HomeMy WebLinkAboutResolutions - 2022.08.04 - 37506——-@
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COUNTYMICHIGANMICHIGAN
BOARD OF COMMISSIONERS
August 4,2022
MISCELLANEOUS RESOLUTION #22-272 |
Sponsored By:Kristen Nelson -
Clerk/Register of Deeds -Grant Application with the Michigan Department of State,Bureau of Elections
for the 2022 Election Security Grant
Chairperson and Members of the Board:
WHEREAS the Michigan Secretary of State,Bureau of Elections,created the 2022 Election Security Grant
program;and
WHEREASfederal Help America Vote Act (HAVA)moneyis available on a rermbursementbasis to counties
and local governments;and :
WHEREAS based on the grant formula,the County Elections Division is eligible for $76,650 in grant funding:
and
WHEREASthe grantwill assist the county in securing and upgrading equipment and technology;and
WHEREASno county match or positions are associated with this grant application.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby approves
the grant application with the Michigan Departmentof State,Bureau of Elections in the amount of $76,650.
BE IT FURTHER RESOLVED that application and future acceptances of this grant does notobligate the
county to any future commitmentand continuation of tins program is contingent upon continued future levels of
grant funding.
BE IT FURTHER RESOLVED that no budget amendmentis required at this time.
Chairperson,the following Commissioners are sponsoring the foregoing Resolution:Kristen Nelson.
Date:August 04,2022
David Woodward,CommissionerAtaChaban
Hilarie Chambers,Deputy County Executive II
Date:August 10,2022
/3 Date:August 10,2022
Lisa Brown,County Clerk /Register of Deeds
COMMITTEE TRACKING
2022-07-26 Legislative Affairs &Government Operations -recommend and forward to Finance
2022-07-27 Finance -recommend to Board
2022-08-04 Full Board
VOTE TRACKING
Motioned by Commissioner Michael Gingell seconded by Commissioner Angela Powell to aye the attached
Grant Application:with the Michigan Department of State,Bureau of Elections for the 2022 Election Security
Grant.
Yes:David Woodward,Michael Gingell,Michael Spisz,Karen Joliat,Eileen Kowall,Christine Long,Philip
Weipert,Angela Powell,Chuck Moss,Marcia Gershenson,William Miller III,Yolanda Smith Charles,
Charles Cavell,Penny Luebs,Janet Jackson,Gary!eeeieey,Robert Hoffman,Adam Kochenderfer (18)
No:Kristen Nelson (1)
Abstain:None (0)
Absent:(0)
Passed
ATTACHMENTS
2022 Election Security Grant
Election Security Reimbursement Claim Form
Email
View My Cases -WorkdayBw
STATE OF MICHIGAN)
COUNTYOF OAKLAND)
I,Lisa Brown,Clerk of the County of Oakland,do hereby certify that the foregoing resolutionis a true andaccuratecopyofaresolutionadoptedbytheOaklandCountyBoardofCommissionersonAugust4,2022,withtheoriginalrecordthereofnowremaininginmyoffice.’:
In Testimony Whereof,I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan on Thursday,August4,2022.
Prats by
Lisa Brown,Oakland County Clerk /Register ofDeeds
2022 Election Security Grant
Reimbursement for Election Security Purchases and Costs
Reimbursement Amounts
e Municipalities eligible for reimbursement of purchase up to $1,500 per 2022 precinct
¢Counties:eligible for reimbursement up to $150 per 2022 municipal precinct in county
e AV counting boards not considered additional precincts for purposes of reimbursement
Reimbursement Requirements
e Costs reimbursable if incurred after October 1,2021.HAVAelection security funds have
been set aside to ensure funding if all jurisdictions seek maximum reimbursement
e Jurisdictions comply with state contract with federal terms &conditions
a.Informal competitive quotes required for single item purchased within 12-month
period,or total purchases from single vendor,totals between $5,000 and $50,000
i.Purchasing professional must make reasonable effort to contactall viable
vendors (minimum three viable vendors)that provide the good or service
and obtain viable written quotes and justify why the vendors were selected
ii.If there are not at least three viable vendors,the Purchasing Professional
must document and explain.Additionally,the decision of award must be
documented.Informal competitive quotes needed for:
b.Formal Competitive Quote required if the purchase for single item purchased within
12-monthperiod,or total purchases from a single vendor,that total between $5,000
and $50,000 within in a 12-month period
e Reimbursement requests require recelpts and maybe sent to MDOS-
BOEreimbursement@michigan.gov.
a.For costs incurred through September 30,2022,reimbursement requests due
October 31,2022
b.For costs incurred on October 1,2022 or later,reimbursements request due
December 31,2022
e Only election--security related costs are reimbursable.A list of eligible expenses is includedinthisdocument,Ifyou are uncertain whether a purchase qualifies within one of theseexpensecategories,contact Ashiya Brown at BrownA30@michigan.gov
ExpensesEligible for Reimbursement
Physical Security
A.Storage
1.Ballot containers,test ballot bags and memory pack bags
2.Temperate storage
3.Safes,lockboxes,secure shelving/filing cabinets
4,Small construction projects (e.g.storage dloset,doors)
5.Archival items (e.g.boxes,bags)
B.Location
1.Physical security assessment geemeyor outside firm
2.Security cameras
3.Access controls (e.g.locks,keycards)
4.Crash resistant entry pillars
5.Security lighting and light poles
6.Alarm system
7.External layout improvements(e.g.parking lot striping,accessibility)
8.AV drop box security .
a.Physical security and surveillance enhancements
b.Solid canopy protection
9.Crowd flow/direction
a.Signage/display cases for signage
b.Pylons
c.External &internal disability accessibility/security improvements
C.Equipment
1.
2.
Physical security reviews/inspections by qualified &authorized personnel
Testing/system review by VSTL or other qualified &authorized entity
2022 Election Security Grant 8 Page 2 of 4
3.Pelican/protective cases for equipment
4.USB/networklocks and seals
5.EPB laptop replacement/upgrade
\6.USB drives :
7.Multi-factor authentication tokens .
8.RFID/GPS security tags for asset management
9.Hash validation costs (tokens,etc.)
10.Additional equipment purchases
a.
\b.
Tabulators
High speed scanners
Voter assist terminals &support
AV ballot security/tracking enhancements
Peripherals
a.UPS backup power supply
b.Handheld scanners
f.
Be
Label makers
Postage machiries
Envelope openers/shakers
Organization:mail bins/sleeves/shelving
Routers,networkswitches
11.Election night reporting security upgrades
a,
b.
Regional reporting software
Backup drives
Additional staff/security for ENR delivery &chain of custody
Election night reporting website upgrades
2022 Election Security Grant Page 3 of 4
Physical Security Personnel/Communication :
A.Election official/inspector support
1.2-wayor ESCS radios
2.Pre-paid cellphone for precincts
3.Protective equipment
4.Air horn or loudspeaker/megaphone
5.Safety plan testing ,
6.Fire extinguisher
B.Additional personnel
1.Law enforcement personnel coverage’
2.Additional staffing for security/monitoring
Network/Website Security
1.Endpoint/networksecurity (e.g.albert sensor,FireEye)
2.Security assessmenta/penervatin testing
3.IT provider costs for upgrades,oo capacity,(e.g.IT Right)
4.Staffing/consulting for moving to dot gov &additional expenses (e.g.web hosting)
Security Training/Exercise/Planning
A.MAMC academy/MML/MTA/MAC/MACC training (if security related)
B.AMA/Election Center training (if security related)
C.DHS active shooter/emergency response training
D.In-person tabletop exercises/escape room /election lab participation costs
E.Phishing exercises
F.Election Lab -supplemental funding for local additions
a.Kits,posters
b.Voter confidence/info campaigns (e.g.publishing costs)
G.Development/consulting for local emergency response plan &emergency operations center
2022 Election Security Grant Page 4 of 4
REIMBURSEMENT CLAIM FORM
Michigan Department of State
2022 Election Security Grant
Reimbursement Request
Municipalities will be reimbursed up to $1,500 per precinct and Counties will be reimbursed up
to $150 per municipal precinctin the county for specified expenses to improve physical security
of election locations,purchase and upgrade technology and networks used to support election
administration and procureservices to help secure elections.AV counting boards do not countas
additional precincts for purposes of this grant.Costs must have been incurred after October1,
2021,to be eligible for reimbursement.
The federal reimbursementfunds for each local jurisdiction will be “passed through”the Michigan
Department of State.The funding source for this grant is the Help America Vote Act (HAVA)
Election Security Grant,CFDA 90.404.Award recipients and sub-recipients must adhere toall
applicable federal requirements including Office of Management and Budget (OMB)guidance:
Title 2 C.F.R.Subtitle A,Chapter II,Part 200-Uniform Administrative Requirements,Cost
Principles,and Audit Requirements for Federal Awards (2 C.F.R.§200).More information
regarding these requirements can be obtained from the United States Office of Management and
Budget’s website at:https://www.whitehouse.gov/omb/information-for-agencies/circulars
The signature on this reimbursement claim form by an authorized official attest to the intent of
the recipient or sub-recipient to comply with all applicable federal requirements in addition to the
standard certifications contained in Attachment A.
Jurisdictions must comply with the following state procurementrules if they do not use an
existing competitively bid contract with federal terms and conditions and be able to provide
documented proof when submitting the reimbursement request:
e Informal competitive quotes are required for any items that adds up to be between
$5,000-$50,000 in a 12-month period OR total purchases from a single vendor between
$5,000-$50,000 in a 12-month period.
e Thepurchaser must make reasonable effort to contact all viable vendors (a minimum of
three viable vendors)that provide the good or service and obtain viable written quotes
and justify why the vendors were selected.
e If there are not at least three viable vendors,the purchaser must document and explain.
Additionally,the decision of award must be documented.
e A formal documented competitive bid process is required if the purchase is over $50,000.
Award recipients must implement or have implemented the Drug-Free Workplace Requirements
of2 C.F.R.§182.200 and comply with subpart C of 2.C.F.R.Part 180-Debarment &Suspension
and include in lower-tier covered transactions.
To comply with sub-award federal reporting requirements,a Unique Entity ID will be required
for all reimbursement requests of $30,000 or more.For more information about howto get a
Unique Entity ID at SAM.gov,there is help available through this video and these instructions.
This federally funded program is also subject to the Single Audit Act of 1984,which requires
entities that receive $750,000 or morein federal financial assistance in a single year comply with
the audit requirements of OMB Circular A-133.This will require a Single Audit and/or a
certification of a Single Audit to be completed by the local jurisdiction.Please indicate if your
jurisdiction will receive $750,000 or more in federal financial assistance during the current fiscal
year by stating yes or no to the Single Audit question below.
Is Single Audit Compliance Required for Jurisdiction:Yes
Name of Jurisdiction:_Oakland County
Name of Clerk:Lisa Brown
Enter the requested information below:
I.Number of 2022 Precincts 511 N ot including AV Counting Boards)
IL.Amount per Precinct $150 ($1,500 for Municipalities and $150 for Counties)
Il. Total amount of reimbursementeligible:_.$76,650
(#precincts x amountperprecinct)
IV.Total cost of reimbursement request:_$76,650
(provide copies of invoice and proof of payment(i.e.,copy of cancelled check)for each
item requested along with procurement documentation,if applicable)
V.Enter address where you wish to receive reimbursementcheck.Units of government
must be registered as a “vendor”with the Department of Technology,Management and
Budget (DTMB)in order to receive paymentfrom the State.The address provided below
must correspondto the mailing address in your DTMB vendor registration file which can
be accessed via https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService
Oakland County Treasurer’s Office,1200 N.Telegraph Rd,Pontiac,MI 48341
VI.Sign and date certification:I hereby certify that the costs listed in this claim meet
the requirements for this federal grant reimbursement program and are not costs
paid by the local jurisdiction in the past.I further certify that documents which
support the claimed expenditures are available in my office and will be retained
until September 30,2030,for inspection and audit when required by the Michigan
Department of State.
Signature:os Date:
Title:;Email address:
Please Submit:
1)This claim form
2)Itemized list of items purchased
3)Copy Copiesof all invoices for items claimed
4)Proof of payment in the form of cancelled checks or receipts from vendors
5)Competitive quotes and documented award decision,if applicable
Submit claim form no later than October 31,2022,for items received through September
30,2022;and December 31,2022,for items received on October 1,2022,or later to the
Michigan Department of State’s Bureau of Elections:
Michigan Departmentof State
Bureau of Elections
P.O.Box 20126
Lansing,Michigan 48901-0726
MDOS-BOEreimbursement@michigan.gov
Attachment A
Standard Certifications
Certification Regarding Lobbying for Contracts,Grants,Loans and Cooperative
Agreements
The authorized official certifies,to the best of his or her knowledgeand belief,that:
(1)No Federal appropriated funds have been paid or will be paid,by or on behalf of
the undersigned,to any person for influencing or attempting to influence an
officer or employee ofan agency,a Member of Congress,an officer or employee
of Congress,or an employee of a Member of Congress in connection with the
awarding of any Federal contract,the making of any Federal grant,the making
of any Federal loan,the entering into of any cooperative agreement,and the
extension,continuation,renewal,amendment,or modification of any Federal
contract,grant,loan,or cooperative agreement.
(2)If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or
employee of any agency,a Member of Congress,an officer or employee of
Congress,or an employee of a‘’Member.of Congress in connection with this
Federal contract,grant,loan,or cooperative agreement,the undersigned shall
complete and submit Standard Form-LLL,“Disclosure of Lobbying Activities,”
in accordance withits instructions.
(3)The undersigned shall require that the language of this certification be included
in the award documents for all subawardsatall tiers (including subcontracts,
subgrants,and contracts under grants,loans,and cooperative agreements)and
that all subrécipients shall certify and:disclose accordingly.This certification is
a material representation of fact upon which reliance was placed when this
transaction was made or entered into.Submission of this certification is a
prerequisite for making or entering into this transaction imposed by Section
1352,Title 31,U.S.Code.Any person whofails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not
more than $100,000 for each such failure.
Certification Regarding Trafficking in Persons
The undersigned certifies to his or her understanding thatthis grant is subject to the
requirements of Section 106(g)of the Trafficking Victims Protection Act of 2000,as amended
(22
U.S.C.§7104)as follows:
I.Provisionsapplicable to a recipientthat is a private entity.
A.Youas the recipient,your employees,subrecipients under this award,
and subrecipients'employees may not:.
1.Engage in severe forms of trafficking'in persons during the period of time
that the award is in effect.
2.Procure a commercial sex act during the period of time that the award is in
effect;or
3.Use forced labor in the performance of the award or subawards under the
award.
B.Weasthe federal awarding agency may unilaterally terminate this award,
without.penalty,if you or a subrecipientthatis a private entity
1.Violates a prohibition in paragraph A of this award term;or
2.Has an employee who violates a prohibition in paragraph A of this
award term through conductthatis either:
a.Associated with performance under this award;or
b.Imputed to you or the subrecipient using the standards and due
process for imputing the conduct of an individual to an organization
that are provided in 2 CFR Part 180,“OMBguidelines to Agencies
on Government-wide Debarment and Suspension
(Nonprocurement)”.,
Il.Provisions applicable to a recipient other than a private entity.We as the
Federal awarding agency may unilaterally terminate this award,without
penalty,if a subrecipientthat is not a Bavaly entity—
A.Is determined to have violated an applicable prohibition of paragraph I.A
of this award term;or
B.Has an employee who is determined by the agency official authorized to
terminate the award to have violated an applicable prohibition in
paragraph I.A of this award term through conductthat is —
1.Associated with performance under this award;or
2.Imputed to you usingthe standards.and dueprocess for imputing conduct
of an individual to an organization that are provided in 2 CFR Part 180,
“OMB 12 Guidelines to Agencies‘on Government-wide Debarment and
Suspension (Nonprocurement),”as implemented by our agency at 2 CFRPart2200.
Il.Provisionsapplicable to any recipient.
A.You must inform us immediately of any information you receive from
any source alleging a violation ofa prohibition jin paragraph I A of this
awardterm.
B.Ourright to terminate unilaterally hatiis described in paragraph (1)and (2)of
this section:
1.Implements section 106(g)of the Trafficking Victims Protection Act
of 2000 (TVPA),as amended (22 U.S.C.7104(g)),and
2.Is in addition to all other remedies for noncompliancethat are
available to us under this award.
C.You must include the requirements of paragraph I A of this award term in
any subaward you make to a private entity.
IV.Definitions.For purposes of this award term:
A.“Employee”meanseither:
1.An individual employed by you or a subrecipient who is engaged in
the performance of the project or program underthis award;or
2.Another person engaged in the performance of the project or
program under this award and not compensated by you including,
but not limited to,a volunteer or individual whose service are
contributed by a third party as an in-kind contribution toward cost
sharing or matching requirements.
B.“Forced labor”means labor obtained by anyof the following methods:
the recruitment,harboring,transportation,provision,or obtaining of a
person for labor or services,through the use of force,fraud,or coercion
for the purpose of subjection toi ieeveluntary servitude,peonage,debt
bondage,or slavery.
C.“Private entity”:
1.Means any entity other than a State,local government,Indian tribe,
or foreign public entity,as those terms are defined in 2 CFR§175.25.
2.Includes:
a.A nonprofit organization,including any non-profit institution of
higher education,hospital,or tribal organization other than one
included in the definition of Indian tribe at 2 CFR §175.25(b).
b.A for-profit organization.d.“Severe forms of trafficking in
persons,”“commercial sex act,”and “coercion”have the
meanings given at section 103 of the TVPA,as amended (22
U.S.C.§7102)
Rozell,Joseph
From:Keyes-Bowie,Tifanny B
Sent:Thursday,July 7,2022 9:53 AM ,
To:Rozell,Joseph
Subject:RE:Grant Approval
You are correct,there is no one setup in your department as an Award Contract Specialist.You will need to create
an help ticket in Work Day to get added.4
Please let me know if you need further assistance.
“Tif
From:Rozell,Joseph <rozellj@oakgov.com>
Sent:Thursday,July 7,2022 9:41 AM
To:Keyes-Bowie,Tifanny B <keyesbowiet@oakgov.com>
Subject:Re:Grant Approval
Thanks.Do |need to be an "Award Contract Specialist"to do this?Step.1 isn't working and |don't believe I'm
setup as an "Award Contract Specialist".hy
Joseph Rozell,CERA
Director of Elections
County of Oakland
248-858-0564 office
248-858-1533 fax
From:Keyes-Bowie,Tifanny B <keyesbowiet@oakgov.com>
Sent:Thursday,July 7,2022 8:51 AM
To:Rozell,Joseph <rozelli@oakgov.com>'7
Subject:RE:Grant Approval
Good Morning Joe,
I’ve attached the Job Aide but |would also recommend going into Workday and go to the Learning worklet to view video
on grant award proposals and other components to grants management in workday.
Make sure your attached documentsinclude the actual application and all documents that you will be submitting as
backup.If the grant application amount is greater than $50,000,be sure to include a Misc.Resolution as well
Let me know if you need anything else @
~Tif
From:Rozell,Joseph <rozellij@oakgov.com>
Sent:Wednesday,July 6,2022 3:08 PM
To:Keyes-Bowie,Tifanny B <keyesbowiet@oakgov.com>~
Subject:Grant Approval
Hello,
Barbara Winter from the BOC suggested |reach out on the process for a grant application approval.She mentioned this
might be done in workday but |couldn’t find it.I’ve attached the Grant Application if needed.
Thanks,
Joseph Rozell,CERA
Director of Elections
County of Oakland
248-858-0564 office
248-858-1533 fax
7/13/22,12:57 PM
TOacand=Q Search
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1 item
Case Detailed Message
CASE01011:Award Contract I need to be setup as an “Award
Specialist Contract Specialist"so that |
can enter an Award Proposal.
https:/wd5.myworkday.com/oakgov/d/task/2998$39898 .htmld
View My Cases -Workday
Turn off the new tables viewavac8_)
Case Creation Case
Case Type .Date Assigned To Status
Award Proposal &Award 07/07/2022 New
Acceptance 10:01:02 AM
4/1