SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT Office of Emergency Services
sbcfire.org
1743 Miro Way • Rialto, CA 92376 • (909) 356-3998 • Fax (909) 356-3965 Daniel R. Munsey Fire Chief/Fire Warden
RESCUE
Daniel Muno
FIRE mergency Services Manage
June 17, 2020
TO: GRANTS PROGRAM MANAGER
SUBJECT: FISCAL YEAR 2019 HOMELAND SECURITY GRANT PROGRAM
EXPENDITURE AUTHORIZATION
This is to inform you that the project submitted by your jurisdiction has been approved by Cal OES Please consider this letter as your authorization to make expenditures using FY19 Homeland Security Grant Program (HSGP) funds. During the procurement process, please make sure to follow grant guidelines and requirements. If the project requires an EHP or other type of approval as indicated on the project worksheet then procurement may not begin until a request has been submitted to the Grants Unit and an approval has been received to begin the project.
Please be aware that your project allocation amount may have changed from when you originally submitted your project. Take note of the amount shown on the attached project worksheet. Should you need to submit a modification request to change your project in any way, including increasing the quantity of items, please do so as soon as possible. The next deadline to submit modification requests is 07/03/20.
Please follow the procedures below:
1. First Milestone Deadline: Due to the delay in the grant acceptance, the first milestone deadline has been extended. All projects should be 30% complete by 9/30/20.
2. Modifications: Changes to projects require obtaining preapproval from the State prior to incurring any costs. Modification requests are due to the Grants Unit every other month; please refer to FY19 Grant Deadlines for exact dates. Submit requests as soon as possible to avoid delays.
3. Quotations/Bids: Three (3) copies of quotes/bids must be submitted with the reimbursement request for all purchases over $1,000. A noncompetitive procurement form must be submitted and approved for non-competitive purchases
4. SAMS Verification: Copy of a screen print-out of the vendor verification report must be printed prior to hiring the vendor/contractor and must be submitted to Grants Unit with the request for reimbursement. Note: It is not required that the vendor be registered in SAM.gov. It is only required that the vendor is not debarred from receiving federal funds, which will show up in your vendor search if the vendor has restrictions.
Performance Bond: Is required for any equipment item over $250,000, or any vehicle, aviation, or watercraft, regardless of the cost.
6. Proof of Payment: Submit copies of the front and the back of cancelled checks, as proof of payment for HSGP grant related expenditures or a copy of an electronic transmittal of payment.
NO EXCEPTIONS.
BOARD OF SUPERVISORS
Robert A. Lovingood Curt Hagman Josie Gonzales Gary McBride Janice Rutherford Dawn Rowe
Chairman Vice-Chair
First District Second District Third District Fourth District Fifth District Chief Executive Officer FISCAL YEAR 2019 HOMELAND SECURITY GRANT PROGRAM EXPENDITURE AUTHORIZATION
7. Sole Source: County requires that a Noncompetitive Procurement Justification Form be submitted for approval for all sole source purchases over $1,000 prior to purchases being made.
Purchases over $250,000 will require preapproval from the State prior to procurement, following up with your governing board or council, if applicable. A cost benefit analysis will need to be included with the Noncompetitive Procurement Justification request form.
Equipment Pictures: Provide a photo copy of each grant purchased equipment and a photo of the serial number, if applicable. Provide the intended location of deployment/assignment of the equipment.
Equipment purchased with grant funds must be accounted for and reconciled with the Grants Administration Unit's property records at each scheduled inventory inspection. You must develop a control tracking system to ensure adequate safeguards are in place to prevent loss, damage or theft of grant funded equipment. When equipment purchased with grant funds is no longer needed or is being replaced, you must request disposition instructions from San Bernardino County Fire Protection District's Grants Administration Unit. If items are lost, stolen, or damaged, an explanation of how it happened and how your jurisdiction is going to prevent it from happening in the future is required on the Damage, Lost, Stolen, or Retired (DLSR) form.
If you have any questions, please feel free to contact the Grants Unit at (909) 387-5934. Thank you.
Sincerely,
DANIEL MUNOZ, Emergency Services Manager
San Bernardino County Fire Protection District
Office of Emergency Services
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BOARD OF SUPERVISORS
Robert A. Lovingood Curt Hagman Josie Gonzales Gary McBride Janice Rutherford Dawn Rowe
Chairman Vice-Chair
First District Second District Third District Fourth District Fifth District Chief Executive Officer