HomeMy WebLinkAboutItem No. 19 Approve Application EMPG 20 Cal-OES FY 20-21City Council Agenda Report
City of Lake Elsinore 130 South Main Street
Lake Elsinore, CA 92530
www.lake-elsinore.org
File Number: ID# 21-183
Agenda Date: 5/25/2021 Status: Approval FinalVersion: 1
File Type: Council Consent
Calendar
In Control: City Council / Successor Agency
Agenda Number: 19)
Approve the Application and Authorized Acceptance of the Emergency Services Program Grant
(EMPG 20) from the California Office of Emergency Services (Cal-OES) for the Fiscal Year
2020-21
1.Authorize acceptance of the Emergency Management Performance Grant (EMPG 20); and
2.Adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE,
CALIFORNIA, AUTHORIZING DESIGNATED CITY EMPLOYEES TO TAKE ACTION NECESSARY
FOR OBTAINING FINANCIAL ASSISTANCE FROM THE FEDERAL GOVERNMENT,
DEPARTMENT OF HOMELAND SECURITY, AND SUB-GRANTED THROUGH THE STATE OF
CALIFORNIA, FOR THE EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG 20) FOR
FISCAL YEAR 2020/2021.
Page 1 City of Lake Elsinore Printed on 5/20/2021
REPORT TO CITY COUNCIL
To: Honorable Mayor and Members of the City Council
From: Jason Simpson, City Manager
Prepared by: Rick De Santiago, Public Works Manager
Date: May 25, 2021
Subject: Approve the Application and Authorized Acceptance of the Emergency
Services Program Grant (EMPG 20) from the California Office of Emergency
Services (Cal-OES) for the Fiscal Year 2020/2021
Recommendations
Approve Application and Authorize acceptance of the Emergency Management Performance
Grant (EMPG 20); and,
adopt A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE,
CALIFORNIA, AUTHORIZING DESIGNATED CITY EMPLOYEES TO TAKE ACTION
NECESSARY FOR OBTAINING FINANCIAL ASSISTANCE FROM THE FEDERAL
GOVERNMENT, DEPARTMENT OF HOMELAND SECURITY, AND SUB-GRANTED
THROUGH THE STATE OF CALIFORNIA, FOR THE EMERGENCY MANAGEMENT
PERFORMANCE GRANT (EMPG 20) FOR FISCAL YEAR 2020/2021.
Background
An invitation to apply for the 2020/2021 Emergency Management Performance Grant (EMPG
20) was accepted on behalf of the City by the Public Works Department; the award amount is
$17,177. This grant is a dollar-for-dollar match. Upon receipt of the notification from Cal -OES
of the grant approval, the City will then be required to commence the purchasing process for
the grant.
Discussion
These funds are used to sustain the Emergency Services capabilities for cities. The Public
Works Department will use this grant to offset the cost for Emergency Services equipment .
Fiscal Impact
Sufficient funds have been budgeted in the Emergency Services Fiscal Year 2020/2021 and
2021/2022 Adopted Budget with revenue offsetting all proposed expenditures.
Exhibits
A – EMPG 20 Grant Application Information
B – EMPG 20 Resolution
EXHIBIT A
EXHIBIT A
EMPG 20 GRANT APPLICATION
EXHIBIT B
EXHIBIT B
EMPG 20 RESOLUTION
FY20 EMPG Information
All Tabs of the Workbook must be completed. If you are not requesting
anything for a tab please enter N/A on the first budget line of that Tab.
The information below is based on the FY20 EMPG Guidance and may change in part or
whole to accommodate any changes to legislation and/or state compliance requirements.
Purpose of this Subaward
The purpose of the Emergency Management Performance Grant (EMPG) Program is to provide federal
funds to states to assist state, local, and tribal governments in preparing for all hazards. Funds provided
under the EMPG must be used to support activities that contribute to the Operational Area’s capability to
prevent, prepare for, mitigate against, respond to, and recover from emergencies and disasters, whether
natural or man-made.
Performance Period
The overall performance period for FY20 EMPG is July 1, 2020 through December 31, 2021.
Pending receipt of all valid application materials, subrecipients may request retroactive
reimbursement of Financial Management Forms Workbook (FMFW) approved activities and
budgeted items to the start of the performance period listed above; with the exception of equipment
and critical emergency supplies. Procurement of equipment and critical emergency supplies shall
occur only after the OA is in award and the subrecipient receives an official award letter, and
any applicable federal, as well as state, restrictions associated with these items have been met.
All subaward activities must be completed and all grant funds expended within the designated
period. Final reimbursement requests must be received by the OA no later than January 10,
2022.
Match Information
The FY20 EMPG requires a dollar-for-dollar match. This can be cash or third party in-kind
contributions. Refer to 2 C.F.R. § 200.29 and § 200.306 for specific details. You cannot use federally
funded staff or purchases as a match. If you are using staff time as a match then you must have that
time recorded in your financial management system as such. Staff time must be recorded and EMPG
activity must be noted on that record. Functional time sheets may be required. Records must be
maintained with documentation showing the project that the match time is supporting and activities.
Time sheets must be kept along with a copy of the payroll register or copy of actual pay stub.
Applicant Responsibilities
The applicants’ responsibilities are to:
1. Submit a finalized FMFW application, electronic PDF and Excel versions to the OA as soon as
possible but no later than July 7, 2020. Each tab must be completed.
2. Comply with all terms and conditions contained in the Grant Assurances submitted with the FY20
EMPG application. In addition, if the OA subawards funds to other entities, their subaward
agreements/contracts must also include these same terms and conditions; along with any local
requirements.
3. Prepare and submit timely Quarterly Reports for the duration of the performance period.
4. Maintain financial management systems that support subaward activities in accordance with 2 C.F.R. §
200.302. Make sure that you can clearly identify each specific grant fund within your financial system
5. Submit revision requests to the OA and obtain approval prior to incurring any associated expenditures;
if changes are required after the initial subaward.
6. De-obligate unexpended subaward funds to the OA after all work has been completed and
reimbursements have been disbursed.
7. Maintain property, programmatic, and financial records in accordance with the 2 C.F.R. Part 200
record retention requirements.
8. Comply with the audit requirements in 2 C.F.R. Part 200 Subpart F—Audit Requirements.
9. Complete all EMPG requirements associated with federal and state objectives; including but not
limited to, staff training and exercises.
10. Submit all subaward-related paperwork including: Quarterly Reports, Reimbursement Requests,
Modification Requests, and Amendments, by the identified due dates.
11. Comply with 2 C.F.R. Part 200 and FEMA Grant Programs Directorate (GPD) Policies.
12. Comply with DHS FY 2020 EMPG Program NOFO and the Cal OES FY 2020 EMPG Program -
California Supplement to the Federal Program NOFO, as applicable.
Procurement (2 CFR 200.320)
You must use the most stringent rule for procurement whether it be City, State or Federal. The
State/Federal standard is as follows: Micro Purchase- up to $10K and requires no quotes but should
be equitable distribution. Small Purchase- is up to $250,000 and requires at least 3 quotes but does
not require a cost or price analysis. Sealed Bids- are greater than $250,000 and require a minimum
of 3 bids and price is a major factor and is used for construction projects. Competitive Proposals- are
for fixed price or cost reimbursement greater than $250,000 and requires 3 bids and RFPs with
evaluation methods. Sole Source- (or noncompetitive) procurements exceeding the simplified
acquisition threshold (which is currently set at $250,000) require Cal OES prior written approval.
Note: This method of procurement must be approved by your local Purchasing Agent prior to
submitting a request to the OA for Cal OES approval. A copy of the Purchasing Agent’s approval
must be included with the Sole Source Form submission; additional documentation supporting the
procurement effort may also be requested for review by Cal OES.
NIMS Adoption
In accordance with the Homeland Security Presidential Directive (HSPD)-5, Management of
Domestic Incidents, the adoption and implementation of the National Incident Management System
(NIMS) is a requirement to receive federal preparedness assistance, through grants, contracts, and
other activities. By accepting this award you are certifying that your agency will complete the NIMS
Implementation Tool, is working on your metrics, and has adopted and implemented NIMS.
Validating Capabilities Objective: Exercise
All EMPG Program-funded personnel shall participate in no less than three exercises within the
subaward performance period of the grant regardless of extensions which is July 1, 2020 – April
31, December 2020. EMPG Program-funded personnel are any personnel paid at any percentage with
EMPG funding. There is no specific requirement for level of “participation” in the exercises; so,
observation and attendance satisfies the objective.
The exercises can be of any type (e.g., discussion-based (Seminars, Workshops, Tabletop Exercises,
Games) or operations-based (Drills, Functional Exercises, Full-Scale Exercises) ) within the
performance period (see https://www.fema.gov/media-library/assets/documents/32326).
2. An After Action Report/Improvement Plan (AAR/IP) must be completed by the host of each
EMPG-funded exercise and submitted to hseep@fema.dhs.gov, and a copy sent to your EMPG
Program Specialist (Justin Duke- Justin.duke@caloes.ca.gov ) within 90 days after the completion of
an exercise.
3. A summary of all collected corrective action items and the tracking of their implementation shall
be reported as part of the EMPG quarterly reporting.
Additional information and guidance related to AAR/IPs and the National Exercise Program (NEP)
Base Plan can be found on the Homeland Security Exercise and Evaluation Program (HSEEP)
website at https://www.fema.gov/media-library/assets/documents/32326.
Note: It is acceptable to submit an Exercise Summary Report for Seminars and Workshops in lieu of
a full AAR/IP. E-mail the copies of the AAR/IPs to the OA.
Validating Capabilities Objective: Training
Training activities supported with EMPG Program funds should strategically align to the NPG core
capability identified in the MY-TEP. To ensure the development of a professional emergency
management workforce, all EMPG Program-funded personnel shall complete 11 training
requirements and record proof of completion. EMPG Program-funded personnel are any personnel
paid at any percentage with EMPG funding; this includes M&A staff funded by EMPG Program
funds. All EMPG Program-funded personnel are required to complete the most current
delivery of the following trainings prior to reimbursement submittal:
National Incident Management System (NIMS) Training:
IS 100.b Introduction to Incident Command System (ICS)
IS 200.b ICS for Single Resources and Initial Action Incident
IS 700.a National Incident Management System, An Introduction
IS 800.b National Response Framework, An Introduction
FEMA Professional Development Series (PDS):
IS 120.c Introduction to Exercises
IS 230.d Fundamentals of Emergency Management
IS 235.c Emergency Planning
IS 240.b Leadership and Influence
IS 241.b Decision Making and Problem Solving
IS 242.b Effective Communication
IS 244.b Developing and Managing Volunteers
The aforementioned listed courses are available on-line and at no cost from the FEMA
Emergency Management Institute (EMI) at the following links:
http://training.fema.gov/IS/NIMS.aspx & http://training.fema.gov/is/searchis.aspx?search=PDS
Note: The “G” course series and classroom-based equivalents can be used as an alternate to satisfy
these training requirements. Past completion of the above courses (or qualifying equivalent) is
considered acceptable in meeting this requirement. Recorded proof of completion, such as
certificates of completion, must exist and be kept on file by the subrecipient and be made available
for review upon request.
All EMPG-funded personnel, including M&A staff and any staff being used for match, must
participate in no less than three exercises between July 1, 2019, and June 30, 2021. Exercises used to
meet this requirement during one period of performance cannot be used to meet the requirement in
another. Extensions to the grant do not apply to this requirement or it’s deadline.
Training Feedback Number
In order for EMPG Program funds to be utilized for training-related purposes, subrecipients must first
obtain a Training Feedback Number. Training Feedback Numbers must be obtained no later than thirty
(30) days prior to the training event. All terrorism related training must go to bid no matter the cost.
TLO training cannot be provided by any other entity outside of the jurisdiction’s fusion center. To
be considered for a Training Feedback Number, subrecipients must complete a Training Request Form
and submit it electronically to Cal OES. Training tracking numbers are not required at the time of
application however will be required prior to the OA application going to the state. You will be notified
as to when we will need the number. Training Feedback Numbers do not have to included on the
initial application workbook but will be required once the grant is awarded.
Training Request Forms can be completed at the following link:
https://w3.calema.ca.gov/WebPage/trainreq.nsf/TrainRequest?OpenForm
System for Award Management (SAM)
The System for Award Management (SAM) includes information regarding entities debarred,
suspended, proposed for debarment, excluded or disqualified under the non-procurement common
rule, or otherwise declared ineligible from receiving federal contracts, certain subcontracts, and
certain federal assistance and benefits. Contractor disbarment verification can be obtained from the
following website: https://www.sam.gov. Print out verification at the time of awarding the
vendor and submit with reimbursement request.
Maintenance and Sustainment
The use of EMPG funds for maintenance contracts, warranties, repair or replacement costs, upgrades,
licenses, and user fees are allowable under all active and future grant awards, unless otherwise noted.
With the exception of maintenance plans purchased incidental to (i.e., at the same time and under the
same subaward as) the original purchase of the system or equipment, the period covered by a
maintenance agreement or warranty plan must not exceed the period of performance of the specific
grant funds used to purchase the plan or warranty, and address the requirements identified in FEMA
Information Bulletin (IB) 379.
Supplanting
Grant funds must be used to supplement existing funds, not replace (supplant) funds that have been
appropriated or budgeted for the same purpose through non-federal sources. In the event that
supplanting is suspected, the subrecipient will be required to supply documentation demonstrating or
certifying that a reduction in non-federal resources occurred for reasons other than the receipt, or
expected receipt, of federal funds.
Application
1. The Facesheet must be completed with all information being requested. All cells must be
completed. The difference between the Subrecipient and the Implementing Agency is that
the subrecipient may be the City and the implementing agency is the agency responsible for
the completion of the project. You can find your allocation at the bottom of this information
sheet.
2. The Authorized Agent Contact sheet must be completed. The Contact’s Name should be the
person that will be responsible for the management of the grant itself.
3. There are projects set up on the Project Description tab however if your project does not align
with one of the preset projects you can add your project to the next project number. Use the
information below to complete this page. Be precise and descriptive of your project include
who, what, where, when and why. Keep in mind the cell only holds 1,000 characters
including spaces. How and with what are you going to meet the match requirement? Why do
you need this project? Enter Milestones, up to 4.
4. Complete the Project Ledger, make sure you enter the Project name as it appears on the
Project Description and include the name of the subrecipient ie; Eastvale- Personnel
Development.
5. Complete each tab that the Project Ledger represents. Enter Equipment Description-Quantity.
Don’t forget AEL #s and Titles exactly as they are in the AEL. If training, you do not need a
training tracking number at this time but will need to get one once the grant has been
officially released. EHPs may be required for Equipment, Training and/or Exercises.
6. Make sure you complete Consultant and Personnel tabs if applicable
7. Complete the Match Tab
8. Complete the Authorize Agent Tab
9. Once the workbook is completed you will submit a signed PDF copy and an Excel copy of
the workbook to the OA (jbarron@rivco.org)
10. You will need to submit any EHP request you need, training tracking #s, Signed Assurances,
and a current Signature Authority Resolution once the application is approved.
STRATEGIC GOALS AND OBJECTIVES 1.Enhance prevention and detection capabilities to protect our state and critical infrastructure from
all hazards.
Objective 1.5 Institutionalize hazard identification, risk assessment, and hazard-mitigation planning to reduce vulnerability and
provide effective tools for planning, preparedness and recovery.
2.Strengthen California’s ability to plan, prepare for and mitigate disasters, emergencies and terrorist
events.
Objective 2.1 Enhance state and regional operational capabilities and readiness.
Objective 2.2 Strengthen planning for both intentional and natural disasters.
Objective 2.3 Encourage citizen preparedness while integrating the needs of vulnerable populations.
Objective 2.4 Provide tools to develop and maintain continuity plans for both the private and public sector.
Objective 2.5 Enhance agriculture food systems and animal health preparedness.
Objective 2.6 Expand statewide training and exercises across all mission areas, while enhancing professional training for
emergency management and homeland security disciplines.
Objective 2.7 Enhance resource management through implementation of the California Metrics project.
3. Effectively respond to and quickly recover from both intentional and natural disasters.
Objective 3.1 Institutionalize Recovery Planning
Objective 3.3 Increase regional readiness by enhancing primary and alternate EOCs. Relevant activities include exercises to
enable participants to assess the functions of their EOCs and ensuring that all emergency facilities are
appropriately equipped and that all reference resources are accurate and current.
Objective 3.4 Expand the Standardized Emergency Management System (SEMS) to ensure inclusion of all customer groups.
Objective 3.5
Strengthen alert and warning systems to ensure the delivery of clear and consistent public information.
Objective 3.6 Enhance Geographic Information system (GIS) and information-mapping capabilities.
Objective 3.7 Strengthen operable and interoperable communications.
5. Strengthen and unify Cal EMA’s operations and management to increase operational
efficiency and effectiveness
Objective 5.1 Develop and implement Agency retention plans.
Objective 5.2 Increase organizational opportunities for learning and professional growth.
Objective 5.3 Coordinate and align California’s emergency management planning efforts to achieve overall consistency.
Core Capabilities by Mission Area
Prevention Protection Mitigation Response Recovery
Planning
Public Information and Warning
Operational Coordination
Forensics and
Attribution
Access Control and
Identity Verification
Community
Resilience
Critical
Transportation
Economic
Recovery
Intelligence and
Information
Sharing
Intelligence and
Information Sharing
Long-term
Vulnerability
Reduction
Environmental
Response/Health
and Safety
Health and
Social
Services
Interdiction and
Disruption
Interdiction and
Disruption
Risk and Disaster
Resilience
Assessment
Fatality
Management
Services
Housing
Screening,
Search, and
Detection
Screening, Search, and
Detection
Threats and
Hazard
Identification
Infrastructure
Systems
Infrastructure
Systems
Physical Protective
Measures
Mass Care
Services
Natural and
Cultural
Resources
Risk Management for
Protection Programs and
Activities
Mass Search and
Rescue Operations
Cybersecurity On-scene Security
and Protection
Supply Chain Integrity
and Security
Operational
Communications
Public and Private
Services and
Resources
Public Health and
Medical Services
Situational
Assessment
E-1: City/County Population Estimates with Annual Percent Change
April 1, 2020
FY20 EMPG
County/City Population
$612,528 7/1/2019 % 5K Base Per Capita Total
Riverside 2,470,546 $145,000 $434,206
Banning 31,221 1.264% $5,000 $5,487 $10,487
Beaumont 51,063 2.067% $5,000 $8,974 $13,974
Blythe 19,682 0.797% $5,000 $3,459 $8,459
Calimesa 9,160 0.371% $5,000 $1,610 $6,610
Canyon Lake 11,280 0.457% $5,000 $1,982 $6,982
Cathedral City 55,007 2.227% $5,000 $9,668 $14,668
Coachella 45,743 1.852% $5,000 $8,039 $13,039
Corona 169,868 6.876% $5,000 $29,855 $34,855
Desert Hot Springs 28,878 1.169% $5,000 $5,075 $10,075
Eastvale 64,157 2.597% $5,000 $11,276 $16,276
Hemet 85,334 3.454% $5,000 $14,998 $19,998
Indian Wells 5,470 0.221% $5,000 $961 $5,961
Indio 91,765 3.714% $5,000 $16,128 $21,128
Jurupa Valley 109,527 4.433% $5,000 $19,250 $24,250
Lake Elsinore 69,283 2.804% $5,000 $12,177 $17,177
La Quinta 41,748 1.690% $5,000 $7,337 $12,337
Menifee 94,756 3.835% $5,000 $16,654 $21,654
Moreno Valley 213,055 8.624% $5,000 $37,445 $42,445
Murrieta 116,223 4.704% $5,000 $20,427 $25,427
Norco 26,604 1.077% $5,000 $4,676 $9,676
Palm Desert 53,275 2.156% $5,000 $9,363 $14,363
Palm Springs 48,518 1.964% $5,000 $8,527 $13,527
Perris 79,291 3.209% $5,000 $13,936 $18,936
Rancho Mirage 18,528 0.750% $5,000 $3,256 $8,256
Riverside 331,360 13.412% $5,000 $58,238 $63,238
San Jacinto 49,215 1.992% $5,000 $8,650 $13,650
Temecula 114,761 4.645% $5,000 $20,170 $25,170
Wildomar 37,229 1.507% $5,000 $6,543 $11,543
Balance of County 398,545 16.132% $5,000 $70,046 $75,046
RESOLUTION NO. 2020
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE,
CALIFORNIA, AUTHORIZING DESIGNATED CITY EMPLOYEES TO TAKE
ACTION NECESSARY FOR OBTAINING FINANCIAL ASSISTANCE FROM
THE FEDERAL GOVERNMENT, DEPARTMENT OF HOMELAND SECURITY
AND SUB-GRANTED THROUGH THE STATE OF CALIFORNIA., FOR THE
EMERGENCY MANAGEMENT PROGRAM GRANT FY 2020/2021 (EMPG20)
Whereas, City of Lake Elsinore (City) has filed an application for FY 2020/2021 EMPG 20; and
Whereas, the key focus and requirement of the EMPG 20 grant is to prevent, respond to, and
recover from acts of terrorism, and to prepare for the threats and hazards that pose the greatest
risk to the security of the City; and
Whereas, upon acceptance and award of the EMPG 20 grant, the Public Works Department will
obtain quotes for equipment that will enhance and support the Emergency Services within the city
and assist with Multi-regional support.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE DOES HEREBY
RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
Section 1. The following named City employees are authorized to execute for and on behalf of
the City of Lake Elsinore, a public municipal corporation duly established under the laws of the
State of California, any actions necessary for the purpose of obtaining financial assistance
provided by the U.S. Department of Homeland Security: City Manager or Assistant City Manager.
Section 2. This Resolution shall take effect immediately upon its adoption.
Section 3. The City Clerk shall certify to the adoption of this Resolution and enter it into the book
of original Resolutions.
Passed and Adopted on this 25th day of May, 2021.
Robert E. Magee
Mayor
Attest:
Candice Alvarez, MMC
City Clerk
CC Reso. No. 2020-
Page 2 of 2
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF LAKE ELSINORE )
I, Candice Alvarez, MMC, City Clerk of the City of Lake Elsinore, California, do hereby certify
that Resolution No. 2020- was adopted by the City Council of the City of Lake Elsinore,
California, at the Regular meeting of May 25, 2021, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Candice Alvarez, MMC
City Clerk