3650 SCHRIEVER AVENUE MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110
June 24, 2024
Christopher Heldreth
Building Official
Barstow, City of
220 East Mountain View Street, Suite A
Barstow, CA 92311
Subject: Notification of Subapplication Approval
Hazard Mitigation Grant Program – Prepare CA Match
FEMA-4683-DR-CA, Project #AP01077, FIPS #071-04030
Supplement #33
Dear Mr. Heldreth:
The California Governor’s Office of Emergency Services (Cal OES) received notification that the Federal Emergency Management Agency (FEMA) has approved your organization’s subaward application in the amount of $149,992.50. A copy of the FEMA award package is enclosed for your records.
Your organization’s subaward application has also been approved for $49,997.50 in state funding under the Prepare CA Match program.
In order to receive payment as a grant subrecipient, your organization must have the following on file with the Recovery Financial Processing Unit:
A valid, current (approved within the last 3 years) Governing Body Resolution
A Project Assurances for Federal Assistance agreement A Grant Subaward Face Sheet (GSAFS). Please ensure that the individual who signs the GSAFS is designated by the Governing Body Resolution as an Authorized Agent for your organization.
A current Federal Funding Accountability and Transparency Act (FFATA) Financial Disclosure form. This form must be submitted each fiscal year. An active registration with the federal System for Award Management (SAM) website. The registration must remain active for the duration of this grant subaward.
For your convenience, this subapplication approval package includes the required post-obligation documents as well as guides to completing and renewing a SAM registration. Please complete the documents and mail copies to the address listed at the end of this letter, keeping the originals with your records.
GAVIN NEWSOM
GOVERNOR
NANCY WARD
DIRECTOR
3650 SCHRIEVER AVENUE MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110
Alternatively, you may scan and email the completed documents to the Recovery Financial Processing Unit at [email protected].
Electronic copies of the post-obligation documents can also be requested at the same address.
Payments will be made on a reimbursement basis using the enclosed Hazard Mitigation Reimbursement Request Form. A ten percent (10%) retention will be withheld from the federal share of reimbursement payments and will be released as part of the subaward closeout process.
Reimbursements can be made only for items listed on the approved subaward application. Expenditures for any other work should be separately maintained and are the sole responsibility of the subrecipient. Any funds received in excess of current needs or approved amounts, or those found owed as a result of a final inspection or audit, must be refunded to the State within 30 days of receipt of an invoice from Cal OES.
When mailing documents to the Recovery Financial Processing Unit, please use the following address:
California Governor’s Office of Emergency Services
Attention: Recovery Financial Processing Unit
3650 Schriever Avenue
Mather, CA 95655
For further assistance regarding post-obligation documents or the reimbursement request process, please contact the Recovery Financial Processing Unit at (916) 845-8110 or at [email protected]. For program-related questions, please contact the Hazard Mitigation Grants Programs Unit at (916) 328-7450.
Recovery Financial Processing Unit
Enclosures
c: Subrecipient’s Project File
*The Recovery Financial Processing Unit has a valid resolution and Grant Subaward Face Sheet (GSAFS) on file for this project. We now need your organization to complete a GSAFS Amendment form as part of the funding encumbrance/post-obligation document process.
3650 SCHRIEVER AVENUE MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110
June 24, 2024
Christopher Heldreth
Building Official
Barstow, City of
220 East Mountain View Street, Suite A
Barstow, CA 92311
Subject: Notification of Approval for Subrecipient Management Cost Funding Hazard Mitigation Grant Program – Prepare CA Match
FEMA-4683-DR-CA, Project #AP01077, FIPS #071-04030,
Supplement #33
Dear Mr. Heldreth:
The California Governor’s Office of Emergency Services (Cal OES) received notification that the Federal Emergency Management Agency (FEMA) has approved $9,880.00 in funding for subrecipient management costs (SRMC). SRMC are costs incurred while administering a Hazard Mitigation grant subaward. A copy of FEMA’s letter is enclosed for your records.
Payments are made on a reimbursement basis using the specialized Subrecipient Management Cost Reimbursement Request Form. Subrecipients are reminded to document their SRMC separately from direct project expenditures. To qualify for SRMC reimbursement, subrecipients must first incur and seek reimbursement for direct project expenditures via the specialized Project Expenditures Reimbursement Request Form. Reimbursement for SRMC is capped at five percent of a project’s cumulative direct project expenditures. Please note that your organization must maintain an active registration in the SAM.gov (System for Award Management) database for the duration of this grant subaward.
Please read the enclosed supplement. In accordance with Title 44 Code of Federal Regulations, Part 206.440, if you disagree with FEMA’s obligated amount or scope of work listed in the supplement, you can appeal. All appeals must be in writing and received by Cal OES within 60 days from the receipt of this letter.
If you have any questions or need assistance, please contact the Recovery Financial Processing Unit at (916) 845-8110 or at
[email protected].
Recovery Financial Processing Unit
Enclosures
c: Subrecipient’s Project File
GAVIN NEWSOM
GOVERNOR
NANCY WARD
DIRECTOR
U.S. Department of Homeland Security
FEMA Region 9
1111 Broadway, Suite 1200
Oakland, CA 94607
www.fema.gov
1 , 2024
Robyn Fennig, Assistant Director
3655 Schriever Avenue
Mather, CA
Reference: Application Approval, HMGP DR-4683-1077-33P
Barstow
7% Prepare CA Match: City of Barstow Hazard Mitigation Plan Update FIPS Code: 071-04030, Supplement 33
Dear Robyn Fennig:
We approve and issue Hazard Mitigation Grant Program (HMGP) funds for the Barstow (SubRecipient) HMGP DR-4683-1077-33P, 7% Prepare CA Match: City of Barstow Hazard Mitigation Plan Update.
The total project cost is $199,990.00. As shown in the enclosed Obligation Report - Supplement 33, we are obligating $149,992.50 for the 75 percent Federal share; the 25 percent non-Federal share is $49,997.50. We are obligating $9,880.00 for the 100% Federal share Subrecipient Management Costs.
These funds are available in SmartLink for immediate and eligible disbursements. The following is a summary of the approved funding:
Approvals: Federal Share: Non-Federal Share: Total Project Cost:
Supplement 33 $149,992.50 $49,997.50 $199,990.00
Management Costs $9,880.00 $0.00 $9,880.00
This HMGP project approval and obligation of funds are subject to the following conditions:
1. Scope of Work (SOW) The Barstow will develop and adopt a FEMA approved Hazard Mitigation Plan to meet the requirements outlined in 44 CFR Part 201 and the most current FEMA hazard mitigation plan guidance.
2. Project Completion Date The work schedule included with the project application indicates that the project will take 36 months to complete; however, we can only approve a project up to the approved disaster period of performance (POP). Therefore, the project completion date is April 13, 2027. Please inform the sub-recipient that work completed after the disaster period of
RECEIVED
JUN 18 2024
FINANCIAL PROCESSING UNIT
Robyn Fennig
1 , 2024
performance (POP) is not eligible for federal funding, and that federal funds may be deobligated for work completed outside the POP when there is no approved time extension.
3. Project Closeout Within 120 days of project completion, all project funds must be liquidated and final closeout documentation for the project must be submitted to FEMA. Please note the project must comply with Code of Federal Regulations Title 2, Part 200 reporting requirements at the time of closeout.
4. Record of Environmental Consideration (REC) In compliance with the National Environmental Policy Act (NEPA), this undertaking is categorically excluded (CE) from the need to prepare either an environmental assessment or environmental impact statement.
5. Standard Conditions This project approval is subject to the enclosed Standard Mitigation Grant Program (HMGP) Conditions, amended August 2018. Please note that federal funds may be de-obligated for work that does not comply with these conditions.
If you have any questions, please contact Andrea Harvey, Grants Management Specialist, by email at [email protected], or phone (202) 430-4878.
Sincerely,
Kathryn Lipiecki
Director, Mitigation Division
FEMA Region 9
Enclosures (2):
Obligation Report Supplement 33
Standard Mitigation Grant (HMGP) Conditions
cc:
Emergency Services
Ron Miller, Hazard Mitigation Assistance Division
Emergency Services
Office of Emergency Services
Robert McCord, Chief, Hazard Mitigation Assistance Branch, FEMA Region 9