HomeMy WebLinkAboutResolutions - 2008.11.06 - 9583November 6, 2008
MISCELLANEOUS RESOLUTON #08239
By: Public Services Committee, Jeff Potter. Chairperson
IN RE: COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - ACCEPTANCE FOR 2007
FEMA STATE HOMELAND SECURITY GRANT PROGRAM-OAKLAND COUNTY
TO: OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS funding was released under the U. S. Department of Homeland Security, through the Federal
Emergency Management Agency (FEMA), for the State Homeland Security Grant Program; and
WHEREAS the State of Michigan has awarded Oakland County reimbursement for qualified expenses up
to, but not exceeding $643,486.07 for the State Homeland Security Program; $523,180.93 for the Law
Enforcement Terrorism Prevention Program; and 81,145,037.91 for the Urban Area Security Initiative for a total of
$2,311,704.61 during the period of July 1,2007 through March 31, 2010; and
WHEREAS this funding will be leveraged to support the four mission areas of homeland security (prevent,
protect, respond, and recover) and address the 8 national Priorities and 37 target capabilities as they relate to
terrorism. In addition, the grant will support implementation of the National Preparedness Goal, the National
Incident Management iSystem (NIMS), and the National Response Framework (NRF); and .
WHEREAS the Oakland County Grant Allocation Committee will determine projects in the solution areas
of Planning, Training, Equipment and Exercise to undertake with this funding that will improve Oakland County's
overall ability to prevent, respond to, and recover from a chemical, biological, radiological, nuclear, explosive
weapons of mass destruction (CBRNE)WMD) terrorism incident; and
WHEREAS Oakland County Emergency Response and Preparedness is requesting to continue two (2)
Special Revenue full-time eligible ERP-Regional SAP; and
WHEREAS due to the late receipt of the agreement from the State and need to immediately begin
incurring expenses, the Agreement has been sent to the Board of Commissioners Chair for signature prior to
completion of review by the County Executive's Contract Review Process and the Board of Commissioners' Grant
Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the
grant funding from the State of Michigan in an amount up to.$2.311.704.61 with no county match or in-kind match
required.
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners authorizes its
Chairperson or his designee to execute and enter into this agreement on behalf of the County of Oakland,
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners continues to fund two (2)
special revenue full-time eligible ERP-Regional SAP, positions #10296 and 10520 through the performance
period of the grant.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant agreement and to approve any rant extensions or changes, within fifteen percent (15%) of the
original 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.
Chairperson, on behalf of the Public Services Committee, I move the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
4
Public Services Committee Vote:
Motion carried unanimously on a roll calf vote with Potter, Gingen, Potts and Gregory absent
GRANT REVIEW SIGN OFF — County Executive / Emergency
Response and Preparedness
GRANT NAME: 2007 State Homeland Security Grant Program — Oakland County
FUNDING AGENCY: US Department of Homeland Security through Michigan State Police
Emergency Management and Homeland Security Division
DEPARTMENT CONTACT PERSON: Gail Novak 8-5080
STATUS: Grant Acceptance
DATE: October 21, 2008
Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed
internal grant review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of
Commissioners LiaisonCommittee Resolution, the grant agreeracnt/contract, Finance Committee Fiscal
- Note, and this Sign Off email containing grant review comments) maybe requested to be placed on the
appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
I'm fine with the revised agreements. The changes were minor in all three cases, — Art Holdsworth
, (10/16/2008)
• Department of Human Resources:
Approved. — Cathy Shane (1 Oil 6/2408)
Risk Management and Safety;
Approved per revised contract received from Corporation Counsel 10.15.08 - Andrea Plotkowski
(10/20/2008)
• Corporation Counsel:
There are no outstanding legal issued concerning the three grants reviewed. — Mike Blaszczak
(101712008)
COMPLIANCE
The grant agreement references a number of specific federal and state regulations. Below is a list of
these specifically cited compliance related documents for this grant.
Federal Office of Management and Budget (OMB) Circular No. A-87, 4-102, and A-133
intrefiww-w.whitehouse.geviona.b/eircularsiindex.latral
US NJ Uniform Administrative Requirements for Grants and Cooperative Agreements (28 CFR
Part 66 and 28 CFR Part 7fJ)
h ://8rces arsiefewaisidx 04/28cfr-v2 04.html
Emergency Management and assistance Regulations (44 CFR)
http://www.aocess.gpo.gov/nara/cfr/wajsithoo/44cfrvlOO,html
Administrative Guide to State Government
http://www.raichigen.govidmie/0,1607,7-150-9131 9347-,00.htnal
State of Michigan Financial Management Guide (FMG)
ta://vortv.micbigalkg „I 607,7-15.7-134099757-,00 html
Single Audit Act of 1984 (with amendments in 1996)
lattoi/www.wjLehouse cialifin_single_audit.html
Executive Order 13347 - Individuals With Disabilities in Emergency Preparedness
h cm . ene /imsini-rnq executive order 13347.
Michigan - Freedom of Information Act 442 of 1976 (WICL 15.231)
http://www.le2isl .rai.govi(S(mxubm5flvb5ubavlcia3x0ef11)1mileg.aspx7page-getNect&objectNa
meme1-15-231
Title VI of the 1964 Civil Rights Act (42 U.S.0 Section 2000d)
http://mmusdoja_ovicrtkoricoordititlevistathon
Michigan Elliott-Larsen Civil Rights Act - "Act 453 of 1976"
bzge1.5z55z2uiwv4511
-Act-453-of____1 9
1.e--zetobiect&olaiectnanae—tu
Michigan Persons with Disabilities Civil Rights Act - "Act 220 of 1976"
laq://www.le,dablzgajziaaual1ariguivvv45)/mileg.aspx?page=getobjectikobjectname.--m
cl-Act-220-of-19768alueryid--14718589
Michigan State Contracts with Certain Employers Prohibited - Act 278 of 1980
h 1://www e lattnemi.! v/ e. r 4ancl !bvh10s213551,1_,AaleR.as_Dx? e _
=mc1-Act-27$-of-I980
Department of Homeland Security - Protected Critical Infrastructure Information (6 CH( Part 29)
http://ecfrapaccess.gpv/cgiithextitext-iclx?e----ecfr&tpWeefrbrowserritie06/6cfr29_main_02.tpl
Department of Homeland Security - Protection of Sensitive Security Information (49 CFR Part
1520) http:1fwww.a=ss.039.govittarecfriwaisiclx 04/49ffil520_04.html
State of Michigan
2007 Homeland Security Grant Program
Grant Agreement
July 1, 2007 to March 31, 2010
CFDA Number: 97,067
This Homeland Security Grant Program (HSGP) Grant Agreement is hereby entered into between the Michigan
Department of State Police, Emergency Management and Homeland Security Division (hereinafter called the
Su bgra ntor), and
Oakland County
(hereinafter called the Subgrantee)
I. Purpose
The 2007HSGP i s a homeland security assistance program that provides funds to build capabilities at the State
and local levels through planning, equipment, training, and exercise activities and to implement the goals and
objectives included in the Michigan Homeland Security Strategy and the Michigan Enhancement Plan. The funding
also supports the four mission areas of homeland security (prevent, protect, respond, and recover) and addresses the
National Priorities and the 37 Target Capabilities, as they relate to terrorism. In addition, it supports the
implementation of the National Preparedness Goal, the National Incident Management System (NIMS), and the
National Response Framework (NRF) and provides resources to law enforcement and public safety communities to
support critical terrorism prevention activities, including: establishing/enhancing fusion centers and collaborating
with non-law enforcement partners, other government agencies, and the private sector, Activities implemented under
the HSGP grant must support terrorism preparedness, even if the capabilities themselves do not focus exclusively on
terrorism. The allowable scope of activities includes catastrophic events, provided that activities implemented also
build capabilities that relate to terrorism. Many of the capabilities included in the Target Capabilities List
(TCL) are dual-use in nature, in that they can apply to both terrorism preparedness as well as other hazards. The
Subgrantee .must demonstrate the dual-use nature of any activities implemented under this program that are not
explicitly focused on terrorism preparedness.
IL Objectives
The principal objective of this Grant Agreement is to provide financial assistance by providing federal pass-through
funds to Sulagrantee for allowable costs in the program areas listed below,
Stale Homeland Security Program (SHSP):
• Planning
• Equipment
• Training
• Exercise
• Management and Administrative (WA)
Law Enforcement Terrorism Prevention Program (LETPP):
* Planning
• Organization
• Equipment
• Training
• Exercise
• Management and Administrative (MBA)
Urban Areas Security Initiative (LIASI):
• Planning
• Organization
* Equipment
• Traininc
2007 HSGP Grant Agreement
Oakland County
Page 2 of 10
• Exercise
• Management and Administrative (M&A)
For guidance on allowable costs for these program areas, please refer to the 2007 HSGP Guidance, located
at http://www.ojp.usdoj.goviodpigrants_programs.htmAtfy2007hsgp.
The Subgrantor, in conjunction wlth the Michigan Homeland Security Preparedness Committee, has
created a list of priority projects that grant recipients shall use their 2007 HSGP funds to support. These
projects were derived from the 12 Statewide and 9 UASI Investment Justifications developed by Michigan
that are to be implemented at the regional! local level. Additional information is provided in the Michigan FY
2007 HSGP Supplemental Grant Guidance. Subgrantees must take a regional approach when determining
the best use of FY 07 HSGP funds. Subgrantees must consider the needs of local units of government and
applicable volunteer organizations in the projects and activities included in their FY 07 HSGP application.
III. Statutory Authority
Funding for the 2007 FISGP is authorized by tne Department of Homeland Security Appropriations Act of 2007.
The Subgrantee agrees to comply with all program requirements in accordance with the HSGP, Office of
Management and Budget Circulars A-87, A-102, and A-133 as revised, located at
http://wvvw.whitehouse.gov/omb/circulars/inidex.html, 28 CFR Part 66 and 28 CFR Part 70, located at
hftp://www.access.gpo.govinara/cfriwaisidx_04/28cfrv2_04.htmi, the U.S. General Accounting Office Government
Auditing Standards, located at http://www.gao.govigovaudiybk01.htm , the Code of Federal Regulations (CFR) Title
44 — Emergency Management and Assistance, located at
http://wvvw.access.gpo.govinara/cfriwaisidx_05/44cfrv1_05.html : the Administrative Guide to State Government,
located at http://www.michigan.govidrnbi0 ,1607:7-150-9131_9347---,00,htm:, the State of Michigan Financial
Management Guide (FMG), located at httpliwvvw.michigan.govibudget/0,1607,7-157-13404_27707-99757—
,00.html, and all applicable federal and state laws and regulations.
IV. Homeland Security Grant Program Award Amount and Restrictions
A. This Grant Agreement designates HSGP funds for reimbursement of authorized 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 FY 2007 Grant Agreement
period. Allocations for the FY07 HSGP have been determined through a funding methodology
consistent with current Department of Homeland Security guidance. Regional Homeland Security
Planning Boards have been create° to ensure that all jurisdictions within a designated region have an
equal say in how funds are spent. The Region 2 Homeland Security Planning Board is comprised of the
following jurisdictions: the City of Detroit and Oakland, Macomb, Monroe, St. Clair, Washtenaw, and
Wayne Counties. Except as otherwise specifically set forth in this Grant Agreement, a final
determination on how funds awarded by this Grant Agreement will be spent will be decided through a
review process by the SAA of projects submitted by the Region 2 Homeland Security Planning Board
('Region 2 Board"), not the Subgrantee.
B. The SHSP award for the Subgrantee is S643,486.07. Reimbursement is based on completion of
requirements listed in Sections IV ; V and VII of this Grant Agreement.
C. The LETPP award for the Subgrantee is $517,573,93. Reimeursernent is based on completion of
requirements listed in Sectiors IV. V and Vii of this Greet Agreement.
D. The LETPP award for the Subgrantee, for Heightened State of Alert, is S5,607.00. This amount is for use
during a Code Orange or higher alert status in Region 2. This amount is subject to change. It may be
increased, decreased or withdrawn by the Subgrantor at its discretion based on alert status during the
performance period of this Grant. Reimoursement is based on completion of requirements listed in
Sections IV, V and VII of this Grant Agreement.
2007 HSGP Grant Agreement
Oakland County
Page 3 of 10
E. The UASI award for the Subgrantee is $895,037.61. Funds awarded by the UASI program must benefit
and directly support the jurisdictions in the defined Urban Area in Michigan. Reimbursement is based
on completion of requirements listed in Sections IV, V, and VII of this Grant Agreement.
F. The UASt award, for the Subgrantee for Regional Planners is $250,000. This amount has been voted on
by the Region 2 Board to be distributed and included in this Grant Agreement. Reimbursement is based
on completion of requirements listed in Sections IV, V, and VII of this Grant Agreemeet,
V. Responsibilities of the Subgrantee
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. The
Subgrantee 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 or solve
budget shortfalls in general fund programs.
The Subgrantee agrees to follow all responsibilities in Sections IV and V of this Grant Agreement. If the
Subgrantee becomes unable to fulfill the responsibilities of Sections IV and V, refer to section XII for instructions on
how to terminate this Grant Agreement. It is understood that the Subgrantee is familiar with required federal and
state financial and programmatic guidance and will comply with the requirements of applicable documents.
The Subgrantee agrees to comply with all applicable federal and state regulations, including the following:
A. In addition to this 2007 HSGP Grant Agreement, Subgrantees shall complete, sign, and submit to
Subgrantor the following documents, which are incorporated by reference into this Grant
Agreement:
1.) Standard Assurances
2.) Certifications Regarding Lobbying; Disclosure of Lobbying Activities; Debarment,
Suspension and Other Responsibility Matters; and Drug-Free Workplace Requirement (OJP
Form 406116)
3.) Audit Certification Form
4.) W-9 Tax Identification Form
5.) Other documents that may be required by federal or state officials.
B. The 2007 Homeland Security Grate covers eligible costs from July 1, 2007 until March 31, 2010.
Please refer to the Fiscal Year 2007 Homeland Security Grant Program Guidance, located at
http://www.ojp.usdoj.gov/odo/grants_programs.htm uy2007hsgp for a detailed list of eligible costs.
C. Submit project applications to the Subgrantor, which have been prepared and approved by the
Homeland Security Regiona' Board, for evaluation and approval of projects prior to starting a
project. All projects must meet DHS and the Subgrantor grant guidelines and must be related to one
of the 12 approved state and 9 UASi investments, 8 required projects, and be supported by an
assessment of at least one of the 37 targeted capabilities. Any project that proposes a change in
scope of work during the grant performance period must be resubmitted to the Subgrantor for
approval.
D. In addition to project applications, submit an Allowable Cost Justification (ACJ) form for all costs that
are part of an approved project prior to the encumbering of the cost. The Subgrantee will be held
responsible for costs expended without submission of an Allowable Cost Justification form that is
determined to be ineligible by tne Sungrantor or OHS.
E. Create and maintain an inventory of all FY07 HSGP equipment purchases that lists, at minimum, the
piece of equipment, the cost of the equipment, what agency the eauipment is assigned to and the
physical location of tne equipment for the grant period and at least three years after the grant is
2007 HSGP Grant Agreement
Oakland County
Page 4 of 10
closed. Any equipment purcnased with HSGP funds must be prominently marked as purchased
with funds provided by the U.S. Department of Homeland Security.
F. Make FY07 HSGP equipment available for pick-up by other government agencies per equipment
assignments. This process neecs to include legal transfer of the equipment to the designated
government agencies. At minimum, the Subgrantee should prepare documents, which by signing,
other designated government agencies accept full legal and financial responsibility for pieces of
equipment.
G. At the end of the Fiscai Year (of each government agency that has received the benefit of federal
funds), report the dollar amount expended on behalf of another government agency to that
government agency so that government agency can report that dollar amount on their Schedule of
Expenditures of Federal Awards.
H. Submit the Reimbursement Cover Sheet (EMD-054) and all required attached documentation to the
Subgrantor as needed or at a rninimune end of each uar- The Suiegrantee must submit the
quarterly reimbursement request even if it has no expenditures for that quarter. The due dates for
quarterly reimbursement requests are listed in Section VII of this agreement. Reimbursement Cover
Sheets must be filled out completely or they will be returned to the Subgrantee for proper completion.
The Reimbursement Cover Sheet (EMD-054) and other reimbursement forms can be found on the
EMD website at http://www.michigan.gov/msp/0,1607,7- 123-1593_3507-113992—,00.html
Please note: One Reimbursement Cover Sheet and related forms must be completed for
each exercise.
Submit quarterly progress reports to the Subgrantor on the status of all approved projects.
Quarterly progress reports, at minimum, need to contain a description of the project, the actIons taken
that quarter to complete the project, a percentage estimate of the completeness of the project
and an expected completion date of the project. The due dates for quarterly work reports are listed in
Section VII of this agreement. The Subgrantor will provide the Subgrantee with a form to complete
this report within 60 days of issuing the Grant Agreement.
J. Submit updated project and allocation information on a regular basis through the Biannual Strategy
Implementation Reports (BS1R). The BSIR is due within 20 day$ after the end of the reporting period.
The due dates for the BSIR are on January 20, 2009, July 20, 2009, January 20, 2010, and July 20,
2010. The reporting periods are from January 1 through June 30 and July 1 through December 31.
The final BS1R is due 90 days after the end date of the 2007 Homeland Security Grant award period.
K. Comply with the current NIMS implementation requirements. NIMS information is available at
http://www.feme.govinims .
L. 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:
1. Account for receipts and expenditures, maintain adequate financial records, and refund
expenditures disallowed by federal or state audit.
2. Retain all financial records, supporting documents, statistical records, and all other records
pertinent to the 2007 HSGP for at least three years after the financial close-out date of this
grant program, for purposes of federal and/or state examination and audit.
3- 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 combliance v‘it applicable provisions.
2007 HSGP Grant Agreement
Oakland County
Page 5 of 10
M. Suberantor and Subgrantee 7Y07 HSGRinformation constitutes records subject to the Michigan
Freeciom of Information Act (FOIA), MCL 15.231 et seq. However, section 13(1)(u) and (y), MCL
15.243(1)(u) and (y) of the FOIA, permit the exemption from public disclosure of the records of a
public body's security measures, including security plans, security codes and combinations,
passwords, passes, keys, and security procedures, to the extent that the records relate to the ongoing
security of the public body;" and "of measures designed to protect the security Cr safety of persons or
property, whether public or private, including, but not limited to, building, public works, and public
water supply designs to the extent that those designs relate to the ongoing security measures of a
public body, capabilities and plans for responding to a violation of the Michigan antiterrorism act,..,
emergency response plans, risk planning documents, threat assessments, and domestic
preparedness strategies, unless cisclosure would not impair a public body's ability to protect the
security or safety of persons or property or unless the public interest in disclosure outweighs the
public interest in nondisclosure in the particular instance."
Much of the information submitted in the course of applying for funding under this program, or
provided in the course of grant management activities, may be considered law enforcement-sensitive
or otherwise critical to national security interests. This may include threat, risk, and needs
assessment information; and ciscussiotis of demographics, transportation,.publio works, and
industrial and public health infrastructures. Therefore, each suo-grantee agency Freedom of
Information Officer will need to determine what information is to be withheld on a case-by-case basis.
N. Notwithstanding any other provision in this Grant Agreement, the Subgrantee will only be held
responsible for expenditures disallowed by federal or state audit that are determined to be caused by
the negligence of the Subgrantee or by the Subgrantee not complying with the responsibilities of
section IV.
0. integrate individuals with disabilities into emergency planning, Executive Order 13347.
P. National Environmental Policy Act (NEPA) requires DHS to analyze the possible environmental
impacts of each construction project funded by a DHS grant. Results of the NEPA Compliance
Review could result in a protect not being approved for DHS funding, the need to perform an
Environmental Assessment or draft an Environmental Impact Statement.
VI. Responsibilities of Subgrantor
The Subgrantor, in accordance with the general purposes and objectives of this Grant Agreement, will:
Administer the 2007 HSGP in accordance with all applicable federal and state regulations and
guidelines and provide Quarterly reporting documenting this administration.
B. Provide direction and technical assistance to tne Subgrantee.
C. Provide any special report forms and reporting formats (templates) required by the Subgrantor for
operation of the program.
D. Reimburse the Subgrantee i accordance with this Grant Agreement based on appropriate
documentation submitted by the Subgrantee.
E. Independently Or in oonjunceon with the Department of Homeland Security (DHS), conduct random
on-site reviews with Subgrantee(s).
F. Subgrantor and Subgrantee FY07 HSGP information constitutes records subject to the Michigan
Freedom of Information Act (FOiA). MCL 15.231 et seq. However, section 13(1)(u) and (y), MCL
15.243(1)(u) and (y) of the FOlA. permit the exempion from Public disclosure of the records of a
2007 HSGP Grant Agreement
Oakland County
Page 6 of 10
public body's security measures, including security plans, security codes and combinations,
passwords, passes, keys, and security procedures, to the extent that the records relate to the
ongoing security of the public body:" and "of measures designed to protect the security or safety of
persons or property, whether public or Private, including, but not limited to, building, public works, arid
public water supply designs to the extent that those designs relate to the ongoing security measures
of a public body, capabilities and plans for responding to a violation of the Michigan antiterrorism ..
ace... emergency response plans, risk planning documents, threat assessments, and domestic :
preparedness strategies, unless disclosure would not impair a public body's ability to protect the
security or safety of persons or property or unless the public, interest in disclosure outweighs the
public interest in nondisclosure in the particular instance."
Much of the information submitted in the course of appying for funding under this program, or
provided in the course of grant management activities, may be considered law enforcement -
sensitive or otherwise critical 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 inf7estructures. Therefore, each sub-grantee agency Freedom of
Information Officer will need to determine what information is to be withheld on a case-by-case
basis.
W. Payment and Reporting Procedures
The Subgrantee agrees to prepare the Reimbursement Cover Sheet (EMD-054) and all required attachee
documentation, including aH required authorized signatures, and submit e as needed or at a minimum at the end of
each quarter if there are eligibte expenses to be reimbursed. See below quarterly report schedule for due dates.
Please note: One Reimbursement Cover Sheet and related forms must be completed.for each exercise.
Please refer to the Reimbursement Requirements in order to meet the documentation requirements.
Drawdown of Funds in Advance: Subgrantees may request funds up to 120 days prior to expenditure. All of the
following requirements must be met to obtain advanced funds: 1) The Subgrantee must complete a letter stating the
reason they are requesting an advance: 2) The Subgrantee must submit a copy of an approved purchase order
showing the delivery date for the items ordered to be within 120 days of the purchase order date; 3) These funds
must be placed in an interest-bearing account. The Subgrantee may keep interest up to $100 per year for
administrative expenses for al i Federal Grants combined. Funds cannot be advanced for more than 120 days. If the
Subgrantee is notified by the vendor of delays in the delivery date of equipment, funds must be returned to the
Subgrantor. Advances cannot be outstanding for more than 120 days; 4) Any interest earned over $100 must
promptly, but at least quarterly, be remitted to: United States Department of Health and Human Services, Division o'
Payment Management Services, P.O. Box 6021, Rockville, MD 2052.8 The Subgrantee must also notify the
Subgrantor in writing of any interest earned over 5100 quarterly.
THE QUARTERS ARE AS FOLLOWS:
5th Quarter: July 1, 2008 to September 30, 2008
6th Quarter: October 1, 2008 to December 31, 2008
7th Quarter: January 1,2009 to March 31, 2009 8th
Quarter: April 1, 2009 to June 30, 2009 eth Quarter:
July 1, 2009 to September 30, 2009
10th Quarter: October 1, 2009 to December 31, 2009
11 th Quarter: January 1,2010 to March 31, 2010
DEADLINES TO SUBMIT QUARTERLY REQUESTS FOR REIMBURSEMENT AND WORK REPORTS ARE
AS FOLLOWS:
2007 I-ISGP Grant Agreement
Oakland County
Page? of 10
5th Quarter: October 31, 2008 61h
Quarter: January 31, 2009 7th
Quarter: April 30, 2009 8th
Quarter: July 31, 2009 9th
Quarter: October 31, 2009 10th
Quarter: January 31, 2010 11 th
Quarter: April 30, 2010
Reporting Requirements
The reporting requirements are designed to provide the Subgrantor with sufficient information to monitor project
implementation and ensure Proper use of federal funds. Accounting systems must allocate cost S to the project
activities. Expenditures must be summarized, correspond with the project budget detail, scope of the project, or
work plan attached to the award, and be supported with source documentation, as appropriate.
Subgrantees are required to submit Quarterly Progress Reports by Project and supporting documentation for
expenditures in accordance with their project budget detail and project scope of work. Progress reports compare
actual expenditures to the project budget detail for the reporting period. Any significant cost deviations from the
approved budget detail and subsequent impact on the project, etc. shall be reported in the Narrative Progress
Report.
The Quarterly Progress Report must support the expenditures and financial activity in financial progress reports and
reimbursement requests. The information on this form will be used by the Subgrantor to monitor grantee cash flow
and encumbrances, grantee performance, project implementation, and compliance with OMB Circulars A-21. A-87,
A-102, A-110, A-122, A-133, the "Common Rule...", the U.S. Dept. of Justice/Office of the Comptroller (0C)
Financial Guide, and the U.S. Dept. of Homeland Security/Office of Grant Operations Financial Guide, to ensure
proper use of federal funds.
Quarterly Progress Reports are required whether or not expenditures are incurred.
Subgrantees failure to fulfill the quarterly reporting requirements, as required by the grant, may be subject to
suspension of grant activities until reports are received.
Reimbursement requests and work reports should be mailed to the Michigan State Police, Emergency
Management and Homeland Security Division, 4000 Collins Road, Lansing, MI 48910, unless the
Subgrantee is otherwise notified by the Subgrantor. Please refer to the Reimbursement Requirements in
order to meet the documentation requirements.
111.1111
SUBGRANTEE WILL NOT BE REIMBURSED FOR FUNDS UNTIL ALL REQUIRED SIGNED DOCUMENTS
AND REIMBURSEMENT DOCUMENTS ARE RECEIVED.
VIII. Memorandum of Understanding Procedure
The Subgrantee may enter into Memorandums of Understanding (MOU) with the Subgrantor for the Subgrantor to
pay other local jurisdictions directly in accordance with current OHS guidance. An MOU must be initiated by the
Subgrantee. The Subgrantee must submit an MOU every time it would like another jurisdiction to receive direct
reimbursement from the Subgrantor. Each MOU must be signed by the authorized representative for the
Subgrantee and Subgrantor and agreed to prior to a payment being made to a jurisdiction other than the
Subgrantee.
2007 HSGP Grant Agreement
Oakland County
Page 8 of 10
IX. Employment Matters
Subgrantee shall comply with 'Title Vi of the Civil Rights Act of 1964. as amended, 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 220, as
amended, MGL 37.1101 et seq„ and all other federal. state and local fair employment practices and equal opportunity
laws ard covenants that it shall not 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 indirect)/ related to employment because of his or her race, religion, coler,
national origin, age, sex, height, weight, marital status, limited English proficiency, or handicap that is unrelated to the
individual's ability to perform the duties of a particular job or position. Subgrantee agrees to include in every
subcontract entered into for the performance of this Grant Agreement this covenant not to discriminate in employment.
A breach of this covenant is a material breach of the Grant Agreement
The Subgrantee shall ensure that no subcontractor, manufacturer, or sopplier of Subgrantee on this Project appears
in the register compiled by the Michigan Department of Labor and Economic Growth, Bureau of Commercial
Services, Licensing and Enforcement Divisions, pursuant to 1980 PA 278, as amended, MCL 423.321 et seq. (State
Contractors with Certain Employers Prohibited Act), or on the Federal excluded party list system database located at
www.epis.gov.
X. Limitation of Liability
Subgrantor and Subgrantee 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 inderrinay the other party in such litigation.
This is not to be construed as a waiver of governmental immunity.
XI. 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 oonfer on a third party any rights or obligations enforceable in their favor.
XII. Grant Agreement Period
This Grant Agreement is in full force and effect from July 1,2007 through March 31, 2010. No costs eligible
under this Grant Agreement shall 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, eacn 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 Subgrantee agrees to
return to the Subgrantor any funds not authorized for use, and Subgrantee shall have no further obligation to make
payments.
XIII. 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 Subgrantor and Subgrantee, 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 XII 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. Suograntee agrees to inform Subgrantor in writing immediately of any
proposed changes of dates, budget, or services indieated in this Grant Agreement, as well as changes of address or
personnel affecting this Grant Agreement. Changes in dates. budget, or services are subject to prior written
approval of Subgrantor. if any provision of this Grant Agreement shalt oe deemed void or unenforceable, the
remainder of the Grant Agreement shaP remain vaiid
2007 HSGP Grant Agreement
Oakland County
• Page 9 of 10
The State may suspend or terminate sub-grant funding, in whole or in part, or other measures may be imposed for
any of the following reasons:
• Failure to expend funds in a timely manner consistent with the grant milestones, guidance and assurances.
• Failure to comply with the requirements or statutory objectives of feaeral or state law.
• Failure to make satisfactory progress toward the goals or objectives set forth in the sub-grant application.
• Failure to follow Grant Agreement requirements or special conditions.
• Proposal or implementation of substantial Wan changes to the extent that, if originally submitted, the project
would not have been approved for funding.
• Failure to submit required reports.
• Filing of a false certifioation.in the application or other report or document,
• Failure to adequately manage, monitor or direct the grant funding activities of their sub-recipients.
Before taking action, the state will provide the Subgrantee reasonable notice of intent to impose corrective
measures and will make every effort to resolve the problem informally.
XIV. Business Integrity Clause
The Subgrantor may immediately cancel the grant without further liability to the Subgrantor or its employees if the
Subgrantee, an officer of the Subgrantee, or an owner of a 25% or greater share of the Subgrantee 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 Subgrantor, reflects on the
Subgrantee's business integrity.
XV. Freedom of Information Act (FOIA)
OHS recognizes 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 nations: security interests. This may include threat, risk, and needs assessment information,
and discussions of demographics, transportation, public works, and industrial and public health infrastructures.
While this information under Federal control is subject to requests made pursuant to the Freedom of Information
Act (FOIA), 5. U.S.C. §552, all determinations concerning the release of information of this -nature are made on a case
by- case basis by the DHS FOIA Office, and may Hcely fall within one or more of the available exemptions under the
Act. The applicant is encouraged to consult its own State and local laws ana regulations regarding the release of
information, which should be considered when reporting sensitive matters in the grant application, needs assessment
and strategic planning process. The applicant may also consult G&T regarcing concerns or questions about the
release of information under State and local laws The grantee should be familiar with the regulations governing
Protected Critical Infrastructure Information (6 CFR Part 29) and Sensitive Security Information (49 CFR Part 1520),
as these designations may provide additional protection to certain classes of nomeiand security information.
9-1 8-08
2007 HSGP Grant Agreement
Oakland County
Page 10 of 10
XVI. Official Certificati on
For the Subgrantee. The individual or officer signing this Grant Agreement certifies by his or her signature that he or
she is atithorized to sign this Grant Agreement on behalf of the jurisdiction ne or she represents.
Bin Bullard, Jr. c'hai rma)1 Olarid County Board of
Printed Name Title Commissioners
Oakland County, Michigan
Name of Jurisdiction
Signature Date
For the Subgrantor (Michigan State Police — Emergency Management and Homeland Security Division
Cert. W. TomaSd Deputy State Director of Emergency
Management and Homeland
Security Title
Printed Name
Signature Date
FISCAL NOTE (MISC. #08239) November 6, 2008
BY: FINANCE COMMITTEE, MIKE ROGERS, CHAIRPERSON
IN RE: COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS — ACCEPTANCE
FOR 2007 FEMA STATE HOMELAND SECURITY GRANT PROGRAM — OAKLAND COUNTY
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule Xil-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The U.S. Department of Homeland Security, through the Federal Emergency
Management Agency (FEMA) for the State Homeland Security Grant Program, has
awarded Oakland County reimbursement for qualified expenses up to, but not exceeding
$643,487 for the State Homeland Security Program; $523,180 for the Law Enforcement
Terrorism Prevention Program. $1,145,038 for the Urban Area Security Initiative, for a
total of $2,311,705.
2. The grant period is July 1, 2007 through March 31, 2010,
3. The US Department of Homeland Security Program is comprised of four mission areas of
homeland security (prevent, protect, respond, and recover) and addresses the 8 national
priorities and 37 target capabilities as they relate to terrorism.
4. The grant will also support implementation of the National Preparedness Goal, the
National Incident Management System (NIMS), and the National Response Framework
(NRF).
6. The grant award continues funding for two (2) special revenue full-time eligible ERP-
Regional SAP, positions #10296 and #10520 previously created with Homeland Security
Grant per MR #06246, which has since expired.
6. A budget amendment is recommended to the FY 2009 Budget to recognize the grant
award as follows:
FY 2009
FY 2009 FY 2009 Grant
Adopted Amendment Total
Fund #29340 GR0000000397 Budget Ref: 2008, Activity: A, Ana. Type: GLB
Revenue
1010115-115125-610313 Federal Grant Rev $244,019 $2,067,686 $2,311,705
Expenditures - State Homeland Security Program
1010115-115125-702010 Salaries $106.636 106,636
1010115-116125-722770 Fringe Benefits 137,383 137,383
1010115-115125-750077 Disaster Supp, 0 689,228 689,228
1010115-115125-750154 Expendable Equip. 0 689,229 689,229
1010115-115125-760126 Capital Outlay-Misc. 0 689 229 6892.29
Total Expenditures $244,019 $2,067,686 $2,311,705
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Greimel absent.
Resolution #08239 November 6, 2008
Moved by Clark supported by Nash the resolutions (with fiscal notes attached) on the Consent Agenda be
adopted (with accompanying reports being accepted).
AYES: Burns, Clark, Coleman, Coulter, Crawford, Douglas, Gershenson, Gingell, Gosselin,
Greimel, Jacobsen, Kowa, Long, Middleton, Nash, Potter, Potts, Rogers, Scott, Spector,
Woodward, Zack. (22)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
I HEREBY APPROVEATHE MGM iliS01.010%
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Ruth Johnson, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on
November 6, 2008, with the original record thereof now remaining in my office.
In Testimony Whereof, i have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 6th day of November, 2008.
t
Ruth Johnson, County Clerk