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Home My WebLink AboutFD FEMA Grant FundsCITY OF M Agenda Item No: 4.c n. Meeting Date: April 4, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Fire Prepared by: Christopher Gray, Fire Chief City Manager Approval: TOPIC: ACCEPTING FEMA LOCAL HAZARD MITIGATION PLANNING GRANT FUNDS SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING DESIGNATED CITY EMPLOYEES TO EXECUTE AND FILE ON BEHALF OF THE CITY OF SAN RAFAEL ALL ASSURANCES AND AGREEMENTS REQUIRED TO ACCEPT AND MANAGE FUNDS OF A FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) FY - 2015 PRE -DISASTER MITIGATION GRANT OF $75,000 TO WRITE THE LOCAL HAZARD MITIGATION PLAN RECOMMENDATION: Approve the attached Resolution authorizing the City's Finance Director or Fire Chief or Emergency Management Coordinator each to execute all documents required to accept and obtain the grant funding. BACKGROUND: The Disaster Mitigation Act (DMA) of 2000 (Public Law 106-390) requires local governments to develop and adopt pre -disaster mitigation plans in order to minimize property damage and the risk to public health and safety that might otherwise result from the effects of a natural or man-made disaster. A FEMA approved plan makes the City eligible for FEMA Pre -Disaster Mitigation and Hazard Mitigation Grant programs. The Plan assesses risk and vulnerabilities and identifies and prioritizes mitigation projects. FEMA requires the plan to be updated every five years to maintain eligibility for grants. The City has been notified by the Cal OES (Governor's Office of Emergency Services) that FEMA has approved the City's application for a sub -grant under the FY 2015 Pre -Disaster Mitigation Competitive Grant Program (Attachment 1). The City has not had a FEMA approved/ locally adopted Hazard Mitigation Plan and thus has never been eligible to apply for any FEMA funding to support City Hazard Mitigation projects. The $75,000 in grant monies will be used by the City to hire a contractor to assist in the creation of a Local Hazard Mitigation Plan. The County is initiating a parallel planning process that will be considered multi- jurisdictional. Upon approval and local adoption of our plan the City will provide a copy of the plan to County Office of Emergency Service (OES) for their records. In order to satisfy grant requirements, Cal OES requires a resolution by the City Council authorizing specified staff to act on behalf of the City for all actions related to the grant. Based on staff responsibilities in grants and financial management involving homeland security, fire prevention, and law enforcement, the below listed individuals are the most appropriate to execute the required documents for and on behalf of the City. Their authorization shall be valid for the entire performance period of the grant through July 31, 2018. FOR CITY CLERK ONLY File No.: 13-11 Council Meeting: 04/04/2016 Disposition: Resolution 14095 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Christopher Gray, Fire Chief John Bruckbauer, Emergency Management Coordinator Mark Moses, Finance Director FISCAL IMPACT: The grant award expenditures and revenues of $75,000 will be assigned to the Fire Department's Emergency Services FY 2016/17 fund during the final budget process. The remaining $25,000 City match will be met by currently budgeted City staff personnel time contributions to the FEMA approved Local Hazard Mitigation Plan (LHMP) in FY 2016/17. There will be no general fund impact. Once the plan is approved by Cal OES and FEMA and adopted locally, the City will become eligible to apply for future hazard mitigation funds through FEMA. Sub -grantees are required to submit progress reports to Cal OES on a quarterly basis until the end of the approved performance period of the grant. Once FEMA approves the total eligible activity costs and obligates funding, CAL OES can process reimbursement requests for eligible activities. Payments are made on a reimbursement basis and no funds will be disbursed for activities that are not consistent with the proposed scope of work. OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt the resolution authorizing the designated City employees to act on the City's behalf for all purposes for the FEMA Pre -Disaster Mitigation grant; 2. Adopt the resolution with modifications; 3. Direct staff to return with more information; 4. Take no action RECOMMENDED ACTION: Approve the Resolution authorizing designated City employees to execute and file on behalf of the City of San Rafael all assurances and agreements required to accept and manage funds of a Federal Emergency Management Agency (FEMA) FY -2015 Pre -Disaster Mitigation Grant of $75,000 to write the Local Hazard Mitigation Plan ATTACHMENTS: 1. Grant Award letter; 2. Resolution Authorizing Designated Signature Authority. EDMUND G. BROWN JR. GOVERNOR Cat 'ES GOVERNOR'S OFFICE OF EMERGENCY SERVICES February 29, 2016 Christopher Gray Fire Chief San Rafael, City of 1039 C Street San Rafael, CA 94901 Subject: Notification of Application Approval FYI Pre -Disaster Mitigation Competitive Grant Program Grant #2016-0001, Project #PL0502, FIPS #041-68364 Dear Chief Gray: By MARK S. GHILARDUCCI DIRECTOR LS LID MAR - 9 �OE6 J The California Governor's Office of Emergency Services (Cal OES) received notification that the Federal Emergency Management Agency (FEMA) has approved your organization's subgrant application in the amount of $75,000.00. A copy of the FEMA award package is enclosed for your records. In order to receive payment, all subgrantees must have a signed Grant Award Face Sheet, a current (within the last 3 years), valid Governing Body Resolution, and updated Grant Assurances on file with our office (sample copies enclosed). These forms may be downloaded in an electronic format at www. caloes.ca.sov following the links: Cal OES Divisions; Hazard Mitigation; Pre -Disaster & flood Mitigation, Post Obligation Documents. Please complete the electronic forms and return them to the address below within 30 Days. Please ensure that the person signing the Grant Award Face Sheet is authorized by the Governing Body Resolution. Payments will be made on a reimbursement basis using the Hazard Mitigation Reimbursement Form. A ten percent (10%) retention will be withheld from all reimbursement payments and will be released as part of the subgrant closeout process. Reimbursements can be made for only items listed on the approved subgrant application; expenditures for any other work should be separately maintained and are the sole responsibility of the subgrantee. Any funds received in excess of current needs or approved amounts, or those found owed as a result of a final inspection or audit must be refunded to the State within 30 days of receipt of an invoice from Cal OES. Please read all enclosed documents prior to initiating the approved project. For further assistance please contact Hazard Mitigation Grants at (916) 845-8150. Grants Processing Unit Enclosures c: Applicant's File 3650 SCHRIEVER AVENUE - MATHER, CA 95655 GRANTS PROCESSING UNIT (916) 845-8110 - (916) 636-3780 Federal Emergency Management Agency E -Grants Page 1 of 1 EMF -2016 -PC -0001 ALS 2016-0001 �2 PDM15 PDM 15 Grant Application Form FEMA Signed Award Package Subaward Cover Page Grant Application Year: 2015 Date Obligated 2/1/2016 Grant Application Title: California PDM 2015 Grant Date Awarded: 2/22/2016 Application Grant Application Number PDMC-09-CA-2015 PLAN PDM15-PLO502 041-68364 Non -Federal Federal Application Number Subgrant Applicant Share Share PDMC-PL-09-CA-2015-003 City of San Rafael $25,000.00 $75,000.00 100% Subaward Amount $100,000.00 Grant Performance Period: 05/2912015 to 10130/2018 Final Closeout Documents to Cal OES: 7/31/2018 Award Package Page 1 of 1 Award Letter U.S. Department of Homeland Security FEMA Region IX 1111 Broadway Suite 1200 Oakland, CA 94607 r ' FEMA •n + Christina Curry Assistant Secretary , California Governor's Office of Emergency Services 3650 Schriever Avenue Mather, CA 95655-0000 Dear Christina Curry: Enclosed is an executed copy of FEMA Form 76-10A reflecting the award to your FY 2015 PDMC Grant (PDMC-09-CA-2015). Your SMARTLINK Grant Payment Account will be adjusted accordingly. By accepting this award you assume certain administrative and financial responsibilities including the timely submission of all financial and programmatic reports, resolution of all interim audit findings and the maintenance of a minimum level of cash on hand. Should you not adhere to these responsibilities, you will be in violation of the terms of this award. If you have any questions regarding this matter, please call Joan Flack at 510-627-7023 Sincerely, Michelle Weaver Assistance Officer www.fema.00v I Go Back I I Continue to Next Award Package Section https: 'esenrices.fema.gov/FEMAMitigation/AwardPackages.do?fromFemaAwardPage=tr... 2/23/2016 FY 2015 PRE -DISASTER MITIGATION PROGRAM GRANT AGREEMENT ARTICLES PRE -DISASTER MITIGATION GRANT AGREEMENT ARTICLES CFDA/t 97.047 RECIPIENT: California Governor's Office of Emergency Services AGREEMENT NUMBER: EMF -2016 -PC -0001 AMENDMENT NUMBER: 2 DESIGNATED AGENCY: California Governor's Office of Emergency Services PERFORMANCE PERIOD: May 29, 2015 —October 30.2018 GENERAL INFORMATION: The Pre -Disaster Mitigation (PDM) grant program provides grants to States and Indian Tribal government or territory that, in tum, provide Subawards to local governments for cost-effective mitigation activities that are selected via a Ranking. Funds will be used to implement a sustained pre -disaster natural hazard mitigation program to reduce overall risk to the population and structures, while also reducing reliance on funding from actual disaster declarations. ARTICLE L FEMA AUTHORITY The United States of America through the Department of Homeland Security's Federal Emergency Management Agency(FEMA) agrees to grant to the State/Indian Tribal government, through its designated agency named above, hereinafter referred to as "the Recipient," through its designated agency named above, the funds in the amount specified on the obligating document, to support the Pre -Disaster Mitigation Grant Program, authorized under 42 U.S.C. 5133, Section 203, of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), Public Law 93-288, as amended. The Recipient agrees to abide by the Grant Award terms and conditions as set forth in this document. ARTICLE H. PROJECT DESCRIPTION The Recipient shall perform the work described in the application package and made a part of these Grant Agreement Articles. ARTICLE M. PERIOD OF PERFORMANCE The period of performance shall be May 29. 2015 through October 30, 2018. All costs must be incurred during the period of performance, including pre -award costs. ARTICLE IV. AMOUNT AWARDED This Grant Award is for the administration and completion of an approved Pre -Disaster Mitigation project. Funds approved under this Grant Agreement may not be used for other purposes. If costs exceed the amount of FEMA funding approved, then the Recipient shall pay the costs that are in excess of the approved budget. The approved budget for this Grant Award by category is: TOTAL Personnel $19,560.00 Fringe Benefit 50.00 Travel 50.00 Equipment $0.00 Supplies 56,148.84 Contractual 51,141,023.42 Construction $0.00 Other 50.00 TOTAL DIRECT $1,166,732.26 Indirect Charges 58,893.00 TOTAL BUDGET 51,175,625.26 The Recipient shall follow regulations found in Title 2 Code of Federal Regulations (CPR) Part 200, Uniform Administrative Requirements. Cost Principles, and Audit Requirements for Federal Awards "Super Circular" [which supersedes 44 CFR Part 13, 2 CFR Pari 215, and Office of Management and Budget (OMB) Circulars A-21, A-50, A-87, A-89, A-102, A-] 10, A-122, and A-133 as of December 26, 2014], Title 2 CFR Part 170, Reporting Subaward and Executive Compensation — Appendix A to Part 170 — Award Term (see ARTICLE VII. TERMS AND CONDITIONS), and the Hazard Mitigation Assistance Guidance to implement this Grant Agreement. ARTICLE V. COST SHARE The cost -share requirement for this award is 75% Federal and 25% non -Federal. The cost -share for PDM is governed by 42 USC 5133, Section 203(h), of the Stafford Act: a. Small, impoverished communities may receive a Federal cost -share of up to 90% of the total cost to implement eligible PDM activities. b. The PDM program offers up to 75% Federal cost -share funding for all other activities and all other insured properties. ARTICLE VI. FEMA OFFICIALS FEMA officials are as follows: The Project Officer shall be an official at the FEMA Regional Office who will be responsible for the monitoring of the activities as described in the application. The Project Officer is: Joan Flack The Assistance Officer is the FEMA official who has full authority to negotiate, administer and execute all business matters of the Grant Agreement. The Assistance Officer is: Michelle Weaver ARTICLE VII. TERMS AND CONDITIONS The specific terms and conditions of this agreement are as follows: Federal Fundine Accountability and Transnarencv Act: The Federal Funding Accountability and Transparency Act (FFATA) of 2006 (2 CFR Part 170) requires Recipients to report certain information about themselves and their first-tier Subrecipients for each Federal award of $25,000 or more awarded on or after October 1, 2010. (See attached APPENDIX A to Part 170 -Award term). ASSURANCE COMPLIANCE: The certifications signed by the Recipient in the application relating to maintenance of a Drug - Free Workplace (44 CFR Part 17, Subpart F) and New Restrictions on Lobbying (44 CFR Part 18) apply to this grant agreement and are incorporated by reference. Prohibition on Using Federal Funds. The Recipient understands and agrees that it cannot use any Federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy. at an) level of government, without the express prior written approval of FEMA. Compliance with Program Guidance. The Recipient agrees that all use of funds under this Grant Agreement will be in accordance with the Unified Hazard Mitigation Assistance Guidance at the time of the application. BUDGET REVISIONS: The Recipient shall folloH prior approval requirements for budget revisions found in 2 CFR Part 200. Transfer of funds between total direct cost categories in the approved budget shall receive the prior approval of FEMA when such cumulative transfers among those direct cost categories exceed ten percent of the total budget. If a Recipient estimates that it will have obligated funds remaining after the end of the performance period, the Recipient must report this to the FEMA Regional Office at the earliest possible time and ask for disposition instructions. Acceptance of Post Award Changes In the event FEMA determines that changes are necessary to the award document after an award has been made. including changes to period of performance or terms and conditions, Recipients will be notified of the changes in writing. Once notification has been made, any subsequent drawdown of additional funds will indicate the Recipient's acceptance of the changes to the award. CLOSEOil'T: Reports Submission: Per 2 CFR Part 200, when the appropriate grant award performance period expires, the Recipient shall submit the following documents within 90 days: (1) a final Financial Report; (2) final Program Performance Report; (3) an inventory of equipment purchased under each grant's funds; (4) an inventory of Federally -owned property; and (5) other required documents specified by program regulation. Report Acceptance: FEMA shall review the Recipient reports, perform the necessary financial reconciliation, negotiate necessary adjustments between the Recipient and FEMA's records, and close out the grant in writing. Record Retention: Records shall be retained for 3 years (except in certain rare circumstances) from the date the final Federal Financial Report is submitted to FEMA in compliance with 2 CFR Part 200. CONSTRUCTION PROJECT REOUIREMENTS: I . Acceptance of Federal funding requires FEMA, the Recipient and any Subrecipients to comply with all Federal, state and local laws prior to the start of any construction activity. Failure to obtain all appropriate Federal. state and local environmental permits and clearances may jeopardize Federal funding. 2. Any change to the approved scope of work will require re-evaluation b3 FEMA for Recipient and Subrecipient compliance with the National Environmental Policy Act and other laws and Executive Orders. 3. if ground disturbing activities occur during construction. the Recipient and any Subrecipients must ensure monitoring of ground disturbance and, if any potential archeological resources are discovered, the Subrecipient will immediately cease construction in that area and notify the Recipient and FEMA. COPYRIGHT: The Recipient is free to copyright any original work developed in the course of or under this Grant Agreement. FEMA reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish or otherwise use, and to authorize others to use the work for Government purposes. Any publication resulting from work performed under this agreement shall include an acknowledgement of FEMA financial support and a statement that the publication does not constitute an endorsement by FEMA or reflect FEMA views. COST SHARE: The Recipient shall follow cost-sharing requirements mandated by program guidance, statute or regulation and in compliance with 2 CFR Part 200. Cost -share funding shall be available with the approval of each grant. Period of Performance extensions shall not be approved for delays caused by lack of cost -share funding. ENFORCEMENT: FEMA enforcement remedies shall be processed as specified in 2 CFR Part 200; Enforcement when the Terms and Conditions of this Grant Agreement are not met. EOUIPMENT/SUPPLIES: The Recipient must comply with the regulations listed in 2 CFR Part 200 and must be in compliance with state laws and procedures. FUNDS TRANSFER: No transfer of funds to agencies other than those identified in the approved Grant Agreement shall be made without prior approval of FEMA. INSURANCE: In compliance with Public Law 103-325, Title V National Flood Insurance Reform Act of 1973, section 582 requires that any person receiving Federal assistance for the repair, replacement, or restoration for damage to any personal or residential property at any time must maintain flood insurance if the property is located in a Special Flood Hazard Area. PAYMENT: Recipient shall be paid using the FEMA Payment and Reporting System (PARS), provided Recipient maintains and complies with procedures for minimizing the time between transfer of funds from the US Treasury and disbursement by the Recipient and Subrecipients. The Recipient commits itself to: 1) initiating cash drawdowns only when actually needed for its disbursement; 2) timely financial reporting per FEMA requirements. using the SF -425; and 3) imposing the same standards of timing and amount upon any Subrecipient. Subrecipients must comply with the same payment requirement as the Recipient and must comply with the requirements specified in the Recipient's subaward Agreement. DUPLICATION OF PROGRAMS: FEMA will not provide assistance under its programs for activities that FEMA determines another Federal program has a more specific or primary authority to provide. FEMA also will not provide assistance for the applicant or subapplicant's legal obligations. FEMA may disallow or recoup amounts that duplicate funding from other authorities. DUPLICATION OF BENEFITS: Hazard Mitigation Assistance (HMA) funds cannot duplicate or be duplicated by funds received by or available to Applicants, subapplicants, or project or planning participants from other sources for the same purpose, such as benefits received from insurance claims, other assistance programs (including previous project or planning grants and subawards from HMA programs), legal awards, or other benefits associated with properties or damage that are or could be subject of litigation. Because the availability of other sources of mitigation grant or loan assistance is subject to available information and the means of each individual applicant, HMA does not require proof that other assistance (not including insurance) has been sought. However, it is the responsibility of the property owner to report other benefits received, any applications for other assistance, the availability of insurance proceeds, or the potential for other compensation, such as from pending legal claims for damages relating to the property. Amounts of other grants, loans or other assistance designated for the same purpose as HMA funds. if received, may be used to reduce the non -Federal cost -share. Where the property owner has an insurance policy covering any loss to the property which relates to the proposed HMA project, the means are available for receiving compensation for a loss or, in the case of increased cost of compliance (ICC), assistance toward a mitigation project. FEMA will generally require that the property owner file a claim prior to the receipt of HMA funds. NON DISCRIMINATION: The program must be administered in an equitable and impartial manner, without discrimination on the grounds of race, color, religion, nationality, sex, age, or economic status. The program complies with Title VI of the 1964 Civil Rights Act and other applicable laws. All applicants/Recipients must comply with Title Vl, including State and local governments distributing Federal assistance. Applicants/Recipients and Subapplicants/Subrecipients will ensure that no discrimination is practiced. Applicants must consider fairness, equity, and equal access when prioritizing and selecting project subapplications to submit with their application. Subapplicants and Subrecipients must ensure fairness, equity and equal access when consulting and making offers of mitigation to property owners that benefit from mitigation activities. CHANGES IN SCOPE OF WORK: Requests for changes to the scope of work (SOW) after award are permissible as long as the) do not change the nature or total project cost of the activity, properties identified in the subapplication, the feasibility and effectiveness of the project, or the benefit cost ratio. Requests must be supported by adequate justification from the applicant in order to be processed. The justification is a description of the proposed change, a written explanation of the reason or reasons for the change; an outline of remaining funds available to support the change; and a full description of the work necessary to complete the activity. All approvals will be at FEMA's discretion. and there is no guarantee that SOW changes will be approved. PERFORMANCE PERIODS: All grant award activities, including all projects and/or activities approved under each subaward, shall be completed within the time period prescribed and authorized on the obligating documents. All costs must be incurred within the approved performance period. EXTENSIONS: Requests for time extensions to the Period of Performance will be considered but will not be granted automatically and must be supported by adequate justification submitted to the Regional Office in order to be processed. This justification is a written explanation of the reason or reasons for the delay; an outline of remaining funds available to support the extended Period of Performance; and a description of performance measures necessary to complete the activity. Without justification, extensions requests will not be processed. Financial and Performance reports must be current in order for a time extension to be considered. RECOUPMENT OF FUNDS: FEMA will recoup mitigation planning grant funds for grants that do not meet the deliverable criteria of an adopted, FEMA -approved mitigation plan by the end of the performance period. RECOVERY OF FUNDS: The Recipient will process the recovery of assistance paid to Subrecipients processed through error, misrepresentation, or fraud or if funds are spent inappropriately. Recovered funds shall be submitted to FEMA as soon as the funds are collected, but no later than 90 days from the expiration date of the appropriate grant award agreement. All fraud identifications will be reported to the FEMA Inspector General's office. The Recipient agrees to cooperate with investigation conducted by the FEMA Inspector General's office. REFUND. REBATE, CREDITS: The Recipient shall transfer to FEMA the appropriate share, based on the Federal support percentage, of an,, refund, rebate, credit or other amounts arising from the performance of this agreement. along with accrued interest. if any. The Recipient shall take necessary action to effect prompt collection of all monies due or which may become due and to cooperate with FEMA in env claim or suit in connection with amounts due. REPORTS: Federal Financial Renorts (SF -425): The Recipient shall submit the Federal Financial Report (FFR, SF -425) within 30 days of the end of the first Federa' quarter following the initial Grant Agreement. The Recipient shall submit quarterl) FFRs thereafter until the grant ends. Reports are due on January 30. April 30, July 30, and October 30. A report must be submitted for every quarter of the period of performance, including partial calendar quarters, as well as for periods where no grant activity occurs. Future awards and fund drawdowns may be withheld if these reports are delinquent. Program Performance Reports (SF -PPR): The Recipient shall submit the Program Performance Reports (SF -PPR) within 30 days of the end of each quarter. The Regional Administrator may waive the initial report. The Recipient shall submit quarterl) PPRs thereafter until the grant ends. Reports are due on January 30, April 30, July 30. and October 30. PPRs shall report the name, completion status, expenditure. and payment -to -date of each approved activity/subaward award under the Grant Award. Final Reports: The Recipient shall submit a final FFR and PPR 90 days after the end date of the performance period. TERMINATION: The Recipient, Subrecipient, or FEMA ma) terminate grant award agreements b) giving written notice to the other party at least seven (7) calendar days prior to the effective date of the termination. All notices are to be transmitted via registered or certified mail, return receipt requested. The Recipient's authority to incur new costs will be terminated upon the date of receipt of the notice or the date set forth in the notice. Any costs incurred up to the earlier of the date of the receipt of the notice or the date of termination set forth in the notice will be negotiated for final payment. Close out of the Grant Agreement will be commenced and processed as prescribed under Article V11. 3. ARTICLE VIII. GOVERNING PROVISIONS The Recipient and any Subrecipients shall comply with all applicable laws and regulations. A non-exclusive list of laws and regulations commonly applicable to FEMA grants is attached hereto for reference only. The Recipient and any Subrecipients shall also be bound by the Unified Hazard Mitigation Assistance Guidance document. Commonly Aoolicable Statutes and Regulations Robert T. Stafford Disaster Relief and Emergency Assistance Act. Public Law 93-288. as amended, 42 U.S.C. 5121 et seq., and Related Authorities Section 1366 (42 USC 4104c), of the National Flood Insurance Act of 1968 (42 U.S.C. 4104c. — the "NF1A" or "the Act"), as amended by the National Flood Insurance Reform Act of 1994 (NF1RA), Public Law 103-325, the Bunning-Bereuter-Blumenauer Flood Insurance Reform Act of 2004, Public Law 108-264, and Biggert-Waters Flood Insurance Reform Act, Public Law 112-141. Title 44 of the Code of Federal Regulations (CFR) 44 CFR Part 79 -Flood Mitigation Grants 44 CFR Part 80 -Property Acquisition and Relocation for Open Space 44 CFR Pari 9 -Floodplain Management and Protection of Wetlands 44 CFR Part 10 -Environmental Considerations 2 CFR Part 200 -Uniform Administrative Requirements, Cost Principles. and Audit Requirements for Federal Awards "Super Circular" 31 CFR Part 205 -Rules and Procedures for Efficient Federal -State Funds Transfers 2 CFR Part 170, Reporting Subaward and Executive Compensation Appendix A to Part 170 — Award Term (attached) 48 CFR Part 312 (Federal Acquisition Regulation) Award Package Revie%k Pa=e 1 o1'?_ Award Package (Part 3 of 3) Ia. AGREEMENT NO EMF -2016 -PC -0001 6 RECIPIENT NAME AND ADDRESS California Governor's Office of Emergency Services 3650 Schriever Avenue, Mather CA, 95655-0000 9 NAME OF RECIPIENT PROJECT OFFICER Christina Curry FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT 2 AMENDMENT 3. RECIPIENT NO 4 TYPE OF 5 CONTROL NO 68-0278801 ACTION NO 2 STD F490657N 7 ISSUING FEMA OFFICE AND ADDRESS 8 PAYMENT OFFICE AND ADDRESS FEMA Region IX 1111 Broadway, 1111 Broadway , Oakland, CA - 94607 , Specialist:Joan Flack 510-627- 7023 PHONE NO 10 NAME OF FEMA PROJECT COORDINATOR, PHONE NO 916-845- Joan Flack 510-627-7023 8533 11. EFFECTIVE DATE OF 12. METHOD OF 13 ASSISTANCE ARRANGEMENT THIS ACTION PAYMENT S 02-01-2016 O 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO ACCOUNTING DATA PRIOR TOTAL AMOUNT NAME (ACCS CODE) AWARD AWARDED THIS ACRONYM XXXX-XXX-XXXXXX- ACTION XX)XX-XXXX-XXXX-X + OR (-) PDMC 97.047 2016-69-1<112-R092- 5585,469.56 5296,249.67 4101-D 14. PERFORMANCE PERIOD From:05-29- To 10-30-2018 2015 Budget Penod From 10-01- To 09-30-2016 2015 CURRENT CUMMULATIVE TOTAL AWARD NON- FEDERAL COMMITMENT 5861,719.23 5293,906.03 TOTALS 5585,469,56 $296,249.67 x881,719.23 5293,906.03 b. To describe changes other than funding data or financial changes attach schedule and check here. No 16 a FOR NON -DISASTER PROGRAMS RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) 16b. FOR DISASTER PROGRAMS. RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE Signed by Julie Norris GRANTEE 02-02-2016 18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE Signed by MICHELLE WEAVER 02-22-2016 Assistance Officer I Go Back I I View More Award Packages linps./ eserN ices.fema.gov/FEMAMitigation/AwardPacka,,es.do?fromFemaAwardPage=tr... 2/23/2016 STATE OF CALIFORNIA CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES Cal OES ID No: CAL OES 130 SAN RAFAEL CITY COUNCIL RESOLUTION NO. 14095 DESIGNATION OF APPLICANT'S AGENT RESOLUTION Hazard Mitigation Grant Program and Pre -Disaster Mitigation Program BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN RAFAEL THAT: THE FINANCE DIRECTOR, THE FIRE CHIEF, AND THE EMERGENCY MANAGEMENT COORDINATOR, of the City of San Rafael are hereby each authorized to execute for and on behalf of the City of San Rafael, a public entity established under the laws of the State of California, this application and to file it with the California Governor's Office of Emergency Services, for the purpose of obtaining certain federal financial assistance under Public Law 93- 288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act. BE IT FURTHER RESOLVED THAT the City of San Rafael, a public entity established under the laws of the State of California, hereby authorizes its agent(s) to provide to the California Governor's Office of Emergency Service, for all matters pertaining to such state disaster assistance, the assurances and agreements required. Please check the appropriate box below: NThis is a universal resolution and is effective for all open and futures Disasters/Grants up to three (3) years following the date of approval below. ❑This is a Disaster/Grant specific resolution and is effective for only Disaster/Grant name/number(s) I, Esther Beime, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on April 4, 2016 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER BEIRNE, City Clerk CERTIFICATION I, Esther Beirne duly appointed City Clerk of the City of San Rafael, do hereby certify that the above is a true and correct copy of a resolution passed and approved by the City Council of the City of San Rafael on the 4`h day of April, 2016. ESTHER BEIRNE Cal OES 130 (Rev.7/13) Page 1 CITY CLERK STATE OF CALIFORNIA CALIFORNIA GOVERNORS OFFICE OF EMERGENCY SERVICE CAL OES 130 - INSTRUCTIONS Cal OES Form 130 Instructions A new Designation of Applicant's Agent Resolution is required if the previously submitted document is older than three (3) years from the last date of Board/Council approval. When completing the Cal OES Form 130, Applicants should fill in the blanks on page 1. The blanks are to be filled in as follows: &Vlution Section;, Governing Body: This is the individual or group responsible for appointing and approving the Authorized Agents. Examples include: Board of Directors, City Council, Board of Supervisors, etc. Name of Applicant: This is the official name of the non-profit, agency, city, county or special district that has applied for the grant. Examples include: City of Sacramento; Sacramento County; or Los Angeles Unified School District. Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the California Governor's Office of Emergency Service regarding grants applied for by the Applicant. There are two ways of completing this section: Titles Only: If the Governing Body so chooses, the titles of the Authorized Agents should be entered here, not their names. This allows the document to remain valid if an Authorized Agent leaves the position and is replaced by another individual. If "Titles Only" is the chosen method, this document must be accompanied by a cover letter naming the Authorized Agents by name and title. This cover letter can be completed by any authorized person within the agency (e.g.; City Clerk, the Authorized Agent, Secretary to the Director) and does not require the Governing Body's signature. 2. Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents should be listed. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the position listed on the document or their title changes. Governing Body Representative: These are the names and titles of the approving board members. Examples include: Chairman of the Board, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents. Name and Title: This is the individual that was in attendance and recorded the Resolution creation and approval. Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the designated Authorized Agents to eliminate "Self Certification." Cal OES 130 (Rev.7/13) Page 2 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS -> AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # y Date of Meeting: 4/4/2016 From: Danielle Ferrigno Department: Fire Date: 3/24/2016 Topic: ACCEPTING FEMA LOCAL HAZARD MITIGATION PLANNING GRANT FUNDS Subject: RESOULUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ACCEPTING A FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) PRE -DISASTER MITIGATION GRANT OF $75,000 TO UPDATE THE LOCAL HAZARD MITIGATION PLAN AND AUTHORIZING DESIGNATED STAFF TO EXECUTE ON BEHALF OF THE CITY OF SAN RAFAEL FOR ALL ACTIONS NECESSARY TO OBTAIN AND MANAGE FUNDS IN THE FEMA FY 2015 PRE -DISASTER MITIGATION GRANT PROGRAM. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: approved - MM 3/27 ® City Attorney Remarks: LG -approved 3/28/16 ® Author, review and accept City Attorney / Finance changes Remarks: DF -approved 3/28/16 N City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: