HomeMy WebLinkAboutContracts & Agreements_199-2022FISCAL YEAR 2021
Homeland Security Grant Program
CFDA 97.067
Subrecipient Application Workbook
5AN BERNARDINO
Co
UNTY
Funding Provided by
California Governor's Office of Emergency Services
(Cal OES)
Through Funding Distributed by
The United States Department of Homeland Security (DHS)
Federal Homeland Security Grant Program Agency
FY21 HSGP Subrecipient Application Workbook
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TABLE OF CONTENTS
INTRODUCTION........................................................................................................................5
GRANTPURPOSE.......................................................................................................................................5
USEOF FUNDS...........................................................................................................................................5
ELIGIBLE JURISDICTIONS...........................................................................................................................5
GRANT CHANGES AND NEW REQUIREMENTS..........................................................................................5
GRANT PROJECT CRITERIA....................................................................................................6
GRANTSOLUTION AREA: ..........................................................................................................................
6
GRANT MISSION AREAS: ...........................................................................................................................
6
CALIFORNIA HOMELAND SECURITY STRATEGY GOALS: ............................................................................
6
INVESTMENT JUSTIFICATIONS...............................................................................................6
GRANT APPLICATION...............................................................................................................7
SUBRECIPIENT GRANT PACKAGES.............................................................................................................7
SUBRECIPIENT AGREEMENT.................................................................................................................7
COVERLETTER.......................................................................................................................................7
CERTIFICATION LETTER.........................................................................................................................7
SUBRECIPIENT GRANTS MANAGEMENT ASSESSMENT.........................................................................7
SYSTEM FOR AWARD MANAGEMENT(SAM)........................................................................................7
UNIQUE ENTITY IDENTIFIER NUMBER(UEI)..........................................................................................8
GRANT PERFORMANCE PERIOD................................................................................................................8
PROPOSED PROJECTS NOTAPPROVED.....................................................................................................8
GRANTREQUIREMENTS..........................................................................................................8
LAWENFORCEMENT.................................................................................................................................8
PROJECT MILESTONE DEADLINES.............................................................................................................8
STATUSREPORTS......................................................................................................................................8
MODIFICATIONS........................................................................................................................................8
PROCUREMENT GUIDELINES.....................................................................................................................9
WRITTENQOTES/BIDS..........................................................................................................................9
NONCOMPETITIVE PROCUREMENT......................................................................................................9
COST BENEFIT ANALYSIS.......................................................................................................................9
INFORMAL QUOTE INVENTATION FOR BID (IFB) AND REQUEST FOR PROPOSAL (RFP).....................10
FORMAL ADVERTISING AND REQUEST FOR PROPOSALS (RFP)..........................................................10
SUPPLANTING.........................................................................................................................................11
EQUIPMENT..............................................................................................................................I.............11
NOTE: USE TAXES................................................................................................................................11
AUTHORIZED EQUIPMENT LIST (AEL).....................................................................................................11
COMMUNICATION EQUIPMENT.............................................................................................................11
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PHARMACEUTICAL SUPPLIES..................................................................................................................12
EHP's.......................................................................................................................................................12
PLANNING/ORGANIZATION PROJECTS...................................................................................................12
PLANNING DELIVERABLES OR FINAL PRODUCTS....................................................................................12
CONTRACTOR/CONSULTANT..................................................................................................................13
SAM SUSPENSION AND DEBARMENT.....................................................................................................13
VEHICLEPURCHASES...............................................................................................................................13
PERFORMANCEBOND.............................................................................................................................14
UNALLOWABLECOSTS............................................................................................................................14
ADDITIONALFORMS...............................................................................................................................14
REIMBURSEMENTCLAIMS....................................................................................................14
PROOFOF PAYMENTS.............................................................................................................................15
GRANT MONITORING..............................................................................................................................15
JURISDICTIONAL GRANT MONITORING..................................................................................................15
INVENTORYCONTROL.............................................................................................................................15
GRANT PROJECT CLOSEOUT...............................................................................................15
RECORDSRETENTION.............................................................................................................................15
COUNTY OF SAN BERNARDINO HSGP PROGRAM CONTACTS: ........................................
16
APPLICATION WORKBOOK CERTIFICATION........................................................................18
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INTRODUCTION
The State Homeland Security Grant Program (HSGP) is designed to secure and provide the
nation with the capabilities required across the whole community to prevent, protect against,
mitigate, respond to, and recover from acts of terrorism. The Homeland Security Grant Program
is one tool among a comprehensive set of federal measures administered by Cal OES to help
strengthen the state against risks associated with potential terrorist attacks. San Bernardino
County Office of Emergency Services is a subgrantee of the HSGP and oversees the
administration of grant funds for San Bernardino's Operational Area. All grant requirements are
located in Federal Notice of Funding Opportunity (NOFO), FEMA's Preparedness Grant Manual
(located on FEMA's website) and the California State Supplemental to the NOFO (located on
the Cal OES website under Grant Management). Applicants should thoroughly read these
manuals prior to submitting their applications.
GRANT PURPOSE
The purpose of the Fiscal Year 2021 Homeland Security Grant Program (FY21 HSGP) is to support
comprehensive Homeland Security Grant Programs at the local level and to encourage the
improvement of mitigation, preparedness, response, and recovery capabilities for all terror -related
hazards. Cal OES has accepted, approved, and awarded this grant and will continue providing support
to the San Bernardino County Operational Area's efforts to implement the objectives and strategies of
the Homeland Security Grant Program. HSGP subrecipients are encouraged to consider projects that
fall into National Priority Investment Justification areas to meet the County and State's requirements
for the National Priority 30% criteria. Information regarding National Priority Investment Justifications
can be found in the FEMA Preparedness Grants Manual, the NOFO and the California State
Supplemental to the NOFO. National Priority Investment Justifications are:
• Enhance Intelligence and Information Sharing and Cooperation with Federal
Agencies, including DHS 5%
• Enhance the Protection of Soft Targets/Crowded Spaces, (including election
security) 5%
• Enhance Cybersecurity (including election security) 7.5%
• Address Emergent Threats 5%
• Combating Domestic Violent Extremism 7.5%
USE OF FUNDS
Funds provided under the HSGP must be used to support local Homeland Security Grant
Program activities that contribute to the San Bernardino County Operational Area's capability to
prevent, prepare for, mitigate against, respond to, and recover from acts of terrorism.
ELIGIBLE JURISDICTIONS
The County and any City/Town or District in the Operational Area (OA) may apply upon the
approval of the Approval Authority members.
GRANT CHANGES AND NEW REQUIREMENTS
The following key changes have been made to the FY21 HSGP:
• Nationwide Cybersecurity Review (NCSR): All HSGP Grant recipients are required to
complete an annual cybersecurity self -assessment as described in IB 439 and submit
certification that they completed it to the County OES Grants Unit.
• Investment Justifications: Investment Justifications have changed to align with the
National Priority investments.
• Modifications on National Priority Projects: The FY21 HSGP requires that a minimum
of 30% of awarded funds must be allocated towards National Priority Investment
Justifications for the County. Projects that have been identified as National Priority
projects cannot be modified without FEMA approval. Therefore, scope of work
modifications that change the investment justification category for National Priority
projects are not permitted.
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GRANT PROJECT CRITERIA
All projects are required to align with at least one of the six solution areas, five mission areas
and the 32 core capabilities of the grant, as follows:
GRANT SOLUTION AREA:
1. Equipment
2. Training
3. Planning
4. Exercise
5. Organization
6. Management & Administration (OES only)
GRANT MISSION AREAS:
1. Prevention
2. Protection
3. Mitigation
4. Response
5. Recovery
CALIFORNIA HOMELAND SECURITY STRATEGY GOALS:
1. Enhance Information Collection, Analysis, and Sharing, in Support of Public Safety
Operations Across California
2. Protect Critical Infrastructure and Key Resources from All Threats and Hazards
3. Strengthen Security and Preparedness Across Cybersecurity
4. Strengthen Communications Capabilities Through Planning, Governance, Technology,
and Equipment
5. Enhance Community Preparedness
6. Enhance Multi-Jurisdictionalllnter-Jurisdictional All -Hazards Incident Catastrophic
Planning, Response, and Recovery Capabilities
7. Improve Medical and Health Capabilities
8. Enhance Incident Recovery Capabilities
9. Strengthen Food and Agriculture Preparedness
10. Prevent Violent Extremism Through Multi-Jurisdictionalllnter-Jurisdictional Collaboration
and Coordination
11. Enhance Homeland Security Exercise, Evaluation, and Training Programs
Applicants will be required to align each project to the solution area, mission area and strategy
goals.
INVESTMENT JUSTIFICATIONS
1. Enhance Information and Intelligence Sharing and Cooperation with Federal Agencies,
Including DHS (National Priority)
2. Enhance the Protection of Soft Targets/Crowded Places (National Priority)
3. Enhance Cybersecurity (including election security) (National Priority)
4. Address Emergent Threats (National Priority)
5. Combating Domestic Violent Extremism Through Enhanced Intelligence Collection and
Analysis, Training and Community Resilience
6. Strengthen Communications Capabilities Through Planning, Governance, Technology,
and Equipment
7. Enhance Medical and Public Health Preparedness
8. Strengthen Information Sharing and Collaboration
9. Enhance Community Capabilities through Multi-Jurisdictionalllnter-Jurisdictional All -
Hazards Incident Planning, Response & Recovery Coordination including Partnerships
with Volunteers and Community Based Organizations and Programs
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10. Protect Critical Infrastructure and Key Resources (includes Food and Agriculture)
GRANT APPLICATION
Once the application is received by San Bernardino County Office of Emergency Services and
approved by Cal OES, ,jurisdictions will be notified that their project is approved in an
"Authorization to Spend letter." Please note: approved project and allocation amounts may
differ from the proposed allocations and projects that have already been submitted. Please read
the remainder of this document to ensure that you can comply with grant requirements prior to
accepting the award.
SUBRECIPIENT GRANT PACKAGES
Subrecipient packages consist of the following: signed Subrecipient Agreement/Assurances,
Cover Letter, Certification Letter, signed Application Workbook Certification, proof of SAM.gov
registration, Subrecipient Grant Management Assessment Form, and Single Audit Report, if
applicable. Subrecipient packages will be provided to jurisdictions that have approved projects
prior to receiving the Authorization to Spend letter. Jurisdictions are NOT permitted to spend
funds until the Authorization to Spend letter has been issued. If the project requires an EHP,
Noncompetitive Justification, Performance Bond, or other type of approval indicated on the
approved project worksheet, a request must be submitted to the Grants Unit. Once approval is
obtained, projects can commence.
SUBRECIPIENT AGREEMENT
The subrecipient agreement/assurances must be signed in BLUE INK. Subrecipient packages
must be submitted to:
San Bernardino County Office of Emergency Services
CIO: ICEMA
Attn: Tina Sutera
1425 South "D" Street
San Bernardino, CA 92408
A copy of the package can also be emailed to: tina.sutera(c-)oes.sbcgunty.aov.
COVER LETTER
The cover letters must be on the jurisdiction's letterhead. Please certify that the documentation
is clear and correct. Include your contact information on the "Certification Box" of the cover
letter.
CERTIFICATION LETTER
Complete the certification letter with the following information:
Box 1: Name of the entity receiving the grant award. Indicate law or fire jurisdiction.
Boxes 2-5: Use this table to include all federal grant funds the jurisdiction has/will
receive for the fiscal year, including EMPG, SAFER, etc, Include a separate sheet if
needed. (Consult with your budget or fiscal personnel for more information.)
Box 6: Entity Primary Location
Box 7: Include a UEI number. (DUNS number is no longer valid)
SUBRECIPIENT GRANTS MANAGEMENT ASSESSMENT
The Subrecipient Grant Management Assessment form must be signed in BLUE INK
and submitted with your subrecipient package.
SYSTEM FOR AWARD MANAGEMENT (SAM)
Subrecipients must have a valid UEI number and be currently registered with the System
for Award Management (SAM) per the Federal Funding Accountability and Transparency
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Act (FFATA). Proof of registration can be fulfilled by providing a screen shot of the email
confirmation or website registration confirmation.
UNIQUE ENTITY IDENTIFIER NUMBER (UEI)
In order to apply and receive federal financial assistance your agency must have a valid
UEI number. To obtain a UEI number agencies must register at no cost directly to this
web site: www.sam.gov. DUNS numbers are no longer accepted.
GRANT PERFORMANCE PERIOD
The FY21 HSGP has a 30-month performance period for subrecipients (September 1, 2021 to
March 31, 2024).
PROPOSED PROJECTS NOT APPROVED
All proposed projects not approved by the Approval Authority members at the time of the initial
application will be kept on file for consideration for future funding should any savings/unspent
funds become available during the grant performance timeline. If and when the Approval
Authority members select your project to be funded, you will be notified and instructions will be
provided as to what requirements must be met.
GRANT REQUIREMENTS
LAW ENFORCEMENT
As in past years the grant requires that at least 25% of the HSGP funds be dedicated to law
enforcement terrorism prevention activities.
PROJECT MILESTONE DEADLINES
In order to meet the State's timeline and to ensure continuity of HSGP grant funding for the
County, San Bernardino County OES requires subrecipients to complete the three milestones
below for the project(s) during the life of the grant cycle. Failure to meet these milestones may
result in denial of future fund requests until the project is back on track. Please also see the
grant deadlines document.
Milestone
Percentage Required
Completion Date
First Milestone
30%
December 31, 2022
Second Milestone
60%
July 31, 2023
Third Milestone
100%
March 31, 2024
STATUS REPORTS
Status reports must be sent by each jurisdiction to the Grants Administration Unit prior to the
deadlines listed below. Information obtained will be reported by the Grants Unit to the Cal OES
and FEMA.
Reporting Period Report Due Date
71112022-1213112022 1 /05/2023
11112023-613012023 7/05/2023
71112023-1213112023 1 /05/2024
Z0]11111N:1N16100
It is mandatory for all subrecipients to obtain preapproval from the Grants Administration Unit for
any project modifications. The County (as the State's subgrantee of the HSGP grant) is required
to obtain preapproval from Cal OES for all project modifications, activity, and/or scope of work
changes as described in the Cal OES State Supplement to the Federal NOFO. HSGP funds
may only be expended for the intended purpose(s) for which they were requested and
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FY21 HSGP Subrecipient Application Workbook
approved. Therefore, grant funds cannot be expended for projects that are modified without
prior approval. Additionally, modification requests require a written justification, which explains
in detail why the project is being changed.
Please contact the Grants Administration Unit for the required modification form and narrative.
Modified projects completed prior to Cal OES approval will be denied.
PROCUREMENT GUIDELINES
All jurisdictions must follow the procurement policy that encompasses all federal, state, and
local procurement policies and procedures for the purchase of goods and services in
accordance with applicable federal rules under the 2 C.F.R. Part 200.317-200.326. Jurisdictions
must ensure that all procurement transactions are conducted in a manner providing full and
open competition.
San Bernardino County Procurement Policy requires the following:
1. All procurement over $1,000 requires a competitive process.
2. A Noncompetitive Procurement Justification for all sole source purchases over $1,000
with documented attempts for solicitation (Bid Summary Form) must be submitted to the
Grants Unit and pre -approved prior to purchase.
Subrecipients who do not follow San Bernardino County's procurement policy must submit their
jurisdiction's procurement policy to the Grant's Unit to ensure that all grant purchasing
requirements are followed.
WRITTEN QOTES/BIDS
San Bernardino County policy is that Subrecipients must document a minimum of three
written price quotations/bids for purchases over $1,000. The award is made to the
responsible firm whose proposal is most advantageous for the program with price and
other factors to consider. Subrecipients should adhere to their own procurement policies
if their policies are more restrictive than the County's policy.
NONCOMPETITIVE PROCUREMENT
Procurement by noncompetitive proposals (sole source) may be used only when the
award of the contract is not feasible under small purchase procedures, sealed bids, or
competitive proposals, and one of the following circumstances applies:
1. The item is available only from one source;
2. After solicitation of at least three resources, competition is determined to be
inadequate.
In concurrence with 2 CFR part 200.317 - 200.326, Cal OES requires the Operational
Areas and its subrecipients encompass all federal, state, and local procurement policies
for noncompetitive procurement. Failure to obtain preapproval for noncompetitive
procurement may result in the denial of the grant expenditure.
In addition, if the city/town/county's policy requires that noncompetitive procurement be
approved by the City Council or Governing Board prior to procurement, then that
procedure must be followed. The supporting documents must be provided with
reimbursement claims.
COST BENEFIT ANALYSIS
Subrecipients will need to provide a cost benefit analysis with the Request for
Noncompetitive Procurement Authorization Form. The analysis will provide to Cal OES
the justification/feasibility based on the comparison of the total expected costs of each
bid/quote against the total expected benefits, to examine whether the benefits outweigh
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the costs. A Cost Benefit Analysis (CBA) must be submitted with the noncompetitive
procurement requests.
INFORMAL QUOTE INVENTATION FOR BID (IFB) AND REQUEST FOR
PROPOSAL (RFP)
Informal Quotes are for purchases of low value goods, supplies, equipment, and
services. San Bernardino County's threshold for informal quotes is $4,999, which may
be solicited by less formal means such as email, fax, informal correspondence, or
internet as well as electronic procurement systems. Should the subrecipient's local
policy be more restrictive, then the subrecipient must follow their own policy for informal
quotes.
An IFB is used to solicit prices for goods, supplies, and equipment where the exact need
is known based on definitive specifications. The IFB provides a clear and accurate
description of the material or products to be procured. The description must not contain
unreasonable features that restrict the competition. Jurisdictions must ensure that all
procurement transactions are conducted in a manner providing full and open
competition. Some situations considered to be restrictive of competition include, but are
not limited to:
• Placing unreasonable requirements on firms in order for them to qualify to do
business;
• Requiring unnecessary experience and excessive bonding;
• Noncompetitive pricing practices between firms or affiliated companies;
• Organizational conflicts of interest;
• Specifying only "brand name" instead of allowing "an equal" product to be offered
and describing the performance of other relevant requirements of the
procurement; and
• Any arbitrary action in the procurement process.
Jurisdictions may not use statutorily or administratively imposed local geographical
preference in the evaluation of bids or proposals. (See 2 C.F.R. 200.37-200.326).
Ajurisdiction that uses a consulting firm to write the specifications for a contract
bid/proposal cannot award the contract to the same consulting firm due to a conflict of
interest.
FORMAL ADVERTISING AND REQUEST FOR PROPOSALS (RFP)
Procurement by Sealed Bids/Invitation for Bids require the subrecipient to formally
advertise in a widely circulated publication; bids are solicited from an adequate number
of qualified sources; and a firm -fixed price contract (lump sum or unit price) is awarded
to the responsible bidder whose bid conforms with all material items and conditions of
the bid and is the lowest price. See (2 C.F.R. 200.37-200.326 (d) (3) for additional
guidance). Subrecipients must document a minimum of three responsible bids and proof
of advertisement and solicitation efforts must be forwarded to the Grants Administration
Unit with your reimbursement claim.
An RFP is used for the purchase of services where evaluation criteria may include
qualification and experience, technical and functional specifications, cost, financial
stability, and references. The RFP is sent to all registered vendors for the applicable
product. The award is made to the vendor whose proposal is most advantageous.
Note: All training cons ultanticontractor purchases must be solicited through a
competitive procurement process.
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In compliance with the Byrd Anti -Lobbying Act 31 U.S.C. § 1352 (as amended),
contractors who bid on federal awards of $100,000 or more must sign and submit
Certification Regarding Lobbying. Disclosure of such certification must be included in
formal bid advertising and RFP language as well as the signed contract. Certification
must be forwarded to the awarding agency and kept on file.
Failure to adhere to the above procurement processes may result in a delay in processing your
request and possible denial of your reimbursement.
SUPPLANTING
Federal funds may not supplant, replace, or offset local funds. HSGP funds cannot be used to
supplement the amount of funds that, in the absence of federal funds, would be made available
for purposes consistent with the Homeland Security Grant Program. Per grant guidance,
subrecipients may be required to supply documentation certifying that a reduction in non-federal
resources occurred for reasons other than the receipt or expected receipt of federal funds.
EQUIPMENT
Funds for equipment must be used to enhance the capabilities of state and local emergency
response agencies and all equipment must be identified by an Authorized Equipment List (AEL)
number. The HSGP grant has 21 authorized equipment categories under the AEL and, as in
previous years, the AEL is presented as follows:
1. Personal Protective Equipment
2. Explosive Device Mitigation and Remediation Equipment
3. CBRNE Operational and Search and Rescue Equipment
4. Information Technology
5. Cyber Security Enhancement Equipment
6. Interoperable Communications Equipment
7. Detection
8. Decontamination
9. Medical
10. Power
11. CBRNE Reference Materials
12. CBRNE Incident Response Vehicles
13. Terrorism Incident Prevention Equipment
14. Physical Security Enhancement Equipment
15. Inspection and Screening Systems
16. Animals and Plants
17. CBRNE Prevention and Response Watercraft
18. CBRNE Aviation Equipment
19. CBRNE Logistical Support Equipment
20. Intervention Equipment
21. Other Authorized Equipment
NOTE: USE TAXES
The Grants Administration Unit will not reimburse for use taxes without a proper proof of
payment.
AUTHORIZED EQUIPMENT LIST (AEL)
To obtain the appropriate AEL authorized number, please check on the following web site:
https://www.fema.gov/authorized-equipment-list.
COMMUNICATION EQUIPMENT
Subrecipients using FY21 HSGP funds to support emergency communications activities must
comply with the FY2021 SAFECOM Guidance for Emergency Communication Grants, including
provisions on technical standards that ensure and enhance interoperable communications.
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PHARMACEUTICAL SUPPLIES
Special rules apply to pharmaceutical purchases and medical counter measures. Prior to
procuring pharmaceuticals, subrecipients must have in place an inventory management plan to
avoid large periodic variations in supplies due to coinciding purchase and expiration dates. This
will also include antibiotics and antidotes for nerve agents, cyanide, and other toxins. Purchase
of pharmaceuticals must include a budget for the disposal of expired drugs within each fiscal
year period of performance for HSGP. The plan must be submitted to the Grants Unit and
preapproved by FEMA prior to incurring any cost. The cost of disposal cannot be carried over to
another DHSfFEMA grant or grant period.
E 1-1 P's
Any equipment that requires installation is subject to the Environmental Planning and Historic
Preservation (EHP) requirements. Outdoor training/exercise activities are also subject to the
EHP requirements. Subrecipients must complete and submit the required EHP Screening Form
to the Grants Administration Unit for approval of Cal OES and FEMA. It is mandatory that all
EHP forms be approved by FEMA and Cal OES prior to incurring any project costs. Refer
to the Federal Notice of Funding Opportunity, State Guidance and FEMA Preparedness Grants
Manual for information regarding the EHP Screening Form and other required documents.
PLANNING/ORGANIZATION PROJECTS
In accordance with 2 C.F.R. § 200.430, Planning/Organization personnel must track actual
hours worked on planning and organization projects. Required supporting documentation
consists of the following:
1. Functional timesheets or signed payroll activity reports showing how many hours of the
week were dedicated to the planning project;
2. Proof of Payment (Copy of paycheck is preferred or payroll registers with definition of
codes with private information blocked out);
3. TLR's ( Time, Labor Reports -showing Total Actual Hours worked for the pay period).
4. Benefit cost analysis of actual benefit costs for the reporting period, if applicable.
Weighted or estimated benefit costs are not allowable and will not be reimbursed.
5. Proof of hourly rate that is being calculated as project costs.
The grant will reimburse for salary and benefits for ACTUAL hours worked on planning or
organization projects. Benefits should be calculated with actual benefits for the reporting period.
Benefits must be calculated for each reporting (pay) period as benefit costs may fluctuate.
For more information regarding allowable benefit costs, Refer to 2 C.F.R § 200.431
Compensation -fringe benefits.
PLANNING DELIVERABLES OR FINAL PRODUCTS
Planning deliverables may include, but are not limited to:
1. Procedure Manuals
2. Policy Procedures
3. Standard Operating Procedures (SDP's)
4. Reports
5. Templates
6. Plans
7. Guideline Manuals
8. Directive Manuals
9. Operating Manuals
10. Official Procedures
11. Newsletters
12. Training Manuals (Participants and Instructor)
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Planning reports must be considerable and substantial in their contents and must be associated
to the planning deliverables listed on the proposed projects. The amount of grant funds received
for the planning project must justify the outcome of the delivery report.
CONTRACTOR/CONSULTANT
Contractors and Consultant services are allowable under the HSGP. Contract and procurement
awards must be made to the responsible contractor or vendor whose bid or offer is most
advantageous to the project. The methods of contracting are as follows:
a) Formal Advertising
b) Invitation for Bid (IFB)
c) Request for Proposal (RFP)
Consideration should be given to such matters as contractor integrity, record of past
performance, financial and technical resources, and/or accessibility to the necessary resources.
A bidder is considered responsible when it has been established that the contractor meets the
necessary requirements for the project and is otherwise qualified and eligible.
NOTE: Subrecipients must verify PRIOR to entering into the contract that the
independent contractor or consultant services has not been suspended or debarred from
participation in receiving federal awards. A dated screen printout must be obtained from
the web site www.sam.ctov as proof for reimbursement requests.
All contract agreements must be prepared in accordance with existing State contract
provisions and policies and clearly define the responsibilities of all parties, as per 2 C.F.
R. 200.317 - 200.326 and Appendix II to Part 200, Contract Provisions for Non -
Federal Entity Contracts Under Federal Awards. In compliance with the Byrd Anti -
Lobbying Act 31 U.S.C. § 1352 (as amended), contracts of $100,000 or more require the
contractor to submit a Certification Regarding Lobbying. Disclosure of such certification
must be included in formal bid advertising and RFP language, as well as the signed
contract agreement. Certification must be forwarded to the awarding agency and kept on
file.
SAM SUSPENSION AND DEBARMENT
Subrecipients are required to obtain verification that the contractor or vendor selected is not
debarred or suspended at the time of the award. The subrecipient must search the
www.sam.gov website to verify that the vendor and/or contractor is not debarred or suspended
from programs or activities involving federal financial and non -financial assistance. Vendor
registration in SAM.gov is not required. However, vendor must not be debarred, suspended, or
excluded from receiving federal funds, which will be verified in the search. Subrecipients
receiving federal funds must certify that they will adhere to Federal Executive order 12549,
Debarment and Suspension. Subrecipients will not make any awards or enter into any contract
with parties that are debarred, suspended, or otherwise excluded or ineligible for participation in
federal programs and activities.
The SAM.gov screenshot must be printed prior to hiring the vendor/contractor and must be
submitted to Grants Administration Unit with the request for reimbursement. Failure to provide
this information may result in a delay in processing your request and possible denial of your
claim.
VEHICLE PURCHASES
As a result of numerous inquiries regarding the use of vehicles purchased with Homeland
Security funds, the following guidance is being provided regarding authorized use of these
vehicles:
1) A performance bond must be obtained for all vehicle, watercraft, and aircraft purchases.
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2) For the purposes of the HSGP the vehicle identification is: A means of transportation to
be used for CBRNE response equipment and personnel to the incident site. A list of
authorized HSGP vehicles can be found through FEMA's Authorized Equipment List.
3) Vehicle licensing, registration and general maintenance fees are the responsibility of the
subrecipient and are NOT allowable with grant funds.
4) All vehicles purchased with HSGP funds must be tagged and be part of the subrecipient
inventory control.
When subrecipients submit a proposal to purchase a vehicle, your agency must submit a
justification and identify which of the subcategories under CBRNE Response Vehicle the
purchase relates to. Also, your agency must be able to demonstrate how the purchase of the
CBRNE Response Vehicle complies with the HSGP strategy. Vehicles must be assigned to the
Duty Officer or first responder who will respond to a given incident when required to provide
response to any emergency event.
19N1.4all 1.1aKIWI" a:317►i11
Subrecipients are required to obtain a performance bond for any equipment item over $250,000,
or any vehicle, aviation, or watercraft (regardless of the cost) financed with Homeland
Security Grant dollars. A copy of the performance bond must be submitted to the Grants
Administration Unit with your reimbursement claim. Failure to obtain the required performance
bond will result in the disallowance of your HSGP ro'ect. Subrecipients may request a
performance bond waiver which will be reviewed by Cal OES on a case -by -case basis.
UNALLOWABLE COSTS
Equipment purchased with HSGP funds cannot be charged to other federal grants to overcome
fund deficiencies. Subrecipients will ensure that federal funds do not replace (supplant) funds
that have been budgeted for the same purpose through non-federal sources. Refer to Federal
NOFO and State Supplemental for unallowable costs.
ADDITIONAL FORMS
All other forms must be preapproved by Cal OES prior to incurring any costs.
• EHP Form
• Request for Noncompetitive Procurement Form (Sole Source Vendor)
• Aviation Request Form
• Watercraft Request Form
• Controlled Equipment Request Form
REIMBURSEMENT CLAIMS
Reimbursement shall be based upon authorized and allowable expenditures consistent with the
approved project. All expenditures must be supported with the following source documentation:
• Signed Reimbursement form
• Copy of invoices. Must be legible
• Three written quotes or Noncompetitive Procurement Authorization Form
• Screenshot of the SAM.gov vendor search results
• Proof of payment. Copy of front and back of the cancelled checks or credit card
statement with proof of payment to the credit card company
• Copy of City Council Minutes (if applicable)
• At least one clear picture of each grant purchased equipment (serial number or other ID
displayed).
Note: For each solution area reimbursement claim, please see Grants -Reimbursement
Request — Check List.
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FY21 HSGP Subrecipient Application Workbook
PROOF OF PAYMENTS
ALL Subrecipients are required to submit copies of the front and the back of cancelled checks,
as proof of payment for HSGP grant related expenditures. Subrecipients that paid their vendors
through an electronic fund transfer (EFT) must submit copy of the EFT transfer as proof of
payment. The EFT transfer must include the name of the vendor/recipient of the transfer, the
amount transferred, date of transfer and name of the jurisdiction doing the transfer. Credit card
purchases must be accompanied with the receipt, the credit card statement and proof of
payment to the credit card company for the corresponding statement.
GRANT MONITORING
JURISDICTIONAL GRANT MONITORING
As per new regulations under 2 CFR part 200.330 - 200.332, the Grants Administration Unit will
be enforcing monitoring of subrecipient's project activity. Grant activities (both desk review and
on -site) are reviewed during monitoring visits. These reviews may include, but are not limited to:
• Eligibility of Expenditures
• Project Activities
• Reimbursement Requests
• Modification Request
• Grant Status/Performance Reports
• Equipment
• Equipment Inventory Control Reports
• A review of the Corrective Action Plan (CAP) of the subrecipient's Single Audit Report (if
there is a finding on the report).
The Grants Administration Unit will schedule site visits with subrecipients.
INVENTORY CONTROL
Subrecipients must comply with all requirements set forth in 2 C.F.R. Part 200.313 for the active
tracking and monitoring of property/equipment purchased with HSGP funds, Subrecipients must
account for and reconcile inventory with the SIB County OES Grants Administration Unit's
property records rp for to deployment and at each scheduled inventory inspection. Subrecipients
will develop and maintain a control tracking system to ensure adequate safeguards to prevent
loss, damage, or theft of grant funded equipment. When equipment purchased with grant funds
is no longer needed or will be retired, subrecipients will request disposition instructions from SIB
County OES Grants Administration Unit. If items are damaged, lost, stolen, or retired,
subrecipients will provide an explanation on the Equipment Disposition Request/Report form of
how the damage happened and the subrecipient's plan in preventing damage from occurring in
the future.
GRANT PROJECT CLOSEOUT
All projects must be completed by the end of the performance milestone. Supporting
documentation must be kept and equipment must be tracked by the subrecipients until notified
otherwise by the Grants Administrative Unit.
RECORDS RETENTION
Subrecipients are required to maintain accurate, complete, orderly, and separate records for
each grant year. All supporting documentation pertaining to the administrative, programmatic,
and financial management of the grant award must be retained by the subrecipient for at least
three years following Cal DES's closeout of the Federal/State grant period including the
resolution of any monitoring/audit findings. The Grants Administration Unit will notify all
jurisdictions when to dispose of the supporting documentation for prior grant years, after Cal
OES has provided authorization to dispose. If any jurisdiction is under audit review and there
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FY21 HSGP Subrecipient Application Workbook
are any negative audit findings under the Homeland Security Program Grant funding, they must
notify SB County OES — Grants Unit as soon as possible.
COUNTY OF SAN BERNARDINO HSGP PROGRAM CONTACTS:
Daniel Munoz, Deputy Executive Officer
E-mail: Daniel.munoz@cao.sbcounty.gov
Phone: (909) 388-5805
Vacant, Emergency Services Manager
E-mail:
Phone: (909) 356-3998
Michael Ramirez, Acting Asst. Emergency Services Manager
E-mail: Michael.ramirez@oes.sbcounty.gov
Phone: (909) 356-3998
Tina Sutera, Staff Analyst II
Grants Administration Unit
Email: tina.sutera(d_)oes.sbcountv.aov
(909) 388-5832
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FY21 HSGP Subrecipient Application Workbook
PROCEED TO CERTIFICATION AND ACKNOWLEDGEMENT ON NEXT PAGE
Page 17 of 18 updated 7/13/22
FY21 HSGP Subrecipient Application Workbook
SAN BERNARDINO COUNTY OPERATIONAL AREA
FY2021 HOMELAND SECURITY GRANT PROGRAM
APPLICATION WORKBOOK CERTIFICATION
T. Barich
as the Authorized Agent
for City ty of Redlands JURISDICTION,
certify that our jurisdiction has read and acknowledges the Homeland Security Grant Program (HSGP)
guidelines specified in the document hereof.
thorized Agent Signature
Paul T. Barich, Mayor
Print Name
ATTEST
Jeanne Donaldson, City Clerk
Project Manager Signature
RaCih -0 �o L
Print Name
10,14/2422
Date
W
viz
ZZ
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