HomeMy WebLinkAbout2016-06-14; City Council; 22314; Adopt resolution authorizing city manager to execute all necessary agreements and forms for purpose of receiving and appropriating grant funding from the FY 2015 Urban ArCITY OF CARlSBAD-AGENDA BILL
1 AB# 22,314 i ADOPT A RESOLUTION TO AUTHORIZE THE CITY MANAGER TO DEPT. DIRECTOR
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•. DATE: 6114120 ~ EXECUTE All NECESSARY AGREEMENT AND FORMS FOR THE CITY ATIYcJ &;/
· , PURPOSE OF RECEIVING GRANT FUNDING FROM THE FY 15 I 1
1 DEPT.: FIRE ; URBAN AREA SECURITY INITIATIVE PROGRAM AND
APPROPRIATE FUNDS IN THE AMOUNT OF $14,248
RECOMMENDED ACTION:
l
I CITY MGR.
I
Adopt a Resolution authorizing the City Manager to execute all necessary agreements and forms for the purpose of
receiving grant funding from the FY 15 Urban Area Security initiative (UASI) program and appropriate funds in the
amount of $14,248.
ITEM EXPlANATION:
The FY 15 Urban Area Security Initiative (UAS!) Program provides funds to support pre-approved training courses.
The United States Department of Homeland Security (DHS) has designated San Diego as an eligible high risk urban
area, and the San Diego Urban Area (SDUA) was established for the purpose of application for and allocation and
distribution of federal UASi program grant funds.
To avail itself of the grant funds, the City of Carlsbad must enter into an agreement with the City of San Diego
Homeland Security (entity authorized to administer the grant) that sets forth the required grant assurances. Once
executed, the city will be eligible for the distribution of the federal UASI program grant funds.
Based upon training attendance, participation, and number of public safety personnel, the Carlsbad Police and Fire
Departments have been awarded $14,248 in eligible grant funds. This award is solely for overtime and backfill
costs associated with attending San Diego UASI sponsored training events as well as travel and tuition costs for
UASI approved conferences. The performance period of this award is from September 1, 2015 to December 31,
2017
FISCAL IMPACT:
The Police and Fire Departments have been awarded $14,248, to be used toward overtime and backfill costs
associated with attending San Diego UASI sponsored training events as well as travel and tuition costs for UASI
approved conferences. Once a training event or conference is complete, a reimbursement request will be sent to
cover the overtime and backfilL No matching funds are required.
ENVIRONMENTAl IMPACT:
Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of
CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably
foreseeable indirect physical change in the environment, and therefore does not require environmental review.
DEPARTMENT CONTACT: Mike Davis 760-931-2141 michael.davis@carlsbadca.goy
I FOR CLERK USE. 1 COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC D
DENIED CONTINUED TO DATE UNKNOWN D
CONTINUED D RETURNED TO STAFF D
WITHDRAWN D OTHER-SEE MINUTES D
AMENDED D REPORT RECEIVED D
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Item 8; pg. 1
PUBLIC NOTIFICATION:
None required.
EXHIBITS:
1. A Resolution authorizing the City Manager to execute all necessary agreement and forms for the purpose of
receiving grant funding from the FY 15 Urban Area Security Initiative (UASI) program and appropriate funds in
the amount of $14,248. '
2. Agreement between the City of San Diego Homeland Security and the City of Carlsbad for the Distribution of FY
15 UASI Grant Funds.
3. City of San Diego FY 15 Homeland Security Grant Program notification of sub-recipient award approval-training
(Appendix A to Agreement).
2 Item 8; pg. 2
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RESOLUTION NO. 2016-110
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE ALL
NECESSARY AGREEMENT AND FORMS FOR THE PURPOSE OF
RECEIVING GRANT FUNDING FROM THE FY 15 URBAN AREA
SECURITY INITIATIVE PROGRAM AND APPROPRIATE FUNDS IN THE
AMOUNT OF $14,248.
EXHIBIT I
WHEREAS, the City of Carlsbad Fire and Police Departments are eligible to receive
federal grant funds through the FY 2015 Urban Area Security Initiative (UASI) program for
approved training courses and conferences to cover overtime and backfill costs; and
WHEREAS, the amount of the grant is $14,248; and
WHEREAS, the UASI grant funds require no matching funds; and
WHEREAS, to be eligible to receive these grant funds, the City of Carlsbad must enter
into an agreement with the City of San Diego Homeland Security for program grant assurances.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California
as follows:
1. That the above recitations are true and correct.
2. That Council authorizes the application for and receipt of UASI grant funds.
3. The Administrative Services Director is authorized to appropriate grant funds
totaling $14,248 to the Public Safety Grant Special Revenue Fund.
4. The City Manager is authorized to execute all necessary agreements and forms for
the purpose of receiving the FY 2015 UASI program grant funds which are
designated to enhance the training opportunities for the Fire and Police
Departments.
Ill
Ill
Item 8; pg. 3
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 14th day of June, 2016, by the following vote to wit:
AYES: Hall, Wood, Schumacher, Blackburn, Packard.
NOES: None.
ABSENT: None.
(SEAL)
Item 8; pg. 4
AGREEMENT BETWEEN THE CITY OF
SAN DIEGO OFFICE OF HOMELAND SECURITY AND THE
C 1"/ oF C>~l.~~D /J Mv.v1c:., ·;>11L Coi2foj2_;n,a,.._\
FOR THE DISTRIBUTION OF FY 2015 UASI GRANT FUNDS
THIS AGREEMENT is made this day of , 20_ in the City and County of San
Diego, State of California, by and between the C,rtoF CA-11.i.s~o J. "lv..i, .. ,,.~1.. cot~a.-nw ("SUBRECIPIENT")
and the CITY OF SAN DIEGO, a municipal corporation ("San Diego" or "City"), in its capacity as fiscal
agent for the Approval Authority, as defined below, acting by and through the San Diego Office of
Homeland Security ("OHS").
RECITALS
WHEREAS, The United States Department of Homeland Security ("DHS") designated San Diego as an
eligible high risk urban area through an analysis ofrelative risk of terrorism, the San Diego Urban Area
("SDUA'') was established for the purpose of application for and allocation and distribution of federal
Urban Areas Security Initiative ("UASl") program grant funds; and
WHEREAS, The Urban Area Working Group ("UAWG"), a collaborative subcommittee
established by the San Diego County Unified Disaster Council, was established as the Approval
Authority for the SDUA, to provide overall governance of the homeland security grant program across the
SDUA, to coordinate development and implementation of all UASI program initiatives, and to ensure
compliance with all UAST program requirements; and ·
WHEREAS, The City of San Diego Office of Homeland Security ("SD OHS"), as the "core city"
for the SDUA, will serve as the chair and the UASI Grant Administrator, and SD OHS Executive
Director is responsible for implementing and managing the policy and program decisions of the Approval
Authority, directing the work of the UASI Management Team personnel, and performing other duties as
determined and directed by the Approval Authority, and
WHEREAS, San Diego has been designated as the grantee for UASI funds granted by the DHS through
the California Office of Emergency Services ("Cal OES") to the SDUA, with responsibility to establish
procedures and execute subgrant agreements for the distribution ofUAST program grant funds to
jurisdictions selected by the Approval Authority to receive grant funding; and
WHEREAS, San Diego has been designated to serve as the fiscal agent for the Approval Authority, and
to establish procedures and provide all financial services for distribution of UASI program grant funds
within the SDUA; and
WHEREAS, Pursuant to grant allocation decisions by the Approval Authority, the UAST Management
Team has asked San Diego to distribute a portion of the regional UASI grant funds to SUBRECIPIENT
on the terms and conditions set forth herein;
NOW, THEREFORE, in consideration of the premises and the mutual covenants contained in this
Agreement and for other good and valuable consideration, the receipt and adequacy of which is hereby
acknowledged, the parties hereto agree as follows:
FY 15 UASI -SUBRECIPIENT Page 1 ofl9 November 1, 2015
Item 8; pg. 5
ARTICLE 1
DEFINITIONS
1.1 Specific Terms. Unless the context requires otherwise, the following capitalized terms (whether
singular or plural) shall have the meanings set forth below:
(a) "ADA" shall mean the Americans with Disabilities Act (including all rules and
regulations there under) and all other applicable federal, state and local disability rights legislation, as the
same may be amended, modified or supplemented from time to time.
(b) "Authorized Expenditures" shall mean expenditures for those purposes identified and
budgeted in the SUBRECIPIENT Award Letter (Appendix A) and/or approved modification.
(c) "Event of Default" shall have the meaning set forth in Section 7.1.
(d) "Fiscal Quarter" shall mean each period of three calendar months commencing on July
1, October 1, January 1, and Aprill, respectively.
(e) "Grant Funds" shall mean any and all funds allocated or disbursed to SUBRECIPIENT
(DUNS#: tr!J?l!JJ'/(3;:1) under this Agreement. This Agreement shall specifically cover funds allocated
or disbursed from Cal OES Grant No. 2015-00078, Cal OES ID No. 073-66000, CFDA No. 97.067, per
Cal OES award notice dated September 25, 2015.
(f) "Grant Plan" shall mean the plans, performances, events, exhibitions, acquisitions or
other activities or matter, and the budget and requirements, described in the approved Financial
Management Forms Workbook (FMFW). IfSUBRECIPIENT requests any modification to the Grant
Plan, SUBRECIPIENT shall submit a written request to the SD OHS Executive Director with the
following information: Scope of change requested, reason for change, proposed plan for change,
summary of approved and requested modifications to the Grant Plan, and any necessary approvals in
support of change (e.g., EHP).
(g) "Indemnified Parties" shall mean: (i) San Diego, including all commissions,
departments including OHS, agencies, and other subdivisions of San Diego; (ii) San Diego's elected
officials, directors, officers, employees, agents, successors, and assigns; and (iii) all persons or entities
acting on behalf of the foregoing.
(h) "Losses" shall mean any and all liabilities, obligations, losses, damages, penalties,
claims, actions, suits, judgments, fees, expenses and costs of whatsoever kind and nature (including legal
fees and expenses and costs of investigation, of prosecuting or defending any Loss described above)
whether or not such Loss be founded or unfounded, of whatsoever kind and nature.
(i) "Reimbursement Request" shall have the meaning set forth in Section 3.1 O(a).
G) "UASI Management Team" shall mean The City of San Diego Office of Homeland
Security Executive Director, Program Manager, Supervising Homeland Security Coordinator, as well
as project, grant, and administrative staff. The Executive Director appoints members to the
Management Team to implement the policies of the UA WG.
1.2 Additional Terms. The terms "as directed," "as required" or "as permitted" and similar terms
shall refer to the direction, requirement, or permission of City. The terms "sufficient," "necessary" or
"proper" and similar terms shall mean sufficient, necessary or proper in the sole judgment of City. The
FY 15 UASI-SUBRECIPIENT Page 2 of19 November 1, 2015 Item 8; pg. 6
terms "approval," "acceptable" or "satisfactory" or similar terms shall mean approved by, or acceptable or
satisfactory to, City. The terms "include," "included" or "including" and similar terms shall be deemed to
be followed by the words "without limitation." The use of the term "subcontractor," "subgrantee,"
"successor" or "assign" herein refers only to a subcontractor, subgrantee, successor or assign expressly
permitted under Article 8.
1.3 References to this Agreement. References to this Agreement include: (a) any and all
appendices, exhibits, schedules, and attachments hereto; (b) any and all statutes, ordinances, regulations
or other documents expressly incorporated by reference herein; and ( c) any and all amendments,
modifications or supplements hereto made in accordance with Section 10.2. References to articles,
sections, subsections or appendices refer to articles, sections or subsections of or appendices to this
Agreement, unless otherwise expressly stated. Terms such as "hereunder," "herein" or "hereto" refer to
this Agreement as a whole.
1.4 Reference to laws. Any reference in this Agreement to a federal or state statute, regulation,
executive order, requirement, policy, guide, guideline, information bulletin, or instruction shall mean that
statute, regulation, executive order, requirement, policy, guide, guideline, information bulletin, or
instruction as is currently in effect and as may be amended, modified or supplemented from time to time.
ARTICLE2
ALLOCATION AND CERTIFICATION OF GRANT FUNDS;
LIMITATIONS ON SAN DIEGO'S OBLIGATIONS
2.1 Risk of Non-Allocation of Grant Funds. This Agreement is subject to all federal and state grant
requirements and guidelines, including DHS and Cal OES requirements, guidelines, information bulletins,
and instructions, the decision-making of the Cal OES and the Approval Authority, the terms and
conditions of the grant award; the approved application, and to the extent applicable the budget and fiscal
provisions of the San Diego City Charter. The Approval Authority shall have no obligation to allocate or
direct disbursement of funds for this Agreement in lieu of allocations for new or other agreements.
SUBRECIPIENT acknowledges and agrees that grant decisions are subject to the discretion of the Cal
OES and Approval Authority. Further, SUBRECIPIENT acknowledges and agrees that the City shall
have no obligation to disburse grant funds to SUBRECIPIENT until City and SUBRECIPIENT have fully
and finally executed this Agreement. SUB RECIPIENT acknowledges and agrees that if it takes any
action, informal or formal, to appropriate, encumber or expend Grant Funds before final allocation
decisions by Cal OES and the Approval Authority, and before this Agreement is fully and finally
executed, it assumes all risk of possible non-allocation or non-reimbursement of funds, and such
acknowledgement and agreement is part of the consideration of this Agreement.
2.2 Certification of Controller; Guaranteed Maximum Costs. No funds shall be available under
this Agreement without prior written authorization certified by the San Diego Chief Financial Officer as
set forth in Section 39 of the City of San Diego City Charter:
"No contract, agreement, or other obligation for the expenditure of public funds shall be entered
into by any officer of the City and no such contract shall be valid unless the Chief Financial
Officer shall certify in writing that there has been made an appropriation to cover the expenditure
and that there remains a sufficient balance to meet the demand thereof."
ARTICLE3
PERFORMANCE OF THE AGREEMENT
3.1 Duration of Term. The term of this Agreement shall commence on NOVEMBER 1, 2015
and shall end at 11 :59 p.m. San Diego time on JANUARY 31, 2018.
FY 15 UASI -SUBRECIPIENT Page 3 of 19 November 1, 2015
Item 8; pg. 7
3 .2 Maximum Amount of Funds. In no event shall the amount of Grant Funds disbursed hereunder
exceed the amount awarded under the SUBRECIPIENT Award letter (Appendix A), Training and
Exercise Participation Award Letter and/or approved modification. The City will not automatically
transfer Grant Funds to SUBRECIPIENT upon execution of this Agreement. SUBRECIPIENT must
submit a Reimbursement Request under Section 3 .10 of this Agreement, approved by the UASI
Management Team and City, before the City will disburse Grant Funds to SUBRECIPIENT.
3.3 Use of Funds.
( a) General Requirements. SUBRECIPIENT shall use the Grant Funds received under this
Agreement for the purposes and in the amounts set forth in the Grant Plan. SUBRECIPIENT shall not
use or expend Grant Funds for any other purpose, including but not limited to, for matching funds for
other federal grants/cooperative agreements, lobbying or intervention in federal regulatory or adjudicatory
proceedings, or to sue the federal government or any other government entity. SUBRECIPIENT shall not
permit any federal employee to receive Grant Funds.
(b) Modification of Grant Plan. Under Sections l.l(f) and 10.2 of this Agreement,
SUBRECIPIENT may submit a written request to modify the Grant Plan. SUBRECIPIENT shall not
appropriate, encumber or expend any additional or reallocated Grant Funds pursuant to such a request for
modification until the SD OHS Executive Director or designee has provided written approval for the
request. In addition, if the modification request requires approval from the Approval Authority and/or
Cal OES, as determined by the SD OHS Executive Director, SUBRECIPIENT shall not appropriate,
encumber or expend any additional or reallocated Grant Funds pursuant to the modification request
without approval from the Approval Authority and/or Cal OES.
( c) No Supplanting. SUBRECIPIENT shall use Grant Funds to supplement existing funds,
and not replace (supplant) funds that have been appropriated for the same purpose.
( d) Obligations. SUBRECIPIENT must expend Grant Funds in a timely manner consistent
with the grant milestones, guidance and assurances; and make satisfactory progress toward the goals,
objectives, milestones and deliverables in this Agreement.
3.4 Grant Assurances; Other Requirements; Cooperation with Monitoring.
(a) SUBRECIPIENT shall comply with all Grant Assurances included in Appendix B,
attached hereto and incorporated by reference as though fully set forth herein. SUBRECIPIENT shall
require all subgrantees, contractors and other entities receiving Grant Funds through or from
SUBRECIPIENT to execute a copy of the Grant Assurances, and shall ensure that they comply with those
Grant Assurances.
(b) In addition to complying with all Grant Assurances, SUBRECIPIENT shall comply with
all applicable statutes, regulations, executive orders, requirements, policies, guides, guidelines,
information bulletins, Cal OES grant management memos, and instructions; the terms and conditions of
the grant award; the approved application, and any conditions imposed by Cal OES or the Approval
Authority. SUBRECIPIENT shall require and ensure that all subgrantees, contractors and other entities
receiving Grant Funds through or from SUBRECIPIENT comply with all applicable statutes, regulations,
executive orders, requirements, policies, guides, guidelines, information bulletins, Cal OES grant
management memos, and instructions; the terms and conditions of the grant award; the approved
application, and any conditions imposed by Cal OES or the Approval Authority.
FY 15 UASI -SUBRECIPIENT Page 4 of 19 November 1, 2015
Item 8; pg. 8
( c) SUBRECIPIENT shall promptly comply with all standards, specifications and formats of
San Diego and the DASI Management Team, as they may from time to time exist, related to evaluation,
planning and monitoring of the Grant Plan and compliance with this Agreement. SUBRECIPIENT shall
cooperate in good faith with San Diego and the DASI Management Team in any evaluation, inspection,
planning or monitoring activities conducted or authorized by DHS, Cal OES, San Diego or the DASI
Management Team. For ensuring compliance with non-supplanting requirements, upon request by City
or the DASI Management Team, SUBRECIPIENT shall supply documentation certifying that a reduction
of non-federal resources occurred for reasons other than the receipt or expected receipt of Grant Funds.
3.5 Administrative, Programmatic and Financial Management Requirements. SUBRECIPIENT
shall establish and maintain administrative, programmatic and financial management systems and records
in accordance with federal and State of California requirements. This provision requires, at a minimum,
that SUBRECIPIENT comply with the following non-exclusive list of regulations commonly applicable
to DHS grants, as applicable to this Agreement and the Grant Plan:
( a) Administrative Requirements:
1. 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards (formerly 44 CFR Part 13, 0MB Circulars A-21,
A-87, A-89, A-102, A-110, A-122, and A-133).
(b) Cost Principles:
1. 2 CFR Part 200, Subpart E -Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (formerly 44 CFR Part 13, 0MB
Circulars A-21, A-87, A-89, A-102, A-110, A-122, and A-133);
2. Federal Acquisition Regulations (FAR), Part 31.2 Contract Principles and
Procedures, Contracts with Commercial Organizations.
(c) Audit Requirements:
1. 2 CFR Part 200 Subpart F -Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (formerly 44 CFR Part 13, 0MB
Circulars A-21, A-87, A-89, A-102, A-110, A-122, and A-133).
3.6 Technology Requirements.
(a) National Information Exchange Model ("NIEM"). SDBRECIPIENT shall use the latest
NIEM specifications and guidelines regarding the use of Extensible Markup Language ("XML") for all
awards of Grant Funds.
(b) Geospatial Guidance. SUBRECIPIENT is encouraged to use Geospatial technologies,
which can capture, store, analyze, transmit and/or display location-based information (i.e., information
linked to a latitude and longitude), and to align any geospacial activities with the guidance available on
the Federal Emergency Management Agency ("FEMA") website.
( c) Criminal Intelligence Systems Operating Policies. Any information technology system
funded or supported by Grant Funds shall comply with 28 CFR Part 23, Criminal Intelligence Systems
Operating Policies, if applicable.
( d) SUB RECIPIENT is encouraged to use the DHS guidance in Best Practices for
Government Use of CCTV: Implementing the Fair Information Practice Principles, if Grant Funds are
used to purchase or install closed circuit television (CCTV) systems or to support operational CCTV
systems.
FY 15 VASI -SUBRECIPIENT Page 5 of 19 November 1, 2015
Item 8; pg. 9
3.7 Procurement Requirements.
( a) General Requirements. SUB RECIPIENT shall follow its own procurement requirements
as long as those requirements comply with all applicable federal and State of California statutes,
regulations, requirements, policies, guides, guidelines and instructions.
(b) Specific Purchases. If SDBRECIPIENT is using Grant Funds to purchase interoperable
communication equipment, SUBRECIPIENT shall consult DHS's SAFECOM's coordinated grant
guidance, which outlines standards and equipment information to enhance interoperable communication.
If SUBRECIPIENT is using Grant Funds to acquire critical emergency supplies, prior to expending any
Grant Funds, SUBRECIPIENT shall submit to the DASI Management Team for approval by Cal OES a
viable inventory management plan, an effective distribution strategy, sustainment costs for such an effort,
and logistics expertise to avoid situations where funds are wasted because supplies are rendered
ineffective due to lack of planning.
( c) Bond requirement. SUBRECIPIENT shall obtain a performance bond for any equipment
items over $250,000 or any vehicle, aircraft or watercraft financed with Grant Funds.
3.8 Subgrantee and Contractor Requirements.
( a) SUBRECIPIENT shall ensure and independently verify that any subgrantee, contractor or
other entity receiving Grant Funds through or from SUBRECIPIENT is not debarred, suspended, or
otherwise excluded from or ineligible for participation in federal assistance programs, under Executive
Orders 12549 and 12689, as implemented at 2 CFR Part 3000. SUBRECIPIENT shall obtain
documentation of eligibility before disbursing Grant Funds to any sub grantee, contractor or other entity.
SUBRECIPIENT shall maintain documentary proof of this verification in its files. SUBRECIPIENT shall
establish procedures for the effective use of the "Excluded Parties List System," to assure that it does not
provide Grant Funds to excluded parties. SUBRECIPIENT shall also establish procedures to provide for
effective use and/or dissemination of the list to assure that its grantees and subgrantees, including
contractors, at any tier do not make awards in violation of the non-procurement debarment and suspension
common rule.
(b) SUB RECIPIENT shall ensure that any subgrantee, contractor or other entity receiving
Grant Funds through or from SUBRECIPIENT complies with the requirements of 44 CFR Part 18, New
Restrictions on Lobbying; and
( c) SUBRECIPIENT shall ensure that any subgrantee, contractor or other entity receiving
Grant Funds through or from SUBRECIPIENT complies with the requirements of2 CFR Part 3001,
Requirements for Drug-Free Workplace (Financial Assistance).
3.9 Monitoring Grant Performance.
( a) City and the DASI Management Team are both authorized to perform periodic
monitoring reviews of SUB RECIPIENT' s performance under this Agreement, to ensure that the Grant
Plan goals, objectives, performance requirements, timelines, milestone completion, budgets and other
criteria are being met. Programmatic monitoring may include the Regional Federal Preparedness
Coordinators, or other federal or state personnel, when appropriate. Monitoring may involve a
combination of desk-based reviews and on-site monitoring visits, inspection ofrecords, and verifications
of grant activities. These reviews will involve a review and analysis of the financial, programmatic,
performance and administrative issues relative to each program and will identify areas where technical
assistance and other support may be needed. The reviews may include, but are not limited to:
FY 15 UASI -SUBRECIPIENT Page 6 of 19 November 1, 2015
Item 8; pg. 10
1. Evaluating eligibility of expenditures;
2. Comparing actual grant activities to those approved by the Approval Authority and
specified in the Grant Plan;
3. Ensuring that any advances have been deposited in an interest bearing account and
disbursed in accordance with applicable guidelines; and
4. Confirming compliance with: Grant Assurances; information provided on
performance reports and payment requests; and needs and threat assessments and
strategies.
(b) SUBRECIPIENT is responsible for monitoring and auditing the grant activities of any
subgrantee, contractor or other entity receiving Grant Funds through or from SUBRECIPIENT. This
requirement includes but is not limited to mandatory on-site verification visits.
( c) If after any monitoring review, the DHS or Cal OES makes findings that require a
Corrective Action Plan by SUBRECIPIENT, the City shall place a hold on all Reimbursement Requests
from SUBRECIPIENT until the findings are resolved.
3 .10 Disbursement Procedures. San Diego shall disburse Grant Funds to SUB RECIPIENT as
follows:
( a) SUB RECIPIENT shall submit to the UASI Management Team, in the manner specified
for notices pursuant to Article 9, a document ("Reimbursement Request") substantially in the form
attached as Appendix C, attached hereto and incorporated by reference as though fully set forth herein.
The UASI Management Team shall serve as the primary contact for SUBRECIPIENT regarding any
Reimbursement Request.
(b) The UASI Management Team will review all Reimbursement Requests for compliance
with this Agreement and all applicable guidelines and requirements. The UASI Management Team will
return to SUBRECIPIENT any Reimbursement Request that is submitted and not approved by the UASI
Management Team, with a brief statement of the reason for the rejection of the Reimbursement Request.
(d) If a rejection relates only to a portion of the expenditures itemized in any Reimbursement
Request, City shall have no obligation to disburse any Grant Funds for any other expenditures itemized in
such Reimbursement Request unless and until SUBRECIPIENT submits a Reimbursement Request that is
in all respects acceptable to the UASI Management Team.
(e) IfSUBRECIPIENT is not in compliance with any provision of this Agreement, City may
withhold disbursement of Grant Funds until SUBRECIPIENT has taken corrective action and currently
complies with all terms and conditions of the Agreement.
3 .11 Disallowance. SUB RECIPIENT agrees that if it claims or receives reimbursement from City for
an expenditure that is later disallowed by the State of California or the federal government,
SUBRECIPIENT shall promptly refund the disallowed amount to City upon City's written request. At its
option, City may offset all or any portion of the disallowed amount against any other payment due to
SUBRECIPIENT hereunder or under any other Agreement with SUBRECIPIENT. Any such offset with
respect to a portion of the disallowed amount shall not release SUBRECIPIENT from SUBRECIPIENT's
obligation hereunder to refund the remainder of the disallowed amount.
3.12 Sustainability. Grant Funded programs that contain continuing personnel and operating
expenses, over and above planning and implementation costs, must be sustained once the Grant Funding
ends. If Equipment is purchased with grant funds the equipment must be sustained through the useful life
of equipment. By executing this Agreement, SUBRECIPIENT acknowledges its responsibility and agrees
FY 15 UASI -SUBRECIPIENT Page 7 of 19 November 1, 2015
Item 8; pg. 11
to sustain continuing programs beyond the Grant Funding period. SUBRECIPIENT acknowledges and
agrees that this sustainability requirement is a material term of the Agreement.
3 .13 EHP Requirements.
(a) Grant Funded projects must comply with the federal Environmental and Historic
Preservation ("ERP") program. SUBRECIPIENT shall not initiate any project with the potential to impact
environmental or historic properties or resources until Cal OES and FEMA have completed ERP reviews
and approved the project. Examples of projects that may impact ERP resources include: communications
towers, physical security enhancements, new construction, and modifications to buildings, structures and
objects that are 50 years old or greater. SUBRECIPIENT shall notify the UASI Management Team of
any project that may require an ERP review. SUBRECIPIENT agrees to provide detailed project
information to FEMA, Cal OES and/or the UASI Management Team, to cooperate fully in the review,
and to prepare any documents requested for the review. SUBRECIPIENT shall comply with all
conditions placed on the project as the result of the ERP review, and implement any treatment or
mitigation measures deemed necessary to address potential adverse impacts. With prior approval of the
UASI Management Team, SUBRECIPIENT may use Grant Funds toward the costs of preparing
documents and/or implementing treatment or mitigation measures. Any change to the approved project
scope of work will require re-evaluation for compliance with ERP requirements. If ground disturbing
activities occur during project implementation, SUBRECIPIENT shall notify the UASI Management
Team and ensure monitoring of ground disturbance. If any potential archeological resources are
discovered, SUBRECIPIENT shall immediately cease construction in that area and notify the UASI
Management Team, which will notify the appropriate State Historic Preservation Office. If
SUBRECIPIENT is using Grant Funds for a communication tower project, SUBRECIPIENT shall
complete its Federal Communication Commission ("FCC") ERP process before preparing its Cal
OES/FEMA ERP materials, and shall include the FCC ERP materials in the Cal OES/FEMA submission.
(b) Any construction or other project that SUBRECIPIENT initiates without the necessary
ERP review and approval will not be eligible for reimbursement. Failure of SUBRECIPIENT to meet
federal, State, and local ERP requirements, obtain applicable permits, or comply with any conditions that
may be placed on the project as the result ofFEMA's and/or Cal OES's ERP review will result in the
denial of Reimbursement Requests.
3.14 National Energy Conservation Policy and Energy Policy Acts. SUBRECIPIENT shall
comply with the following requirements:
(a) Grant Funds may not be used in contravention of the Federal buildings performance and
reporting requirements of Executive Order 13123, part 3 of Title V of the National Energy Conservation
Policy Act (42 USC §8251 et seq.), or Subtitle A of Title I of the Energy Policy Act of2005; and
(b) Grant Funds may not be used in contravention of Section 303 of the Energy Policy Act of
1992 (42 USC §13212).
3.15 Royalty-Free License. SUBRECIPIENT understands and agrees that FEMA reserves a royalty-
free, non-exclusive and irrevocable license to reproduce, publish or otherwise use, and authorize others to
use, for federal government purposes: (a) the copyright in any work developed using Grant Funds; and (b)
any rights of copyright that SUBRECIPIENT purchases or acquires using Grant Funds. SUBRECIPIENT
shall consult with the UASI Management Team and FEMA regarding the allocation of any patent rights
that arise from, or are purchased with, Grant Funds.
FY 15 UASI -SUBRECIPIENT Page 8 of 19 November 1, 2015
Item 8; pg. 12
3 .16 Publication Statements. SUBRECIPIENT shall ensure that all publications created or
developed under this Agreement prominently contain the following statement: "This document was
prepared under a grant from the Federal Emergency Management Agencies Grant Programs Directorate
(FEMA/GPD) within the US Department of Homeland Security. Points of view or opinions expressed in
this document are those of the authors and do not necessarily represent the official position or policies of
FEMA/GPD or the US Department of Homeland Security."
3.17 Performance Period. SUBRECIPIENT shall ensure that hard copies of all reimbursement
requests and supporting documentation will be submitted to the DASI Management Team postmarked no
later than January 13, 2017. Extension requests may be granted based on extenuating circumstances
beyond the control of the subrecipient and must be made via the Performance Period Extension Request
Form (Appendix D). Requests must contain specific and compelling justifications as to why an extension
is required and must be submitted 30 days prior to the current deadline.
ARTICLE4
REPORTING REQUIREMENTS; AUDITS
4.1 Regular Reports. SUBRECIPIENT shall provide, in a prompt and timely manner, financial,
operational and other reports, as requested by the DASI Management Team, in form and substance
satisfactory to the DASI Management Team. Such reports, including any copies, shall be submitted on
recycled paper and printed on double-sided pages, to the maximum extent possible.
4.2 Notification of Defaults or Changes in Circumstances. SUBRECIPIENT shall notify the
DASI Management Team and City immediately of ( a) any Event of Default or event that, with the
passage of time, would constitute an Event of Default; (b) any change of circumstances that would cause
any of the representations or warranties contained in Article 5 to be false or misleading at any time during
the term of this Agreement; and ( c) any change of circumstances or events that would cause
SUBRECIPIENT to be out of compliance with the Grant Assurances in Appendix B.
4.3 Books and Records. SUBRECIPIENT shall establish and maintain accurate files and records of
all aspects of the Grant Plan and the matters funded in whole or in part with Grant Funds. Without
limiting the scope of the foregoing, SUBRECIPIENT shall establish and maintain accurate financial
books and accounting records relating to Authorized Expenditures and to Grant Funds received and
expended under this Agreement, together with all invoices, documents, payrolls, time records and other
data related to the matters covered by this Agreement, whether funded in whole or in part with Grant
Funds. SUBRECIPIENT shall maintain all of the files, records, books, invoices, documents, payrolls and
other data required to be maintained under this Section in a readily accessible location and condition for a
period of not less than three (3) years after expiration of this Agreement or until any final audit by Cal
OES has been fully completed, whichever is later.
4.4 Inspection and Audit. SUBRECIPIENT shall make available to the DASI Management Team,
and to DASI Management Team and City employees and authorized representatives, during regular
business hours, all of the files, records, books, invoices, documents, payrolls and other data required to be
established and maintained by SUBRECIPIENT under Section 4.3, and allow access and the right to
examine those items. SUBRECIPIENT shall permit the DASI Management Team and City, and DASI
Management Team and City employees and authorized representatives, to inspect, audit, examine and
make excerpts and transcripts from any of the foregoing. The rights of the DASI Management Team and
City pursuant to this Section shall remain in effect so long as SUBRECIPIENT has the obligation to
maintain such files, records, books, invoices, documents, payrolls and other data under this Article 4. The
DHS, the Comptroller General of the United States or designee, and Cal OES shall have the same
inspection and audit rights as the City and DASI Management Team. SUBRECIPIENT shall cooperate
with any federal or state audit.
FY 15 UASI -SUBRECIPIENT Page 9 of 19 November I, 2015
Item 8; pg. 13
4.5 Audit Report. If the amount specified in Section 3.2 of this agreement is $750,000 or more,
SUBRECIPIENT shall submit an organization-wide financial and compliance audit report. The audit
must be performed in accordance with GAO's Government Auditing Standards, and 2 CFR Part 200
Subpart F -Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards. SUBRECIPIENT shall submit its audit report to the UASI Management Team no later than six
months after the end of SUBRECIPIENT' s fiscal year.
ARTICLES
REPRESENTATIONS AND WARRANTIES
SUBRECIPIENT represents and warrants each of the following as of the date of this Agreement and at all
times throughout the term of this Agreement:
5.1 No Misstatements. No document furnished or to be furnished by SUBRECIPIENT to the UASI
Management Team in connection with this Agreement, any Reimbursement Request or any other
document relating to any of the foregoing, contains or will contain any untrue statement of material fact
or omits or will omit a material fact necessary to make the statements contained therein not misleading,
under the circumstances under which any such statement shall have been made.
5.2 Eligibility to Receive Federal Funds. By executing this Agreement, SUBRECIPIENT certifies
that it is eligible to receive federal funds, and specifically certifies as follows:
(a) SUBRECIPIENT is not suspended, debarred or otherwise excluded from participation in
federal assistance programs, as required by Executive Order 12549 and 12689, "Debarment and
Suspension" and implemented at 2 CFR Part 3000.
(b) SUB RECIPIENT complies with 31 U.S.C. § 1352, Limitation on use of appropriated
funds to influence federal contracting and financial transactions, as implemented at 44 CFR Part 18 and 6
CFRPart 9.
(c) SUBRECIPIENT complies with the Drug-Free Workplace Act of 1988, as amended, 41
U.S.C. §701 et seq., as implemented in 2 CFR Part 3001, and will continue to provide a drug-free
workplace as required under that Act and implementing regulations.
( d) SUB RECIPIENT is not delinquent in the repayment of any federal debt. See 0MB
Circular A-129.
SUBRECIPIENT acknowledges that these certifications of eligibility to receive federal funds are material
terms of the Agreement.
5.3 NIMS Compliance. To be eligible to receive Grant Funds, SUBRECIPIENT must meet National
Incident Management System ("NIMS") compliance requirements, and report full NIMS compliance via
the National Incident Management System Capability Assessment Support Tool ("NIMSCAST"). By
executing this Agreement, SUBRECIPIENT certifies that it is in full NIMS compliance, and that it has
reported that compliance via the NIMSCAST. SUBRECIPIENT shall provide documentation of its
NIMS compliance to the UASI Management Team. SUBRECIPIENT acknowledges that this
certification is a material term of the Agreement.
FY 15 UASI -SUBRECIPIENT Page 10 of 19 November 1, 2015
Item 8; pg. 14
ARTICLE6
INDEMNIFICATION AND GENERAL LIABILITY
6.1 Indemnification. SUBRECIPIENT shall indemnify, protect, defend and hold harmless each of
the Indemnified Parties from and against any and all Losses arising from, in connection with or caused by
SUBRECIPIENT's performance of this Agreement, including, but not limited to, the following: (a) a
material breach of this Agreement by SUB RECIPIENT; (b) a material breach of any representation or
warranty of SUB RECIPIENT contained in this Agreement; ( c) any personal injury or death caused,
directly or indirectly, by any act or omission of SUBRECIPIENT or its employees, subgrantees or agents;
( d) any loss of or damage to property caused, directly or indirectly, by any act or omission of
SUBRECIPIENT or its employees, subgrantees or agents; ( e) the use, misuse or failure of any equipment
or facility used by SUB RECIPIENT, or by any of its employees, subgrantees or agents, regardless of
whether such equipment or facility is furnished, rented or loaned to SUBRECIPIENT by an Indemnified
Party; (f) any tax, fee, assessment or other charge for which SUBRECIPIENT is responsible under
Section 10.4; or (g) any infringement of patent rights, copyright, trade secret or any other proprietary right
or trademark of any person or entity in consequence of the use by any Indemnified Party of any goods or
services furnished by SUBRECIPIENT or its employees, subgrantees or agents to such Indemnified Party
in connection with this Agreement. The foregoing indemnity shall include, without limitation, reasonable
fees of attorneys, consultants and experts and related costs and San Diego's costs of investigating any
claims against San Diego.
6.2 Duty to Defend; Notice of Loss. SUBRECIPIENT acknowledges and agrees that its obligation
to defend the Indemnified Parties under Section 6.1: ( a) is an immediate obligation, independent of its
other obligations hereunder; (b) applies to any Loss which actually or potentially falls within the scope of
Section 6.1, regardless of whether the allegations asserted in connection with such Loss are or may be
groundless, false or fraudulent; and ( c) arises at the time the Loss is tendered to SUB RECIPIENT by the
Indemnified Party and continues at all times thereafter. The Indemnified party shall give
SUBRECIPIENT prompt notice of any Loss under Section 6.1 and SUBRECIPIENT shall have the right
to defend, settle and compromise any such Loss; provided, however, that the Indemnified Party shall have
the right to retain its own counsel at the expense of SUBRECIPIENT if representation of such
Indemnified Party by the counsel retained by SUBRECIPIENT would be inappropriate due to conflicts of
interest between such Indemnified Party and SUBRECIPIENT. An Indemnified Party's failure to notify
SUB RECIPIENT promptly of any Loss shall not relieve SUBRECIPIENT of any liability to such
Indemnified Party pursuant to Section 6.1, unless such failure materially impairs SUBRECIPIENT' s
ability to defend such Loss. SUBRECIPIENT shall seek the Indemnified Party's prior written consent to
settle or compromise any Loss if SUBRECIPIENT contends that such Indemnified Party shares in
liability with respect thereto.
6.3 Incidental and Consequential Damages. Losses covered under this Article 6 shall include any
and all incidental and consequential damages resulting in whole or in part from SUBRECIPIENT's acts
or omissions. Nothing in this Agreement shall constitute a waiver or limitation of any rights that any
Indemnified Party may have under applicable law with respect to such damages.
6.4 LIMITATION ON LIABILITY OF SAN DIEGO. CITY'S OBLIGATIONS UNDER THIS
AGREEMENT SHALL BE LIMITED TO THE AGGREGATE AMOUNT OF GRANT FUNDS
ACTUALLY DISBURSED HEREUNDER. NOTWITHSTANDING ANY OTHER PROVISION
CONTAINED IN THIS AGREEMENT OR ANY OTHER DOCUMENT OR COMMUNICATION
RELATING TO THIS AGREEMENT, IN NO EVENT SHALL CITY BE LIABLE, REGARDLESS OF
WHETHER ANY CLAIM IS BASED ON CONTRACT OR TORT, FOR ANY SPECIAL,
CONSEQUENTIAL, INDIRECT OR INCIDENTAL DAMAGES, INCLUDING LOST PROFITS,
ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, THE GRANT FUNDS, THE
GRANT PLAN OR ANY ACTIVITIES PERFORMED IN CONNECTION WITH THIS AGREEMENT.
FY 15 UASI -SUBRECIPIENT Page 11 ofl9 November 1, 2015
Item 8; pg. 15
ARTICLE?
EVENTS OF DEFAULT AND REMEDIES; TERMINATION FOR CONVENIENCE
7 .1 Events of Default. The occurrence of any one or more of the following events shall constitute an
"Event of Default" under this Agreement:
(a) False Statement. Any statement, representation, certification or warranty contained in
this Agreement, in any Reimbursement Request, or in any other document submitted to the UASI
Management Team or to City under this Agreement is found by the UASI Management Team or by City
to be false or misleading.
(b) Failure to Perform Other Covenants. SUB RECIPIENT fails to perform or breaches
any provision or covenant of this Agreement to be performed or observed by SUBRECIPIENT as and
when performance or observance is due and such failure or breach continues for a period often (10) days
after the date on which such performance or observance is due.
(c) Failure to Comply with Applicable Laws. SUBRECIPIENT fails to perform or
breaches any of the terms or provisions of Article 12.
( d) Voluntary Insolvency. SUBRECIPIENT(i) is generally not paying its debts as they
become due, (ii) files, or consents by answer or otherwise to the filing against it of, a petition for relief or
reorganization or arrangement or any other petition in bankruptcy or for liquidation or to take advantage
of any bankruptcy, insolvency or other debtors' relief law of any jurisdiction, (iii) makes an assignment
for the benefit of its creditors, (iv) consents to the appointment of a custodian, receiver, trustee or other
officer with similar powers of SUB RECIPIENT or of any substantial part of SUBRECIPIENT' s property
or (v) takes action for the purpose of any of the foregoing.
(e) Involuntary Insolvency. Without consent by SUBRECIPIENT, a court or government
authority enters an order, and such order is not vacated within ten (10) days, (i) appointing a custodian,
receiver, trustee or other officer with similar powers with respect to SUBRECIPIENT or with respect to
any substantial part of SUBRECIPIENT's property, (ii) constituting an order for relief or approving a
petition for relief or reorganization or arrangement or any other petition in bankruptcy or for liquidation
or to take advantage of any bankruptcy, insolvency or other debtors' relief law of any jurisdiction or
(iii) ordering the dissolution, winding-up or liquidation of SUBRECIPIENT.
7.2 Remedies upon Event of Default. Upon and during the continuance of an Event of Default, City
may do any of the following, individually or in combination with any other remedy:
(a) Termination. City may terminate this Agreement by giving a written termination notice
to SUBRECIPIENT and, on the date specified in such notice, this Agreement shall terminate and all
rights of SUB RECIPIENT hereunder shall be extinguished. In the event of such termination, City will
pay SUBRECIPIENT for Authorized Expenditures in any Reimbursement Request that was submitted
and approved by the UASI Management Team and by City prior to the date of termination specified in
such notice.
(b) Withholding of Grant Funds. City may withhold all or any portion of Grant Funds not
yet disbursed hereunder, regardless of whether SUBRECIPIENT has previously submitted a
Reimbursement Request or whether the UASI Management Team and/or City has approved the
disbursement of the Grant Funds requested in any Reimbursement Request. Any Grant Funds withheld
pursuant to this Section and subsequently disbursed to SUBRECIPIENT after cure of applicable Events
of Default shall be disbursed without interest.
FY 15 UASI -SUBRECIPIENT Page 12 of 19 November 1, 2015
Item 8; pg. 16
( c) Return of Grant Funds. City may demand the immediate return of any previously
disbursed Grant Funds that have been claimed or expended by SUBRECIPIENT in breach of the terms of
this Agreement, together with interest thereon from the date of disbursement at the maximum rate
permitted under applicable law.
7.3 Termination for Convenience.
(a) City shall have the option, in its sole discretion, to terminate this Agreement, at any time
during the term hereof, for convenience and without cause. City shall exercise this option by giving
SUBRECIPIENT written notice of termination. The notice shall specify the date on which termination
shall become effective.
(b) Upon receipt of the notice, SUBRECIPIENT shall commence and perform, with
diligence, all actions necessary on the part of SUB RECIPIENT to effect the termination of this
Agreement on the date specified by City and to minimize the liability of SUB RECIPIENT and City to
third parties as a result of termination. All such actions shall be subject to the prior approval of the UASI
Management Team.
( c) Within 30 days after the specified termination date, SUBRECIPIENT shall submit to the
UASI Management Team an invoice for all Authorized Expenses incurred through the termination date.
For Authorized Expenses incurred after receipt of the notice of termination, City will only reimburse
SUBRECIPIENT if the Authorized Expenses received prior approval from the UASI Management Team
as specified in subparagraph (b ).
( d) In no event shall City be liable for costs incurred by SUBRECIPIENT or any of its
contractors or subgrantees after the termination date specified by City.
( e) City's payment obligation under this Section shall survive termination of this Agreement.
7.4 Remedies Nonexclusive. Each of the remedies provided for in this Agreement may be exercised
individually or in combination with any other remedy available hereunder or under applicable laws, rules
and regulations. The remedies contained herein are in addition to all other remedies available to City at
law or in equity by statute or otherwise and the exercise of any such remedy shall not preclude or in any
way be deemed to waive any other remedy.
ARTICLES
ASSIGNMENTS
8.1 No Assignment by SUBRECIPIENT. SUBRECIPIENT shall not, either directly or indirectly,
assign, transfer, hypothecate, subcontract or delegate all or any portion of this Agreement or any rights,
duties or obligations ofSUBRECIPIENT hereunder without the prior written consent of the UASI
Management Team; provided, however, that any contractor or subgrantee specifically referenced in
Appendix A shall not require the consent of Management Team. This Agreement shall not, nor shall any
interest herein, be assignable as to the interest of SUBRECIPIENT involuntarily or by operation of law
without the prior written consent of City. A change of ownership or control of SUBRECIPIENT or a sale
or transfer of substantially all of the assets of SUB RECIPIENT shall be deemed an assignment for
purposes of this Agreement.
8.2 Agreement Made in Violation of this Article. Any agreement made in violation of Section 8.1
shall confer no rights on any person or entity and shall automatically be null and void.
FY 15 UASI -SUBRECIPIENT Page 13 of 19 November 1, 2015
Item 8; pg. 17
8.3 SUBRECIPIENT Retains Responsibility. SUBRECIPIENT shall in all events remain liable for
the performance by any sub grantee contractor, or assignee of all of the covenants, terms and conditions in
this Agreement.
ARTICLE 9
NOTICES AND OTHER COMMUNICATIONS
9 .1 Requirements . Unless otherwise specifically provided herein, all notices, consents, directions,
approvals, instructions, requests and other communications hereunder shall be in writing, shall be
addressed to the person and address set forth below and shall be (a) deposited in the U.S. mail, first class,
certified with return receipt requested and with appropriate postage, (b) hand delivered or ( c) sent via
facsimile (if a facsimile number is provided below):
Ifto City of San Diego Office of Homeland Security UASI Management Team:
San Diego Office of Homeland Security
1010 Second Ave, Suite 1500
San Diego, CA 92101
Attn: Katherine Jackson, Program Manager
Facsimile No .: (619) 533-6786
Ifto SUBRECIPIENT:
OFFICE : Fail~ i)cf'i4'12T,.-...;;"'7
ADDRESS ·-2.s-E>o on.,o,J LJA'f
CITY, STATE, ZJP:c..,411..1.-s-,3.....o, CA q2.010
~TTN : t,.>,.,v..~ uJ1>IIS
ACSIMILE : °":rbO . ,z.,. o-zs-,
9.2 Effective Date . All communications sent in accordance with Section 9.1 shall become effective
on the date ofreceipt. Such date ofreceipt shall be determined by: (a) if mailed, the return receipt,
completed by the U.S. postal service; (b) if sent via hand delivery , a receipt executed by a duly authorized
agent of the party to whom the notice was sent; or ( c) if sent via facsimile, the date of telephonic
confirmation of receipt by a duly authorized agent of the party to whom the notice was sent or, if such
confirmation is not reasonably practicable, the date indicated in the facsimile machine transmission report
of the party giving such notice.
9.3 . Change of Address. From time to time any party hereto may designate a new address or
recipient for notice for purposes of this Article 9 by written notice to the other party and the UASI
Management Team.
ARTICLE 10
MISCELLANEOUS
10 .1 No Waiver. No waiver by San Diego of any default or breach of this Agreement shall be implied
from any failure by the UASI Management Team or San Diego to take action on account of such default
if such default persists or is repeated . No express waiver by San Diego shall affect any default other than
the default specified in the waiver and shall be operative only for the time and to the extent therein stated.
Waivers by San Diego of any covenant, term or condition contained herein shall not be construed as a
waiver of any subsequent breach of the same covenant, term or condition. The consent or approval by the
FY 15 UASI -SUBRECIPIENT Page 14 of 19 November 1, 2015
Item 8; pg. 18
UASI Management Team of any action requiring further consent or approval shall not be deemed to
waive or render unnecessary the consent or approval to or of any subsequent similar act.
10.2 Modification. This Agreement may not be modified, nor may compliance with any of its terms
be waived, except by written instrument executed and approved in the same manner as this Agreement;
provided, however, that the General Manager or designee may establish alternate procedures for
modification of the Grant Plan.
10.3 Governing Law; Venue. The formation, interpretation and performance of this Agreement shall
be governed by the laws of the State of California, without regard to its conflict of laws principles. Venue
for all litigation relative to the formation, interpretation and performance of this Agreement shall be in
San Diego.
10.4 SUBRECIPIENT to Pay All Taxes. SUBRECIPIENT shall pay to the appropriate
governmental authority, as and when due, any and all taxes, fees, assessments or other governmental
charges, including possessory interest taxes and California sales and use taxes, levied upon or in
connection with this Agreement, the Grant Plan, the Grant Funds or any of the activities contemplated by
this Agreement.
10.5 Headings. All article and section headings and captions contained in this Agreement are for
reference only and shall not be considered in construing this Agreement.
10.6 Entire Agreement. This Agreement sets forth the entire Agreement between the parties, and
supersedes all other oral or written provisions. The following Appendices are attached to and a part of
this Agreement:
• Appendix A, SUBRECIPIENT Award Letter
• Appendix B, Grant Assurances
• Appendix C, Form of Reimbursement Request
• Appendix D, Performance Period Extension Request
10.7 Certified Resolution of Signatory Authority. Upon request of San Diego, SUBRECIPIENT
shall deliver to San Diego a copy of the corporate resolution(s) authorizing the execution, delivery and
performance of this Agreement, certified as true, accurate and complete by the appropriate authorized
representative of SUBRECIPIENT.
10.8 Severability. Should the application of any provision of this Agreement to any particular facts or
circumstances be found by a court of competent jurisdiction to be invalid or unenforceable, then ( a) the
validity of other provisions of this Agreement shall not be affected or impaired thereby, and (b) such
provision shall be enforced to the maximum extent possible so as to effect the intent of the parties and
shall be reformed without further action by the parties to the extent necessary to make such provision
valid and enforceable.
10.9 Successors; No Third-Party Beneficiaries. Subject to the terms of Article 8, the terms of this
Agreement shall be binding upon, and inure to the benefit of, the parties hereto and their successors and
assigns. Nothing in this Agreement, whether express or implied, shall be construed to give any person or
entity ( other than the parties hereto and their respective successors and assigns and, in the case of
Article 6, the Indemnified Parties) any legal or equitable right, remedy or claim under or in respect of this
Agreement or any covenants, conditions or provisions contained herein.
FY 15 UASI-SUBRECIPIENT Page 15 of 19 November 1, 2015
Item 8; pg. 19
10.10 Survival of Terms. The obligations of SUB RECIPIENT and the terms of the following
provisions of this Agreement shall survive and continue following expiration or termination of this
Agreement: Sections 4.3 and 4.4, Article 6, this Article 10, and the Grant Assurances of Appendix B.
10.11 Further Assurances. From and after the date of this Agreement, SUBRECIPIENT agrees to do
such things, perform such acts, and make, execute, acknowledge and deliver such documents as may be
reasonably necessary or proper and usual to complete the transactions contemplated by this Agreement
and to carry out the purpose of this Agreement in accordance with this Agreement.
10.12 Disclosure of Subawards and Executive Compensation. Pursuant to the Federal Funding
Accountability and Transparency Act (FFATA) (P.L. 109-282) as amended by Section 6202(a) of the
Government Funding Transparency Act of 2008 (P.L. 110-252), full disclosure to the public of entities or
organizations receiving federal funds is now required. As defined by the Office of Management and
Budget (0MB), all new Federal awards of$25,000 or more as of October 1, 2010, are subject to FFATA
reporting requirements. The Transparency Act definition of"Federal awards" includes not only prime
awards for grantees, cooperators, and contractors, but also awards to sub-recipients. If applicable,
SUBRECIPIENT must provide the following information on SUBRECIPIENT letterhead within 30 days
of receipt of this Agreement.
1. Subawards greater than $25,000:
a) Name of entity receiving award;
b) Amount of award;
c) Funding agency;
d) The Catalog of Federal Domestic Assistance program number;
e) Award title (descriptive of the purpose of the funding action);
f) Location of the entity and primary location of performance including city, state, and
Congressional district;
g) Dun & Bradstreet (D&B) DUNS Number of the entity, and its parent if applicable; and,
h) Total compensation and names of top five executives (same thresholds as for prime
recipients).
2. The Total compensation and names of the top five executives if:
a) 80% or more of annual gross revenues are from Federal awards ( contracts, sub-contracts
and Federal financial assistance), and $25,000,000 or more in annual gross revenues from
Federal awards; and,
b) Compensation information is not already available through reporting to the Securities and
Exchange Commission.
10.13 Cooperation with DASI Programs and Activities.
(a) Subject to reasonable terms and conditions, SUBRECIPIENT agrees to participate in
DASI-sponsored exercises, and to make available equipment acquired with Grant Funds for use as part of
such exercises.
(b) To the extent permitted by law, SUB RECIPIENT agrees to share with the Approval
Authority informational work products (such as plans, reports, data, etc.) created or acquired using Grant
Funds.
FY 15 UASI -SUBRECIPIENT Page 16 of 19 November 1, 2015
Item 8; pg. 20
ARTICLE 11
INSURANCE
11.1 Types and Amounts of Coverage. Without limiting SUBRECIPIENT' s liability pursuant to
Article 6 of this Agreement, SUB RECIPIENT shall maintain in force, during the full term of the
Agreement, insurance in the following amounts and coverages:
(a) Workers' Compensation, in statutory amounts, with Employers' Liability Limits
not less than $1,000,000 each accident, injury, or illness; and
(b) Commercial General Liability Insurance with limits not less than $1,000,000 each
occurrence Combined Single Limit for Bodily Injury and Property Damage, including Contractual Liability,
Personal Injury, Products and Completed Operations; and
(c) Commercial Automobile Liability Insurance with limits not less than $1,000,000
each occurrence Combined Single Limit for Bodily Injury and Property Damage, including Owned, Non-
Owned and Hired auto coverage, as applicable.
11.2 Additional Requirements for General and Automobile Coverage. Commercial General
Liability and Commercial Automobile Liability Insurance policies must be endorsed to provide:
(a) Name as Additional Insured the City and County of San Diego, its Officers,
Agents, and Employees.
(b) That such policies are primary insurance to any other insurance available to the
Additional Insureds, with respect to any claims arising out of this Agreement, and that insurance applies
separately to each insured against whom claim is made or suit is brought.
11.3 Additional Requirements Regarding Workers' Compensation. Regarding Workers'
Compensation, SUBRECIPIENT hereby agrees to waive subrogation which any insurer of
SUBRECIPIENT may acquire from SUBRECIPIENT by virtue of the payment of any loss.
SUBRECIPIENT agrees to obtain any endorsement that may be necessary to effect this waiver of
subrogation. The Workers' Compensation policy shall be endorsed with a waiver of subrogation in favor of
the City for all work performed by the SUBRECIPIENT, its employees, agents and subcontractors.
11.4 Additional Requirements for All Policies. All policies shall provide thirty days' advance written
notice to the City of reduction or nonrenewal of coverages or cancellation of coverages for any reason.
Notices shall be sent to the City address in Article 9, Notices and Other Communications.
11.5 Required Post-Expiration Coverage. Should any of the required insurance be provided under a
claims-made form, SUBRECIPIENT shall maintain such coverage continuously throughout the term of this
Agreement and, without lapse, for a period of three years beyond the expiration of this Agreement, to the
effect that, should occurrences during the Agreement term give rise to claims made after expiration of the
Agreement, such claims shall be covered by such claims-made policies.
11.6 General Annual Aggregate Limit/Inclusion of Claims Investigation or Legal Defense Costs.
Should any of the required insurance be provided under a form of coverage that includes a general annual
aggregate limit or provides that claims investigation or legal defense costs be included in such general
annual aggregate limit, such general annual aggregate limit shall be double the occurrence or claims limits
specified above.
FY 15 UASI-SUBRECIPIENT Page 17 of19 November 1, 2015
Item 8; pg. 21
11. 7 Lapse in Insurance. Should any required insurance lapse during the term of this Agreement,
requests for reimbursement originating after such lapse may not be processed, in the City's sole discretion,
until the City receives satisfactory evidence of reinstated coverage as required by this Agreement, effective
as of the lapse date. If insurance is not reinstated, the City may, at its sole option, terminate this Agreement
effective on the date of such lapse of insurance.
11.8 Evidence of Insurance. Before commencing any operations or expending any Grant Funds under
this Agreement, SUB RECIPIENT shall furnish to City certificates of insurance and additional insured
policy endorsements with insurers with ratings comparable to A-, VIII or higher, that are authorized to do
business in the State of California, and that are satisfactory to City, in form evidencing all coverages set
forth above. Failure to maintain insurance shall constitute a material breach of this Agreement.
11.9 Effect of Approval. Approval of the insurance by City shall not relieve or decrease the liability of
SUBRECIPIENT hereunder.
11.10 Insurance for Subcontractors and Evidence of this Insurance. If a subcontractor or subgrantee
will be used to complete any portion of this Agreement, SUBRECIPIENT shall ensure that the
subcontractor or subgrantee shall provide all necessary insurance and shall name the City and County of
San Diego, its officers, agents and employees and the SUBRECIPIENT as additional insureds.
11.11 Authority to Self-Insure. Nothing in this Agreement shall preclude SUBRECIPIENT from self-
insuring all or part of the insurance requirement in this Article. However, SUBRECIPIENT shall provide
proof of self-insurance, in a form acceptable to San Diego, in the amounts of each line of self-insurance.
ARTICLE 12
COMPLIANCE
12.1 Nondiscrimination. In the performance of this Agreement, SUBRECIPIENT agrees not to
discriminate against any employee, San Diego employee working with SUBRECIPIENT or any
subgrantee of SUBRECIPIENT, applicant for employment with SUBRECIPIENT or subgrantee of
SUBRECIPIENT, or against any person seeking accommodations, advantages, facilities, privileges,
services, or membership in all business, social, or other establishments or organizations, on the basis of
the fact or perception of a person's race, color, creed, religion, national origin, ancestry, age, height,
weight, sex, sexual orientation, gender identity, domestic partner status, marital status, disability or
Acquired Iilllllune Deficiency Syndrome or HIV status (AIDS/HIV status), or association with members
of such protected classes, or in retaliation for opposition to discrimination against such classes.
12.2 Conflict oflnterest. Through its execution of this Agreement, SUBRECIPIENT acknowledges
that it is familiar with the provisions of Section 87100 et seq. and Section 1090 et seq. of the Government
Code of the State of California, and certifies that it does not know of any facts which constitutes a
violation of said provisions and agrees that it will immediately notify City if it becomes aware of any
such fact during the term of this Agreement. SUBRECIPIENT agrees that it will promptly notify City in
writing of all violations of State or Federal criminal law involving fraud, bribery, or gratuities affecting or
involving the use of Grant Funds.
12.3 Compliance with ADA. SUBRECIPIENT acknowledges that, pursuant to the ADA, programs,
services and other activities provided by a public entity to the public, whether directly or through a
grantee or contractor, must be accessible to the disabled public. SUBRECIPIENT shall not discriminate
against any person protected under the ADA in connection with all or any portion of the Grant Plan and
shall comply at all times with the provisions of the ADA.
FY 15 UASI -SUBRECIPIENT Page 18 of 19 November 1, 2015
Item 8; pg. 22
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the
date first specified herein.
CITY OF SAN DIEGO:
By:
KATHERINE JACKSON
PROGRAM MANAGER
OFFICE OF HOMELAND SECURITY
Approved as to Form:
Jan I. Goldsmith
City Attorney
SUBRECIPIENT:
SUBRECI.IjENT --
Federal Tax ID #:
By: ---------------------------
PA .
cfl.Assistant City Attorney
City of Carlsbad . Deputy City Attorney
FY 15 UASI-SUBRECIPIENT Page 19 of 19 November 1, 2015 Item 8; pg. 23
Appendix A -SUBRECIPIENT Award Letter
February 26, 2016
Kevin Crawford
·City-Manager
City of Carlsbad
l200 Carlsbad Village Dr
Carlsbad, CA 92008
THE: CITY OF SAN DIEGO
SUBJECT: NOTIFICATION OF SUBREClPIENT A WARD AI>PROV AL« TRAINING
FY 2015 Homeland Security Gmnt Progrmn
G rnnt# 20! 5-00078 Cal Of:S fD# 07 3-66000
Sub-recipient Performance Period: September !, 20! S, to D=mber 31, 2017
Sub-recip,ent:
The San Diego Oi'fice of Homeland Sewrity (SD OHS) approved your FY 15 Urban Area Security
Initiative (UASI) !raining attendance and purtic:patkm :1wnrd. Tbs award is solely for overtime and
backfill costs associated with the attcnda11ce of San Diego UASI s1ionS\.1red training eve~1ts as well as
travel and tuition costs for UASl approved conferences.
Activities Amoum Completion Dats,
Project E $!4,248 December 31, 2016
One-e your complci"d MOU and Grant Assurances are ,ig11ed and received in our otlke, you may
request reimbursement of eligible gran1 expc11di1urcs.
During 1he spplkatilln rrnc~,ss, ihe Regional Technu!,)gy Partnership (RTP) vetted 1111d the Urban
Arei Wor,:I11g Group (UAWG) approved }Ol!r prujeci (&). Training r,articipation costs will 011!y be
reimbursed tip to the allocated amount. All reimbursement r:quests should be suhmlttcd llO !3ter t11an
ninety (90) days after course, training or event completion. All acti,ltics funded with this award
mus1 be completed within the sub-recipient performance perioc.
Followlng acceptance of this nwan!, you must sign a11d return the SD OHS Memorandwn of
Understanding {MOU) ns well as the Cal OBS gram assurances. Your agency rnust coordinate
with SD OHS to prepure and $Ubmit qmirtedy projections via email fur die duration of the grant
period or until ,ou complete all activities and the gmnt i, formally cfosed. Any training
partici}:'(ltfon fimds not expended as rc;:,ort..:d in the qui,rtcr!y progrc~, reports will he tc,,!lonlted.
Failure to submit required reports could resu!t in grant reduction, suspension, or termination.
'!11is grant is subject to all imwisions of 2 CFR Parr :um. Any !\Inds received in excess of .:t1rrent
needs, approved umoun!s. rn· those found owed as a result or a final review or audit. must be
refUJ1ded to SD OHS within 30 days upon ret:.:;pt d nn invoke fi-om SD OHS.
FY 15 UASI -SUBRECIPIENT
Office of Homeland Security
lulOS&ooi!Altr.ie, ~ta 15(0• Sm U.:~11, folo:oo??Wl
lei (l,1?) \3:H160 F:id-019) 5;.}6li:IS
A-1 November 1, 2015
Item 8; pg. 24
City of Carlsbad
february 26. 2016
Page2
Your dated stgnattu-e is required on this lerteL Please ;;ign and return the orlgimd to your UASI
Program R~presentatlve JH 1010 Ave Ste. 1500. San Diego. C:\ 92101 \\ithin :!Odays
ofreteipt and keep a copy to1· ym•r tiles.
For further assistance, please feel free 10 ctmtact ynu1· SP OHS lJASl Program Representative
at (619) !tB-6760.
City Manager, City of Carlsbad
FY 15 UASI-SUBRECIPIENT A-2 November 1, 2015
Item 8; pg. 25
Appendix B--Grant Assurances
Name of Jurisdiction: G\ TY Of, C..f\?L.t;:,OOO
Name of Authorized Agent: reVlN ~ Address: \2.00 CA2..-l600D \j ILLfibb l)Z..
City: CJ1t2.L::,oeD state: California Zip code: _Of~Z=OL!o.L..JLZ ______ _
Telephone Number: (1 uo) 4~L!-'2~ V1
Fax Number:lluD)JiO -£1<-J(o) E-Mail Address: \{.e\lir\ .Ctawt01d.@~dSWC0 fJOV
As the duly authorized representative of APPLICANT, I hereby certify that APPLICANT
has the legal authority to apply for Federal assistance and the institutional, managerial and
financial capability (including -funds sufficient to pay any non-Federal share of project cost)
to ensure proper planning, management and completion of the project described in this
application, within prescribed timelines.
I further acknowledge that APPLICANT is responsible for reviewing and adhering to all
requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO);
(c) California Supplement to the NOFO; and
(d) Federal and State Grant Program Guidelines.
Federal Regulations
Government cost principles, uniform administrative requirements and audit requirements for
federal grant programs are housed in Title 2, Part 200 of the Code of Federal
Regulations (CFR) and in updates issued by the Office of Management and Budget (OMB) on
http://www.whitehouse.gov/omb/.
Significant state and federal grant award requirements (some of which appear in the
documents listed above) are called out below. APPLICANT hereby agrees to comply with
the following:
1. Proof of Authority
APPLICANT will obtain written authorization from the city council, governing board or
authorized body in support of this project. This written authorization must specify that
APPLICANT and the city council, governing board or authorized body agree:
(a) To provide all matching funds required for said project and that any cash
match will be appropriated as required.
(b) That any liability arising out of the performance of this agreement shall be the
responsibility of APPLICANT and the city council, governing board or authorized
body.
(c) That grant funds shall not be used to supplant expenditures controlled by the city
council, governing board or authorized body.
(d) That the official executing this agreement is, in fact, authorized to do so.
FY 15 UASI-SUBRECIPIENT B-1 November 1, 2015
Initials: \.7{/
Item 8; pg. 26
This Proof of Authority must be maintained on file and readily available upon demand.
2. Period of Performance
APPLICANT will initiate work after approval of the award and complete all work within the
period of performance specified in the grant.
3. Lobbying and Political Activities
As required by Section 1352, Title 31 of the U.S. Code (U.S.C.), for persons
entering into a contract, grant, loan or cooperative agreement from an .agency or
requests or receives from an agency a commitment providing for the United States to
insure or guarantee a loan, APPLICANT certifies that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of
the undersigned, to any person for influencing or attempting to influence an
officer or employee of an agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the
awarding of any Federal contract, the making of any Federal grant, the making of
any Federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any Federal
contract, grant, loan, or cooperative agreement.
(b) If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and
submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance
with its instructions.
(c) The undersigned shall require that the language of this certification be included in
the award documents for all subawards at all tiers (including subcontracts,
subgrants, and contracts under grants, loans, and cooperative agreements) and
that all subrecipients shall certify and disclose accordingly.
APPLICANT will also comply with provisions of the Hatch Act (5 U.S.C. §§1501-1508 and
§§7324-7328) which limit the political activities of employees whose principal
employment activities are funded in whole or in part with Federal funds.
Finally, APPLICANT agrees that Federal funds will not be used, directly or indirectly, to
support the enactment, repeal, modification or adoption of any law, regulation or policy
without the express written approval from the California Governor's Office of Emergency
Services (Cal OES) or the Federal awarding agency.
4. Debarment and Suspension
As required by Executive Orders (EO) 12549 and 12689, and 2 CFR §200.212 and
codified in 2 CFR Part 180, Debarment and Suspension, APPLICANT will provide
protection against waste, fraud and abuse by debarring or suspending those persons
deemed irresponsible in their dealings with the Federal government. APPLICANT certifies
that it and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
FY 15 UASI-SUBRECIPIENT B-2 November 1, 2015
Initials: tLL--
Item 8; pg. 27
department or agency;
(b) Have not within a three-year period preceding this application 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 (Federal, State, or local) 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;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local) with commission of any of the
offenses enumerated in paragraph (2)(b) of this certification; and
(d) Have not within a three-year period preceding this application had one or
more public transaction (Federal, State, or local) terminated for cause or default.
Where APPLICANT is unable to certify to any of the statements in this certification, he or
she shall attach an explanation to this application.
5. Non-Discrimination and Equal Employment Opportunity
APPLICANT will comply with all Federal statutes relating to non-discrimination. These
include, but are not limited to, the following:
(a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C.
§2000d et. seq.) which prohibits discrimination on the basis of race, color or
national origin and requires that recipients of federal financial assistance take
reasonable steps to provide meaningful access to persons with limited English
proficiency (LEP) to their programs and services;
(b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§1681-
1683, and 1685-1686), which prohibits discrimination on the basis of sex;
(c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §794), which
prohibits discrimination on the basis of handicaps;
(d) Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on
the basis of disability, as well as all applicable regulations and guidelines issued
pursuant to ADA (42 U.S.C. 12101, et seq.);
(e) Age Discrimination Act of 1975, as amended (42 U.S.C. §§6101-6107), which
prohibits discrimination on the basis of age;
(f) Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended (P.L.
96-181), relating to nondiscrimination on the basis of Treatment or recovery from
drug abuse;
(g) Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to nondiscrimination
on the basis of alcohol abuse or alcoholism;
(h) Sections 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290
dd-3 and 290 ee 3), as amended, relating to confidentiality of alcohol and drug
abuse patient records;
(i) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §3601 et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing;
U) EO 11246, which prohibits federal contractors and federally assisted construction
contractors and subcontractors, who do over $10,000 in Government business in
one year from discriminating in employment decisions on the basis of race,
FY 15 UASI -SUBRECIPIENT B-3 November 1, 2015
Initials: ~~ t>
Item 8; pg. 28
color, religion, sex, or national origin;
(k) EO 11375, which bans discrimination on the basis of sex in hiring and
employment in both the United States federal workforce and on the part of
government contractors;
(I) California Public Contract Code § 1 0295.3, which addresses discrimination based
on domestic partnerships;
(m)Any other nondiscrimination provisions in the specific statute(s) under which
application for Federal assistance is being made; and
(n) The requirements of any other nondiscrimination statute(s) which may
apply to the application.
In addition to the items listed in (a) through (n), APPLICANT will comply with
California's Fair Employment and Housing Act (FEHA). FEHA prohibits harassment
and discrimination in employment because of race, color, religion, sex, gender,
gender identity, gender expression, sexual orientation, marital status, national origin,
ancestry, mental and physical disability, medical condition, age, pregnancy, denial of
medical and family care leave, or pregnancy disability leave (California Government
Code sections 12940, 12945, 12945.2) and/or retaliation for protesting illegal
discrimination related to one of these categories, or for reporting patient abuse in tax
supported institutions.
6. Drug-Free Workplace
As required by the Drug-Free Workplace Act of 1988 (41 U.S.C. §701 et seq.),
APPLICANT certifies that it will or will continue to provide a drug-free workplace and a
drug-free awareness program as outlined in the Act.
7. Environmental Standards
APPLICANT will comply with State and Federal environmental standards which may be
prescribed pursuant to the following, as applicable:
(a) California Environmental Quality Act (CEQA) (California Public Resources Code
§§21000-21177), to include coordination with the city or county planning
agency;
(b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3,
§§ 15000-15387);
(c) Federal Clean Water Act (CWA) (33 U.S.C. §1251 et seq.), which establishes
the basic structure for regulating discharges of pollutants into the waters of
the United States and regulating quality standards for surface waters.
(d) Institution of environmental quality control measures under the National
Environmental Policy Act of 1969 (P.L. 91-190) and Executive Orders (EO) on
the Environmental Justice Act (EO 12898) and Environmental Quality (EO
11514);
(e) Notification of Environmental Protection Agency (EPA) violating facilities
pursuant to EO 11738;
(f) Protection of wetlands pursuant to EO 11990;
(g) Evaluation of flood hazards in floodplains in accordance with EO 11988;
(h) Assurance of project consistency with the approved State management program
developed under the Coastal Zone Management Act of 1972 (16 U.S. C. §1451 et
seq.);
FY 15 UASI-SUBRECIPIENT B-4 November 1, 2015
Initials: tf.?-
Item 8; pg. 29
(i) Conformity of Federal actions to State (Clean Air) Implementation Plans
under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C.
§7401 et seq.);
(j) Protection of underground sources of drinking water under the Safe Drinking
Water Act of 1974, as amended (P.L. 93-523); .
(k) Protection of endangered species under the Endangered Species Act of 1973, as
amended (P.L. 93-205);
(I) Wild and Scenic Rivers Act of 1968 (16 U.S.C. §1271 et seq.) related to
protecting components or potential components of the national wild and
scenic rivers system.
Finally, APPLICANT shall not be: 1) in violation of any order or resolution promulgated
by the State Air Resources Board or an air pollution district; 2) subject to a cease
and desist order pursuant to §13301 of the California Water Code for violation of waste
discharge requirements or discharge prohibitions; or 3) finally determined to be in violation
of federal law relating to air or water pollution.
8. Audits
For subrecipients expending $750,000 or more in Federal grant funds annually,
APPLICANT will cause to be performed the required financial and compliance audits in
accordance with the Single Audit Act Amendments of 1996 and Title 2 of the Code of
Federal Regulations, Part 200, Subpart F Audit Requirements.
9. Access to Records
In accordance with 2 CFR §200.336, APPLICANT will give the awarding agency, the
Comptroller General of the United States and, if appropriate, the State, through any
authorized representative, access to and the right to examine all records, books, papers,
or documents related to the award. APPLICANT will require any subrecipients,
contractors, successors, transferees and assignees to acknowledge and agree to comply
with this provision.
10. Conflict of Interest
APPLICANT will establish safeguards to prohibit employees from using their positions
for a purpose that constitutes or presents the appearance of personal or organizational
conflict of interest, or personal gain.
11. Financial Management
False Claims for Payment
APPLICANT will comply with 31 U.S.C §3729 which sets forth that no subgrantee,
recipient or subrecipient shall submit a false claim for payment, reimbursement or advance.
12. Reporting -Accountability
APPLICANT agrees to comply with applicable provisions of the Federal Funding
Accountability and Transparency Act (FFA TA) (2 CFR Chapter 1, Part 170),
specifically (a) the reporting of subawards obligating $25,000 or more in federal funds
and (b) executive compensation data for first-tier subawards. This includes the provisions
of FFATA, which includes requirements on executive compensation, and also
requirements implementing the Act for the non-Federal entity at 2 CFR part 25 Financial
FY 15 UASI -SUBRECIPIENT B-5 November 1, 2015
Initials: lf-lr-
Item 8; pg. 30
Assistance Use of Universal Identifier and Central Contractor Registration and 2 CFR part
170 Reporting Subaward and Executive Compensation Information.
APPLICANT also must comply with statutory requirements for whistleblower protections
at 10 U.S.C. §2409, 41 U.S.C. §4712, and 10 U.S.C. §2324, 41 U.S.C. §4304 and §4310
and 31 U.S.C.§6101 et seq.
13. Human Trafficking
APPLICANT will comply with the requirements of Section 1 06(g) of the Trafficking Victims
Protection Act (TVPA) of 2000, as amended (22 U.S.C. §7104) which prohibits grant award
recipients or a subrecipient from (1) Engaging in severe forms of trafficking in persons
during the period of time that the award is in effect (2) Procuring a commercial sex act
during the period of time that the award is in effect or (3) Using forced labor in the
performance of the award or subawards under the award.
14. Labor Standards
APPLICANT will comply with the following federal labor standards:
(a) Comply with the provisions of the Davis-Bacon Act (40 U.S.C. §§276a to
276a-7), as applicable, and the Copeland Act (40 U.S.C. §3145 and 18 U.S.C.
§874) and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§327-
333), regarding labor standards for federally-assisted construction contracts or
subcontracts.
(b) Comply with the Federal Fair Labor Standards Act (29 U.S.C. §201 et al.) as
they apply to employees of institutes of higher learning (IHE), hospitals and other
non-profit organizations.
15. Worker's Compensation
APPLICANT must comply with provisions which require every employer to be insured
against liability for Worker's Compensation before commencing performance of the work of
this Agreement, as per California Labor Code §3700.
16. Property-Related
If applicable to the type of project funded by this Federal award, APPLICANT will:
(a) Comply with the requirements of Titles II and Ill of the Uniform Relocation
Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646)
which provide for fair and equitable treatment of persons displaced or whose
property is acquired as a result of Federal or federally-assisted programs.
These requirements apply to all interests in real property acquired for project
purposes regardless of Federal participation in purchase.
(b) Comply with flood insurance purchase requirements of Section 102(a) of the Flood
Disaster Protection Act of 1973 (P.L. 93-234) which requires subrecipients in a
special flood hazard area to participate in the program and to purchase flood
insurance if the total cost of insurable construction and acquisition is $10,000 or
more.
(c) Assist the awarding agency in assuring compliance with Section 106 of the
National Historic Preservation Act of 1966, as amended (16 U.S.C. §470), EO
11593 (identification and protection of historic properties), and the
FY 15 UASI -SUBRECIPIENT B-6 November 1, 2015
Initials: \L L
Item 8; pg. 31
Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §469a-1 et
seq.).
(d) Comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. §4831
and 24 CFR Part 35) which prohibits the use of lead-based paint in
construction or rehabilitation of residence structures.
17. Certifications Applicable Only to Federally-Funded Construction Projects
For all construction projects, APPLICANT will:
(a) Not dispose of, modify the use of, or change the terms of the real property title
or other interest in the site and facilities without permission and instructions
from the awarding agency. Will record the Federal awarding agency directives
and will include a covenant in the title of real property acquired in whole or in part
with Federal assistance funds to assure nondiscrimination during the useful life of
the project.
(b) Comply with the requirements of the awarding agency with regard to the drafting,
review and approval of construction plans and specifications.
(c) Provide and maintain competent and adequate engineering supervision at the
construction site to ensure that the complete work conforms with the approved
plans and specifications and will furnish progressive reports and such other
information as may be required by the assistance awarding agency or State.
18. Freedom of Information Act
APPLICANT acknowledges that all information submitted in the course of applying for
funding under this program or provided in the course of an entity's grant management
activities which is under Federal control is subject to the Freedom of Information Act
(FOIA), 5 U.S.C. §552. APPLICANT should also consult its own State and local laws and
regulations regarding the release of information, which should be considered when
reporting sensitive matters in the grant application, needs assessment and strategic
planning process.
19. California Public Records Act
APPLICANT acknowledges that all information submitted in the course of applying for
funding under this program or provided in the course of an entity's grant management
activities may be subject to the California Public Records Act (California Government
Code §§6250-6276.48), which requires inspection and/or disclosure of governmental
records to the public upon request, unless exempted by law.
HOMELAND SECURITY GRANT PROGRAM -PROGRAM SPECIFIC ASSURANCES I
CERTIFICATIONS
20. Personally Identifiable Information
Subrecipients collecting Personally Identifiable Information (PII) must have a publically-
available policy that describes what Pll they collect, how they plan to use the Pll, whether
they share Pll with third parties, and how individuals may have their Pll corrected where
appropriate.
FY 15 UASI-SUBRECIPIENT B-7 November 1, 2015
~.1.)--· Initials: ~
Item 8; pg. 32
21. Disposition of Equipment
When original or replacement equipment acquired under this award is no longer needed
for the original project or program or for other activities currently or previously
supported by the Department of Homeland Security/Federal Emergency Management
Agency, subrecipients must request instructions from Cal OES on proper disposition of
equipment.
22. Reporting Accusations and Findings of Discrimination
If, during the past three years, the subrecipient has been accused of discrimination on the
grounds of race, color, national origin (including limited English proficiency), sex, age,
disability, religion, or familial status, the subrecipient must provide a list of all such
proceedings, pending or completed, including outcome and copies of settlement
agreements to Cal OES for reporting to the DHS awarding office and the DHS Office of
Civil Rights and Civil Liberties.
If any court or administrative agency makes a finding of discrimination on grounds of
race, color, national origin (including limited English proficiency), sex, age, disability,
religion or familial status against the subrecipient, or the subrecipient settles a case or
matter alleging such discrimination, subrecipients must forward a copy of the complaint
and findings to Cal OES for forwarding to the DHS Component and/or awarding office.
The United States has the right to seek judicial enforcement of these obligations.
23. Acknowledgement of Federal Funding from DHS and Use of DHS Seal, Logo and Flags
All subrecipients must acknowledge their use of federal funding when issuing
statements, press releases, requests for proposal, bid invitations, and other documents
describing projects or programs funded in whole or in part with federal funds.
All subrecipients must obtain DHS's approval prior to using DHS seal(s), Logos, crests or
reproductions of DHS agency officials, including use of the United States Coast Guard
seal, logo, crests or reproductions of flags or likenesses of Coast Guard officials.
24. Copyright
All subrecipients must affix the applicable copyright notices of 17 U.S.C. §§401 or 402
and an acknowledgement of Government sponsorship (including award number) to any
work first produced under Federal financial assistance awards, unless the work includes
any information that is otherwise controlled by the Government (e.g., classified
information or other information subject to national security or export control laws or
regulations).
25. Energy Policy and Conservation Act
All subrecipients must comply with the requirements of 42 U.S.C. §6201 which contain
policies relating to energy efficiency that are defined in the state energy conservation
plan issues in compliance with this Act.
26. Hotel and Motel Fire Safety Act of 1990
All subrecipients must ensure that all conference, meeting, convention, or training space
funded in whole or in part with Federal funds complies with Section 6 of the fire
FY 15 UASI-SUBRECIPIENT B-8 November 1, 2015
Initials: \?--{.......-
Item 8; pg. 33
prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974,
15 U.S.C. §2225a.
27. Terrorist Financing E.O. 13224
All subrecipients must comply with U.S. Executive Order 13224 and U.S. law that prohibit
transactions with, and the provisions of resources and support to, individuals and
organizations associated with terrorism. It is the~ legal responsibility of subrecipients to
ensure compliance with the E.O. and laws.
28. USA Patriot Act of 2001
All subrecipients must comply with the requirements of the Uniting and Strengthening
America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism
Act (USA Patriot Act), which amends 18 U.S.C. §§175-175c.
IMPORTANT
The purpose of the assurance is to obtain federal and state financial assistance, including
any and all federal and state grants, loans, reimbursement, contracts, etc. APPLICANT
recognizes and agrees that state financial assistance will be extended based on the
representations made in this assurance. This assurance is binding on APPLICANT, its
successors, transferees, assignees, etc. Failure to comply with any of the above
assurances may result in suspension, termination, or reduction of grant funds.
All appropriate documentation, as outlined above, must be maintained on file by
APPLICANT and available for Cal OES or public scrutiny upon request. Failure to comply
with these requirements may result in suspension of payments under the grant or termination
of the grant or both and the subrecipient may be ineligible for award of any future grants if
the Cal OES determines that any of the following has occurred: (1) the recipient has made
false certification, or (2) violates the certification by failing to carry out the requirements as
noted above.
All of the language contained within this document must be included in the award
documents for all subawards at all tiers, including contracts under grants and cooperative
agreements and subcontracts.
The undersigned represents that he/she i, auth. iz_~d by APPLICANT to enter into this
agreement for and on behalf of AZI · T
Signature of Authorized Agent:._'_' ----:1:....,.>'~-~~------------------
Printed Name of Authorized Agent: __ L._X~e""'-\/..ll....L.:I' ():.......!.__C=--.::.r.--.!a~J~Db.l...!oo..!.~G-Lc.£.:.1 _______ _
Title: ___ c---=; ~-+--=-tJ\ .......... a""-'~n-=as=t-e"""'--'/._____ ___ oate: CrJ ~ llf-I (J;
FY 15 UASI-SUBRECIPIENT B-9 November 1, 2015
Initials: ~(,/
Item 8; pg. 34
Append ix C --Form of Reimbursement Request
Grant FY15 UASI Grant #2015.-00078
FIPS #0 73-66000 CFDA #97 .067
Supporting Information for Cash Request
REIMBURSEMENT REQUEST
G overnor's Office of Ho m e land Security
FY15 Urban Area Secu rity Grant
Cash Request #_: Requesting reimbursement in the amount of $---DUNS# ______________ _
Und er Penalty of Pe rjury I certifiy that
• The total amount of fun ds requested p ursuan t to this Reimbursem ent Request will be used to reimbu rs e SU BRECIPIENT for Authori zed Expenditures , which expend~ures are set forth
on th e attached Cover Sheet, to whi ch are attached true and corre ct copies of all requi red documentat ion of such expenditu res .
• Mer giving effect to the d isbursement requested pursuant to this Rei mbursement Request, the Funds disbursed as or the date of this d isb ursem ent will no t exceed the maXimum
amount set forth in A ppendix A of this ag reement fo r specific projects a nd programs .
• The representations. warranties and certifications made in the Agreement are true and correct in ail material respects as if made on the date hereof, and SUBRECIPIEN T is in
compliance with all Grant Assurances in Append ix B or the Agreemenl Furthe rm ore, by signing this report , SUBRECIPIENT certifies to the best of thei r knowledge and beli ef that the
report is true, complete and accurate and expenditures, disb ursements. and cash re ceipts are for the purpose and o bjectives set fo rth in the terms and conditions of the federal award.
SUBR EC IPIENT is awa re that any false , fi ctitious or fraudulent information o r the omission of any material fact, may subject SUB RE CIPI ENT to criminal civil or administrative penalties
for fraud. false statements, false daims or other.vise .
• No Even t of Default has occurred and is continuing .
• The undersigned is an officer of SU BREC IP IENT authorized to execute this Reim bursement Request on behalf of SUBRECI PIENT.
• Thi, cbi111 i, for cos r~ iucmn·d nirli.iu thf !!Our per{onruncf period
Printed Name :
Title:
Mailing Address:
R•milhor• ,\dch·e<s (..\rhlr•,s rhed;I
\\ill be m~ilell t<l) ._ ____________________________ ...
Signature
Mail Reimbursement Req uests to :
City of Sa n Diego Offi ce of Ho meland Security
Grants Management Sectio n
101 0 .second Ave, Ste ·1soo
San Diego , CA 9210 I
FY 15 UASI -SU BREC IPIENT
Phone Number: __________ _
Email Address : __________ _
Fax Number: __________ _
Date: __________ _
C-1 November 1, 2015
Item 8; pg. 35
A p pendix C --Form of Reimbursement Request
REIMBURSEMENT REQUEST
Cover Sheet
Office of Homeland Securit)·
FY 15 rrban Area Security Initfatiye Grant Program
Awa1·d # 2015-00078
Cal.E~L\. ID #073-66000 CFDA #97.067
Reimbm·sement Request #
,Wail Re1inb11rsemenr R equesr to:
City of San Diego
Office of Homeland Security
ATTN: Grants Management Section
1010 Second Ave. Ste 1500
San Diego, CA 92101
----
DATE:
AGE:'.'.CY:
Expenditure Pe1·iod: ____________________________ _
:\Iaximum Amount of
Funds Specified in
Subn•cipent
Award Letter: -----------------------------
Reimbursements Total Reimbursements
Type of Expenditure Requested this Request Requested to Date (ind. this
1·eauest)
Equipment
Training
Planning
Organization
Exercise
Total s -s -
For questions regarding this reimbusement reques t contact
Name
Phone
Email
Remirtance Adclnss (Adch·ess check will 1Je mailed to)
FY 15 UASI -SUBRECIPIENT C-2 November 1, 2015
Item 8; pg. 36
Appendix C --Form of Re imbursement Request
REIMBURSEMENT REQUEST
Cily of S:10 Diego
Reimbm·semeut Pl'Oressiug Checklist
Equipment Reimbm·semeuts
Grant
Jurisdiction Reimburse ment Amount
~---------------------------------------------------------------------------
D Reimbursement Request Form si~e-d by Autlto1ized .,\J!enl or Other Desil(Uated Antho1ized Signer
0 Workbook
E3 Vrofied th.11 itrolS Jrc-in :ippro\·c-d workbook if it is not listed in the workbook it is not rcimburs.,bk)
Entered inYoice inform.11100 on appropriate liue(s) and lughl.ightc-d
D
D
Required P1·e--. .\pprouls Aifacbed ([HP. A,iation. Sole Source. etc.)
Procurement Docnmeutaiion
Agency procurement policy ffE<f~r~I ,·. toe.ti T"<luinmtnt<. th• most <tlUI"fD t .,pplie<l
Quotes
RFP
Number of quotc-s recei,·ed ___ _
Con,r Sheers ;.!,owing the submittmg bidder, in response to RFP
Awarduner
Sole Source (Copy of Agency Appro,·al __ JJJd Ca!BvL<\ Appronl __
1122 Progr.:uu
Copy of signed order form sub mitted to 1122 program
Pmonuance Bond if ~uipnient is a vehicle . aircr:u't or watercr:u't or :wy eqwpm<nt $250 .000 or more
D foyoires
E3 111,·oices c~ifi<d :ts oristiiws
Vendor Debannent List Check<diPnnt out
D ProofofPaymeut
D Dl~S '.\"umber
D Confirm each page "ithin reimbunement request bas grant idfD1ific3tion ~tamp
FY 15 UASI -SUBRECIPIENT C-3 November 1, 2015
Item 8; pg. 37
Appendix C --Form of Reimbursem e nt Request
FY
J misclic tion
REIMBURSEMENT REQUEST
City of San Diego
Reimbursement Processing Cberklist
Equipment Reimbursements
Graut
Reimbursement Amount
~~~~~~~~~~~~~~ ~~~~~~~~~~~~~-
D Reimbursement Reque~t Form ~igned by . .\.uiho1ind Agent or Other Designated . .\uthorized Signer
D "·orkbook
E3 Verified that items are in approved workbook (if it is not listed in the workbook it is not re11Ubur,able)
Entered invoice infom1.,1ion on appropriate line(s) and highlighted
D
D
Required Pre-Apprnrnh Attached (EHP. A,i.,tion. So le Source. etc.)
Prncurement Documt>ntation
Agency procurement policy (Ff'<ier.,t v. local requirements, lhe mo ~I sttingent applifi )
Quotes
_ ..._RFP__. Niuuber of quotes receive-cl ___ _
Adnnisement_ iv!ediwu USed
RFP Cover Page
Cover Sheers showing the submitting bidders in response to RFP
Award Lener _ .........
So e Source (Copy of Agency Approval __ and CalE!vU Approval __
_ _.___.Copy of signed ocder form submitted to 1122 program
Perform.ance Bond if equipment is a \·eh.icle. aircraft or watercraft or any equipment $250.000 or more
D l11'"oices
E3 Inrnices certified as origiu:il,
Vendor Deb:irmc:nt List Checked/Print mu
D Proof of Payment
D Dt~S2"umber
D Confmn E'il(b page "itbiu 1·eimbursement 1·eque5t bas grant icleulificatiou stamp
FY 15 UASI -SUBRECIPIENT C-4 November 1, 2015
Item 8; pg. 38
Append ix C --Form of Reimbursement Req uest
JUI·isdicrion
REIMBURSEMENT REQUEST
Ci~-of San Diego
Reimbursement Processing Checklist
Training Reimbursements
Craur
Reimbunemenr Amount
D Rti mbuntmt nr RtquM! Fonn signtd b)· .-\.urhorized .-\gu1 or Oihtr Dtsigua1td Aurhotind Sig.ot1
D Training Dttail Worksheet
D lo,<;ices . Ov endor Debarment List Ched:edlPrint o.o
D Prororement Documtolatioo
Ag~cy procm·ement policy f(dtnl ,·. l~al r tquirtmem<. die m<m millgenr appli~)
Quot~
Cot·er Sheets showing !he ~u bru.ittillg bidders in 1-e,;pon;e to RFP
Awardlettei
Sole Source (Copy of Agency App,:ot·al __ and Ca!E\H .-\pprm·al ___;
D Proof of Course Total Cost (if rtqu"ting reimbursement)
D Course Rosrer or Proof of . .\.rttnd:mce (certificare)
D Proof of Tr:inl Cos rs (if r equesting r timburstrotnr) You muu u st rhe mo,r reanctin r.Hes btru-ttn )·oor ag,nc) and Ftdtu.l Ptr Ditm
D Contuctorrc on suhnnt Summari· (Imai! :Electronic ,·,rsfon to OHS)
D Ptn onntl Summa~-of onrtimt cos ts
D Panoll docu.mentation
Full Time Card for Each Employ ee
Prnof of Hourly R.ite
Finrulci:il System Re-port Showing Expens.
Proof of Pa\"ment
Agency employee working a s contractor must ;howtune off proof
D Con.firm each page within rh o reimbur,;o ment reque~t ha'I a stamp Elll:liled Electronic Ver,ion of Employee SulllllU1)" to OHS
D Dll'.'.\S '.\"um\,er
FY 15 UAS I -SUBREC IPIENT C-5 November 1, 2015
Item 8; pg. 39
Appendix C --Form of Reimbursement Request
FY
REIMBURSEMENT REQUEST
City of Sau DiE'go
RE'imbursE'ment Proct'ssing ChE'cklist
Exercise RE'imbursE'mt'nts
Grnot
0 Reimbw·semem Requesr f Dim signed bJ· Aurhorized Agent 01· Other Desiguared Aurhorized Signer
0 uercise Detail ,-rorksheet D\ erified th at total in ea c.h column matches doci.m1ent1t.ion total pro\ided
D
D
D
D
D
D
D
Prornn,menr Documenrari.on
Agency procurement policy fftdna l \', lo;:al rf<1uiJ.emeats, the moH stringmt applit'S )
Quotes
RfP
N1unbe:rofquotesrt"Cei\·ed ___ _
Advertisement. Medilllll Used
RfP Cover Page
Cover Sheer.s showing the submirting bidder s in response to RFP
Award Lener
. o e Source (Copy of Agency Approval __ and (al.E,.\,tA Approval___)
Proof of l'i'ou-Persouoel [:i:ercise I oia l (if 1·equesriog reimbursement)
Exercise Ro ster or Proof of Ane11d.111ce
Proof of Tr.lwl Com (if l'N}Ue sriug reimbursement)
Conn.icror/Conmltanr Summar:r ([m.,il Elecrrouic Yersioa 10 OHS)
Pe1~onnel Summary of oYeiTime com
c::J Panoll documentari.on
Full Time Card for Each Employee
Proof of Hourly Rate
Financial Sys te!ll Report Sho1\iug Expense
Proofof P:iyment
D Confinn each page nithio rhe 1·eimbursemeut I'N}Uesr ha s a srrunp an d is filled out
D Dl~S N'umber
FY 15 UASI -SUBRECIPIENT C-6 November 1, 2015
Item 8; pg. 40
Appendix C --Form of Re imbursement Requ est
REIMBURS E MENT REQUEST
City of San Diego
Reimbm·st'ment Protessing Checklist
D Planning D Organization
FY Gr:int
Jurisdiction Reimbursement Amount
D Reimbursement Request Form signed by .-\utho1ized .-\gent or Oiher Designated .-\uthorized Signer
D Desniption of Tangible Product (DeliwrablE>) (for Planning ouly)
D Workbook
EI Verified that items are 111 appro,·ed workbook (if it is uot listed in the workbook it is not reimbursable)
Entered ac!U.'.11 toL'll amount spent in acn1al column of workbook andhiglilig.hted
D TaskList
D 111\"oices
D rm·oices certified as origiu.'lls
OVendor Deb=ent List Checked'Print out
D Prnrw·ement Documen tation
~ency procurement policy (Federnl v. local requinm ents. the most sttingeut applies)
Quotes
_ ..,.RFP_. , umber of quotes received ___ _
Ad\·ertisement. Med1un1 Csed
RFP CoYei-Page
Co\·er Sheets showing the submining bidders in response to RFP
Award Letter _....,__,,.
Sole Source (Copy of Agency Appronl __ and CalE!vLA. Approval __ ·
D
D
D
Proof of Tnn-el Costs (ifrequesting reimbw·sement) You mm! use lht> m ost n·strictiw rate \ betnuu your a~~ncy :ind federnl Per Diem
Contnctor/Consultanl Sulllllla1-y (Email Electronic Yersion to OHS)
Personnel Sullllllary of o,·er·time costs
D Payrnll documentatiou
Full Time Car.cl for Each Employee or contrnctor
Proof of Hotuiy Rate
Financial System Report Showing fape-nse
Proof of Payment
D Confmn e;ich page "ithin the 1·eimbunemeut request h;is a stamp aud is filled out
D DUNS 1\'umber
FY 15 UAS I -SUBRECIPIENT C-7 November 1, 2015
Item 8; pg. 41
Course
TOTAL
Append ix C --Form of Reim bursement Request
Core City: ____________ _
Jurisdicti on : ____________ _
De liv ery Overtime&
Bac kfill
s . s .
REI M BURSEM ENT REQUES T
Office of Homeland Secu rity
FY15 Urban Area Sec urity Init ia tive Grant Program
Training/Exerc ise Costs Detail Worksheet
Travel TOTAL EMA EMS
s
s .
s
s .
s
s s
s
s
s
s .
s
s .
s . s . I TOTAL 0 0
Expend iture Period :
Date :---------
Attendee Breakdo wn by Discip line
FS GA HZ LE PH PSC PW Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0 0 0 0 0 0 0 0
NOTE: 0 . T. frin ge benefits are limited to FICA , Worker's Co mpensation and Une mployment Compen sa tion. Each j urisdiction must ensure rha r reimburs eme nt r equ ests do nor inclu de
any other 0 . T. fringe benefit expendi tures. Oth er f ringe ben efit costs must be absorbed by the jurisdiction.
OHS Grant: FY 15 UAS I Grant : ;:2015-000?B
CalO ES ::.073-66000 Jurisdiction : -
Arnount S--Doc Ref: Ra :rnb Rq! ;;--
Tra in1ng or E>:ere ise?
FY 15 UASI-SUBRECIPIENT C-8 Novembe r 1, 201 5
Item 8; pg. 42
Oty of San Diego
2015-00078
073 -60000
--
Appendix C --Form of Reimbursement Request
REIMBURSEMENT REQUEST
PERSONNEL
SUBMIT TO OHS ElECTRONICAI l Y AS WELL MIN YOUR REIMBURSEMENT PIICK[T -Soun:e
UASI
U.C.SI
'51
U'51
u.=sr
CFDA #: 97.067
LEOGER TYPE: Cdsh Request
~~..x;E1:e~·:~~~7"~'-+-----------i
Cn,Re::j~
TOQl~6.
~ Ben,;efits-~ TotalPrO)F.<t C3:shR~ TotalCostCharge,d
R.ti! forthrS~ Hours ,. to Grant -
------------------·---+---------------· ----------------t--'"?i""c,--f··----------------+------i------------------·---+------+----f----t-----1 UASl
""'
IJJ.SI
UASI
'"'"
I/AS!
FY 15 UASI -SUBRECIPIENT C-9 November 1, 2015
Item 8; pg. 43
City of San Dieg o
073·66000
2015-00078
Appendix C --Form of Reimbursement Request
REIMBURSEMENT REQUEST
CONSUL TANT / CONTRACTOR
SUBMIT TO OHS ELECTRONICALLY AS WELL AS IN YOUR REIMBURSEMENT PACKET
Pro)"ct
Len,,, Project & Otc>scdption of ServlCes
FY 15 UASI -SUBRECIPIENT
Deliverable Solution~ Solution Aroa StJ b-
Category
C-10
CFDA #: 97.067 HSGP
lEDGERTYPE : cash Request
Bllt.abte Hour Breakdown
November 1, 2015
Item 8; pg. 44
APPENDIX D -PERFORMANCE PERIOD EXTENSION REQUEST
City of San Diego Office of Homeland Security
PERFORMANCE PERIOD EXTENSION REQUEST
Subrecipient Name:---------------------------
Project:
Project Title:
Total Amount Allocated:
Amount Expended:
Original Milestone Deadline:
Adjusted Milestone with additional funds:
Requested Milestone Extension Deadline:
1. Describe the details of the project:
2. What is the current status of the project?
3. Please provide a timeline as to how you will meet the new requested date:
4. How have you analyzed your errors in the initial timeline? What are the reasons why the project is late?
5. How have you improved your planning and project management process to avoid future delays if this
request is granted? What plans and documentation do you have in place to guarantee the requested
deadline will be met?
6. List and describe all equipment with costs and AEL #s:
Equipment & Description Cost AEL
number
PROJECT A:
TOTAL
PROJECTB:
TOTAL
FY 15 UASI -SUBRECIPIENT D-1 November 1, 2015
Item 8; pg. 45
APPENDIX D -PERFORMANCE PERIOD EXTENSION REQUEST
PROJECTD:
TOTAL
PROJECTE:
TOTAL
PROJECTG:
TOTAL
All Investments TOTAL
FY 15 UASI -SUBRECIPIENT D-2 November 1, 2015
Item 8; pg. 46
Office of Homeland Security
Signature Authorization Form
FY 2015 Homeland Secul"ity GrantPt·ograms
Jurisdiction: C\ \':( of (H.LSI?f\\') Date Signed: --l(_p~-_:_/_.t.f!_~_:_J__:L,:::::____
TI1e below named personnel are authorized to request tor reimbursement for the following Homeland Security Grant Programs: Urban Area Security
Initiative (UASI).
NAME I TELEPHONE I E-l\U.IL ADDRESS
(TYPED/P~TED) SIGN"ATFRE l\fUlVffiER
i I
I
<9
This fonn su~:edes a
processed.~"-/1} ~
1e' s for above indicated jnrisdiction. Requests for reiz.ilhurshnent signed by staff not identified in this form will not be
' ; '/. .
'
.
Authorized · ;ent Printed Name and Signature
Mail form to City of San Diego. Office of Homeland Security. 1010 2nd Avenue, Suite 1500, San :Diego, CA 9210t
Item 8; pg. 47