HomeMy WebLinkAboutResolution 2004-109 IGA with pima county for 2003 homeland security grant funds for marana police departmentMARANA RESOLUTION NO. 2004-109
RELATING TO HOMELAND SECURITY; APPROVING AN INTERGOVERNMENTAL
AGREEMENT BETWEEN THE TOWN OF MARANA AND PIMA COUNTY FOR THE
DISBURSEMENT OF FUNDS UNDER THE U.S. DEPARTMENT OF HOMELAND
SECURITY 2003 STATE HOMELAND SECURITY GRANT PROGRAM ADMINISTERED
BY THE PIMA COUNTY HEALTH DEPARTMENT FOR THE BENEFIT OF THE TOWN
OF MARANA POLICE DEPARTMENT
WHEREAS, A.R.S. § 11-952 grants the Town of Marana the authority to enter into
intergovernmental agreements; and
WHEREAS, the Town of Marana and Pima County desire to enter into an
Intergovernmental Agreement for the purpose of administering funds to the Town under the U.S.
Department of Homeland Security 2003 State Homeland Security Grant Program; and
WHEREAS, the funds disbursed from this grant to the Town of Marana are in the mount
ors 26, 431; and
WHEREAS, the funds will be used authorized training, response exemises and
equipment purchases necessary for terrorist incident response.
NOW, THEREFORE, BE IT RESOLVED that the Mayor and Council of the Town of
Marana, Arizona, do hereby accept and authorize the Intergovernmental Agreement between the
Town of Marana and Pima County for the purpose of administering grant funds from the U.S.
Department of Homeland Security 2003 State Homeland Security Grant Program.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute said
Intergovernmental Agreement on behalf of the Town of Mamna.
PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona, this 3rd
day of August, 2004.
ATTEST:
bc-elyn~. Br~nson, Tox;en Clerk
APP,~_//~ FORM:
BOBBY SUTTON, JR., MAYOR
F. ANN RODRIGUEZ, ~ECORDER
RECORDED BY: D K
DEPUTY RECORDER
7864 PEl
DOCKE4: 12386
PAGE: 1492
NO. OF PAGES: 48
SEQUENCE: 20041780429
09/14/2004
RES 14:20
P0230
PIMA CO CLERK OF THE BOARD
PICKUP
PICKUP
AMOUNT PAID
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RESOLUTION NO. 2004 - 239
RESOLUTION OF THE BOARD OF SUPEVISORS OF PIMA COUNTY,
ARIZONA, APPROVING AND AUTHORIZING THE INTERGOVERNMENTAL
AGREEMENT BETWEEN PIMA COUNTY AND THE
TOWN OF MARANA, FOR AND ON BEHALF OF THE MARANA POLICE DEPARTMENT
for
Equipment Purchases, Planning, Training and Response Exercise Costs under the U.S.
Department of Homeland Security 2003 State Homeland Security Grant Program.
BE IT RESOLVED BY THE PIMA COUNTY BOARD OF SUPERVISORS AS FOllOWS:
SECTION I: That the execution of the Intergovernmental Agreement between Pima County
and the Town of Marana, for and on behalf of the Marana Police Department, relating to the United
States Department of Homeland Security 2003 State Homeland Security Grant Program, through
the Arizona Division of Emergency Management, is hereby authorized and approved.
SECTION II: The County was awarded through the State Homeland Security Grant Program
funds to provide financial assistance to the Town of Marana to address equipment, training, planning and
exercise needs of emergency responders. The purpose of this Agreement is to set forth the
responsibilities of the parties for the authorized expenses under the State Homeland Security Grant
Program and to address legal and administrative matters among the parties.
SECTION III: That the Intergovernmental Agreement shall be effective on the date recorded
with the Pima County Recorder.
SECTION IV: That the Chair of the Board of Supervisors is hereby authorized and directed to
execute said Intergovernmental Agreement on behalf of Pima County.
SECTION V: That the various County officers and employees be and hereby are authorized
and directed to perform all acts necessary or desirable to give effect to this Resolution.
ATTEST~ J
By: . V~d?0
Clerk of the Board of Supervisors
PASSED AND ADOPTED THIS 7th day of September 2004.
PIMA COUNTY BOARD OF SUPERVISORS
By: ~ ~0Y1 ?/X\
Chair, Board of.gf!pervisors
SEP 0 7 2004
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NA RESOLUTION NO. 2004-109
,~
RELATING TO HOMELAND SECURITY; APPROVING AN INTERGOVERNMENTAL
AGREEMENT BETWEEN THE TOWN OF MARANA AND PIMA COUNTY FOR THE
DISBURSEMENT OF FUNDS UNDER THE U.S. DEPARTMENT OF HOMELAND
SECURITY 2003 STATE HOMELAND SECURITY GRANT PROGRAM ADMINISTERED
BY THE PIMA COUNTY HEALTH DEPARTMENT FOR THE BENEFIT OF THE TOWN
OF MARANA POLICE DEPARTMENT
WHEREAS, A.R.S. ~ 11-952 grants the Town of Marana the authority to enter into
intergovernmental agreements; and
WHEREAS, the Town of Marana and Pima County desire to enter into an
Intergovernmental Agreement for the purpose of administering funds to the Town under the U.S.
Department of Homeland Security 2003 State Homeland Security Grant Program; and
WHEREAS, the funds disbursed from this grant to the Town of Marana are in the amount
of$ 26, 431; and
WHEREAS, the funds will be used authorized training, response exercises and
equipment purchases necessary for terrorist incident response.
NOW, THEREFORE, BE IT RESOLVED that the Mayor and COWlcil of the Town of
Marana, Arizonal do hereby accept and authorize the Intergovernmental Agreement between the
Town of Maran a and Pima County for the purpose of administering grant funds from the U.S.
Department of Homeland Security 2003 State Homeland Security Grant Program.
BE IT FURTHER RESOL YED that the Mayor is authorized to execute said
Intergovernmental Agreement on behalf ofllie Town of Mar ana.
PASSED AND ADOPTED by the Mayor and Cuuncil of the Town of Marana, Arizona, this 3ni
day of August, 2004.
ATTEST:
~_I~~~~. ~r
BOBBY SUTTON, JR., MAYOR
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NO. tJ/-~/-/Jt./j~j'#j ..o1of
AMENDMENT NO.
Intergovernmental Agreement
between
PIMA COUNTY and the TOWN OF MARANA,
for
Equipment Purchases, Planning, Training and Response Exercise costs under the
U. S. Department of Homeland Security 2003 State Homeland Security Grant Program.
This ilurTlOt::( must aopear
invoIces, ccrresponcence
documents pertaining to
contract.
on all
and
this
This Intergovernmental Agreement is entered into by and between Pima County, a body politic and
corporate of the State of Arizona, for and on behalf of Pima County Health Department, hereinafter
referred to as COUNTY, and the Town of Marana, for and on behalf of the Marana Police Department,
hereinafter referred to as CONTRACTOR, pursuant to A.R.S. ~ 11-952.
Recitals
A. WHEREAS COUNTY was awarded the United States Department of Homeland Security 2003 State
Homeland Security Grant Program (SHSGP) through the Arizona Division of Emergency Management;
and
B. WHEREAS COUNTY and CONTRACTOR may contract for services and enter into agreements with
one another for joint or cooperative action pursuant to A.RS. ~ 11-951, et seq.
C. WHEREAS COUNTY wishes to supplement Homeland Security training, response exercises and
equipment purchases necessary for terrorist incident response in Pima County; and
D. WHEREAS CONTRACTOR is qualified to perform these activities for response to a terrorist incident;
and
E. WHEREAS pursuant to the United States Department of Homeland Security State Homeland Security
Grant Program, CONTRACTOR is'named as a recipient under the grant award.
NOW, THEREFORE, COUNTY and CONTRACTOR, pursuant to the above, and in consideration of the
matters and things hereinaftet set forth, do mutually agree as follows:
Agreement
I. Purpose. The purpose of this Intergovernmental Agreement is to set forth the responsibilities of the
parties for the authorized expenses under the State Homeland Security Grant Program and to address
legal and administrative matters among the parties.
II. Scope.
A. CONTRACTOR may only utilize the funds provided pursuant to this Agreement for authorized
expenses identified in the FN 2003 State Homeland Security Grant Program Guidelines, Exhibit A,
(Appendix A, Appendix B, Appendix C). In order to be reimbursed, CONTRACTOR must submit
documentation to COUNTY identifying expenses by Category, in accordance with "Allowable Equipment,
Exercises, Training Planning/Administrative Costs" Appendix B. The documents may include employee
related expense records, travel expense records, purchase orders, requisitions or other such expense
documents, showing the vendor name and address, details of expenditure, and agreed upon amount(s).
Final proof of purchase must be submitted to COUNTY within 60 days after dispersal of funds by
COUNTY and may include paid purchase orders, warrants or claim demand documentation showing the
vendor name and address, details of purchase and amount(s) paid for authorized expenses.
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B. CONTRACTOR may be reimbursed for response exercises pursuant to the 2003 State
Homeland Security Grant Program in an amount not to exceed $5,000.
Marana IGA.doc
III. Financing.
A. COUNTY shall reimburse CONTRACTOR upon receipt of required documentation as listed above
. in Section II. Only grant funds will be used for compensation and payments paid to CONTRACTOR.
B. Funds in the amount of $21 ,431 have been allocated for State Homeland Security Grant Program
authorized expenses by CONTRACTOR and up to $5,000 have been allocated for response exercise
cost reimbursement to CONTRACTOR during the period April 1 , 2003 through April 30, 2005.
Total payments by COUNTY to CONTRACTOR under this Intergovernmental Agreement shall
not exceed Twenty Six Thousand Four Hundred and Thirty One Dollars ($26,431).
C. All expenditure documentation must be received by COUNTY prior to dispersal of funds. No
payments under this Agreement will be made for expenses incurred after April 30, 2005 and for
expense documentation received after May 31, 2005.
IV. Term. This Intergovernmental Agreement shall be effective on the date it is recorded with the Pima
County Recorder. Except as otherwise provided in this Agreement, this Agreement shall terminate on
April 30, 2005. Any modification or time extension of this Agreement shall be by formal written
amendment and executed by the parties hereto.
V. Termination. Either party may terminate this Agreement at any time by giving written notice of such
termination and specifying the effective date thereof, at least thirty (30) days before the effective date of
such termination.
VI. Insurance. CONTRACTOR shall provide evidence of insurance as follows:
A. Commercial general liability in the amount of $1,000,000.00 combined, single limit Bodily Injury
and Property Damage or $1,000;000.00 Bodily Injury, $1,000,000, $1,000,000.00 Property
Damage. Pima'County is to be named as an additional insured for all operations performed
within the scope of the Contract between Pima County and CONTRACTOR.
B. Automobile liability coverage for owned, non-owned and hired vehicles must be provided with
limits in the amount of $1 ,000,000.00 combined single limit ore $1,000,000.00 Property Damage;
C. If this Contract involves professional services, evidence of professional liability insurance in the
amount of $1,000,000.00 must be provided; and,
D. Evidence of statutory Worker's Compensation coverage must also be provided.
All certificates of insurance must provide for guaranteed thirty (30) days written notice of
cancellation, non-renewal or material change. Any modifying language in the insurance certificate
must be deleted.
VII. Notices. Any notice required or permitted to be given under this Agreement shall be in writing and
shall be served by delivery or by certified mail upon the other party as follows:
COUNTY:
Director
Pima County Health Department
150 West Congress
Tucson, Arizona 85701
CONTRACTOR:
Chief, Marana Police Department
13291 N. Lon Adams Road
Marana, Arizona 85653
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VIII. Indemnification. CONTRACTOR shall indemnify, defend and hold harmless Pima County, its
officers, departments, employees and agents from and against any and all suits, actions, legal or
administrative proceedings, claims, demands or damages of any kind or nature which result from any act
or omission of CONTRACTOR, its agents, employees or anyone acting under its direction, control or on
its behalf unless due solely to county negligence.
Marana IGAdoc 2
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IX. Compliance with Laws. CONTRACTOR shall comply with all federal, state and local laws, rules,
regulations, standards and Executive Orders, without limitation to those designated within this
Agreement. The laws and regulations of the State of Arizona shall govern the rights of the parties, the
performance of this Agreement and any disputes hereunder. Any action relating to this Agreement shall
be brought in an Arizona court in Pima County. Any changes in the governing laws, rules and regulations
during the terms of this Agreement shall apply but do not require an amendment.
X. Non-Discrimination. CONTRACTOR shall not discriminate against any COUNTY employee, client or
any other individual in any way because of that person's age, race, creed, color, religion, sex, disability or
national origin in the course of carrying out CONTRACTOR'S duties pursuant to this Agreement.
CONTRACTOR shall comply with the provisions of Executive Order 75-5, as amended by Executive
Order 99-4, which is incorporated into this Agreement by reference, as if set forth in full herein.
XI. ADA. CONTRACTOR shall comply with all applicable provisions of the Americans with Disabilities Act
(Public Law 101-336, 42 U.S.C. 12101-12213) and all applicable federal regulations under the Act,
including 28 CFR Parts 35 and 36.
XII. Severability. If any provision of this Agreement is held to be invalid or unenforceable, the remaining
provisions shall continue to be valid and enforceable to the full extent permitted by law.
XIII. Conflict of Interest. This contract is subject to cancellation for conflict of interest pursuant to A.R.S. ~
38-511, the pertinent provisions of which are incorporated herein by reference.
XIV. Non-Appropriation. Notwithstanding any other provision in this Agreement, this Agreement may be
terminated if for any reason the Pima County Board of Supervisors does not appropriate sufficient monies
for the purpose of maintaining this Agreement. In the event of such cancellation, Pima County shall have
no further obligation to CONTRACTOR other than for payment for services rendered prior to cancellation.
XV. No Joint Venture. It is not intended by this Intergovernmental Agreement to, and nothing contained in
this Intergovernmental Agreement shall be construed to, create any partnership, joint venture or
employment relationship between the parties or create any employer-employee relationship between
COUNTY and any CONTRACTOR employees, or between CONTRACTOR and any COUNTY
employees. Neither party shall be liable for neither any debts, accounts, obligations nor other liabilities
whatsoever of the other, including (without limitation) the other party's obligation to withhold Social
Security and income taxes for itself or any of its employees.
XVI. No Third Party Beneficiaries. Nothing in the provisions of this Agreement is intended to create duties
or obligations to or rights in third parties not parties to this Agreement or affects the legal liability of either
party to the Agreement by imposing any standard of care different from the standard of care imposed by
law.
XVII. Other Documents. CONTRACTOR is a subcontractor to COUNTY under the Arizona Division of
Emergency Management (ADEM) U. S. Department of Justice 2003 State Domestic Preparedness Grant,
the terms and conditions of which are expressly made a part of this Intergovernmental Agreement. (See
Exhibit B) and shall apply with equal forces to CONTRACTOR as if CONTRACTOR were the "Sub-
grantee" referred to therein and as if PIMA COUNTY where the "ADEM" referred to herein. Additionally,
where the word "State" appears, it is understood to include PIMA COUNTY.
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XVIII. Entire Agreement. This document constitutes the entire agreement between the parties pertaining
to the subject matter hereof, and all prior or contemporaneous agreements and understandings, oral or
written, are hereby superseded and merged herein. This Agreement shall not be modified, amended,
altered or extended except through a written amendment signed by the parties and recorded with the
Pima County Recorder or Arizona Secretary of State as appropriate.
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IN WITNESS WHEREOF, the parties do hereby agree to carry out the terms of this
INTERGOVERNMENTAL AGREEMENT.
PIMA COUNTY
CONTRACTOR
By: ~"-'-'TYl ~SUri
Chair ~
Pima County .~oard of Supervisors
Date: SfP 0 7 2004
B~/d,' ~r
Mayor
Town of M1.:.~/t'l
Date: ~:..;> [I
I
ATTEST
ATTEST
By: >t:. ~D?;?
Clerk
Pima County Board of Supervisors
B~
wn of M rana
APPROVED AS TO CONTENT
By: catL
Director
Pima County Health Department
Pursuant to A.R.S. ~ 11-952, the undersigned public agency attorneys have determined that this
Intergovernmental Agreement is in proper form and is within the powers and authority granted
under the laws of the State of Arizona.
By:
Date:
Marana lGAdoc
1161-01
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Foreword
In July, 2002, the President approved the National Strategy for Homeland Security, a road,
map for the national effort to prevent an~ respond to acts of terrorism in the United States. Th~
National Strategy recognizes the vital role of .state and local public safety agencies in
providing .for the security of our homeland. In Apri'l, 2003, the President signed into law the'
Wartime Supplemental 'Appropriatio"ns Act of 2003, which provides state and local
, governmen.ts with additioral funding to participate in the n~tional ,effort to comba~ terr:oris~.,
The U.S. Department ofH,omeland Security (DH~), Office for Domestic Preparedness (ODP) .
FY 2003 State Hom~land Security Grant Program - P-art II (SHSGP II) reflects a confluence
of important Presidential initiative.s designed,to enhance the preparedness of the nation to
. combat terrorism".-.Wliereas most states and municipalities have strengthened their overall
capability to respond to acts .of terrorism involving chemical, biological, radiological; nuclear
or explosive (CBRNE) weapons, there continues to be room for improvement in meeting our
national priorities of preventing and responding to terrorist attacks.
The Office for Domestic Preparedness is providing additional financial assistance directly to .
. each of the nation's states and territories through the FY 2003 SHSGP II. This. financial
assistance is being provided .to address the unique equipment, training, planning and
exercise needs of state and local emergency responders, as well" as to pay for .costs
associated with increased security measures at critical infrastructure sites during the p:eriod
of hostilities with Iraq and for future periods of heightened threat. .
, The Department .of Homeland Security looks forward to working with 'all of you in this critical
national effort to secure our homeland.
Tom Ridge
Secretary
Department of Homeland Security
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Contents
I.
Background ....... '. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 2
II. The Fiscal Year 2003 State Homeland Security Grant Program -' Part II . .. 2
III. Eligible Applicants and Funding Availability. . . . .. . . . . . . . . . ; . . . . . . . " . .4'
IV. Application Guidance '" .,...... .... .',................ .'... . . . ..... 6
V. Application Requirements. . ; . . . . . . . . . . . . . . . . . . . . ',' . . : . . . . . . . . . . .,. 6
VI. Administrative Requirements. ..................................... 7.
VII. Repo.rting Requirements ......................................... 9
Appendix A Site Eligibility for Critical Jf}frastructure Protection Funding
Appendix B Allowable Equipment, Exercise, Training and Planning/ Administrative C9StS
Appendix C Grant Reporting Requirements
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I.' Background
'The U,S. Department of Homeland Security (DHS), through the Office for Domestic
Preparedness (OOP), is providing additional financial assistaflcedirectly to each of the
nation's states and territories through the Fiscal Year (FY) 2003 State Homeland Security
Grant Program - Part II (SHSGP II). This financial assistance is being provided to supplement
funding available through the FY 2003 State Homeland Security Grant Program. for first
responder preparedness, and to mitigate the costs of enhanced security at critical
infrastructure facilities during the period of hostilities with Iraq and futur.e periods of heightened
threat. .
The Office for Domestic Preparedness transferred froni the U.S. Department6f Justice, Office
of Justice Programs '(OJP), to the U.S. Department of Homeland Security effective March 1,
2003. The OJP Office of the Comptrolfer.(OC) will contint,le to provide fiscal support and
oversight to the Sf-:lSGP II for the effective period of performance for the grant.
II. The FY 2003 State Homeland Security Grant Program - Part II
A. Authorized Program Purpose
Funding for the FY 2003 SHSGP II is authorized by: 1) Public Law 108-11, the
Wartime'Sup'plemental Appropriations Act of 2003; 2) Public Law 107-56, the USA
Patriot Act of 2001; and, 3) Public Law107~296, the Homeland Security Act of 2002. .
The FY 2003 SHSGP II seeks to provide the resources necessal)' for states and local .
communities to supplement funding available. through the FY 2003 State Homeland'
Security Grant Program for first responder preparedness, and to mitigate the costs of
enhanced security at critical infrastructure facilities during the period of hostilities with
Iraq and future periods of heightened threat.
B. '. . Program Requirement~ ,
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Receiptoffunds underODP's FY 2003 SHSGP II is continge'ntupon submission of the
on-line grant application described in Section V of the FY 2003 SHSGP II Program
Guidelines and Agp.lU;st~r.J..~(t~~J!~~~!cl€'{t~rft'ffjmt
~s'TiJj'mift'tftf'!fy May 30, 2003. In acJdition, funds provided as part of the FY
2003 SHSGP 1/ must be obligated within 45 days of the-grant aW~rd daje.
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C. Au.thoriz,ecl Program Expenditures
1. Critical Infrastructure Protection:Funds provided aspartofthe FY 2003SH,SGP
II may be used for: 1) PLJblic ,safety agency, overtime costs; 2) contia~t security'
personnel costs; and, 3) state-ordered National' Guard deployments required to
augment security at critical infrastructure during the period of hostilities with Iraq and
future periods of heightened threat. Guidance on the use of funds for future
periods of heightened threat, shou}d these arise, will be provided to each
grantee by the Department of Homeland Security. A fist of critical infrastructure
,eligible for security funding support with funds provided through the FY 2003 SHSGP
]I may be found in Appendix A.
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States are advised that at least 50 percent of this funding allocation MUST be
, provided to local cqmmunities.
2. First .Responder Preparedness: Funds provided as part of the FY 2003 SHSGP
/I may be u?ed to supplement activities initiated with the state's Fisca~ Year 2003 State
Homeland Security Grant, including: 1) procurement of specialized' emergency'
response and terrorism incident prevention equipment; 2) design, development,
conduct and evaluation of combating terrorism exercises; 3) institutionalizing
awareness and performance level training at the state. and local level; and, 4) planning
and administrative costs a~sociated with updating and implementing the state's
homeland security strategy. A complete li$t of allowable equipmen't, exercise, training
and planning/ administrative costs may be'.found in Appendix 8. '
Sta.tes are advised ,at.lea'st 80 percent .of this funding allocation MUST. be
provided to local communities. ' ,
D. Unauthorized Program Expenditures
'1. Critical Infrastructure' Protection: Grantfunds awarded und!~ay,
notbe'used to p~y.anced security costs incurred prior to ~r:20'D'3'; or
after'!41ffJlFjip.'16~{!)'1J 1 ess otherwise specified by the Department'of Homeland
Security.
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Note: Funds not used to cover costs of heightened security at critical infrastructure
. sit~s during the period of hostilities with Iraq as defined above may be retained through
the eDd of the award period for, use in conjunction with future periods of heightened
threat. Guidance on the use of funds for future periods of heightened threat!
should these arise, will be provided to each grantee by the Department of
Homeland Security. .
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2. First Responder Preparedness: Grant funds awarded under this program may
notbe use~ for emergency responder programs inconsistent with the state'~ homeland
security strategy, or for equipment, exercise, training or planning/ administrative costs
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, incurred prior to the award start date of the grant or otherwise budgeted for with state
or lo.cal funds.
III. Eligible Applican~s qnd Funding Availability
The FY 2003 SHSGP II is intended to supplement funding available through the FY 2003 State
Homeland Security Grant Program for first responder preparedness, and to provide the, '
resources necessary for state's and local communities to mitigate the costs of enhanced
security at 'critical infrastructure facilities during the period of hostilities with Iraq and future
periods of heightened threat.
The Governor of each state has designated a state a'gencYI also known as a state
adminis~rative agency (SM), to apply for and administer the grant funds under this program.
The State may elect to 'subgrant FY 2003 funding directly to cities or counties within
the Btateor to retain thefun'ds for.l)se at the S;tale level, providedthflt, the State h~~
complied with any pass through requirements that apply. '
FY 2003 allocations for first responder preparedness and heightened critical infrastructure
prepare,dness were determined using a base amount of .75 percent of the total allocation for
the states (including the District of Columbia and the Commonwealth of Puerto Rico) and .25
percent of the total allocation for the U.S. territories, i,ncluding American Samoa, the
Commonwealth of the Northern Mariana Islands, Guam and the 'U.S. Virgin Islands), with the
balance offunds being distributed on a population-share basis. Population figures for the fifty
states, the District of Columbia and the Commonwealth of Puerto Rico were determined using
July 2002 U.S. Bureau of the Census pop'ulation e,stimates. Population figures for American,
, Samoa, the Commonwealth ofthe Northern Mariana Islands, Guam and the U.S. Virgin Islands
were determined using April 2000 U.S. Bureau of the Census data. '
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The table on the n,ext page provides a breakdoyvn of FY 2003 funding allocations by state.
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STA~ HOMELA.ND SECURITY GRANT PRqGRAM - PART II
FISCAL YEAR 2003 FUNDING ALLOCATIONS
STATE NAME
. ALABAMA
ALASKA
ARIZONA
ARKANSAS
CAlIFORNIA
COLORADO
CONNEcncvr
DELAWARE
DISlRICT OF COLUMBIA
FLORIDA
~EORGIA '
HAWAII,
IDAHO
WNOIS
INDIANA
IOWA
KANSAS
KENTUCKY
LOUISIANA
MAINE
MARYLAND
MASSACr.lUSETTS
MICHIGAN
MINNESOTA
MISSISSIPPI
MISSOURI
MONTANA
NEBRASKA
NEVADA
NEIN HAMPSHIRE
Net{ JERSEY
NEIN MEXJCO
NEIN YQRK
NOR1H',Ci>..ROUNA
. NOR1H DAKOl'A
OHIO
OKlAHOMA
OREGON
PENNSYLVANIA
RHODE lSLAND
SOUTH CAROliNA
SOUTH DAKOTA
)ENNESSEE
TEXAS
UTAH,
VERMONT
VIRGINIA
WASHINGTON
WEST VIRGINIA
WISCONSIN
WYOMING
PUERTO RICO
VIRGIN ISLANDS
AMERICAN S.A:MOA
FIRST RESPONDER
PREPAREDNES~ :
ALLOCATION
21,709,000
'11,466,000
24,295,000
16,974,000
103,355,000
21,703,000
18,974,000
11,902,000
11,272,000
, 54,301,000
32,568,000-
13,068.000 '
13,325,000
43,338,000
26,168,000
17,578,000
16,989,000
20,660,000
21,699,000
13,201,000
24,299,000
26,884,qOO
36,540,000
23,131,000
17,405,000
, 24,87~,OOO
12,17.4,000
14,359,000
15,544,000
13,149,000
32,64~,OOO
14,695,000
60,816.000
'31,928:(;)00
11,440,000 " .
40,194,000
19,063.000
19,137,000
42,630,000
12,601,000
20,698,000
11,779,000
25,203,000
67,806,000
15,924,000
11,394,000
29,192,000
25,928,000
'14,553,000
24,254,000
11,079,000
20,036,000
3,540,000
3,403,000
CRITICAL
INFRASTRUCTURE
PROTECTION
ALLOCATION
3,340,000
1,764,000
3,738,000
2,611,000
15,901,000
3,348,000
2;919,000 .
1,831,000
1,734,000
8,354,000
,5,011,060
2,011,000
2.050,000
6,667,000
4,026,000 .
2,704,000
2,614,000
3,178,000
3,338,000
2,031.000
3,738,000
'4,136,000
5,622,OQO
3,559,000
2,678,000,
3;826,000
1,873,000
2,209,000
2,391,000
2,023,000
5,023..000
2,261,000
. 9,356,000
, 4,912,000
1,760,009'
6,184,000
2,933,000
2,944,000
6,559,000
1,939,000
3,184,000
'1,812,000
3,877,000
10,432,000
2,450,000
1,753;000
4,491,000
3,989,000
2,239,000
3,731,000
1,705,000 ,
3,082,000
545,000
523,000
TOTAL
ALLOCATION
25,049,000
13,230,000
28,033,000
19,585,000
119,256,000
25,111,000
21,893,000 "
13,733,000
13,906,.000
62,655,000
,31,;;7,9.000
15,079,000, ..
, 15,375,000
50,005,000
30,194,000
20,282,000
19,603,000
23,838,000
25,037,000
15,232,000
28,037,000
31,020,000
42.,162,000
26,690,000
20,083,090
28,697,000
14,047,000
16,568,000
17,935,000
15,172,000
37,67(000
16,956,000
70,172,000
" 36;840,000
13,2.00,000
46,378,000
2.1,996,000
22.081,000
49,189,000
14,540,000
23,882,000
13,591,000
29,080,000
'78,238,000
18,374,000
13,147,000
33,683,000
29,917,000
16,792,000
27,985,000
12.,784,000
23,118,000
4,085,000
3,926,000
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NORTHERN MARIANA ISLANDS
?,663,OOO
3.435,000
563,000
528,000
4,226,000
3,963,000
TOTAL
1,300,000,000
200,000,000
1,500;000,000
IV. Application Guidance
Applications need to be prepared in accordance with the directions contained in Section V
of this booklet. '
ODP now only accepts applications electronically through the Grants Management System
(GMS)..Iocated on the OJP web site; Instruction;> regarding el~Gtronic$ubrriissions.throlJgh
8MS are provided on the OJP. web site at: VVVv"N.oip.usdoi.oov/fundopps,htm
Questions regardit!g the application process' or programmatic que~tions involving
application submission requirements, application content requirements and other
administrative inquiries relating to the FY 2003 SHSGP II m'ay be directed to the ODP
Helpline at 1-800-368-6498.
V. Appli~ation Requirements
A. On-Line Application: The on-line application must be completed and submitted
by the.applicant using the OJP 8MS system dyscribed above. This on-line
appli~ation replaces the following previously required, paper forms: '
Standard Form 424"Applicationfor Federal Assistanpe
Standard Form LLL, Disclosure of Lobbying' Activities'
OJP Form 4000/3, Assurances ,
OJP Form 406,1/6,' Certifications
Equipment Coordination Certification
Non-Supplanting Certification
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These grants are ofJered by the U.S'-Department of Homeland Security, Office for
Domestic Preparedness. The program title listed in the Catalog of Federal
Domestic Assistance (CFDA) is "Office for Domestic Preparedness Fiscal Year
.2003 State Homeland Security Grant Program." When referring to this title, please
. use the following CFDA 'number:16.007. When completing the on-line application, ..
applicants should identify their submissions as new, nonconstruction applications.
These grants are offered by the U.S. ~rtment of Homeland Security, Office for
~~ed ne ss. ~etl~ft'e'1 1 7'l!a!lfllff{fi~f(Jf"~.p'e'FlrYEilllb1'CfFt:EFe~r:-e'el1~
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mation
rant. Howeverl applicants
{fie.budget detail worksheets with the Categorical Assistance
Progress Report (CAPR) for the period ending June 3012003. These reports
are due by July 301 2003. Additional information on this requirement is
provided in Appendix C. If are not provided with
the CAPR for the period . ay be withhelcf until
the required1nforma.tion is su mr e 0 and approved by OD? Applicants
.wi/J also be required to provic;Je a tina/budget prior tc closeou( of the grant.
B.
Freedom of Information Act (FOIA): ODP recognizes that much of the
information submitted in the course of applying for funding uncj"er this program, or
provided in the course of its grant management activities,'may be considered law
enforcement sensitiv.e or otherwise important to national security interests. This
may jnclude threat, risk,. and needs a~sessment information, and discussions of.
demographics, transportation, public works, and industrial and public health
infrastructures. While this information is subject to requests made pursuant to the
Freedom of Information Act, 5. U.S.C. S552 (FOIA), all determinations concerning
the release of info~mation of this nature 'are made on a case-by-case basis by the
OJP FOIA Office, and may well likely fall within one or more of the available .
exemptions under the Act.
,.
Applicants are also encouraged to consult their own state and local laws and
regulations regarding the release of inform.ation, which should be considered when
reporting sensitive matters in the grant application, needs assessment and
strat~gic planning process. At the same time, applicants should be aware that any
information created exclusiyely for the purpose of applying 'for and mOllitoring grants
hereunder is the property of the U.S. Government, 8:nd shall not otherwise be"
disclosed or released pursuant to state or locallavi or regulat.ion.
VI. Administrative Requirements
A.
General Requirements
1. Single Point of Contact (SPOC) Review: Executive Order 12372 requires
applicants from State and local units of government or other organizations providing
seNices within a State to submit a copy of the application to the State SPOC, if one
exists and if this program has been selected for review by the State. Applicants
must contact their State SPOC to determine if the program has 'been selected for
State review. The date that the application was sent to the SPOC or the reason
such submission is not required should be provided.
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B. Financial Requirements
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1. Non-Supplanting Certification: This certification, which is a r~quired
component of the on-none application, affirms that federal funds will be used to
supplement existing funds; -and will not replace (supplant) funds that have been
appropriated for the same purpose. Potential supplanting will be addressed In the
application review as well as in the preaward review, postaward monitoring, and the
audit. Applicants or grantees may be required to supply documentation-certifying :"
that a reduction in non-federal resources occurred for reasons other than the reqdpt
or expected receipt of federal funds.
2. Match Requirement: None
3. Assurances: The on-line application includes a list of assurances that the
applicant must comply with in order to receive Federal funds under this program. It
is the re~pdnsibifity of the recipie'nt of the Federal f.unds ,to ,fully ,understand and
comply with these requirements. Failure to comply may result in the withholding of
funds, termination of the award, or other sanctions. You will be agreeing to these
assurances when you submit your application on-line through GMS.
4, Certifications Regarding Lobbying; Debarment, Suspension, and Other
Responsibility Matters; and Drug-Free Workplace Requirement: This
certification, which is a required component of the on-line application, commits the
applicant to compliance with the certification requirement~ under 28 CFR part 69,
New Restrictions on Lobbying, and 28 CFR part 67, Government-wide Debarment, '
and Suspension (Nonprocurem'ent) and Government-wide Requirements for Drug-
- Free Workplace (Grants). The certification will be treated as a mat~rial _
' repres,entation of the fact upon which reliance wrll be placed by the U.S. Department
of Homeland Security in awarqing grants.
5. Suspension or Termination of Funding: The Office forDomestic
Preparedness may suspend Qr terminate funding, in whole or in part, or other
measures may be imposed for an'y. of the following reasons:", ,
Failing to make satisfactory progress toward the goals or objectives
set forth in this application.
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Failing to follow grant agreement requirement? or standard or special
conditions.
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Proposing or implementing substantial plan changes to the extent
that, if originally submitted, the application would not have been
selected for funding.
Failing to submit required reports.
Filing a false certification in this application or other report or
document.
, ' ,
~. .II
Before taking action, ODP will provide the grantee reasonable notice of
intent to impose measures and will make efforts to Tesolve the problem
informally. .
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VII. Reporting Requirements
The following reports are requjredof all program participants:
Financial Status Reports (Standard Form 269A): Financial Status
Reports are due within 45 days of the end of each calendar quarter. A report
must be submitted for every quarter the award is activ~, including partial
calendar quarters, as well as for periods where no grant activIty occurs (see
,Appendix C). The OJPOffice of the Comptroller will provide a copy of this
form in the initial award package. Future awards and fund drawdowns will pe
withheld ifthese reports are delinquent. The final financial report is due 120
days after the end date of the award period.
Categorical Assistance Progress Reports (OJP Form 4587/1):
Categorical Assistance Progress Reports are due within 30 days after the
end of the reporting periods; Which are June 30 and December 31, for the
life of the award' (see Appendix C). The OJP Office of the Comptroller will
provide a copy of this form in the initial award package. Future awards and
fun.d drawdowns will be withheld if these reports are delinquent. The final
progr~mmatic progress report is due 120 days after the end date of the
award period.
Note: Applicants MUST provide budget detail worksheets 'with the.
Categorical Assistance Progress Report due after June 30, 2003.
. Additional information on this requirement is provided in Appendix C.
Applicants will also be required to provide a final budget prior to
closeout of the grant.
. .
Financial and Compliance Audit Report: Recipieri.ts that expend
$300,000 or more of Federal funds during their fisGal year are required to
submit an organization-wide financial and compliance audit report. The audit
must be performed in accordance-with the U.S. General Accounting Office
Government Auditing Standards and OMS Circular A-133. Audit reports are
currently due to the Federal Audit Clearinghouse no later than 9 months after
.the end of the recipient's fiscal year. In addition, the Secretary of Homeland
Security and the Comptroller General of the .United States shall have access
. to any books, documents, and records of recipients of FY 2003 SDPP
assistance for audit and examination purposes, provided that, in the opinion
of the Secretary of Homeland Security or the Comptroller General, these
documents.are related to the receipt or use of such assistance. The grantee
will also give the sponsoring agency or the Comptroller General, through any
authorized representative, access to and the right to examine all records,
books, papers, or documents related to the grant. .
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Appendix A
. i
Site Eligibility for Critical Infrastructure Protection Funding
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Site Eligibility for Criticallnfrastru~t~re Protection FU':1ding
As part of the FY 2003 SHSGP II, funding is being provided to pay for costs associated
with increased security measures at critical infrastructure sites during the period oT
hostilities with Iraq (March 17,2003 -April 16, 2003) and future periods or heightened
threat. Stat~s and local governments should generally cqnsider critical infrastructure to
, include any system or asset that if attacked would result in catastrophic loss of Ii.fe .and/or '
catastrophic economic loss. In addition, protection for the following specific types of
facilities should also be considered:
Public water systems serving large populatio,n centers
PrimC1iy data storage and processing faoilities, major stock exchanges and major
, .
banking centers
Chemicaf facilities located in close proximity to large population centers
Major power generation facilities that exceed 2000MW and if successfully attacked
would disrupt the r~gional e)ectric grid
Hydroelectric facilities and dams that produce power in excess of 2000MW or,
could result in catastrophic loss of li!e if bre,ached
Nuclear Powe'r plants
Electric substations 500KV or larger, and substations 345KV or larger that are part
, of a critical system supporting populations in excess of one million people
. ,
Rail and highway bridges over major waterways that, if destroyed, would, cause
catastrophic economic Joss . ' '
rvtajor highway tunnels under waterways that if attackedwould cause catastrophic
loss of life or catastrophic economic impact.
Major natural gas transmission pipelines in exce'ss of 3000 bcf throughput
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Natural Gas and liquid Natural Gas Storage (LNG) facilities
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Major petroleum handling facilities such as pipelines, ports, refineries and terminals
Major mass transit subway systems and the suppor:ting ventilation systems
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Appendix 8
Allowable Equipment, E?Cercise, Training.
and PlanningJ.Admin.istrative Costs
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Allowable ,Equipments ,Exercises Training
and Planning! Administrative 'Costs'
. ,
I. AII?wable Equipment Costs
Funds from the First Responder Prep,aredness Allocation may be Used by the states to
enhance 'capabilities in the areas of law' enforcement, emergency medical services,
emergency management, the fire service,' hazardous materials, public works, public health, '
governmental administrative, public safety communications, healthcare and public h~alth at
the state and local levels of government in accordance withthe goals and objectives identified
in their state's homeland security strategy. ,In addition, states anq localities may use their
'equipment ~lIocations to purchase' equipment designed to protect critical infrastructure from
terrorist ,attacks and for: equipment to, prevent terrorist incidents. First Respondt?r
Preparedness Funds may also be used for sustainment of first responder equipment that
would be used in a jurisdiction's re~ponse to a terrorist threat or event. This, would include
repa ir and replacement parts, equipment warranties and maintenance contracts for equipment
purchased under any OOP stC?te. equipment grant. .
"Authorized equipment purchases may be made in the following categories:
1. Personal Protective Equipment (PPE).. .
2. 'Explosive Device Mitigation and Remediati9n Equipment
3. CBRNE Search & Rescu.e Equipment .
'4. Interop~rable Communications Equipment
5. Detection Equipment '
6. Decol}tamination Equipment .
7. Physical Security Enhancement Equipment
8. Terrorism Incident Prevention Equipment
9. C~RNE lo.gistic131 Support Equipment
10. CBRNE Incident Response Vehicles
.11. Medical Supplies and Limited Types of Pharmaceuticals
12. CBRNE Referenc~ Materials' ,
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1. Personal Protect!ve Equipment - Equipment worn to protect the individual from
hazardous materials and contam~nation. levels 'of protection vary ~md are divided into three .
categories based on the degree of protection afforded. The following constitutes equipment' ,
intended for use in a chemical/biological threat environment:
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level A. Fully encapsulated, liquid and vapor protective ensemble selected when the
. highest level of ski"., respiratory and ~ye protection is required. The following constitutes
Level A equipment for consideration:
Fully Encapsulated Liquid and Vapor Protection Ensemble, reusable or disposable
(tested and c'ertified against CB threats)
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Fully Encapsulated Training Suits
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Closed-Circuit Rebreather (minimum 2-hour supply, preferred), or open-circuit S,elf-
Contained Breathing Apparatus (SCBA) or, when appropriate,'Air~Line System with
15":fT1inute minimum escape SCBA , ' ,
Spare Cylinders/Bottles for rebreathers or SCBA and service/repair kits
Chemical Resistant Gloves, includ(ng thermal, as appropriate to hazard" ,
and to supplement fun'ding provided ,through ,the FY 200"3 State Homeland Security
Grant Program for first responder. preparedness. , '
Personal. Cooling System; Vest or Full Suit with support equipment needed for
maintaining body core temperature within acceptable limits
Hardhat/helmet '
Chemical/Biological Protective Undergarment
Inner Gloves
Approved Chemical Resistant Tape
CheQlkal. Resrstant:.BQQts, Steel pr Fiberg.lass Toe al}d-.8hank
Chemical Resistant Outer Booties "
level B'. Liquid splash resistant ensemble used with highest level of respiratory
protection. The following constitute Level B equipment and should be considered for use:
'Liquid Splash Resistant Chemical Clothing, encapsulated or non'-encapsulated
Liquid Splash Resistant Hood
Closed-Circuit Rebreather.(minimum2-hour supply, preferred), open-circuit SeBA, or
, when appropriate, AIr-line System with 15-min-ute minimum escap~ SCBA
Spare Cylinders/Bottles for rebreathers or SCBA and service/repair kits
Chemical R~sistant Gloves. including thermal, as appropriate to hazard
-Personal Cooling System; Vest or Full Suit with support equipment needed for
maintaining body core temperature !'Vithin acceptable limits
Hardhat/helmet
Chemical/Biological Protective Undergarment
Inner Gloves '
Approved Chemical: Resistant Tape' , ' ,
Chemical Resistant Boots, Steel or Fiberglass Toe and Shank
Chemical Resistant Outer Booties '
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Level C. Liquid ,splash resistant ensemble; with same level cjf skin protection of level B.
used when the concentration(s) and type(s) of airborne substances(s) are known and the
criteria for using :air-purifying respirators are met. The following constitute level C
equipment and should be considered for use:
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Liquid Chemical Splash Resistant Clothing (permeable or non-permeable)
Liquid Chemical Splash Resistant Hood (permeable or non-permeable)
Tight-fitting, Full Facepiece, Negative Pressure Air Purifying Respirator with the
appro'priate cartridge(s) or canister(s) and P100 filter(s) for protection against-toxic
industrial chemicals, particulates, and military specific agents.
Tight-fitting, Full F acepiece, Powered Air Purifying Respirator (P APR) with chemically
resistant hood with appropriate cartridge(s) or'canister(s) and high-efficiency filter(s)
P' "
for protection against toxic industrial chemicals, particulates, and military specific
agents.
EqUipment or system batteries will include those that are rechargeable (e.g. NiCad)
or non-rechargeable with extended shelf life (e.g. Lithium) .
Chemical Resistant Gloves, including thermal, 'as appropriate to hazard
Personal Cooling System; Vest or Full Suit with support equipf1:1ent
Hardhat
Inner Chemical/Biological Resistant Garment
Inner Gloves
Chemical Resistant Tape
Chemical Resistant Boots. Steel or Fiberglass Toe and Shank.
Chemical Resistant Outer Booties
. Leve I D. Selected when no respiratory protection and minimal skih protection is required;
and the atmosphere contains no known hazard and work functions preclude splashes,
immersion, or the potential for unexpected inhalation of, or contact with, hazardous levels
of any chemicals.
Escape mask for self-rescue
. Note: During CBRNE response op€?rations, the incident commander determines the
appropriate level of personal protective .equipment. As a guide, Levels.A. BJ and Care.
applicable for chemical! biological! radiological.~o.ntaminated environments. Personnel
. entering protective postures m~st undergo medical monitoring pr{or to and ~fter entry.
All SCBAs should meet. standar.ds estabfi~hed. by the National Institute for
Occupational Safety and Health (N/OSH) for occ;upational use' by . emergency
responders when exposed to Chemica/,-.Biologica/, Radiological and Nuclear (CBRN)
agents in accordance with Special Tests under NIOSH 42 CFR 84.63(c), procedure
number RCT~CBRN~STP~0002, dated December 14, 2001. ODP anticipates making
compliance with NIOSH SCBA CBRN certification a mandatory require'ment for all
SCBAs purchased under the FY 2004 State Homeland Security Grant Program.
Grant recipients s,?ould purchase: 1) protective ensembles for chemical and biolC?gical
terrorism Incidents that are ,certified as compliant wi~h Class 1, Class 2, or Class 3
requirements of National Fire Protection Association (NFPA) 1994, Protective Ensembles
for 9hemical/Biological Terrorism Incidents; 2) prptective ensembles fD.r hazardous
materials emergencies that are certified as compliant with NFPA 1991, Standard on Vapor
Protective Ensembles for Hazardous Materials Emergencies, including the chemica'! and
biological terrorism protection.. 3) protective ensembles for search and rescue or search and
recovery operations where there is no exposure to chemical or 'biological warfare or
terrorIsm agents and where exposure to flame and heat is unlikely or nonexistent that are
certified as compliant with NFP'A 1951, Standard on Protective. Ensemble for USAR
Operations; and. 4) protective clothing from blood and body fluid pathogens for persons
providing treatment to victims after decontamination that are certified as compliant with
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NFP A 1999, Standard on Protective Clothing for Emergency Medical Operations. Formore
information regarding these standards, please refer to the fol/owing web sites: ,
TheNational Fire Protection Association - htto://wvvw.ntpa.org
National Institute for Occupational Safety and Health - htto:/I~,cdc.gov/niosh
2. Explosive Device Mitigation and Remediation - Equipment providing for the mitigation'
and remediation .of explosive devices in a CBRNE environment: . .
Bomb Search Protective Ensemble for CherY)ical/Biological Response
Chemical/Biological U'ndergarment for Bomb Search Protective Ensemble
Cooling Garments to manage heat stress
Ballistic Threat Body Armor (not foniot suppression)
Ballistic Threat Helmet (not fot riot suppression) .
Blast C)nd Ballistic, Threat Eye Protection (not for riot st.rppression)
Blast and .Overpressure Threat Ear Protection (not for riot suppression)
Fire Resistant Gloves
Dearmer/Disrupter
. Real Time X-Ray Unit; Portable X-Ray Unit
CBRNE Compatible Total Containment Vessel (TCV)
CBRNE Upgrades for Existing TCV
Robot; Robot Upgrades.
Fiber Optic Kit (inspection or viewing)
~ents, standard or air inflatable for chem/bio protection
Inspection mirrors -
19n Track Explosive Detector
3. CBRNE Search and Rescue Equipment - Equipment providing a technical search and
rescue capability for a CBRNE environment:
. '. I
Hydraulic tools; hydraulic power unit
Listening devices; hearing protection
Search cameras' ( including thermal and infrared imaging)
Breaking devices .(including spreaders, saws and hammers)
LIfting 'devices (Including C)ir bag systems, hydraUlic rams I jack~', ropes and block and
~~~ '
, Blocking and bracing materials
Evacuation chairs (for evacuation of disabled personnel)
Ventilation fans ' ,
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4. Interoperable Communications Equipment - Equipment and systems providing
connectivity and electrical interoperability betwe~n local and interagency organizations to
coordinate CBRNE response operations: '
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Land Mobile, Two-Way ,In-Suit Communications (secure, hands-free, fully duplex,
optional), including air-to-ground capability' (as required)
Antenna systems '
Personnel Al~rt Safety System (PASS) - (location and physiological monitoring
"
)
systems optional)
Personnel Accountability Systems. .
Individual/portable radios, software radios, portable repeaters, radio interconnect
systems, satellite phones, batteries, chargers and battery conditioning systems
Computer systems desi~nated for usein\an integrated system to assist with detection
and communication efforts (must be linked with .integrated software packages
designed specifically for chemical and/or biological agent detect.ion and
. communication purposes) .
Portable Meteorological Station (monitors temperature; wind speed, wind direction,
. and barometric pressure at a minimum) ,
Computer aided dispatch system
Commercially available crisis management software
Mobile Oisplay Termina}s',
Note: ln an effo.rt to. improve publie safety in teropera bility,' al/ new or' Upgraded radio
systems and new radio equipment should be compatible with a suite of standards called.
ANSl/TlA/ ElA-1 02 Phase I (Project 25). These standards have been developed to allow for.
backward compatibility with existing digital. and analog systems and provide for
interoperability in future systems. ~be FCC.has chosen the Project 25
suite of standards for voice and low~moderate speed data interoperability in the new
nationwide 7qO MHZ frequency band and the Integrated Wireless Network (lWN) of the U. S.
Justice and Treasury Departments has chosen the Project 25 suite. of standards for their
new r?1dio. equipment. In an effort to realize. improved Interoperability, all radios
purchased under. this grant should beAPeD 25 compliant.
5. Detection Equipment - Equipment to sample, detect, identify, quantify, and monitor for
chemical, biological, radiological/nuclear and explosive agents throughout designated areas
or at specific points:
Chemical
M-8 Detection Paper for chemical agent identification
M-9 Detection Paper (rolf) for chemical agent (military grade) detection
M-256 Detection Kit for Chemical Agent (weapons ~i~ade-blister: CX/HD/L; blood: .
AC/CK; and nerve: GBNX) detection
M-256 Training Kit .
M-18 Series Chemical Agent Detector Kit for surface/vapor chemical agent analysis'
Hazard Categorizing (HAZCA T) Kits .
Photo-Ionization Detector (PID)
Flame Ionization Detector (FID)
Surface Acoustic Wave Detector
. Gas Chromatograph/Mass Spectrometer (GC/MS)
Ion Mobility SpectrometrY
Stand-Off Chemical Detector
M-272 Chemical Agent Water Test Kit
Colormetric Tube/Chip Kit specific for TICs and CBRNE applications
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Multi~gas Meter with minimum of 02 and LEL
Leak O'etectors (soap solution, ammonium hydroxide, etc)
pH Paper/pH Meter
Waste Water' Classifier Kit
Oxidizing Paper
Protective cases for sensitive detection eguipment storage ~ transport
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Biological
Point Detection Systems/Kits (Immunoassay or other technology)
Radiological/Nuclear
Radiation detection equipm~nt (electronic or othertechnology thatdetects alpha, beta,.
gamma, and high intensity gamma)
Personal Dosimeter
Scintillation Fluid (radiological) pre-packaged
Radiation monitors
Explosive
Canines (initial acquisition, initial operational capabi!ity only)
6. Decontamination Equipment - Equipment and material used .to clean, remediate,
. ..
remove or mitigate chemical and biological contamination:
Chemical. .
Decontamination system for individual and mass application with environmental.
controls, water heating system, showers, lighting, and transportation (trailer)
Decon Litters/roller systems
Extraction Litters, rollable
Runoff Containment Bladder(s), decontamination shower waste collecti(~m with
intrinsically-safe evacuation pumps, hoses, conne~tors. scrub brushes, n~zzles
Spill Containment Devices
Overpak Drums .
Non-Transparent Cadaver Bags (CDC standard)
Hand Carts
Waste water classification kits/strips
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Biological
'. HEPA (High Efficiency Particulate Air) Vacuum for dry decontamination
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7; Physical Security Enhancement Equipment - Equipment to enhance. the physical
security of critical infrastructure.
Surveillance, Warning, Access/lntrusion Control
Ground
Motion Detector Systems: Acoustic;.lnfrared; Seismic; MagnetomE;?ters
L
, '
Barri~rs: Fentes; Jersey Walls .
Impact Resistant D?ors and Gates
Portal. Systems; locking devi.ces for access control
Alarm Systems .
Video Assessment/Cameras: Standard, Low Light, IR, Automated Detection
PersonnelldentifiQation: Visual; Electronic; Acoustic; Laser; S~anners;
Cyphers/Codes
X-Ray Units
Magnetometers .
Vehicle Identification: Visual; Electronic; Acoustic; Laser; Radar
Waterfront
Radar Systems .
Video. Assessment System/CameJas: Sfand.ard, l-ow Light! IR, Automated De,tection
Diver/Swimmer Detection Systems; Sonar
Impact Resistant Doors and Gates
Portal Systems .
Hull Scanning Equipment
Plus all those for Ground
. Sensors - Agent/Explosives Detection
Chemical: Active/Passive; Mobile/Fixed; Handheld
Biological: Active/Passive; Mobile/Fixed; rtandheld
Radiological
NuClear
Ground/Wall Penetrating Rad?r
Inspect!onlDetection Systems
Vehic:;le & Cargo Inspection'System.-'Gamma-ray
Mobile Search & Inspection System - X"';ray
Non-Invasive Radiological/Chem/Bio/Explosives System - Pulsed Neutron Activation
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.Explosion Protection
BlasUShock/lmpact Resistant Systems
Protective Clothing
Column and Surface Wraps; Breakage/Shatter Resistant Glass; Window Wraps
Robotic Disarm/Disable Systems
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8. Terrorism Incident Prevention Equipment (Terrorism. Early Warning, Prevention,
and Deterrence Eq,uipment and Technologi~5) - State and local'public safety agencies
will increasingly rely on the integration of emerging technologies and equipment to improve
jurisdictional capabilities to deter and prevent terrorist incidef)ts. This includes, but is not
limited to; equipment and associated components that enhance a jurisdiction's ability to
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disseminpte advanced warning information to prevent a terr'orist incident or disrupt a
terrorist's ability to carry out the event, including information sharing, threat recognition, and
, public/private sector collaboration. '
Data collection/information gathering software
Data synthesis software ,
Geographic Information System information technology and software
Law enforceme!1t surveillance equipment
9. CBRNE Logistical Support Equi'pment - Logistical support gear used to store ~nd
transport the equipment to the CB RN E,incident site and handle it once onsite. This category
also includes small support equipment including intrinsically-safe (non-sparking) hand tools
required to support a variety of tasks' and to maintain equipment purchase,d under the grant
,as well"as gen,eral support, equipment intended"to support i,he CBRNE inCident re'sponse: '
, , ,
Equipment trailers
Weather-tight containers for equipment storage
Software for equipment tracking and inventory ,
Handheld computers for Emergency Response applications'
Small Hand tools ,
Binoculars, head lamps, range finders and spotting scopes (not for weapons use)
Small Generators to operate light sets, wat~r pumps for decontamination set~
Light sets for nighttime operations/security
Electrical Current detectors
, Equipment harnesses, belts, and vests
Isolation containers,for suspected chemical/b!ological samples
Bull horns
Water pumps for decontamination systems ,
Bar code scanner/reader for equipm'ent inventory control
Badging system equipment and supplies '
Cascade system for refilling SCBA oxy,gen bottles' ,
SCBA fit test equipment and software to condu,ct flow testing
Testing Equipment for fully encapsulated'suits
Cooling/HeatingNentilation Fans (personnel and decontamination tent use)
HAZMA T Gear Bag/Box
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10. CBRNE Incident Response Vehicles - This category includes special-purpose
vehicles for the transport of CBRNE response equipment and personnel to the incident si,te:
Licensing and registration fees are the responsibility of the jurisdiction and are not allowable
under this grant. In addition, general purpose vehicles (squa~ cars, executive transportation,
etc,), fire apparatus, and tactical/armored assault vehicles are not allowable. Allowable
vehicles include:
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Mobile command post vehicles
Hazardous materials (HazMat) response vehicles
Bomb response vehicles'
Prime movers for equipment trailers
, I
2-wheel personal transport vehicles for transporting fully suited bomb technicians,
Level NB suited technicians to the Hot Zone .
Multi-wheeled all terrain vehicles fortransporting personnel and equipment to and,from
. the Hot Zone'. . . .
11. Medical Supplies and Pharmaceuticals - Medical supplies and pharmaceuticals
required for response to a CBRNE incident. Grantees are responsible for replenishing items'
after shelf-life expiration date(s).
Medical Supplies
Automatic Biphasic External Defibrillators and carry bags
Equipment and supplies for e.stablishing and maintaining a patient airway at the
advanced life support level (to include OP arid NG airvvays; ET tubes, styletes, blades,
and handles; portable suction devices and catheters; and stethoscopes for monitoring
breath sounds) ,
Blood Pressure Cuffs
IV Administration Sets (Macro and Micro) 'and Pressure Infusing Bags
IV Catheters (14, 16, 18, 20, and 22 gauge)
IV Catheters (Butterfly 22, 24 and 26 gauge)
Manual Biphasic Defibrillators (defibd-lIator, pacemaker, 12 lead) and carry bags
Eye Lense for Lavage or Continuous Medication
Morgan Eye Shields
Nasogastric Tl,Ibes
Oxygen administration equipm.ent and supp}les (including bag valve masks; rebreather
and non-rebreather masks, and nasal cannulas; oxygen cylinders, regulators, tubing,
. and manifold distribution systems; and.pulse oximetry, Capnography ~ C02 detection
devices) ,
Portable Ventilator
Pulmonary Fit Tester
Syringes (3cc and 10cc)
26 ga W' n'eedles (for syrin.ges)
21 ga. 1 ~'" needles (for syringes)
Tri?ge Tags and Tarps .
Sterile and Non-Sterile dressings, all forms and sizes
Gauze, all sizes
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Pharmaceuticals
2Pam Chloride
Adenosine
Albuterol Sulfate .0830/;
.Albuterol MOl,
Atropine.O.1 & 0.4 mg/ml
Atropine Auto Injectors
Be.nadryl
CAN A Auto Injectors
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Calcium Chlaride
Calcium Glucanate 10%
Ciprafloxin PO
Cya,nide kits
Dextrose
Do.pamine
Do.xycycline PO
Epinephrine
Glucagan
Lasix
Lido.caine .
Laperamide
Magnesium Sl,llfate
Methylpredniso.lo.ne
, Narcan
Nubain
Nitroglycerin
No.rmal Saline (500 and 1000 ml bags)
Po.tassium Iodide
Silver Sulfadiazine
Sadium Bicarbanate
Sterile Water
Tetracaine
Thiamine
Valium
12. CBRNE Reference Materials - Reference materials designe? to. assist emergency first
respandersin preparing far and respanding to. a CBRNE incident. This includes but Is nat
limited to. the fallo.wing: . .
NFPA Guideta haiarqo.us materials
. NIOSH Hazardaus Materials Packet Guide
, Narth American Emergency Respanse Guide
Jane's Chem-Bia Handbaak
First Respo.nder Jab Aids
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II. Allowable Exercise Costs
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Funds fram the First Respo.nder Preparedness Allacation may be used to. plan far, design,
develap, conduct and evaluate exercises that train emergency responders.and assess the
readiness af jurisdictions to prevent and respo.nd to. a terrarist attack. Exercises must be
threat and perfarmance-based, in "accardance with GOP's Hameland Security Exercise
and Evaluatian Program (HSEEP) manuals. These manuals will pravide explicit directian
an the design, condu'ct and evaluatian af terrorism exercises. Exercises canducted with
ODP suppart (grant funds o.r pirect suppart) must be managed and executed in
acco.rdance with the HSEEP.
) .
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. Allowable exercise-related costs include:
1.. Exercise Plahni~g Workshop - Grant funds may be used to plan and conduct an _
Exercise Planning Workshop to include costs related to planning, meeting space and other
meeting ccists,facilitation costs, materials and supplies, travel and exercise plan
development.. .
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2. Full or Part-TimeStaff or Contractors/Consultants - Full or part-time staff may be
hired to support exercise-related activities. Payment of salaries and fringe benefits must
. be in accordance with the policies of the state or unit(s) of local government and have the
.approval of the state or the' awarding agency, whichever is applicable.. The seNices of
contractors/consultants may also be procured by the state in the design, development,
conduct and evaluation of CBRNE exer.cises. The applicant's formal written procurement
. policy or the Federal Acquisition Regulations (FAR) rnust be followed.
3. Overtime - Payment of overtime expenses will be for work perfo~medby award (SM)
or sub-award employees in -excess of the established work week (usually 40 hours). .
Further, overtime payments are allowed only to the extent the payment for such services is
in ac'cordance with the policies of the state or unit(s) of local government and has the
approval of the state or the awarding agency, whi~heYer is applicable. In no case is dual
compensatiC?f.l.'allowable...Jhat is, .an emp~oyee. ~f.a unit of governmet")t,may 110t r~~eive:
compensation from their unit or agency of government AND from. an award for a singl~
period of time (e.g.,' 1 :00 pm to 5:00 pm), ~ven though such work may benefit both
activities. Fringe benefits on overtime hours are limited toFiCA, Workman's
Compensation and Unemployment Compensation.
4. Travel- Travel costs (i.e., airfare, mileage, per diem, hotel, etc.) are allowable as
, expenses by empioye~s who are on travel status for official business related to the
planning and conduct of the exercise project(s). These costs must be in accordance with
either the federal or an organization'ally-approved travel policy.
5. Supplies - Supplies are items that are expended or consumed during the course of the
planning and conduct of the exercise project(s) (e.g., copying paper, gloves, tape) and non-
sterile masks). .
6. Implementation of the HSEEP - Costs related to setting up and. maintaining a system
to track the completion and submission of AARs and the implementation of corrective
actions fron-r exercises,.which may.in'clude costs associated with. meeting with.19cal
jurisdictiOns to define procedures. (Nr;;te: ,OD? is developing a national information
system for the scheduling of exercises and the tracking of AAR/CAPs to reduce the
burden on the states and to facilitate national assessments of preparedness.)
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7. Other Items - These costs include the rental of space/locations for exercise planning
and conduct, exercise signs, badges, etc. '
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III. Allowable Traininq Costs
Funds from th~ First Responder Preparedness Allocation may be used to enhance the
capabilities of state and local first responders through the development of a state homeland
security training program. Allowable training-related costs include: 1) establishment Qf
CBRNE training capacities within existing training academies, universities or junior colleges;
and, 2) overtime costs associated with attendance at OD,P sponsored CBRNE training
courses.
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The target audience for t~aining supported through the FY 2003 SHSGP II must be emergency
respond ers, e"mergency managers and public/elected officials within the following disciplines:
firefighters, law enforcement, emergency management, emergency medical services,
hazardous materials, public works, public health, health care, public safety commu"nicatio.ns,
governmental administrative and private security guards. Grantees using these funds to
" "
develop their own courses should address the critical training areas and gaps identified in the
State's Homeland Security Strategy and must adhere to the ODP Emergency Responder
G u ide I i n e s . The s e g u ide I i n e sma y b e f 0 u n "d " at:
http://vvww.aip.usdoi.gav/odp/whatsnew/whatsnew.htm
To facilitate the development of training consistent with the ODP Emergency Responder
Guidelines, states are encouraged to adoptthe following c;urrent ODP awareness and"
performance level courses:
Emergency Response to Terrorism: Basic Concepts "
Emergency Response to Terrorism: Basic Concepts "(Train the Trainer)
Emergency' Response to Terrorism: Basic Concepts (Self-Study)
Managing Civil Actions in Threat Incidents (MCA TI): Basic Course (Train the Trainer)
Terrorism Awareness for Emergency Responders (Internet)
Emergency Medical Services (EMS): Basic Goncepts for WMD Incidents (Internet)
Public Works: Basic Concepts for WMD Incidents (Internet)
Law Enforcement Response to Weapons of Mass Destruction-Awareness
Law Enforcement Response to Weapons of Mass Destruction-Awareness (Train the
Trainer)." ."
Campus Law .Enforcement Awareness Training on WMD Terrorism
Incident Response to Terrorist Bombings-Awareness
WMD Radiological/Nuclear Awareness
WMD Radiological/Nuclear Awareness (Train the Trainer)"
WMD Crime Scene Management for Emergency Responder.?
Emergency Response to Terrorism: Operations Course (Trarn the Trainer)
For a detailed description of each of these courses please refer to the ODP WMD
Training Course Catalogue located at: htlp://www.oip.usdoLgov/odp/
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IV. Allowable Plannin'gl Administrative Costs
Funds from the First Responder Preparedness Allocation may be used to pay for activities
associated with the ~ompletion of the FY 20.0.3 assessment and strategy update process, as
well as for those costs associated with the implementation of the overall state homeland
security strategy, including: 1) conducting training sessions to ensure accurate completion of
the ne'eds assessment; 2) updating and refiniflg statewide homeland security strategic plans;
3) hiring of full or part-time staff or cont~actors/consultants to assist With the collection of the
needs assessment data and updating of the state strategic plan; 4) travel expenses; 5)
meeting-related expenses; 6) implementing and managing programs for equipment
acquisition, training and exerCises; 7) conducting local or regional strategy implementi?tion
meetings; 8) hiring- of full or part-time staff or contractors/ consultants to assist with the
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implementation and administration of the state homel'and security strategic plan; and, 9) the
acquisition of authorized office equipment. (Note: Authorized office equipment includes
personal computers, laptop computers, printers, LCD projectors and other equipment or
software which may be requir~d to support implementation of the state strategy. 'For a
, ,
complete list of allow.able meeting-related expenses, please review the OJP Office of the
Comptroller (OC) Financial Guide at: http://WVvW.oip,usdoj.qov/FinGuide.)
In order for ODP to effectively coordinate homeland security programs with each state, 'it ,is,
imperative that the State Administrative Agency (SM) in ea'ch state be sufficiently staffed to
administer the full range of support programs offered by ODP and other federal agencies.
When identifying administrative and planning needs" e,ach grantee should assess current
staffing levels, and determine whether a portion of the FY 2003 SHSGP lI,funds'should be used
t? enhance administrative capabilities within the SM. ' ,
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Appendix C
Grant-~eporting Requirements
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Grant Reporting Requirements
\. Financial status Reports (SF~269A)
A. Reporting Time Line _ Financial Status Reports are due within 45 oaysafter the end of
each calendar quarter. A report must be submitted for every quarter that the award is active,
including partial calendar qL)arters, as well as for periods where no grant activity occurs (see
below). . . .'
Third . .
Quarter
Fourth .
Quarter'
2/14
II. Categorical Assistance Progr~ss Reports (OJP ,Form 4587/1)
A. Reporting Time Line - Categoricai"Assistance Progress Reports are due within 30 days
after the end of the reporting p~riods, which are June and, Decem,ber 3:1, for the life of the
award. .
1
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3
8
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Second
Quarter
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Third
Quarter
7/1-1.2131.
1/31
Fourth
Quarter
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B. Budget Detail Wqrksheets - Grantees MUST prov.ide detailed budget information for
ALL costs funded through the Fiscal Year 2003 SHSGP II. This information MUST be
provided as an attachment to the Categorical Assistance Progress Report for the
,reporting period ending June 30, 2003. Sample Budget Detail Worksheets detailing the
information that MUST be furnished for each allocation are provided below:
Sample Critical Infrastructure Protection Budget Detail Worksheet for Direct Purchases
X Bridge
National Guard Deployment
, $300,000
$200,000
$250,000
Y Transit System
Police Overtime
Z, Public Building
Contract Security Personnel
Total $750,000
Sample Critical Infrastructure Protection Budget Detail Worksheet for Sub-Awards
~~~~Z~~~;:~-::~'~~.;-'"i</~
f..~ ~-...,~. 1.- ", ~,....... ,Il>~_\-. ,~~<l,~ ._'. ,,:~_.^{, ~_'-::'i 1'~' /~~ ;.-.<'" ._~
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County A $450,000
-
City B . $750,000
State Agency C $250,000 .'
Total $1,450,000
Sample First Responder Preparedness Budget Detail Worksheet for Direct Purchases of.
Equipment
L7~~~~"":"--::~~1~~I~~r-~~~'-':?~;:'~~I~77:-:::~~~1 ._~ .,[;: ~~~~-;-:-~~~~7..
t~&\'1?1Sitffi(fiO)n~, 1 1 ir rs'c.Jt~fi(fl~ ". I' '. il" ~ .~~ll~~' .': )"~T~{~Y ":~,,'~!~~'~:>t-:i~, ':~ t~~~~~, {,' ,<
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._~-_I: ~_"'d .. ._.1..,:-. ~. .~,~ . _~~ _.....:._. ~_.,,__ Ju....... >'.~_ _..... ~.~r. ..._.~ ,.r.(:..._ ".._..L-l _-".._._ _ _~'....__ _J~' ,.l.. . "._~__' __ ..-'_"11
County A
PPE
SCBA - 3D'
min.
10
$500
HZ - $250
LE - $250
HZ- $7,000
FS - $7000
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City B
Detection
Chemical
Ageny
Monitor
2
$14,000
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State Agency C
Communications Radio 3
Interconnect
System
$150,000
FS - $50,000
LE - $50,000
EMA - $50,000
Total $164,500
- La",,: Enforcement (LE), Emergency Medical Services (EMS), Emergency Management (EMA) Fire Service
(FS), HazMat (HZ), Public Works (PW), Public Health (PH), Governmental Administrative (GA), Public Safety
Communications (PSC), Health Care (He).
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Sample First Responder Preparedness Budget Detail Worksheet for Direct Purchases of
Exercise. Training and Planning/ Administrative Services
County A Training Overtime Support attendance at $750
Incident Response to
Terrorist Bombings
Course
City B Exercises Contractor Desig[\ CBRNE $PO,OOO
Exercise Program
State Agency C Planning/Admin Personnel Grant Manager $50,000
Total $135,750
Sample First Responder Preparedness Budget Detail Worksheet for Sub-Awards
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&';]' ~p{ft~T. -;,' r;2.;,i,~:.;':~::.~,s:.~,,:.:;>t~::\i.~' ~":C"'c~;c:::~'1t-':I;;'r21?~~ ',' ,;.?~.'!. ~:>:.. l"r~"":@-" ~;K~~\
~<1::~:'J Sill-<'",c" .', ') ':,--:':~:'~1~\~1~:'<~.~'.y...jf'::l."::~~~:' '..:. 'r':\., If,~Wl';:l:U:~',~',:': ..' J:-\fj~f: /i~,:.:~ ", ,:!f~
<" ," ,,,...... >. . ~ "~,\miJJ~j~'iI\,.,~ < '.... :"Z;:i~~.;.,: "~"'~~.. . I[ ';~SX~~.It."" '. .,
.::.)..":-.!.._'::"~._~_'......' "'-'--_ ,. ;::' d.J~..~~'" ~"r....,,~ 'j..~'" ,l' ~l"';;;-'" ~ ~......."t~.!"<.J.'<.C,~-:d; Jl0""",->;,~-",t1J....~~". '1;"" ':;T~- '~t. ~~-l...,~,-,,>-,' "'--.:i1..;.-:-'::..:,....s
City B
$200,000.00
$800,000.00
$150,000,00
County A
State Agency C
$150,000.00
$300,000.00
$300,000.00 .
$450,000.00
$250,000.00
$250,000.00
Total $1,000,000.00 $450,000.00
C. Additional Information - Grantees must also use Block 12, of ,each Categorical
Assistance Progress Report to describe prqg'ress to date in implementing the gr.ant ah9 its
impaCt on homeland security in the 'state', Each report must 'provide an update on the following
activities that occurred during the designated reporting period:
1) ~escribe progress made to date in implementing this grant.
Funds Used for Equioment
If your state is sub-granting funds for equipment purchases, report:
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The total number of sub-grants that the state intends to award;
The number of sub-grants thaUhe state has awarded to date, with th.e total
amount of awards made thus far;
The names of agencies and/or jurisdictions that have received sub-grant
awards during the reporting period and the amounts received; and
The total amount of funds expended through approved sub-grants to date,
Attach any new equipment budgets that have been submitted to the state by
sub-grantees during the reporting period. Each sub-grant budget should
include the Equipment Budget Category, Item, Quantity, Estimated Total Cost
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and Discipline Allocation.
If your state is purchasing and distributing equipment, report:
The state agencies and/or local jurisdictions the have received equipment
. during the reporting period and the funding amount allocated for each;
The total amount of funding that has been obligated by the state thus far;
The total amount of funding that has been expended by the state thus far; and,
. The percentage of overall equipment (in dollar value) that has been re.ceived
and distributed.' ,
Regardless of the state's method of funding/equipment distribution, indicate ,whether
personn,el within recipient agencies'and/or jurisdictions are sufficiently trained to use
grant..;funded'equfpment; and.if technical'assistanoe' oroth.er.training is needed. Any
prQcurement, distribution; or other equipment related problef'!1s should also be n.oted
in the progress report.
Funds Used for Exercises
If the state is using exercise funds to hire state-level staff/contractors, indicate
general activities that have occurred during. the reporting period. Describe how the
additional staff has contributed to enhancement of exercise programs within t~e
state. Relevant questions to address may include: . .
What elements of a statewide exerqise progra'm have been developed?
What type. of coordination has occurred between state-level exercise
staff/contractors and local jurisdictions?
What exercises have state exercise staff/contractors helped identify, develop,.
conduct, and/or evaluate? What jurisdictions were involved?
If exercises have occurred, ho.w are the post-evaluations being used to identify
and address preparedness needs?'
Have'actibns .beeri taken 'on any 'exercise evaluatron.findiilgs?
Attach any outstanding after action reports.
If exercise funds were provided to local jurisdictions and/or state agendes to develop,
conduct, assess,' and/or participate in exercises, indicate how those funds were
generally used. Relevant questions to address.may include:
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What jurisdictions/agencies were involved in the exercises?
What activities did the funds support (Le. overtime for participants, contractors,
etc.)?
If exercises have occurred, how are the post-evaluations being used to identify
and address preparedness needs?
Have actions been taken on any exercise evaluation findings?
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Funds Used for Training
If funds have been used for training, decscribe how they were used. Some relevant
questions to ask include:
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Are funds being used to ,deyelop a comprehensive Homeland Security training
. program in the state? ,
What steps have been identified and taken?
Have training staff been hired? What activities are they undertaking?
Have funds been provided to state academies. universities, or other institutions
to enhance Homeland Security preparedness? How will this impact the num~er
, of respon,ders and other officials trained?
Ifftlnds have been provided to academies, universities, or other institutions,
how many individual~ have been trained?
Are funds being provided to local jurisdictions and state agencies to pay for "
training cQurses!overtime?
Funds Used for Planning and Administrative Purposes
Report'hiring of i3dditional staff and activities they have pursued. Additionally,
indicate steps taken to facilitate the state homeland security strategy. Describe
meetings and assessment/strategy training sessi'ons that have occurred with state
officials and local jurisdictions. Note any,difficulties and indicate if technical
assistance is needed.
2) Additionally, address the following issues.
,Describe progress made to date on achieving the state's pverall goals and
objectives as identified in the state homeland security strategy. .
Briefly explain how ODP resources (other than those already addressed abo~e)
are contributing to attaining the overall goals and objectives identified in the
state homeland security strategy.
Identify other significant activities! initiatives your stateand!or local jurisdictions
are pursuing to enhance overall ,preparedness and responder capabilities,
particularly those initiatives not previously addresses in the state homeland
security strategy, or not being supported by ODP resources.
Identify problems your state is encountering regarding the implementation of
any area of the state homeland security strategy, and any steps taken by your
state to res<?!ve these problems/ issues.
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Identify areas or concerns not addressed that require incorporation into the
ODP State Assistance Plan (SAP).
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If applicable, briefly describe any unique initiatives! promising practices your,
state has undertaken that may be applicable to other states or jurisdictions.
If applicable, provide any feedback on the ODP grant process and ODP assistance with
strategy implementation, including implementation of the SAP. 'Identity any other issues or
concerns not addresses above.
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CONTRACT
NO. p/,.(){~r+-/3!j L/Jt --010 =j
AMENDMENT NO,
This number m~si apcear on all
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Federal Department of Homeland Security (DHS), Office ~
(ODP) Reimbursement Grant Progr
For the Provision of Grant Funds to Arizona State Agencies, Political Subdivisions and
Indian Nations/Tribes
This agreement, pursuant to A.R.S. S 11-951 et seq., is entered between the State of
Arizona, Division of Emergency Management (ADEM) and Pima County, for and on
behalf of Pima County Health Department (Sub-grantee). This agreement shall apply to
funds provided by or through the State to the Sub-grantee, pursuant to the United States
Department of Homeland Security, Office for Domestic Preparedness and Public Laws
108-11,107-56, and 107-296.
A. Term and Extension
This IGA shall be effective 4/01/2003 and except as otherwise provided in this
agreement, this agreement shall terminate on 4/30/2005. Any modification or time
extension of this Agreement shall be by formal written amendment and executed by the
parties hereto.
B. Termination
Either party may terminate this Agreement at any time by giving written notice of such
termination and specifying the effective date thereof, at least thirty (30) days before the
effective date of such termination.
C. The Sub-grantee certifies that:
1. The recitals set forth above and the Sub-grantees certifications in paragraphs 2
through 13 below are incorporated into the agreement set forth in Sections B.
through 1. below as if set forth in their entirety.
2. The undersigned individual has legal authority to apply for funds on behalf of the
S ub- grantee.
3. Federal funds under this award will be used to supplement but not supplant state or
local funds .
4. The sub-grantee shall provide all necessary financial and managerial resources to
meet the terms and conditions of receiving US DHS/ODP funds.
5. The Sub-grantee shall use US DHS/ODP funds solely for planning, administrative,
training, exercises and, when applicable, for the purchase of US DHS/ODP
authorized equipment.
6. The Sub-grantee shall establish and maintain a proper accounting system to record
expenditures of grant funds in accordance with generally accepted accounting
standards or as directed by ADEM.
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7. The Sub-grantee shall n~turn to the State, within two months of such request by
ADEM, any partial reimbursement not supported by audit or other State review of
documentation maintained by the Sub-grantee.
8. The Sub-grantee shall comply with all applicable provisions of State law and
regulation in regard to procurement of goods and services.
9. The Sub-grantee shall comply with provisions of the Hatch Act limiting the
political activities of public employees.
10. The Sub-grantee shall not enter into any contract with any party that is debarred
or suspended from participating in State programs.
11. In accordance with the provisions of Section 319 of Public Law 101-121, and
implementing regulations at 44 CFR Part 19, the State is responsible for obtaining
from state agencies and political subdivisions (Sub-grantees), contractors and
subcontractors under this contract the requisite "Certification Regarding
Lobbying" and "New Restriction on Lobbying" (44 CFR Part 18) for each grant.
The Sub-grantee is responsible for filing these certification and disclosure forms
with the State.
12. In accordance with the Drug free Workplace Act of 1988 and implementing
regulations, the Sub-grantee will provide the State a "Certification Regarding
Drug-Free Workplace Requirments".
13, The Catalog Number of Federal Domestic Assistance (CFDA) for this grant is
16.007.
D. The Sub-grantee agrees to:
1. Comply with applicable state and federal program laws, Executive Orders,
regulations, OMB Circulars, and the current edition of the Office of Justice
Programs (OJP) Financial Guide.
2. Comply with the organizational audit requirements OMB Circular A-l33, Audits
of States, Local Governments, and Non-Profit Organizations, as further described
in the current edition of the OJP Financial Guide, Chapter 19
(www.oip.usdoi.gov/FinGuide).
3. Submit a final financial status report to ADEM Homeland Security Grant
Administrator, any required performance reports, a request to close the program,
and any other required forms and certifications within 90 days of completion of
grant activities.
4. Complete all activities related to funds within the time period prescribed in US
DHS regulations and on the obligating documents. Written request for an
extension will include information and documentation to support the amendment
and a schedule for completion.
5. Submit quarterly status reports and closeout reports until the grant ends. Reports
are due on January 30, April 30, July 30, and October 30. Extensions will be
granted due to conditions/causes that are beyond Sub-grantee's control.
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E. Payment
In Accordance with US DHS/ODP Grant Guidelines reimbursement will be the method
for disbursement of funds.
F. N on-Availability of Funds
Every payment obligation of the State is conditioned upon the availability of funds
appropriated or allocated for the payment of such obligation. If funds are not allocated
and available for the continuance of this Agreement, this Agreement may be terminated
by ADEM at the end of the period for which funds are available. No liability shall accrue
to the State in the event this provision is exercised, and the ADEM shall not be obligated
or liable for any future payments or for any damages as a result of termination under this
paragraph.
G. Audit of Records
The Sub-grantee shall retain all data, books and other records ("records") relating to this
Agreement for a period of three years after completion of the Agreement. All records
shall be subject to inspection and audit by ADEM at reasonable times. Upon request, the
Sub-grantee shall produce the original of any or all such records.
H. Interest Earned
Sub-grantees shall account for interest earned on Federal funds. Interest earned shall be
returned to the State Administering Agency, ADEM which shall in turn return the funds
to the US DHS/ODP.
I. Cancellation for Conflict of Interest
Pursuant to ARS 38-511, the state, its political subdivisions or any department or agency
of either may, within three years after its execution, cancel any contract, without penalty
or further obligation, made by the state, its political subdivisions, or any of the
departments or agencies of either if any person significantly involved in initiating,
negotiating, securing, drafting or creating the contract on behalf of the state, its political
subdivisions or any extension of the contract in any capacity or a consultant to any other
party of the contract with respect to the subject matter of the contract. A cancellation
made pursuant to this provision shall be effective when the Sub-grantee receives written
notice of the cancellation unless the notice specifies a later time.
J. Civil Rights
1. All recipients of federal grant funds are required to comply with
nondiscrimination requirements contained in various federal laws. All Sub-
grantees should consult the assurances to review the applicable legal and
administrative requirements of the statute that governs OJP-funded programs or
activities. Section 809 (c)(1), Omnibus Crime Control and Safe Streets Act of
1968, as amended, 42 USC 3789(d) of the Act provides that "no person in any
state shall on the grounds of race, color, religion, national origin, or sex be
excluded from participation in, be denied the benefits of, or be subjected to
discrimination under or denied employment in connection with any programs or
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activity" in which federal law enforcement assistance is provided under this
chapter. Recipients of assistance under the US DHS/ODP support are subject to
the provisions of Section 809(c) of the Act; Title VI of the Civil Rights Act of
1964; Section 504 ofthe Rehabilitation Act of 1973, as amended; Title IX ofthe
Education Amendments of 1972; the Age Discrimination Act of 1975; and the US
Department of Justice Non-Discrimination Regulations, 28 CFR part 42, subparts
C, D, E, and G.
2. If any court or administrative agency makes a finding of discrimination on the
grounds of race, color, religion, national origin, gender, disability, or age against a
recipient of funds after a due process hearing, the recipient must agree to forward
a copy of the finding to the Office of Civil Rights. If the Sub-grantee is applying
for a grant of $500,000 or more, US Department of Justice regulations (28 CFR
42.301) require an Equal Employment Opportunity Plan. The plan should be
included with the application submission ifit is not already on file.
3. A Sub-grantee that receives $500,000 or more (or $1,000,000 in an 18-month
period), and has 50 or more employees, must submit an Equal Employment
Opportunity Plan (EEOP) within 60 days of award to OCR at the US Department
of Justice, Office of Civil Rights, 810 Seventh Street, NW, Room 8136,
Washington, DC 20531.
4. Alternatively, the Sub-grantee may choose to complete an EEOP Short Form, in
lieu of sending its own EEOP, and return it to OCR within 60 days of the date of
this letter.
5. If any agency has under 50 employees, regardless of amount of award, no EEOP
is required; however, Sub-grantee must return applicable portion of Certification
Form to OCR within 60 days of award. Pursuant to the special conditions
regarding EEOPs governing this award, recipient acknowledges that failure to
submit an acceptable EEOP is a violation of its certified assurances and may
result in suspension of draw down of funds until EEOP has been approved by the
OCR.
K. Indemnification.
To the extent permitted by law, each party (as indemnitor) agrees to indemnify, defend
and hold harmless the other party (as indemnitee) from and against any and all claims,
losses, liability, costs or expenses (including reasonable attorney's fees) (hereinafter
collectively referred to as 'claims') arising out of bodily injury of any person (including
death) or property damage, but only to the extent that such c1aimswhich result in
vicarious/derivative liability to the indemnitee, are caused by the act, omission,
negligence, misconduct, or other fault of the indemnitor, its officers, officials, agents,
employees, or volunteers.
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L. ADA.
The parties shall comply with all applicable provisions of the Americans with Disabilities
Act (Public Law 101-336, 42 U.S.C. 12101-12213) and all applicable federal regulations
under the Act, including 28 CFR Parts 35 and 36.
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M. Severability.
If any provision of this IGA, or any application thereof to the parties or any person or
circumstances, is held invalid, such invalidity shall not affect other provisions or
applications of this IGA which can be given effect, without the invalid provision or
application and to this end the provisions of this IGA are declared to be severable.
N. Entire Agreement
This document constitutes the entire Agreement between the parties pertaining to the
subject matter hereof, and all prior or contemporaneous agreements and understandings,
oral or written, are hereby superseded and merged herein. This IGA shall not be
modified, amended, altered or extended except through a written amendment signed by
the parties and recorded with the Pima County Recorder, or Arizona Secretary of State,
whichever is appropriate.
O. Additional Instructions For Sub-grantees Receiving $25,000 or More, but
Under $500,000. .
Pursuant to Department of Justice regulations, each Sub-grantee that receives $25,000 or
more and has 50 or more employees is required to maintain an Equal Employment
Opportunity Plan (EEOP) on file for review by OCR upon request. (However, if the sub-
grantee is awarded $1,000,000 in an eighteen (18) month period, it must submit an
acceptable EEOP to OCR). Please complete the applicable section of the Certification
Form and return it to OCR within 60 days of award.
P. Additional Instructions For Sub-grantees Receiving Under $25,000.
A recipient of under $25,000 is not required to maintain or submit an Equal Employment
Opportunity Plan (EEOP). No Certification is required.
Q. Instructions for All Sub-grantees.
In addition, all recipients, regardless of their type, the monetary amount awarded, or the
number of employees in their workforce, are subject to the prohibitions against
discrimination in any funded program or activity. Therefore, OCR investigates
complaints by individuals or groups alleging discrimination by a recipient of funding; and
may require all recipients, through selected compliance reviews, to submit data to ensure
their services are delivered in an equitable manner to all segments of the service
population and their employment practices are in compliance with equal employment
opportunity requirements. The employment practices of certain hidian Tribes are not
covered by Title VII ofthe Civil Rights Act of 1964, 42 USC Section 2000e.
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Additional information and technical assistance on the civil rights obligations of grantees
and Sub-grantees can be found at: www.oip.usdoj.gov/ocr.
R. Arbitration
The parties to this Agreement agree to resolve all disputes arising out of or relating to this
Agreement through arbitration, after exhausting applicable administrative review, to the
extent required by ARS 12-1518 except as may be required by other app licable statutes.
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Federal Department of Homeland Security (DHS), Office for Domestic Preparedness
(ODP) Reimbursement Grant Programs
For the Provision of Grant Funds to Arizona State Agencies, Political Subdivisions and
Indian Nations/Tribes
Agreement Signature Page
SIGNED FOR THE SUB-GRANTEE:
NOV 1 8 2003
Date
ATTEST:
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Clerk of the Board Date
2003
PIMA COUNTY:
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Dennis W. ouglas, Director Date
Pima County Health Department
150 W. Congress, Tucson, AZ 85701
SIGNED FOR THE STATE ADMINISTERING AGENCY:
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Frank F. Navarrete, Directo
Arizona Division of Emergency Management
Arizona Office of Homeland Security
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Date
INTERGOVERNMENTAL AGREEMENT DETERMINATION
The foregoing Intergovernmental Agreement between Pima County and the State of Arizona has been
reviewed pursuant to A.R.S. ~ 11-952 by the undersigned, who have determined that it is in proper form
and is within the powers and authority granted under the laws of the State of Arizona to those parties to the
Intergovernmental Agreement represented by the undersigned.
PIMA COUNTY
ST ATE OF ARIZONA
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Attorney for State of Arizona
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