Emergency Preparedness Grant Agreement DEPARTMENT: OEM DATE: Oct. 4, 2019 PERSON REQUESTING: Roy Rudisill Brief description of the problem/issue: Commissioners, attached to this memo are the award letter, statement of work and letter of acceptance for the Hazardous Materials Emergency Planning Grant. We completed the grant application and the BOCC approved and signed the application on Jan 28`". This grant helps to support the OEM office in the areas of; personnel, training and exercises and planning. The total award is 79,600.00, with a required match on 19,900.00 which has been included in the OEM budget. The total Grant is 99,500.00 I'm requesting that you authorize me to add this to the BOCC agenda for approval. This will allow us to submit our reimbursement requests and receive the funding from the state. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Sign the letter of acceptance to receive grant funding. If you decide not to accept funding, this will affect the OEM budget and may limit our ability to apply for other grants. Recommendation: Sign acceptance letter and schedule for BOCC meeting. Approve Recommendation Sean P. Conway Mike Freeman, Pro -Tern Scott K. James Barbara Kirkmeyer, Chair Steve Moreno Schedule Work Session Other/Comments: 2019-4629 atn0O l 8' f COLORADO Division of Homeland Security & Emergency Management Department of Public Safety Roy Rudisill, LEPC Director Weld County LEPC 1150 O Street, PO Box 758 Greeley, CO 80632 October 3, 2019 Re: 2019-20 Hazardous Materials Emergency Preparedness (HMEP) Grant Award Letter - 19HMP20WELD Dear Mr. Rudisill, The Colorado Division of Homeland Security a Emergency Management (DHSEM) is pleased to inform you that your application for funding pursuant to the HMEP Grant Program is approved in the amount of $79,600.00 (funding source: Federal Funds). Project funding award is based on the project description provided in the application and outlined in the following table: Description Federal Local TOTALS Salaries $ 56,000.00 $ 14,000.00 $ 70,000.00 Fringe Benefits $ 19,600.00 $ 4,900.00 $ 24,500.00 Travel $ 4,000.00 $ 1,000.00 $ 5,000.00 Equipment $ 0.00 $ 0.00 $ 0.00 Supplies $ 0.00 $ 0.00 $ 0.00 Contractual S 0.00 $ 0.00 $ 0.00 Other $ 0.00 $ 0.00 $ 0.00 TOTAL GRANT AWARD $ 79,600.00 $ 19,900.00 $ 99, 500.00 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 Larisa Cannon at Larisa.Cannon@state.co.us: 1 W-9 2. EFT form 3. Letter of Acceptance signed by Authorized Signatory (See attached) a *sof COLORADO Department of Public Safety 700 Kipling Street, Lakewood, CO 80215 l www.colorado.gov/publicsafety Jared Polls, Governor I Stan Hilkey, Executive Director 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 2019-20 HMEP SDGA is from September 30, 2019 to September 30, 2020. 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 utilize the EMGrants Pro system. For questions regarding your SDGA or the 2019-20 HMEP Grant Program, please contact Grants and Contracts Manager: Larisa Cannon at (303) 239-4183 or Larisa.Cannon@state.co.us. Thank you for your assistance in managing this grant award. Sincerely, Laria Cannon Grants and Contracts Manager Colorado Department of Public Safety Division of Homeland Security and Emergency Management CC: File Ate COLORADO Department of Public Safety 700 Kipling Street, Lakewood, CO 80215 I www.colorado.eov/publicsafety Jared Polis, Governor I Stan Hilkey, Executive Director COLORADO Division of Homeland Security & Emergency Management Department of Public Safety Office of Grants Management 8000 S. Chester Street, Suite 575 Centennial, CO 80112 Letter of Acceptance 19HMP2OWELD Weld County LEPC - 2019-20 Hazardous Materials Emergency Preparedness (HMEP) grant program This letter serves as notification and acceptance of the Small Dollar Grant Agreement (SDGA) for the 2019-20 HMEP in the amount of $79,600.00 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 legal authority on behalf of the agency 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 t(4.11 -- *Si ttnature COLORADO Department of Public Safety Date: OCT 2 8 2019 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety Jared Polis, Governor I Stan Hilkey, Executive Director c2o /9- 4710.17 STATEMENT OF WORK State Agency Department of Public Safety Grant Maximum Amount $79,600.00 Grantee Board of County Commissioners of Weld County Grant Issuance Date September 30, 2019 Small Dollar Grant Agreement Number: Encumbrance #: 19HMP20WELD Subrecipient DUNS#: 075757955 Federal Award Identification # (FAIN): HM-HMP-19-001 Total Award of Federal Award: $452,408.00 Federal Award Date September 30, 2019 Name of Federal Awarding Agency DOT / PHMSA CFDA 20.703 Hazardous Materials Emergency Preparedness Identification if the Award is for R&D: No Grant Expiration Date September 30, 2020 Fund Expenditure End Date September 30, 2020 Grant Authority Federal Authority through CFDA 20.703, under 49 U.S.C. § 5116 and is governed by program regulations in 49 Code of Federal Regulations (CFR) part 110 and Federal grants administration regulations at 2 CFR part 200. Fixing America's Surface Transportation (FAST) Act (signed 12/04/2015) into law (Public Law No: 114-94) reauthorized the HMEP Grant Program through Fiscal Year (FY) 2020. State Authority to enter this grant exists in CRS §24-1-128.6 1. GENERAL DESCRIPTION OF THE PROJECT(S). 1.1 Project Description. Grantee will carry -out and work diligently to execute and complete the project activities as specified and outlined in their approved 2019-20 HMEP Grant Application. 1.2 Project Expenses. Project expenses include the costs to execute and complete the project activities as described in §1.1 of this Statement of Work (SOW). All eligible expenses are listed in the budget agreement amount table of §8 of this SOW. 1.3 Non -Federal Match: This non-federal match section applies to this grant. This grant requires a non- federal match contribution of 20 % of the total grant budget. Documentation of expenditures for the non-federal match contribution is required with each drawdown request. The match may 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 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): 2019-20 HMEP Encumbrance # 19HMP20WELD Page 1 of 4 Statement of Work 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 (DHSEM) shall evaluate this Project(s) through the review of Grantee submitted financial and progress reports. The DHSEM 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 DHSEM will notify Grantee in advance of such on -site monitoring. 5. PAYMENT: 5.1 Payment Schedule: Grantee shall submit requests for reimbursement using the DHSEM'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 DHSEM 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: Barbara Connolly, Controller & Purchasing Director 1150 O Street, PO Box 758 Greeley, CO 80632 6. PRINCIPAL REPRESENTATIVES: For the State: Larisa Cannon, Grants & Contracts Manager Department of Public Safety, Division of Homeland Security & Emergency Management 8000 S. Chester Street, Suite 575 Centennial, CO 80112 Larisa.Cannon@state.co.us 2019-20 HMEP Encumbrance # 19FIMP20WELD For Grantee: Roy Rudisill, Director Weld County LEPC 1150 O Street, PO Box 758 Greeley, CO 80632 rudisill@weldgov.com Page 2 of 4 Statement of Work 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 DHSEM. 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 Subgrantees shall use the phrase -"This project was supported by grant #19HMP20WELD, 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) at https://www.fema.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_2019.pdf 7.2.6 Grantee shall ensure that no rights or duties exercised under this grant, or equipment purchased 2019-20 HMEP Encumbrance # 19HMP20WELD Page 3 of 4 Statement of Work with Grant Funds having a purchase value of $10,000 or more, are assigned without the prior written consent of the DHSEM. 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 DHSEM. 7.3.2 All applicant agencies that will or have purchased shareable resources with grant funds provided through the DHSEM, 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 Local Share TOTAL Project Salaries $ 56,000.00 $ 14,000.00 $ 70,000.00 Fringe Benefits $ 19,600.00 $ 4,900.00 $ 24,500.00 Travel $ 4,000.00 $ 1,000.00 $ 5,000.00 Equipment $ 0.00 $ 0.00 $ 0.00 Supplies $ 0.00 $ 0.00 $ 0.00 Contractual $ 0.00 $ 0.00 $ 0.00 Other $ 0.00 $ 0.00 $ 0.00 TOTAL BUDGET $ 79,600.00 $ 19,900.00 $ 99,500.00 TOTAL AWARD AMOUNT $ 79,600.00 2019-20 HMEP Encumbrance # 19HMP20WELD Page 4 of 4 Statement of Work Contract Form L Entity Name* DEPARTMENT OF HOMELAND SECURITY Entity ID* yl002. tract Name* Contract ID HAZARDOUS MATERIALS EMERGENCY PREPAREDNESS 3170 GRANT 2019-2020 Contract Status CTB REVIEW Contract Description* GRANT APPLICATION FOR Contract Description Contract Type CO ,ACT $79,600.00 YES Automatic Renewal Contract Lead' GMARQUEZ ❑ New Entity? Parent Contract ID Requires Board Approval YES Contract Lead Email Department Project # gmarquez@coweldco.us S TERIALS EMERGENCY NING TO RECEIVE THE FUNDING FROM THE STA I E. OEM CM -OEM eld v.com Department Head Email CM-OEM- DeptHead@weldgov.com County Attorney GENERAL COUNTY AIIORNEY E L County Attorney Email CM- COUNTYA I I ORNEY@WELD GOV.COM Requested BOCC Agenda Date* 10/14/2019 Due Date 10/1©/2019 Will a work session with BOCC be required? NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a PISA enter MA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in On Base Dates Termination Notice Period Review Date* 10/0772020 Committed Delivery Date Renewal Date* D9/07.2020 Expiration Date Contact Information Contact Info Contact Name Purchasing Purchasing Approver Approval Process Department Head ROY RULl1SILL DH Approved Date 10/22/2019 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 10/2842019 Originator GMARQUEZ Contact Type Contact Email Finance Approver BARB CONNOLLY Contact Phone 1 Contact Phone 2 Purchasing Approved Date Finance Approved Date 10/23/2019 Tyler Ref # AG 102819 Legal Counsel BOB CHOATE Legal Counsel Approved Date 10/23/2019 Submit Hello