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HomeMy WebLinkAboutResolutions - 2004.01.22 - 27511January 22, 2004 REPORT (MISC. #04009) BY: PERSONNEL COMMITTEE, GREGORY JAM1AN, CHAIRPERSON RE: COUNTY EXECUTIVE — EMERGENCY RESPONSE AND PREPAREDNESS — DEPARTMENT OF HOMELAND SECURITY, OFFICE FOR DOMESTIC PREPAREDNESS — SOLUTION AREA PLANNER (SAP) GRANT APPLICATION/ACCEPTANCE To the Oakland County Finance Committee Chairperson, Ladies and Gentlemen: The Personnel Committee having reviewed the above referenced resolution on 'January 14, 2004 Reports with the recommendation the Resolution be adopted. Chairperson, on behalf of the Personnel Committee, I move the acceptance of the foregoing report. PERSONNEL COMMITTEE Personnel Committee Vote: Motion carried on unanimous roll cal/ vote with Patterson & Wilson absent Public rvices Commi MISCELLANEOUS RESOLUTION 4 04 009 January 22, 2004 . . BY: PUBLIC SERVICES COMMITTEE, HUGH D. CRAWFORD, CP,AIPPERSON IN RE: COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - DEPARTMENT OF HOMELAND SECURITY, OFFICE FOR DOMESTIC PREPAREDNESS - SOLUTION AREA PLANNER (SAP) GRANT APPLICATION/ACCEPTANCE To the Oakland County Board of Conz.issioners Chairperson, Ladies and Gentlemen: WHEREAS the US Department of Homeland Security, Office for Domestic ?reparedness, FY 2002/2003 SI2pplemental Appropriations Act For Further Recovery from and Response to Terrorist Attacks on the United States was passed by the Congress and signed by the President on August 2, 2002; and WHEREAS the Act authorizes federal funding for a Solution Area Planner for local jurisdictions that participated in the State Homeland Security Assessment and Strategy (SiiSAS; and WHEREAS the grant acceptance provides funding for the creation of one (1) Special Reven ue Technical Assistsnt position; and WHEREAS the grant shall provide 100% fundng of this position from the period of January 1, 2004 through Apr.1 30, 2005; and WHEREAS the Technical Assistant will assist with activities related to equipment acquisition, training, planning, and organization for the Oakland county Homeland Security Strategy; and WHEREAS the Michigan Department of State Police Emergency Management Division will serve as the administrating agency for t h is grant; and WHEREAS the grant agreement has been reviewed and approved through the County Executive Contract Review Process. NOW THEREFORE 3E IT RESOLVED that the Oak;and County Board of Commissioners accepts grant funding from the :,:i'Late of Vichgan in the amount of $43,000 for the period of January 1, 2004 to April 30, 2005. BE :T FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes the creation of (71 one SR funned Technoal Assistant position to be funded full-time non-eligible for the period of January 1, 2004 through December 31, 2004, and part-time non-eligible for 316 hours from January 1, 2005 through April 30, 2005. BE 7T FURTHER RESOLVED that this position is 100% grant funded from the period of January 1, 2004 thr(T.Igh Apr',/ 30, 2005, BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized ta execute the grant agreement and to approve any grant e x tensions or changes, within fifteen percenl. 0.5%) of the sriginal award, which are consistent with the original agreement as approved. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment, and continuation of the position is contingent upon sufficient levels of gran:. funding. Chairperson, on behalf oL the Public Services Committee, I move the adoption of the foregoing resolution. PublicServiCes Committee Vote: Motion carried unanimously on a roll call vote. ' Gail Novak From: Greg Givens rgivensg@coeakland.mi.usi Sent: Tuesday, January OS, 2004 9:19 AM • To: Wedell, Harvey; Novak, Gail; Pearson, Linda Cc: Frederick, Candace; Pardee, Mary Subject: CONTRACT REVIEW - Emergency Response and Preparedness CONTRACT REVIEW - EMergencY'ReSponie and Preparednees ========== -,====',.====C=== GRAFT_NAME: 2003 State Homeland Security Grant Program - Solution Area Planner (SAP) FUNDXYG AGENCY: Michigan Department of State Police, Emergency Management Division DEPARTMENT CONTACT PERSON: Gail Novak / 85080 STATUS: Acceptance DATE: January 5, 2004 Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal contract review. Below are the comments returned by review departments. Please note the comments from both Management & Budget and Corporation Counsel. This contract requires modification prior to execution, and a copy of this review comment "sign-off" sheet must be signed by the operating department's director. This signature is to acknowledge the required modification is made to the contract. The sign-off sheet, with department signature, must accompany the contract when presented to the Board Chair for signature. The captioned grant materials and grant acceptance package (which should include the Board of Commissioners.' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Flacal Note, and this email containing grant review comments) may be requested to be placed on the Appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. Department of Management and Budget: Based on the information that this is for a FTNE position and Gail's assurance that they will stay within the budget funded 1,00W by the State, this is my approval - Laurie Van Pelt (12/17/2003) Personnel Department: Approved. - Ed Poisson (12/22/2603) Risk Management and Safety: Approved by RM&S, - Gerald Mathews (12/22/2001) Corporation Counsel: I have reviewed the Homeland Security Grant Program Part II Agreement (Solution Area Planner), and it is approVed with a modification. I would like to see changes to the language in Section V.E.iv. and Section Vi.?. These sections address compliance with FOIA. The way the sections are written now, the Department of State Police FOIA Officer will determine which information will be released when the Coanty receives a FOIA request regarding this grant. I would like to -change the language to indicate that the Department of State Police and the County will comply with FCIA when making these determinations. - Jody Schaffer (1/5/2004) This is to certify that the required changes noted by Corporati on Counsel are made to the contract / cooperative agreement being signed by the Board Chair. Department Director Date Sincere 461 ORT, CAPTAIN Deputy State Director of Homeland Security and Emergency Management JO:MW:dw (243) Michigan Desartment of State Police Emergency Management Division 4000CoInns Road • P.O. Box 30b36 Lansing. Michigan 48909-8136 i nformational Letter www.mithigan.goviernd December 2, 2003 • Subject: Funding for Solution Area Planner (SAP) Attention: Local and District Emergency Management Coordinators Volume: 03-18 The U.S, Department of Homeland Security (DHS), Office for Domestic Preparedness (OOP) Fiscal Year (FY) 2003 State Homeland Security Assessment and Strategy (SHSAS) process allowed local jurisdictions to update their needs assessment data to reflect post-September 11, 2001. realliies, as well as identify progress on the priorities of their initial homeland security strategies. Many local programs have also expressed to the Emergency Management Division (EMD) the need to have funding for personnel support to help in their homeland security efforts. In response to these requests and to support implementation of the SHSAS solution areas, the Emergency Management Division is pleased to announce the availability of funding for eligible local jurisdictions that participated in the SHSAS to bring on board a staff position for a Solution Area Planner (SAP). This financial assistance is being offered through the FY 2003 State Homeland Security Grant Program (SHSGP) Part II. Sustainment of this position may be available through the 2004 SHSGP funding if the jurisdiction chooses to do SO. Funds may be used to pay for staff activities associated with planning, evaluation, and analysis of program elements in the SHSAS solution areas of equipment acquisition, training, exercising, planning, and organization for the jurisdiction's Homeland Security Strategy. This includes hiring full or part-time staff or a contractor to conduct the necessary activities for successful completion of the strategy. See the attached allocation table for the amount being provided to your jurisdiction. As part of the grant agreement for the Solution Area Planner, each jurisdiction will be required to provide the Emergency Management Division with a job description that details the duties and responsibNities olthe SAP, This Sob description is being required as part of the approval process for the sub-grants and is an action that was strongly recommended to the state by the Office of Domestic Preparedness for grant monitoring purposes. Attached is recommended language for the duties and abilities that should be incorporated into your local SAP position description. Additionally, the grant agreement provides for quarterly reimbursement and reporting of SAP activities in support of the jurisdiction's homeland security efforts. The Solution Area Planner grant agreement package will be mailed out to each participating jurisdiction this week. After receiving the grant agreement package, please have all required documents signed and return to David Lundquist in the Emergency Management Division by January 31, 2004. Questions regarding the Solution Area Planner position or allocation may be directed to Mark Wesley at 517433-5023 Or WasleyriiPMiCtliqart.CIOV, Questions regarding the grant agreement package may be directed to David Lundquist at 517-324-2386 or lundaulska2michioan,00v. Keweenaw Coun 25,000,00 Lake County $ 25,000.00 Lansing City $ 43,000.00 La + -er Coun $ 43,000.00 Leelanau County $ 25,000.00 Lenawee-County $ 43;00030- Livin ton Coun $ 43,000.00 Livonia City 43,000.00 Luce County , 25,000.00 Mackinac County $ 25,000.00 Macomb Cour S 43,000.00 Manistee Couny $ 25;000.00 Marquette County $ 34,000.00 Mason County $ 34,000,00 1 Mecosta County $ 34,000.00 ,Menominee County $ 25,000.00 Midland County $ 43.000.00 Mi8Setukee County $ _.. 25,000.00 litionrcie County $ 43,000.00 Montcalm County $ 34,000.00 -Montmorency County $ 26,000.00 Muskegon County $ 43,000.00 INieway_go County $ 34.00000 Oakland Cou $ 43,000.00 Oceans County $ 34,000.00 Ogemayv County $ 25,000.00 Ontonag2n County $ 25,000.00 Osceola Coun $ 25,000.00 Oscoda.County $ 25,000.00 Otsego County S 25,000.00 Ottawa County $ 43,000.00 Owosso City $ 25,900.00 Port Huron City $ 34,060.00 Pres I ue isle Cowl $ 25,000.00 Romulus Clqi $ . 25,000.00 Roscommon County $ 26,000,00 '-d'a • 'flaw Coun $ 43 000.00 Sanilac County $ 34,000,00 hoo1craft County $ . 25,000.00 Shlawassee County $ 34,000.00 Southfield C $ 43 000.00 St. Clair County $ 43,000.00 St. Jose h Coun $ 34,000.00 Sterling Heights City $ 43,000.00 Trenton City $ 25,000.00 Tuscola County . $ 34,000.00 Van Buren County $ 4,000.00 Warren City $ 43,000,00 Washtenaw•Coun 5 43,000:00- Wayne County $ 43,000.00 Wexford Cow $ " 34,000.00 , . ..... - - . ... Sub-Award Total 3,545000.00 Revision 1213143 Page 2 Solution Area Planner Position Description — Recommended Duties and Abilities EM Rev.1 11/03 Homeland Security Solution Area Planner Position Description General Summary of Function1Putoose of Position: 1. Research and provide data to support the jurisdiction's Homeland Security efforts through the systematic planning, evaluation, and analysis of program elements in the solution areas of equipment acquisition, training, exercising, and planning as identified in the jurisdiction's Homeland Security Assessment and Strategy. 2. Research and provide data through the systematic planning, evaluation, and analysis of projects in bio-terrorism, weapons of mass destruction and CBRNE (Chemical, Blological,.Radiological, Nuclear and Explosive) elements. Specific Duties: 1. Develops procedures for the planning, evaluation, and analysis of solution area recommendations pertaining to utilization of local resources and related issues. 2. Meets with elected officials and other agency staff to analyze the implications of solution area programs and proposals. 3. Conducts planning, analysis and evaluation of homeland security projects in such solution areas as planning, equipment, training, exercising, and organization. 4. Attends meetings and project conferences to discuss operations, proposals and techniques for the resolution of problems, and to carry out coordinated programs to fulfill federal and state grant requirements. 5. Analyzes and evaluates data, prepares reports, and makes specific recommendations concerning the development of solution area proposals. 6. Encourages the exchange of information with local, county, regional, and metropolitan agencies: and private organizations and universities engaged in programs related to the homeland security strategy. 7. Utilizes local Homeland Security Assessment and Strategy results and the Statewide Homeland Security Strategy to substantiate recommendations for solution area initiatives. 8. Participates in public meetings and hearings explaining the jurisdiction's homeland security proposals. 9. Maintains records and prepares reports and correspondence related to the work. Page 1 of 2 JENNIFER M. ORAN HOLM GOVERNOR STATE OF MICHIGAN DEPARTMENT OF STATE POLICE LANSING COL TADARIAL STURMAN,' DIRECTOR .1 December 8, 2003 Dear Sub-grantee: The Federal Department of Homeland Security (OHS) has provided federal funds through the FY 2003 Office of Domestic Preparedness State Homeland Security Grant Program (SHSGP) to support the hiring. of a Solution Area Planner (SAP) by local emergency management programs. The SAP will update locals' needs assessment data to reflect post-September 11, 2001 realities, as well as identify progress on the priorities of the localsr initial homeland security strategies. As the designated grantee for OHS funding in Michigan, the Emergency Management Division (EMD) is authorized to enter into grant agreements with local emergency management programs. Limited funding of $3,545,000 has been allocated under the FY 2003 Office of Domestic Preparedness State Homeland Security Grant Program (SHSGP) to support the hiring of a SAP by local emergency management programs. The total award for your program for FY 2003 is noted in paragraph IV of your FY 2003 State Homeland Security Grant Program Solution Area Planner Grant Agreement. Please note that the Catalog of Federal Domestic Assistance (CFDA) Number for the FY2003 Office of Domestic Preparedness State Homeland Security Grant program Is 16.007. Enclosed please find two copies of the FY 2003 State Homeland Security Grant Program Solution Area Planner Grant Agreement for your jurisdiction. Please obtain the necessary signatures on this agreement. Retain one signed agreement for your office files and return one to the Emergency Management Division office in Lansing. Also complete, sign and return the following forms to our office with your signed grant agreement by January 31, 2004: • Solution Area Planner Position Description • Assurances (OJP Form 4000/3) • Certifications Regarding Lobbying; Disclosure of Lobbying Activities; Debarment, Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirement (0JP Form 406116) • Audit Certification Form • Equal Employment Opportunity Plan Certification Return the signed forms to the attention of Mr. David Lundquist at the following address: David Lundquist Michigan Department of State Police Emergency Management Division 4000 Collins Road Lansing, Michigan 48909-8136 Attn: Part II SAP Grant We cannot reimburse you for any expenditure until we have received your signed grant agreement and all other required forms mentioned above. 4000 COLLINS ROAD • R.O. Box 30036 • LANSING, MICHIGAN 48909-8136 www.michigan,govh-nsp • (517) 333-5042 Sub-grantee Page 2 December 8, 2003 A billing form specific to this grant agreement is included with the Grant Agreement Package for your use. If you have not hired a SAP (for which funds have been allocated) by the end of the grant period, you may forfeit those funds. You may utilize the specific award you will be receiving for the eligible costs outlined within the grant agreement package and Emergency Management Division Information Letter Volume 03-18 (see attachments). All eligible costs should be accounted for and reported to this division by the deadlines of each quarter. THE QUARTERS ARE AS FOLLOWS: 1st Quarter: January 1,2004 to March 31, 2004 2nd Quarter: April 1, 2004 to June 30, 2004 3Td Quarter: July 1, 2004 to September 30, 2004 4th Quarter: October 1, 2004 to December 31, 2004 Final Billing: January 1, 2005 to April 30, 2005 DEADLINES TO SUBMIT QUARTERLY REQUESTS FOR REIMBURSEMENT ARE AS FOLLOWS: i st Quarter: April 30, 2004 2nd Quarter; July 31, 2004 3rd Quarter: October 31, 2004 4th Quarter: January 31, 2005 Final Billing: May 30, 2005 If in doubt as to specific allowable SAP costs not addressed in the above communications or if you have questions concerning the SAP position, please contact Mr. Mark Wesley of the Emergency Management Division at (517) 333-5023. As a recipient of funding from DHS, you are responsible for the management and fiscal control of all funds. These responsibilities include accounting for receipts and expenditures, maintaining adequate financial records, and refunding expenditures disallowed by federal or state audit In accordance with federal requirements, you must retain all financial records, supporting documents, statistical records, and all other records pertinent to the ODP SAP Grant Program for at least three years after your final grant report, for purposes of federal examination and audit. You must also comply with the Single Audit Act of 1984, as amended, and Office of Management and Budget Circular A-133, as revised. If you have questions about your grant agreement or payments, please contact Mr. David Lundquist at (517) 324-2386. You may also contact Mr. Lundquist through his State of Michigan email addresses at lundouidemichigan.ceav or at the mailing address listed on the letterhead. Sincere JOHN ORT, CAPTAIN Deputy State Director of Emergency Management JO:SLG Attachments cc: Chief Elected Officials (247) State of Michigan 2003 State Homeland Security Grant Program Part II Solution Area Planner (SAP) Grant Agreement January 1, 2004 to April 30, 2006 ICFDA Number - 16.0071 This State Homeland Security Grant Program (SHSGP) Grant Agreement is hereby entered into between the Michigan Department of State Police, Emergency Management Division (hereinafter called the Sub-grantor), and Oakland County (hereinafter called the Sub-grantee) I. Purpose The purpose of this Grant Agreement is to provide federal pass-through funds to the Sub-grantee for hiring a Solution Area Planner (SAP), who will perform research and provide data to support the jurisdiction's Homeland Security efforts through the systematic planning, evaluation, and analysis of program elements in the solution areas of equipment acquisition, training, exercising, and planning as identified in the jurisdiction's Homeland Security Assessment and Strategy. The SAPs will also research and provide data through the systematic planning, evaluation, and analysis of projects in bio-terrorism, weapons of mass destruction and CBRNE elements. II. Objectives The principal objective of this Grant Agreement is to provide financial assistance for allowable' costs associated with the Solution Area Planners, including: • Salaries and ordinary fringe benefits of each Solution Area Planner only from January 1, 2004 until April 30, 2005. • Fringe benefits include: • health, dental, vision, & life insurance • workers compensation • retirement • social security Ill. Statutory Authority Funding for the 2003 SHSGP is authorized by 1) Public Law 108-11, the Wartime Supplemental Appropriations Act of 2003; 2) Public Law 107-56, the USA Patriot Act of 2001; and 3) Public Law 107-296, the Homeland Security Act of 2002. The Sub- grantee agrees to comply with all program requirements in accordance with the SHSGP, Office of Management and Budget Circulars A-87, A-102, and A-133 as 2003 SHSGP Solution Area Planner Grant Agreement Oakland County Page 2 of 7 revised, the Michigan State Administrative Plan, and applicable federal and state laws and regulations. IV. State Homeland Security Grant Program Award Amount and Restrictions The SHSGP award for Oakland County is $43,000.00, based on completion of required elements. This Grant Agreement designates SHSGP funds for reimbursement of authorized personnel costs. Grant Agreement funds shall not be used for other purposes. The funds awarded in the Grant Agreement shall only be used to cover allowable costs that are incurred during the Grant Agreement period. The funds must supplement, not supplant, state or local funds. 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 carefully reviewed in the application review, in subsequent monitoring, and in the audit. Sub-grantee may be required to supply documentation certifying that they did not reduce non-federal funds because of receiving federal funds. Federal funds cannot be used to replace a reduction in non- federal funds. V. Responsibilities of the Sub-grantee The Sub-grantee agrees to comply with all applicable federal and state regulations, including the following: A. In addition to this SHSGP SAP Grant Agreement, Sub-grantees shall complete, sign, and submit to Sub-grantor the following documents, which are incorporated by reference into this Grant Agreement: i. Assurances (OJP Form 4000/3) ii. Certifications Regarding Lobbying; Disclosure of Lobbying Activities; Debarment, Suspension and Other Responsibility Matters; and Drug- Free Workplace Requirement (OJP Form 4061/6) iii. Audit Certification Form iv. Equal Employment Opportunity Plan Certification (in relation to B. below) v. Other documents that may be required by federal or state officials B. Comply with requirementsto submit an Equal Employment Opportunity (EEOP) if a-pplicable, to the U.S. Department of Justice, Office of Justice Programs, Office for Civil Rights, 810 Seventh Street N.W., Room 5107, Washington, DC 20531, within 60 days of the date of this award. Failure to submit an acceptable EEOP (if Sub-grantee is required to submit one pursuant to 28 CFR Section 42.302) that is approved by the Office of Civil Rights is a violation of the Sub-grantee's Certified Assurances and may result in funds from the award being frozen, until such time as the Sub-grantee is in compliance. Page 2 of 7 2063 SHS6P Solution Area Planner Grant Agreement Oakland County Page 3 of 7 C. The SHSGP SAP Grant covers SAP salary and fringe benefits from January 1, 2004 until April 30, 2005. Fringe benefits include health, dental, vision, and life insurance, workers compensation, retirement, and social security. D. Submit the Request for Reimbursement forms and all required documentation to the Sub-grantor for reimbursement of eligible expenses. Comply with applicable financial and administrative requirements set forth in the current edition of "U. S. Department of Justice Financial Guide," including the following provisions: I. Account for receipts and expenditures, maintain adequate financial records, and refund expenditures disallowed by federal or state audit ii. Retain all financial records, supporting documents, statistical records, and all other records pertinent to the SHSGP for at least three years after the final grant report, for purposes of federal and/or state examination and audit. iii. Perform the required financial and compliance audits in accordance with the Single Audit Act of 1984, as amended, and OMB Circular, A- 133, "Audits of States, Local Governments, and Non-Profit Organizations,' as further described in OJP's "Financial Guide,' Chapter 19. Random audits shall be performed to ensure compliance with applicable provisions. iv. Sub-grantor and Sub-grantee FY03 SHSGP information is subject to requests made pursuant to the federal and state Freedom of Information Act (FOIA), §5. USC 552 & MCLA 15.243, Section 13(1)(u)&(y). It is recognized that much of the information submitted in the course of applying for funding under this program, or provided in the course of its grant management activities, may be considered law enforcement sensitive or otherwise important to national security interests. This may include threat, risk, and needs assessment information; and discussions of demographics, transportation, public works, and industrial and public health infrastructures. Therefore, the Department of State Police, Freedom of Information Officer, will determine which information is to be released on a case by case basis. All applicants should be aware that any information created exclusively for the purposeof applying-for and monitoring grants hereunder is .th-e property of the U.S. Government, and shall not otherwise be disclosed' or released pursuant to state or local law or regulation. VI. Responsibilities of Sub-grantor The Sub-grantor, in accordance with the general purposes and objectives of this Grant Agreement, will: Page 3 of 7 2003 'SH§GP Solution Area Planner Grant Agreement Oakland County Page 4 of 7 A. Administer the SHSGP in accordance with all applicable federal and state regulations and guidelines. B. Provide direction and technical assistance to the Sub-grantee. C. Provide any special report forms and reporting formats (templates) required by the Sub-grantor for operation of the program, D. Reimburse the Sub-grantee in accordance with this Grant Agreement based on appropriate documentation submitted by the Sub-grantee. E. Independently or in conjunction with the Office of Domestic Preparedness (ODP), conduct random on-site reviews with Sub-grantee(s). Sub-grantor and Sub-grantee FY03 SHSGP information is subject to requests made pursuant to the federal and state Freedom of Information Act (FOIA), §5. USC 552 & MCLA 15.243, Section 13(1)(u)&(y). It is • recognized that much of the information submitted in the course of applying for funding under this program, or provided in the course of its grant management activities, may be considered law enforcement • sensitive or otherwise important to national security interests. This may • include threat, risk, and needs assessment information; and discussions of demographics, transportation, public works, and industrial and public health infrastructures. Therefore, the Department of State Police, Freedom of Information Officer, will determine which information is to be released on a case by case basis An applicants should be aware that any information created exclusively for the purpose of applying for and monitoring grants hereunder is the property of the U.S. Government, and shall not otherwise be disclosed or released pursuant to state or local law or regulation. VII. Payment and Reporting Procedures The Sub-grantee agrees to prepare the Request for Reimbursement Forms and submit them quarterly to the Sub-grantor with supporting documentation, including all required authorized signatures and a narrative of activities accomplished by the Solution Area Planner during the respective quarter. Page 4 of 7 2063 SHSGP Solution Area Planner Grant Agreement Oakland County Page 5 of 7 THE QUARTERS ARE AS FOLLOWS: 1 st Quarter: January 1, 2004 to March 31, 2004 2nd Quarter: April 1, 2004 to June 30, 2004 31'd Quarter: July 1, 2004 to September 30, 2004 4th Quarter: October 1, 2004 to December 31, 2004 5th Quarter: January 1, 2005 to April 30, 2005 DEADUNES TO SUBMIT QUARTERLY REQUESTS FOR REIMBURSEMENT ARE AS FOLLOWS: 151 Quarter: April 30, 2004 2hd Quarter: July 31, 2004 31d Quarter: October 31, 2004 4th Quarter; January 31, 2005 5th Quarter: May 30, 2005 The documentation requirements can be met by submitting the following: approved schedules, duty rosters, pay rate, timesheets, and payroll registers of employees. SUB-GRANTEE WILL NOT BE REIMBURSED FOR FUNDS UNTIL ALL REQUIRED SIGNED DOCUMENTS ARE RECEIVED BY EMD. VIII. Employment Matters Sub-grantee shall comply with the Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended, MCL 37.2101 et seq., the Persons with Disabilities Civil Rights Act, 1976 PA 200, as amended, MCI 37.1101 et seq., and all other federal, state and local fair employment practices and-equal opportunity lawsandcovharitsthät1tthâlIhót discriminate against any employee or applicant for employment, to be employed in the performance of this Grant Agreement, with respect to his or her hire, tenure, terms, conditions, or privileges of employment; or any matter directly or indirectly related to employment because of his or her race, religion, color, national origin, age, sex, height, weight, marital status, or handicap that is unrelated to the individual's ability to perform the duties of a particular job or position. Sub-grantee agrees to include in every subcontract entered into for the performance of this Grant Agreement this covenant not Page 5 of 7 2003 §HSGP' Solution Area Planner Grant Agreement Oakland County Page 6 of 7 to discriminate in employment. A breach of this covenant is a material breach of the Grant Agreement. Sub-grantee shali ensure that no subcontractor, manufacturer, or supplier of Sub grantee on this Project appears in the register compiled by the Michigan Department of Consumer and Industry Services, Commercial Enforcement Unit, pursuant to 1980 PA 278, as amended, MCL 423.321 et seq. (State Contractors with Certain Employers Prohibited Act). IX. Limitation of Liability Sub-grantor and Sub-grantee to this Grant Agreement agree that each must seek its own legal representative and bear its own costs, including judgments, in any litigation that may arise from performance of this contract. It is specifically understood and agreed that neither party will indemnify the other party in such litigation. This is not to be construed as a waiver of governmental immunity. X. Third Parties This Grant Agreement is not intended to make any person or entity, not a party to this • Grant Agreement, a third party beneficiary hereof or to confer on a third party any rights or obligations enforceable in their favor. Xi. Grant Agreement Period This Grant Agreement is in full force and effect from January 1, 2004 through April 30, 2005. No costs eligible under this Grant Agreement shaft be incurred before the starting date of this Grant Agreement except with prior written approval. This Grant Agreement consists of two identical sets simultaneously executed, each is considered an original having identical legal effect. This Grant Agreement may be terminated by either party by giving thirty (30) days written notice to the other party stating• reasons for termination and the effective date, or upon the failure of either party to carry out the terms of the Grant Agreement. Upon any such termination, the Sub-grantee agrees to return to the Sub-grantor any funds not authorized for use, and Sub-grantee shall have no further obligation to make payments. XII. Entire Grant Agreement This Grant Agreement is governed by the laws of the State of Michigan and supersedes all prior agreements, documents, and representations between Sub-grantor and Sub- grantee, whether expressed, implied, or oral. This Grant Agreement constitutes the entire agreement between the parties and may not be amended except by written instrument executed by both parties prior to the termination date set forth in Paragraph XI above. No party to this Grant Agreement may assign this Grant Agreement or any of his/her/its rights, interest, or obligations hereunder without the prior consent of the other party. Sub-grantee agrees to inform Sub-grantor in writing immediately of any proposed Page 6 at 7 Deputy State Director of Emergencv Management Title Capt. John Ort Printed Name December 5. 2003 2043 SHSOP Solution Area Planner Grant Agreement Oakland County Page 7 of 7 changes of dates, budget, or services indicated in this Grant Agreement, as well of changes of address or personnel affecting this Grant Agreement. Changes in dates, budget, pr services are subject to prior written _approval of Sub,grantor. If any provision of this Grant Agreement shall be deemed void or unenforceable, the remainder of the Grant Agreement shall remain valid. XIII. Business Integrity Clause The Sub-grantor may immediately cancel the grant without further liability to the Sub- grantor or its employees if the sub-grantee, an officer of the sub-grantee, or an owner of a 25% or greater share of the Sub-grantee is convicted of a criminal offense incident to the application for or performance of a State, public, or private grant or subcontract; or convicted of a criminal offense including but not limited to any of the following: embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, attempting to influence a public employee to breach the ethical conduct standards for State of Michigan employees; convicted under State or Federal antitrust statutes; or convicted of any other criminal offense which, in the sole discretion of the Sub-grantor, reflects on the Sub-grantee's business integrity. XIV. Official Certification The individual or officer signing this Grant Agreement certifies by his or her signature that he or she is authorized to sign this Grant Agreement on behalf of the jurisdiction he or she represents. Printed Name Title Name of Jurisdiction Signature Date For the Sub-grantor (Michigan State Police — Emergency Management Division) Sfgrfature Date (245) Page 7 of 7 FISCAL NOTE 04ISC,#04(1.0.9) January 22, 2004 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - DEPARTMENT OF HOMELAND SECURITY, OFFICE FOR DOMESTIC PREPAREDNESS - SOLUTION AREA PLANNER (SAP) GRANT APPLICATION/ACCEPTANCE TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee, has reviewed the above referenced resolution and finds: 1. The US Department of Homeland Security, Office for DoMestie Preparedness, FY2002/2003 Supplemental Appropriations Act For Further Recovery From and Response to Terrorist Attacks on the United States was passed by the Congress and signed by the President which authorizes federal fundIng for a Solution Area Planner for local jurisdictions that participated in the State Homeland Security Assessment and Strategy (SHSAS). 2. ERP is requesting one (1) Special Revenue Technical Assistant position to be funded full-time non-eligible for the period of January 1, 2004 through December 31, 2004 ; and part-time non- eligible for 316 hours from January 1, 2005 through April 30, 2005. 3. The Technical Assistant is 100% grant funded and would assist with activities related to equipment acquisition, training, planning, and organization for Oakland County Homeland Security Strategy. 4. Since this grant is not expected to continue, there are no ongoing administrative costs associated with the acceptance of this grant. 5. A budget amendment is recommended to the FY 2004 and FY 2005 Budget to recognize the revenues and expenses for the FY 2003 State Homeland Security Assessment and Strategy, Solution Area Planner (SAP) Contract. FY2004 FY2005 Other Funds Fund 276 Revenue 1-11-276-100604-70001-0113 Federal Grant Revenue $ 37,331 Expense 2-11-276-200604-70001-2001 Salaries 2-11-276-200604-70001-2074 Fringe Benefits $ 34,249 3,082 $ 37,331 $ 5,669 $ 5,201 468 $ 5,669 -0- FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote. G. William Caddell, County Clerk Resolution #04009 January 22, 2004 Moved by Knollenoerg supported by Douglas the resolutions an the Consent Agenda be adopted (with accompanying reports being accepted) AYES: Coleman, Coulter, Crawford, Douglas. Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long, McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster, Wilson, Zack, Bullard. (25) NAYS: None. (01 A sufficient majority having voted therefore, the resolutions on tie Consent Agenda were acopted (with accompanying reports being accepted) STATE OF MICHIGAN) COUNTY OF OAKLAAD) I, G. William Caddell, Clerk of the County of Oakland, Co hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oaklana County Board of Commissioners on January 22, 2004 with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the ,seal of tlJe County of Oakland at Pontiac, Michigan this 22nd day of January, 2004.