Agenda packet — Seal Beach City Council, April 27, 2026 (part 2 of 3)

inefficient beach grooming operations, in addition to increased downtime due to more frequent repairs. Replacement parts often require international procurement, further extending maintenance timeline and costs. Continued operation of the current unit is no longer economically viable and operationally desirable, and it is in the best interest of the City to replace the unit with a new, more reliable unit.

Staff conducted research into available similar mechanical cleaners from other manufacturers, and it is proposed to replace the existing BeachTech with a Barber Surf Rake. Based on field demonstrations, the Barber Surf Rake has shown itself to be more operationally reliable and efficient, as well as having increased service availability due to locally sourced parts. The Barber Surf Rake also demonstrates operational versatility, with the ability to collect a wide range of debris, in contrast to the existing BeachTech, which solely picks up smaller waste.

Staff solicited equipment replacement quotes, as permitted by City of Seal Beach Municipal Code Section 3.20.025 (B). This code provides for an exemption from the City’s competitive bidding requirements for purchases made through a single vendor, due to the equipment’s highly specific use-case. H. Barber and Sons, Inc. is the sole manufacturer of this kind of multi-purpose beach rake mechanical cleaner. While there are other groomers, they are not comparable, as the other units can either pick up only small or only large debris. The Barber Surf Rake model does both, which is ideal for small beach cities due to limited equipment storage.

This equipment replacement would additionally provide less frequent grooming passes along the beach, which further reduces staff time dedicated to this task, enabling more time allocations toward a higher level of service for all beachgoers alike.

ENVIRONMENTAL IMPACT:

This item is not subject to the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the state CEQA Guidelines because it can be seen with certainty that approval the proposed administrative action will not have a significant impact on the environment.

LEGAL ANALYSIS:

The City Attorney has approved the resolution as to form.

FINANCIAL IMPACT:

The following is a price breakdown of each of the pump units described above from a quote obtained by the H. Barber and Sons, Inc.:

Description Amount
Barber Surf Rake $ 90,171.25
Total $ 90,171.25

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Budget Amendment BA #26-10-02 authorizes an intradepartmental fund transfer of $90,171.25 from the Building Maintenance account to the Tidelands Beach account, as detailed below:

Description Account Revised/Adopted
Budget
Proposed
Budget
Budget (diff)
Amendment
Building Maintenance Water 101-500-0052-56700 $ 500,000.00 $ 409,828.75 $ (90,171.25) Tidelands Beach Equipment &
Materials
106-500-0863-52100 $ 53,000.00 $ 143,171.25 $ 90,171.25 Transfer Out - Operational 101-150-0080-59200 $ 2,447,458.32 $ 2,537,629.57 $ 90,171.25 Transfer In - Operational 601-000-0000-49200 $ 406,800.00 $ 496,971.25 $ 90,171.25 Transfer Out - Operational 601-500-0980-59200 $ - $ 90,171.25 $ 90,171.25 Transfer In - Operational 106-000-0000-49200 $ 2,321,958.32 $ 2,412,129.57 $ 90,171.25 Funds will be expensed from the following account(s):

Account Description Amount
106-500-0863-52100 Barber Surf Rake $90,171.25
Total $90,171.25
RECOMMENDATION:

That the City Council adopt Resolution 7762:

1. Authorizing the purchase of one (1) Barber Surf Rake for coastal grooming and beach maintenance in the not-to-exceed amount of $90,171.25; and,

2. Authorizing and directing the City Manager to approve a purchase order and any necessary related documents for the coastal grooming equipment purchase; and,

3. Approving Budget Amendment BA #26-10-02 in the amount of $90,171.25; and,

4. Authorizing the City Manager to surplus existing equipment upon the completion of the new equipment purchase.

5. SUBMITTED BY: NOTED AND APPROVED:

Iris Lee Patrick Gallegos
Iris Lee, Director of Public Works Patrick Gallegos, City Manager

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Prepared by: Sean Low, Deputy Public Works Director – Maintenance and Utilities ATTACHMENTS:

A. Resolution 7762
RESOLUTION 7762

A RESOLUTION OF THE SEAL BEACH CITY COUNCIL

APPROVING AND AUTHORIZING THE PURCHASE OF

A MECHANICAL BEACH CLEANER FOR COASTAL

GROOMING AND BEACH MAINTENANCE, AND
BUDGET AMENDMENT BA #26-10-02
WHEREAS, the City of Seal Beach (City) maintains approximately 1.75 miles of coastline; and,
WHEREAS, City staff utilize numerous pieces of equipment such as mechanical beach cleaners to conduct daily grooming activities for debris and trash removal along the coastline; and,
WHEREAS, the City’s existing BeachTech mechanical cleaner (BeachTech) has been in service for over fifteen (15) years, which is well over the manufacturer overhaul interval of eight (8) years; and,
WHEREAS, the BeachTech’s increased age has led to inefficient beach grooming operations and increased downtime due to frequent repairs; and, WHEREAS, Seal Beach Municipal Code Section 3.20.025(B) provides an exemption from competitive bidding requirements for purchases made through a single vendor (sole source); and,
WHEREAS, in accordance with the Seal Beach City Charter and Seal Beach Municipal Code Sections 3.20.025(B), the City solicited quotes for the purchase of a replacement multipurpose beach rake mechanical cleaner, and also determined that H. Barber and Sons is the only company that makes a multi-purpose beach rake mechanical cleaner that picks up both small and large debris, while other companies manufacture beach rake mechanical cleaners that only pick up small or large debris; and,
WHEREAS, the City desires to purchase one (1) Barber Surf Rake beach cleaner, which has demonstrated to be multi-purpose, more operationally reliable and efficient, as well as having increased service availability due to locally sourced parts.

NOW, THEREFORE, the Seal Beach City Council does resolve, declare, determine, and order as follows:

Section 1. The City Council hereby authorizes the purchase of one (1) Barber Surf Rake from H. Barber and Sons, Inc., for coastal grooming and beach maintenance in the not-to-exceed amount of $90,171.25.

Section 2. The City Council hereby authorizes and directs the City Manager to approve a purchase order and any necessary related documents for the purchase of the Barber Surf Rake from H. Barber and Sons, Inc.

Section 3. The City Council hereby approves Budget Amendment #26-10-02 authorizing an intradepartmental fund transfer of $90,171.25 from the Building Maintenance account to the Tidelands Beach account, as detailed below:

Description Account Revised/Adopted
Budget
Proposed
Budget
Budget (diff)
Amendment
Building Maintenance Water 101-500-0052-56700 $ 500,000.00 $ 409,828.75 $ (90,171.25) Tidelands Beach Equipment &
Materials
106-500-0863-52100 $ 53,000.00 $ 143,171.25 $ 90,171.25 Transfer Out - Operational 101-150-0080-59200 $ 2,447,458.32 $ 2,537,629.57 $ 90,171.25 Transfer In - Operational 601-000-0000-49200 $ 406,800.00 $ 496,971.25 $ 90,171.25 Transfer Out - Operational 601-500-0980-59200 $ - $ 90,171.25 $ 90,171.25 Transfer In - Operational 106-000-0000-49200 $ 2,321,958.32 $ 2,412,129.57 $ 90,171.25 Section 4. The City Council hereby authorizes the City Manager to surplus existing equipment upon the completion of the new equipment purchase.

PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 27th day of April 2026 by the following vote:

AYES: Council Members _________________________________ NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members

Lisa Landau, Mayor
ATTEST:

Gloria D. Harper, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7762 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 27th day of April 2026.

Gloria D. Harper, City Clerk
Agenda Item L

AGENDA STAFF REPORT
DATE: April 27, 2026
TO: Honorable Mayor and City Council
THRU: Patrick Gallegos, City Manager
FROM: Iris Lee, Director of Public Works
SUBJECT: Approving and Authorizing the Purchase of Three (3) Portable Standalone Pumps for Emergency Storm Event
Response and Sewer Bypass Operation
________________________________________________________________ SUMMARY OF REQUEST:

That the City Council adopt Resolution 7763:

1. Finding that the purchase of three (3) portable standalone pumps from the Charles King Company for emergency storm event response and sewer bypass operation may proceed without satisfaction of the formal bid requirements due to the circumstances applicable to the need for the purchase of the pumps during this fiscal year and to ensure immediate full operational readiness while mitigating further unnecessary rental fees, and therefore the net cost to the City will be reduced by dispensing with bidding; and,

2. Authorizing the purchase of two (2) portable standalone pumps dedicated to storm event response, and (1) portable standalone pump for sewer bypass operation, for a total of three (3) standalone pumps from the Charles King Company in the amount of $245,722.62, and rejecting all other quotes; and,

3. Authorizing and directing the City Manager to approve purchase orders and any necessary related documents for the portable pump purchases.

BACKGROUND AND ANALYSIS:

Stormwater Pumps
Due to its proximity to the ocean as well as its general topography, the City of Seal Beach (City) encounters flooding in various areas during heavy volume rain events. This flooding causes traffic backups, road closures, debris dispersion, and potentially unsafe conditions for residents and visitors alike.

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To combat this, City staff deploy portable standalone stormwater pumps in designated parts of the City that have historically been impacted by rain events during projected periods of heavy rainfall. The pumps are deployed at the following five (5) locations:
• 1
st St Parking Lot
• 10th St Parking Lot
• College Park East (Ironwood Ave/Elder Ave)
• Marina Ave and 7th Street
• Marina Ave and Caravel Way
Each one of these locations requires one (1) portable stormwater pump, ancillary accessories, and staff to operate. The City owns three (3) sets of pump and equipment, resulting in the need to rent two (2) additional pumps.

Two (2) out of the three (3) pumps the City desires to purchase will be dedicated to storm event response, enabling full ownership of all pumps for each site. The benefits of full ownership include greatly reducing staff coordination time and improving emergency response times. Over the past few years of storm event preparation, the accumulation of pump rental fees and coordination time have exceeded the cost of purchasing the pumps outright. Additionally, with the forecast of a potentially wet winter, it is in the best interest for the City to invest in purchasing the pumps for operational and customer service readiness.

Wastewater Pump
The City’s primary sewer lift station, Pump Staton #35, is currently under construction to provide critical improvements, including mechanical upgrades, wet well rehabilitation, emergency generation, and a permanent by-pass connection.

The bypass connection is a key resiliency feature allowing the City to maintain wastewater conveyance should a failure occur at the station. Accordingly, the third additional pump purchase will provide a dedicated bypass pump for the station, enhancing system reliability and operational continuity.

Recommendation
Section 3.20.030 of the Seal Beach Municipal Code (SBMC) provides that for purchases of supplies and equipment above the bidding threshold, the formal bidding process should be used that awards the purchase to the lowest responsible bidder, including a notice inviting bids and submittal of sealed bids.

However, SBMC Section 3.20.045(A) also authorizes the City Council to award the purchase without satisfaction of the formal bid requirements upon making a finding that, due to the circumstances applicable to the particular purchase, the net cost to the City will be reduced by dispensing with bidding. In light of the need to purchase the pumps during this fiscal year and to ensure immediate full operational readiness while mitigating further rental fees, staff solicited and received three (3)

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separate quotes from vendors who have the capability of supplying the necessary portable pumps, as follows from lowest to highest bid:

Rank Contractor Total Quote
1 Charles King Company $245,722.62
2 Don Pedro Pump $267,600.00
3 Rockwell Engineering $268,528.09
Staff reviewed the contractors’ quote proposal packages and found them to be consistent with industry standards as well as the specifications that meet the City’s needs for stormwater and wastewater needs.

Based on the quote proposal packages submitted, Charles King Company was deemed the lowest responsible bidder. Staff, therefore, recommends that the City Council authorize the purchase from Charles King Company without satisfaction of the formal bid requirements.

ENVIRONMENTAL IMPACT:

LEGAL ANALYSIS:

The City Attorney has approved the resolution as to form.

FINANCIAL IMPACT:

The following is a price breakdown of each of the pump units described above from a quote obtained by the Charles King Company:

Description Amount
Storm Pumps, Qty: 3 $ 245,722.62
Total $ 245,722.62
Funds will be expensed from the following accounts:

Account Description Amount
101-500-0043-52100 Standalone Storm Pump #1 $81,907.54
101-500-0043-52100 Standalone Storm Pump #2 $81,907.54
503-500-0925-52100 Standalone Storm Pump #3 $81,907.54
Total $245,722.62

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RECOMMENDATION:

That the City Council adopt Resolution 7763:

2. Authorizing the purchase of two (2) portable standalone pumps dedicated to storm event response, and (1) portable standalone pump for sewer bypass operation, for a total of three (3) from the Charles King Company in the amount of $245,722.62, and rejecting all other quotes; and,

3. Authorizing and directing the City Manager to approve purchase orders and any necessary related documents for the portable pump purchases.

SUBMITTED BY: NOTED AND APPROVED:

Iris Lee Patrick Gallegos
Iris Lee, Director of Public Works Patrick Gallegos, City Manager Prepared by: Sean Low, Deputy Public Works Director – Maintenance and Utilities ATTACHMENTS:

A. Resolution 7763
RESOLUTION 7763

A RESOLUTION OF THE SEAL BEACH CITY COUNCIL

APPROVING AND AUTHORIZING THE PURCHASE OF THREE
(3) PORTABLE STANDALONE STORMWATER PUMPS FOR

EMERGENCY STORM EVENT RESPONSE AND SEWER

BYPASS OPERATION
WHEREAS, the City of Seal Beach (City) encounters significant flooding in specific areas during heavy rain events; and,
WHEREAS, the City combats flooding by deploying portable standalone stormwater pumps in pre-designated flood-prone areas; and, WHEREAS, to fully be operationally ready for emergency storm and rain event response, a total of five (5) pumps would need to be deployed; and, WHEREAS, the City currently owns three (3) standalone pumps, leading to the perpetual need to rent two (2) additional pumps, which has led to rising accumulated rental costs that have superseded outright purchase as well as increased coordination and emergency response times; and, WHEREAS, two (2) out of the three (3) pumps the City desires to purchase would be dedicated to storm event response, enabling full ownership of all needed pumps for each site; and,
WHEREAS, the City’s primary sewer lift station, Pump Staton #35, is currently undergoing construction where the third pump purchase would provide a dedicated bypass pump for enhanced system reliability and operational continuity in the event of a station failure; and,
WHEREAS, Section 3.20.030 of the Seal Beach Municipal Code (SBMC) provides that for purchases of supplies and equipment above the bidding threshold, the formal bidding process should be used that awards the purchase to the lowest responsible bidder, including a notice inviting bids and submittal of sealed bids; but SBMC Section 3.20.045(A) authorizes the City Council to award a contract without satisfaction of the formal bid requirements upon making a finding that, due to the circumstances applicable to the particular purchase, the net cost to the City will be reduced by dispensing with bidding; and,
WHEREAS, in light of the need to purchase the pumps during this fiscal year and to ensure immediate full operational readiness while mitigating further rental fees, it was determined that it is necessary and appropriate to forego the formal bidding process, and therefore the City solicited (3) separate quotes from contractors that have the capability of supplying the needed portable pumps and services; and, WHEREAS, Charles King Company submitted the lowest responsible bid in the amount of $245,722.62 to provide the necessary pumps and appurtenances; and, WHEREAS, upon reviewing the quote and related documents submitted for the purchase of the pumps, the City Council finds that the Charles King Company is a qualified firm to provide the pumps.

NOW, THEREFORE, the Seal Beach City Council does resolve, declare, determine, and order as follows:

Section 1. The City Council hereby finds that the purchase a total of three (3) portable standalone pumps from the Charles King Company for emergency storm event response and sewer bypass operation, may proceed without satisfaction of the formal bid requirements due to the circumstances applicable to the need for the purchase of the pumps during this fiscal year and to ensure immediate full operational readiness while mitigating further unnecessary rental fees, and therefore the net cost to the City will be reduced by dispensing with bidding.

Section 2. The City Council hereby authorizes the purchase of two (2) portable standalone pumps dedicated to storm event response, and (1) portable standalone pump for sewer bypass operation, for a total of three (3) portable standalone pumps from the Charles King Company in the amount of $245,722.62, and rejecting all other quotes.

Section 3. The City Council hereby authorizes and directs the City Manager to approve purchase orders and any necessary related documents for the portable pump purchases.

PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 27th day of April 2026 by the following vote:

AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members

Lisa Landau, Mayor
ATTEST:

Gloria D. Harper, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7763 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 27th day of April 2026.

Gloria D. Harper, City Clerk
Agenda Item M

AGENDA STAFF REPORT
DATE: April 27, 2026
TO: Honorable Mayor and City Council
THRU: Patrick Gallegos, City Manager
FROM: Michael Henderson, Chief of Police
SUBJECT: Homeland Security Grant Program Agreement to Transfer Property or Funds for Fiscal Year 2023
________________________________________________________________ SUMMARY OF REQUEST:

That the City Council adopt Resolution 7764:

1. Approving the Agreement to Transfer Property or Funds for Fiscal Year 2023 Homeland Security Grant Program Purposes; and,

2. Authorizing the City Manager to execute the agreement and any related documents on the City’s behalf that are necessary for the transfer of property or funds under the Fiscal Year 2023 Homeland Security Grant Program.

BACKGROUND AND ANALYSIS:

The Federal Homeland Security Appropriations Act provides funding to address the needs of high-risk urban areas for planning, equipment/services, training, and exercises through the Homeland Security Grant Program (HSGP). Additionally, the Department of Homeland Security (Homeland Security) is funding efforts nationally to combat terrorism and respond to emergencies and hazards.

The City of Seal Beach (City) is located in the County of Orange and the Anaheim/Santa Ana Urban Area and is eligible to receive financial assistance in the form of funds, equipment, technology and services, through Homeland Security sub-grants from the County of Orange.

In order to facilitate the transfer of Homeland Security Grant funds, the City must enter into agreements with the County of Orange. The City Manager must be designated by resolution to execute on behalf of the City of Seal Beach to obtain grant funds through the Homeland Security Grant Program. The Department of Homeland Security is funding efforts nationally to combat terrorism and respond to emergencies and hazards. In order to receive the funds, entities must cooperate with the grant requirements and have a designated signer of record. This

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agreement allows the City to receive the funds and equipment as provided by the grant.

ENVIRONMENTAL IMPACT:

There is no environmental impact related to this item.

LEGAL ANALYSIS:

The City Attorney has reviewed and approved the staff report and resolution as to form.

FINANCIAL IMPACT:

The City will accept and expend funds if received. Acceptance of property or funds may offset public safety expenditures servicing the City for a variety of needs which may fall under the umbrella of Homeland Security.

STRATEGIC PLAN:

This item is not applicable to the Strategic Plan.

RECOMMENDATION:

That the City Council adopt Resolution 7764:

1. Approving the Agreement to Transfer Property or Funds for FY 2023 Homeland Security Grant Program Purposes; and,

SUBMITTED BY: NOTED AND APPROVED:

Michael Henderson Patrick Gallegos
Michael Henderson, Chief of Police Patrick Gallegos, City Manager Prepared by: Brian Gray, Police Sergeant, Emergency Services Coordinator

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ATTACHMENTS:

A. Resolution 7764
B. Agreement to Transfer Property or Funds for FY2023 Homeland Security Grant Program Purposes
C. Agreement Attachments A-C
RESOLUTION 7764

A RESOLUTION OF THE SEAL BEACH CITY COUNCIL

APPROVING AND AUTHORIZING THE CITY MANAGER TO

EXECUTE THE AGREEMENT AND ANY RELATED DOCUMENTS
ON THE CITY’S BEHALF THAT ARE NECESSARY FOR THE

TRANSFER OF PROPERTY OR FUNDS UNDER THE FISCAL
YEAR 2023 HOMELAND SECURITY GRANT PROGRAM
WHEREAS, The Federal Homeland Security Appropriations Act provides funding to address the needs of high-risk urban areas for planning, equipment/services, training, and exercises through the Homeland Security Grant Program (“HSGP”).

Additionally, the Department of Homeland Security (“Homeland Security”) is funding efforts nationally to combat terrorism and respond to emergencies and hazards; and,
WHEREAS, the City of Seal Beach (City) is located in the County of Orange and the Anaheim/Santa Ana Urban Area and is eligible to receive financial assistance in the form of funds, equipment, technology and services, through Homeland Security sub-grants from the County of Orange.

NOW, THEREFORE, the Seal Beach City Council does resolve, declare, determine, and order as follows:
:

Section 1. The City Council hereby approves the Agreement to Transfer Property or Funds for FY 2023 Homeland Security Grant Program Purposes.

Section 2. The City Council hereby authorizes the City Manager to execute the foregoing agreement and any related documents on the City’s behalf that are necessary for the transfer of property or funds under the Fiscal Year 2023 Homeland Security Grant Program.

Section 3. The City Clerk shall certify the passage and adoption of this resolution.

PASSED, APPROVED AND ADOPTED by the Seal Beach City Council at a regular meeting held on the 27th day of April 2026 by the following vote:

AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members

Lisa Landau, Mayor
ATTEST:

Gloria D. Harper, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Gloria D. Harper, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution 7764 on file in the office of the City Clerk, passed, approved, and adopted by the City Council at a regular meeting held on the 27th day of April 2026.

Gloria D. Harper, City Clerk
CFDA: 97.067 Homeland Security Grant Program Department of Homeland Security

Page 1 of 4 ends

1 AGREEMENT TO TRANSFER PROPERTY OR FUNDS
2 FOR 2023 HOMELAND SECURITY GRANT PROGRAM PURPOSES
3 THIS AGREEMENT is entered into this 18th 4 day of February 2026, which date is enumerated 5 for purposes of reference only, by and between the COUNTY OF ORANGE, a political subdivision of 6 the State of California, hereinafter referred to as “COUNTY,” and the__________, a municipal 7 corporation, hereinafter referred to as “SUBRECIPIENT.” 8 WHEREAS, COUNTY, acting through its Sheriff-Coroner Department, hereinafter referred to 9 as SHERIFF, in its capacity as the lead agency for the Orange County Operational Area, has applied 10 for, received, and accepted the 2023 Homeland Security Grant Program (hereinafter referred to as 11 “the grant”) from the California Office of Emergency Services (“Cal OES”). 12 WHEREAS, the purpose of the Homeland Security Grant Program (HSGP) is to enhance 13 county-wide emergency preparedness as outlined in the grant documents that are attached hereto 14 as Attachments A (FY 23 CA Supplement to the Federal Notice of Funding Opportunity), B (FY 23 15 Homeland Security Grant Program Notice of Funding Opportunity), and C (FY 23 Homeland 16 Security Grant Assurances), which are attached hereto and incorporated herein by reference. The 17 terms of the grant require that COUNTY use certain grant funds to purchase equipment, 18 technology, or services that will be transferred to SUBRECIPIENT to be used for grant purposes. 19 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
20 1. The COUNTY shall transfer to SUBRECIPIENT the equipment, technology, or services 21 as specified in Attachment D (FY23 Equipment Release Document), which is attached hereto and 22 incorporated herein by reference. Suppose the grant requires COUNTY to transfer to 23 SUBRECIPIENT equipment, technology, or services that COUNTY has not yet acquired. In that case, 24 COUNTY shall transfer said equipment, technology, or services to SUBRECIPIENT as soon after 25 acquisition by COUNTY as is reasonably practicable.
26 2. If COUNTY transfers grant funds to SUBRECIPIENT, SUBRECIPIENT shall use said 27 grant funds only to acquire equipment, technology, or services outlined in Attachment B hereto 28 and/or to perform such other grant functions, if any, for which Attachments A, B, and C permit CFDA: 97.067 Homeland Security Grant Program Department of Homeland Security

Page 2 of 4 ends

1 SUBRECIPIENT to expend grant funds. SUBRECIPIENT shall provide COUNTY with a budget 2 breakdown signed by the authorized agent. Throughout its useful life, SUBRECIPIENT shall use any 3 equipment, technology, or services acquired with grant funds only for those purposes permitted 4 under the terms of the grant and shall make it available for mutual aid response. 5 3. The SUBRECIPIENT shall exercise due care to preserve and safeguard grant property 6 and equipment from damage or destruction and shall provide regular maintenance and repairs for 7 said equipment as is necessary, to keep the said equipment continually in good working order. 8 Such maintenance and servicing shall be the sole responsibility of the SUBRECIPIENT, who shall 9 pay for material and labor costs for any maintenance and repair of the said equipment throughout 10 the life of the said equipment.
11 4. SUBRECIPIENT shall assume all continuation costs of said equipment, technologies, 12 and/or services, to include, but not limited to, upgrades, licenses, and renewals of said equipment, 13 technologies, and/or services.
14 5. When original or replacement equipment acquired under HSGP becomes obsolete 15 for program activities, SUBRECIPIENT shall notify COUNTY of such a condition. SUBRECIPIENT 16 shall dispose of grant-funded equipment only in accordance with the instructions of the COUNTY 17 or the agency from which COUNTY received the grant funds. 18 6. SUBRECIPIENT agrees to indemnify, defend, and save harmless COUNTY and the 19 agency from which COUNTY received grant funds, and their elected and appointed officials, 20 officers, agents, and employees from any and all claims and losses accruing or resulting to any and 21 all contractors, subcontractors, laborers, and any other person, firm or corporation furnishing or 22 supplying work, services, materials, or supplies in connection with SUBRECIPIENT’S use of grant23 funded equipment, technology, or services and SUBRECIPIENT’S performance of this Agreement, 24 including Attachments A, B, C, and D hereto, and from any and all claims and losses accruing or 25 resulting to any person, firm, or corporation who may be injured or damaged by SUBRECIPIENT in 26 the performance of this Agreement, including Attachments A, B, C, and D hereto. 27 7. By executing this Agreement, SUBRECIPIENT agrees to comply with and be fully 28 bound by all applicable provisions of Attachments A, B, C, and D hereto. SUBRECIPIENT shall notify CFDA: 97.067 Homeland Security Grant Program Department of Homeland Security

Page 3 of 4 ends

1 COUNTY immediately upon discovery that it has not abided or no longer will abide by any applicable 2 provision of Attachments A, B, C, and D hereto.
3 SUBRECIPIENT and COUNTY shall be subject to examination and audit by the California 4 State Auditor with respect to this Agreement for a period of three years after the final payment 5 hereunder.
6 9. No alteration or variation of the terms of this Agreement shall be valid unless made 7 in writing and signed by duly authorized representatives of the parties hereto. No oral 8 understanding or agreement not incorporated herein shall be binding on any of the parties hereto. 9 10. SUBRECIPIENT may not assign this Agreement in whole or in part without the express 10 written consent of COUNTY.
11 11. For a period of three years after the final payment hereunder or until all claims related 12 to this Agreement are finally settled, whichever is later, SUBRECIPIENT shall preserve and maintain 13 all documents, papers, and records relevant to the work performed or property or equipment 14 acquired in accordance with this Agreement, including Attachments A, B, C, and D hereto. For the 15 same time period, SUBRECIPIENT shall make said documents, papers, and records available to 16 COUNTY and the agency from which COUNTY received grant funds or their duly authorized 17 representative(s), for examination, copying, or mechanical reproduction on or off the premises of 18 SUBRECIPIENT, upon request during usual working hours. 19 12. The SUBRECIPIENT shall provide to COUNTY all records and information requested 20 by COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be 21 required to provide to the agency from which COUNTY received grant funds or other persons or 22 agencies.
23 13. COUNTY may terminate this Agreement and be relieved of the payment of any 24 consideration to SUBRECIPIENT if a) SUBRECIPIENT fails to perform any of the covenants 25 contained in this Agreement, including the applicable terms of Attachments A, B, C, and D hereto, 26 at the time and in the manner herein provided, or b) COUNTY loses funding under the grant. In the 27 event of termination, COUNTY may proceed with the work in any manner deemed proper by 28 COUNTY.

CFDA: 97.067 Homeland Security Grant Program Department of Homeland Security

Page 4 of 4 ends

1 14. SUBRECIPIENT and its agents and employees shall act in an independent capacity in 2 the performance of this Agreement, including Attachments A, B, C, and D hereto. They shall not be 3 considered officers, agents, or employees of COUNTY or Sheriff or of the agency from which 4 COUNTY received grant funds.
5 15. By signing this Agreement, SUBRECIPIENT understands and agrees that: a) Failure to 6 follow grant guidance will result in ineligibility for any reimbursement under the FY2023 HSGP, and 7 b) Only these expenditures detailed explicitly in the Financial Management Forms Workbook are 8 approved for funding; any changes must be pre-approved by the California Office of Emergency 9 Services.
10 IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange, 11 State of California.
12 13 Dated: _____________, 2026 COUNTY OF ORANGE, a political 14 subdivision of the State of California
15 16
17 By: _____________________________
18 Sheriff-Coroner
19 20
21 22
23 SUBGRANTEE:
24 25 By: ______________________________
26 27 ATTEST:
28 By: __________________________________ Dated: __________________________ 29 City Clerk
30 31 Dated: __________________________________
Fiscal Year 2023
Homeland Security Grant Program
California Supplement to the
Federal Notice of Funding Opportunity
October 2023
SECTION 1—OVERVIEW…………………………………………………………………………1
Federal Program Announcement
Information Bulletins
Grant Management Memoranda
Purpose of the California Supplement
Eligible Subrecipients
Tribal Allocations
Subrecipient Allocations
Supplanting
Public/Private Organizations
Debarred/Suspended Parties
Key Changes to the FY 2023 Homeland Security Grant Program SECTION 2—FEDERAL CHANGES AND INITIATIVES .......................................................4 FY 2023 National Priorities
National Campaigns and Programs
National Cybersecurity Review
NIMS Implementation
Law Enforcement Terrorism Prevention Activities
Management and Administration
Indirect Costs
Organization Costs – Overtime
Personnel Cap
Equipment Typing/Identification and Use
Equipment Maintenance/Sustainment
Emergency Communications Projects
Telecommunications Equipment and Services Prohibitions
Small Unmanned Aircraft Systems
Emergency Operations Plans
Conflict of Interest
Build America Buy America Act (BABAA)
SECTION 3—STATE CHANGES AND INITIATIVES .......................................................... 14 FY 2023 Investments
California Homeland Security Strategy Goals
State Initiative Funding
“On Behalf Of”
Public Alert and Warning
SECTION 4—REQUIRED STATE APPLICATION COMPONENTS...................................... 16 Financial Management Forms Workbook
Subrecipient Grants Management Assessment
Application Attachments
Standard Assurances
Operational Areas and Urban Areas
Operational Areas Only
Urban Areas Only
Fusion Centers Only
State Agencies and Tribes Only
SECTION 5—THE STATE APPLICATION PROCESS ..............................................................21 Application Submission
Late or Incomplete Application
HSGP Contact Information
Subaward Approval
SECTION 6—POST AWARD REQUIREMENTS ....................................................................23 Payment Request Process
Advances and Interest Earned on Advances
Semi-Annual Drawdown Requirements
Modifications
Training
Exercises, Improvement Plans, and After-Action Reporting Procurement Standards and Written Procedures
Procurement Thresholds
Procurement Documentation
Noncompetitive Procurement
Performance Bond
Environmental Planning and Historic Preservation
Construction and Renovation
Inventory Control and Property Management
Equipment Disposition
Performance Reporting
Extension Requests
Progress Reports on Grant Extensions
Monitoring
Failure to Submit Required Reports
Suspension/Termination
Closeout
Records Retention

ATTACHMENTS
A – FY 2023 HSGP Allocations
B – FY 2023 HSGP Timeline
C – FY 2023 HSGP Program Checklist
1 Section 1 ‒ Overview | 2023
Federal Program
Announcement
In February 2023, the U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)
issued the Fiscal Year (FY) 2023 Homeland Security Grant Program (HSGP), Notice of Funding Opportunity (NOFO)
and the FEMA Preparedness Grants Manual.

Subrecipients must follow the programmatic requirements in the NOFO, FEMA Preparedness Grants Manual, and the
applicable provisions of the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards located in Title 2, Code of Federal
Regulations (C.F.R.), Part 200.

Information
Bulletins
DHS issues Information Bulletins (IBs) to provide updates, clarification, and new requirements throughout the life of the grant.

Grant
Management
Memoranda
Cal OES issues Grant Management Memoranda (GMMs)
which provide additional information and requirements
regarding HSGP funds.

Purpose of the
California
Supplement
The FY 2023 HSGP California Supplement to the NOFO
(State Supplement) is intended to complement, rather than replace, the NOFO and the FEMA Preparedness Grants
Manual. Applicants are highly encouraged to thoroughly
read the NOFO and the Preparedness Grants Manual
before referring to the State Supplement. The State
Supplement will emphasize differences between the
FY 2021 and FY 2023 HSGP and highlight additional
California policies and requirements applicable to FY 2023 HSGP.

Eligible
Subrecipients
Eligible Applicants, referred to as Subrecipients, include Counties/Operational Areas (OAs), Urban Areas (UAs),
State Agencies (SAs), Departments, Commissions, and
Boards who have or can obtain appropriate state
Department of Finance budget authority for awarded
funds, and federally recognized tribes located in California.

Tribal
Allocations
The NOFO strongly encourages Cal OES to provide HSGP
funds directly to tribes in California. To implement this requirement, a special Request for Proposal will be issued to California’s federally recognized tribes. All Subrecipients are encouraged to coordinate with tribal governments to
ensure that tribal needs are considered in their grant
2 Section 1 ‒ Overview | 2023
applications.

Subrecipient
Allocations
FY 2023 HSGP Subrecipient final allocations are provided in Attachment A and reflect reductions to Subrecipients who did not submit minimum thresholds for National Priority Areas, including Subrecipients opting out of the award
altogether, and increases to Subrecipients that are helping meet statewide minimum level National Priority Area
requirements.

Supplanting Grant funds must be used to supplement existing funds, not replace (supplant) funds that have been appropriated for the same purpose. Subrecipients may be required to
provide supporting documentation that certifies a
reduction in non-federal resources that occurred for
reasons other than the receipt or expected receipt of
federal funds. Supplanting will result in the disallowance of the activity associated with this improper use of federal grant funds.

Public/Private
Organizations
Subrecipients may contract with other public or private organizations to perform eligible activities on approved HSGP projects.

Debarred/
Suspended
Parties
Subrecipients must not make or permit any award
(subaward or contract) at any tier, to any party, that is debarred, suspended, or otherwise excluded from, or
ineligible for, participation in federal assistance programs.

Subrecipients must obtain documentation of eligibility
before making any subaward or contract using HSGP funds and must be prepared to present supporting
documentation to monitors/auditors.

Before entering into a Grant Subaward, the Subrecipient must notify Cal OES if it knows if any of the principals under the subaward fall under one or more of the four criteria listed at 2 C.F.R. § 180.335. The rule also applies to
Subrecipients who pass through funding to other local
entities.
3 Section 1 ‒ Overview | 2023
Debarred/
Suspended
Parties
Cont.

If at any time after accepting a subaward, Subrecipients learn that any of its principals fall under one or more of the criteria listed at 2 C.F.R. § 180.335, immediate written notice must be provided to Cal OES and all grant activities halted until further instructions are received from Cal OES. The rule also applies to subawards passed through by Subrecipients to local entities.

Key Changes to
the FY 2023
HSGP
National Priority Areas: There are six National Priority Areas (NPAs) for FY 2023. SHSP and UASI applicants must include one Investment Justification (IJ) for each NPA that has a minimum spend requirement, where applicable. For the
NPAs with no minimum spend requirement, the Department
of Homeland Security strongly encourages recipients to
make investments in those areas as they are of critical national concern. For those NPAs that have an associated minimum spend, all projects related to meeting the
minimum spend for those NPAs must be included in the
same IJ.

The six NPAs, along with the relevant minimum spend
requirement, are:
• Enhancing information and intelligence sharing and
cooperation with federal agencies, including the
Department of Homeland Security – 3% minimum;
• Enhancing the protection of soft targets/crowded
places – 3% minimum;
• Enhancing cybersecurity – no minimum requirement;
• Enhancing community preparedness and resilience –
3% minimum;
• Combating domestic violent extremism – 3% minimum;
• Enhancing election security – NEW: 3% minimum.
4 Section 1 ‒ Overview | 2023
Key Changes to
the FY 2023
HSGP
Cont.

Law Enforcement Terrorism Prevention Activities: Increased from 30% to 35% of the subaward.

Build America, Buy America Act (BABAA):

FY 2023 HSGP is subject to BABAA requirements. The BABAA requires all federal agencies, including FEMA, to ensure that no federal financial assistance for “infrastructure” projects is provided unless all of the iron, steel, manufactured
products, and construction materials used in the project are produced in the United States. The BABAA requirements only apply to awards or funds obligated on or after
January 2, 2023, and do not apply to awards or funds
obligated during the waiver period from July 1, 2022,
through January 1, 2023.
5 Section 2 ‒ Federal Changes and Initiatives | 2023
FY 2023 National
Priorities
DHS/FEMA annually publishes the National Preparedness
Report (NPR) to report national progress in building,
sustaining, and delivering the core capabilities outlined in the goal of a secure and resilient nation. This analysis provides a national perspective on critical preparedness trends for whole community partners to use to inform
program priorities, allocate resources, and communicate with stakeholders about issues of concern.

HSGP Subrecipients are required to prioritize grant funding to demonstrate how investments support closing capability gaps or sustaining capabilities identified in the Threat Hazard Identification and Risk Assessment
(THIRA)/Stakeholder Preparedness Review (SPR) process.

DHS/FEMA continually assesses changes to the threat
landscape to further the National Preparedness Goal
(NPG) of a secure and resilient nation. The following are national priority areas for FY 2023, including the
corresponding percentage of funds required in each area:
• Enhancing information and intelligence sharing and
cooperation with federal agencies, including DHS – 3%;
• Enhancing the protection of soft targets/crowded
places - 3%;
• Enhancing cybersecurity – no minimum;
• Enhancing community preparedness and resilience –
3%
• Combating domestic violent extremism through
enhanced intelligence collection & analysis, training,
and community resilience – 3%; and
• Enhancing election security – 3% minimum.

The NPA specifically addressing emerging threats has been removed, but activities in this category remain allowable expenses under other investment areas. Further, applicants must spend a minimum of 30% of their SHSP and UASI
awards across the six NPAs but have new flexibility on how that funding is allocated. Although 15% is required in
minimum spending across five NPAs, as noted above, the
remaining 15% can be allocated across any of the six
NPAs. Enhancing Cybersecurity NP does not require a
minimum allocation.
6 Section 2 ‒ Federal Changes and Initiatives | 2023
FY 2023 National
Priorities
Cont.

National Priority projects will be reviewed for effectiveness by DHS/FEMA and must be deemed effective prior to the
obligation or expenditure of funds.

Projects requiring additional information for DHS/FEMA to determine effectiveness of the project, or projects
deemed ineffective, will have a hold placed on their
subaward pending submission of requested information
and DHS/FEMA approval. Once a project is approved by
DHS/FEMA, modifications to the project have special
restrictions regarding modifications as indicated below:

Modifications which do not change the project scope and do not decrease the overall project budget can be
processed via regular modification request.

Modifications which change the project scope or
decrease the overall project budget will require DHS/FEMA approval and must be requested on the National Priority Project Modification Form.

Effectiveness will be evaluated by DHS/FEMA,
Cybersecurity and Infrastructure Security Agency,
DHS Office of Intelligence and Analysis, DHS Center for Prevention Programs and Partnerships, and/or other
DHS components, as appropriate. FEMA will determine
whether the proposed approach is clear, logical, and
reasonable to address the priority areas of interest and contribute to a culture of national preparedness, based on the following four factors:
• Investment Strategy (40%): Projects will be evaluated based on the quality and extent to which the strategy
effectively demonstrates supporting the program
objective of preventing, preparing for, protecting
against, and responding to acts of terrorism, to meet its target capabilities, and otherwise reduce the overall risk to the high-risk urban area, the state, or the nation.
• Budget (20%): Projects will be evaluated based on the extent to which a budget plan for each investment
demonstrates how grant expenditures maximize cost
effectiveness.
7 Section 2 ‒ Federal Changes and Initiatives | 2023
FY 2023 National
Priorities Cont.
• Impact/Outcomes (40%): Projects will be evaluated on
how this investment helps the jurisdiction close
capability gaps identified in its Stakeholder
Preparedness Review and addresses NPs outlined in the
FY 2023 NOFO. Further, projects will be evaluated on
their identification and estimated improvement of core
capability(ies), the associated standardized target(s)
that align with their proposed investment, and the ways in which improvements are measured and/or
evaluated.
• Past Performance (additional consideration): Projects will be evaluated based on the Subrecipient’s
demonstrated capability to execute the proposed
investments. Under this factor, FEMA will consider the
information provided by the Subrecipient and may also
consider relevant information from other sources.

A detailed description of allowable investments for each NP is included in the FY 2023 HSGP NOFO (Section A).

National
Campaigns and
Programs
Whole Community Preparedness – Subrecipients should
engage with the whole community to advance individual
and community preparedness and to work as a nation to
build and sustain resilience. In doing so, Subrecipients are encouraged to consider the needs of individuals with
access and functional needs and limited English
proficiency in the activities and projects funded by the grant.

Subrecipients should utilize established best practices for whole community inclusion and engage with stakeholders
to advance individual and jurisdictional preparedness and resilience. Subrecipients are encouraged to consider the necessities of all Californians in the activities and projects funded by the grant, including children, seniors, individuals with disabilities or access and functional needs, individuals with diverse culture and language use, individuals with lower economic capacity, and other underserved
populations.
8 Section 2 ‒ Federal Changes and Initiatives | 2023
National
Campaigns and
Programs Cont.

Active Shooter Preparedness – DHS developed a
comprehensive Active Shooter Preparedness website,
which strives to enhance national preparedness through a whole-community approach by providing the necessary
products, tools, and resources to help all stakeholders prepare for and respond to an active shooter incident.

Subrecipients are encouraged to review the referenced
active shooter resources and evaluate their preparedness needs.

Soft Targets and Crowded Places – States, territories, UAs, and public and private sector partners are encouraged to identify security gaps and build capabilities that address security needs and challenges related to protecting
locations or environments that are easily accessible to large numbers of people on a predictable or semipredictable basis that have limited security or protective measures in place, including town centers, shopping malls, open-air venues, outside hard targets/venue perimeters, and other places of meeting and gathering. For more
information, please see DHS’s Hometown Security Program.

Community Lifelines – FEMA created Community Lifelines
to reframe incident information and impacts using plain language and unity of effort to enable the integration of preparedness efforts, existing plans, and identifies unmet needs to better anticipate response requirements.

Additional information may be found at the Community
Lifelines Implementation Toolkit website.

Strategic Framework for Countering Terrorism and Targeted Violence – DHS adopted the DHS Strategic Framework for
Countering Terrorism and Targeted Violence which
explains how the department will use the tools and
expertise that have protected and strengthened the
country from foreign terrorist organizations to address the evolving challenges of today.
9 Section 2 ‒ Federal Changes and Initiatives | 2023
National
Campaigns and
Programs Cont.

Countering Violent Extremism (CVE) Training - Foreign
terrorist groups and individual terrorist thought leaders recruit or inspire Westerners to carry out attacks against western and U.S. targets, including individuals living in communities with the U.S. via, but not limited to, print, video, and social media, as well as through personal
interaction. But we also know that violent extremism is not a phenomenon restricted solely to one community and
that any effort to counter violent extremism must be
applicable to all ideologically motivated violence. Efforts to provide information and training regarding CVE should emphasize the strength of local communities’ approach.

National
Cybersecurity
Review
The National Cybersecurity Review (NCSR) is a required
assessment for all Subrecipients of State Homeland Security Program (SHSP) and Urban Areas Security Initiative (UASI) funding to be completed between October and
February 2024.

The NCSR is a no-cost, anonymous, and annual selfassessment designed to measure gaps and capabilities of state, local, tribal, territorial, nonprofit, and private sector agencies’ cybersecurity programs.

Additionally, FEMA recognizes that some subawards will
not be issued until after the NCSR has closed. In these cases, Subrecipients will be required to complete the first available NCSR offered after the subaward has been
issued by Cal OES.

The Chief Information Officer (CIO), Chief Information
Security Officer (CISO), or equivalent should complete the NCSR. If there is no CIO or CISO, the most senior
cybersecurity professional should complete the
assessment. Additional information may be found in IB 439 and 429a.

NIMS
Implementation
Prior to the allocation of any federal preparedness awards, Subrecipients must ensure and maintain the adoption and implementation of the National Incident Management
System (NIMS).
10 Section 2 ‒ Federal Changes and Initiatives | 2023
Law Enforcement
Terrorism
Prevention
Activities
At least 35% of the grant funding under SHSP and UASI must be dedicated to Law Enforcement Terrorism Prevention
Activities (LETPA). This required LETPA allocation can be from SHSP, UASI, or both and may be met by funding
projects in any combination of the six NPAs and any other investments.

Allowable expenditures can be found in the authorizing
legislation, Preparedness Grants Manual, Information
Bulletin (IB) No. 473 Supplemental Guidance for LETPA
Expenditures, the National Prevention Framework, and
National Protection Framework.

For an activity to be counted towards the LETPA
requirement, it must have a law enforcement terrorism
prevention nexus. If an activity is listed in the authorizing legislation or can be directly tied to a capability in the National Prevention Framework or shared capability in the National Protection Framework, then it is presumed to have law enforcement nexus and be a LETPA. For all other
claimed activities, nexus to law enforcement and terrorism prevention must be clearly explained.

Refer to IB 485 - FY23 LETPA Supplemental Guidance to the NOFO for further direction on how to account for LETPA
activities, best practices for submitting LETPA investments, and information on how to distinguish LETPA from other
activities .

Management
and
Administration
The Management and Administration (M&A) allowance for
Subrecipients is set at a maximum of 5% for FY 2023 HSGP.

Indirect Costs Indirect costs are allowable under the FY 2023 HSGP Grant Award.

Subrecipients with an indirect cost rate approved by their cognizant federal agency may claim indirect costs based on the established rate. Indirect costs claimed must be calculated using the base approved in the indirect cost negotiation agreement. A copy of the approved
negotiation agreement is required at the time of
application.
11 Section 2 ‒ Federal Changes and Initiatives | 2023
Indirect Costs
Cont.

Indirect costs are in addition to the M&A allowance and must be included in the Grant Award application as a
“Project” and reflected in the FMFW on the Indirect Cost Tab if being claimed under the award.

Indirect costs must be claimed no more than once
annually, and only at the end of the Subrecipient’s fiscal year. An exception to this rule applies if there is a mid-year change to the approved indirect cost rate; in this case, costs incurred to date must be claimed. At that time, a Grant Subaward Modification reflecting the rate change
must also be submitted to Cal OES, along with a copy of the new Indirect Cost Rate Agreement.

Organization
Costs – Overtime
Operational overtime costs are allowable for increased
security measures at critical infrastructure sites if associated with detecting, deterring, disrupting, and preventing acts of terrorism and other catastrophic events.

Pursuant to page A-4 of the Preparedness Grants Manual, all operational overtime requests must clearly explain how the request meets the criteria of one or more of the
categories listed in Table 2: Authorized Operational
Overtime Categories.

Requests must address the threat environment as it relates to the event or activity requiring operational overtime support and explains how the overtime activity is
responsive to the threat.

Post-event operational overtime requests will only be
considered on a case-by-case basis, where it is
demonstrated exigent circumstances prevented
submission of a request in advance of the event or activity.

Requests for overtime costs must be submitted to Cal OES via Allowability Request Log (ARL) Form at the time of
application, if the activity will occur within one year of the final application submission. All subsequent requests must be submitted at least 60 days in advance of the activity.

All operational overtime costs must be formally preapproved in writing by DHS/FEMA. 12 Section 2 ‒ Federal Changes and Initiatives | 2023
Personnel Cap Pursuant to 6 U.S.C. § 609(b), SHSP and UASI funds may be used for personnel costs, totaling up to 50 percent of each fund source. A Subrecipient may request this requirement be waived by DHS/FEMA, via Cal OES. Requests for
personnel cap waivers must be submitted separately for
each fund source in writing to the Program Representative on official letterhead, with the following information:
• Documentation explaining why the cap should be
waived;
• Conditions under which the request is being submitted; and
• A budget and method of calculation of personnel costs both in percentages of the Grant Award and in total
dollar amount (waivers must be calculated separately
for SHSP and UASI, outlining salary, fringe benefits, and any M&A costs).

Subrecipient requests to exceed the personnel cap must
be received by Cal OES at the time of application.

Subaward modifications impacting the personnel cap will be reviewed on a case-by-case basis and may require the submittal of the above-mentioned information.

Please see IB 421b for more information on the waiver
process.

Equipment
Typing/
Identification
and Use
Allowable HSGP equipment is listed on the FEMA
Authorized Equipment List (AEL) website.

Subrecipients that allocate HSGP funds towards equipment are required to type and identify the capability associated with that equipment. The FEMA Resource Typing Library
Tool (RTLT) can be used to help determine the type and
capability.

Per FEMA policy, the purchase of weapons and weapon
accessories are not allowed with HSGP funds. Special rules apply to pharmaceutical purchases, medical
countermeasures, and critical emergency supplies; refer to page A-10 of the FEMA Preparedness Grants Manual for
additional information.
13 Section 2 ‒ Federal Changes and Initiatives | 2023
Equipment Typing/
Identification and
Use Cont.

Expenditures for general purpose equipment are allowable if they align to and support one or more core capabilities identified in the NPG, and in addition, are
deployable/sharable through the Emergency
Management Assistance Compact and allowable under
6 U.S.C. § 609. Refer to the NOFO and Preparedness Grants Manual for examples of allowable general-purpose
equipment.

Equipment
Maintenance/
Sustainment
Use of HSGP funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable as described in FEMA IBs 336 and 379, as well as Grant Programs Directorate (GPD) Policy FP-205-402-125-1.

Emergency
Communications
Projects
All Subrecipient emergency communications projects must comply with the SAFECOM Guidance on Emergency
Communications Grants and describe in their FMFW how
such activities align with the goals of the Statewide
Communications Interoperability Plan.

Telecom
Equipment and
Services
Prohibitions
Effective August 13, 2020, section 889(f)(2)-(3) of the John S. McCain National Defense Authorization Act for FY 2019 (NDAA) and 2 C.F.R. § 200.216, 200.471, and Appendix II to 2 C.F.R. Part 200 prohibit DHS/FEMA Recipients and
Subrecipients (including their contractors and
subcontractors) from using any FEMA funds under open or new awards for the following telecommunications
equipment or services:
1) Telecommunications equipment produced by Huawei
Technologies Company or ZTE Corporation, (or any
subsidiary or affiliate of such entities);
2) For the purpose of public safety, security of government facilities, physical security surveillance of critical
infrastructure, and other national security purposes,
video surveillance and telecommunications equipment
produced by Hytera Communications Corporation,
Hangzhou Hikvision Digital Technology Company, or
Dahua Technology Company (or any subsidiary or
affiliate of such entities);
3) Telecommunications or video surveillance services
provided by such entities or using such equipment; or
14 Section 2 ‒ Federal Changes and Initiatives | 2023
Telecom Equipment
and Services
Prohibitions Cont.
4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the
Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an
entity owned or controlled by, or otherwise connected
to, the People’s Republic of China.

Additional guidance is available in FEMA Policy #405-143- 1, Prohibitions on Expending FEMA Award Funds for
Covered Telecommunications Equipment or Services
Prohibited and
Controlled
Equipment
Effective May 25, 2022, Executive Order (EO) 14074,
Advancing Effective, Accountable Policing and Criminal
Justice Practices to Enhance Public Trust and Public Safety, Section 12(a) of EO 14074 directs the Department of
Homeland Security (DHS) to review its grant programs and, consistent with applicable law, prohibits the use of grant funding to purchase certain types of military equipment by state, local, tribal, and territorial law enforcement
agencies (LEAs).

For all awards issued on or after January 1, 2023, The policy directly prohibits certain types of equipment outright
(prohibited equipment), whereas other types of equipment may be controlled, or LEAs are required to submit
certifications prior to purchase.

Even if equipment is listed as controlled equipment and is not outright prohibited, that does not automatically make it allowable under a particular FEMA program. Recipients and Subrecipients should refer to applicable program
guidance or contact your Program Representative to
determine if a particular type of equipment is allowable under that program.

Additional information regarding Prohibited and Controlled Equipment is available on FEMA Policy 207-22-0002.
15 Section 2 ‒ Federal Changes and Initiatives | 2023
Small Unmanned
Aircraft Systems
All requests to purchase Small Unmanned Aircraft Systems (SUAS) with FEMA grant funding must comply with FEMA
Policy 207-22-0002 and include copies of the policies and procedures in place to safeguard individuals’ privacy, civil rights, and civil liberties of the jurisdiction that will purchase, take title to, or otherwise use the SUAS equipment. The Authorized Equipment Listing for 03OE-07-SUAS details
questions that must be included in the Aviation Request justification. Reference the Presidential Memorandum:

Promoting Economic Competitiveness While Safeguarding
Privacy, Civil Rights, and Civil Liberties in Domestic Use of Unmanned Aircraft Systems for additional information.

FEMA approval is required before a SUAS can be
purchased with HSGP grants funds.

Emergency
Operations Plans
Subrecipients should update their Emergency Operations
Plan (EOP) at least once every two years to remain
compliant with the Comprehensive Preparedness Guide
101 version 2.0.

Conflict of
Interest
To eliminate and reduce the impact of conflicts of interest in the subaward process, Subrecipients and pass-through entities must follow their own policies and procedures
regarding the elimination or reduction of conflicts of
interest when making subawards. Subrecipients and passthrough entities are also required to follow any applicable federal, state, local, and tribal statutes or regulations governing conflicts of interest in the making of subawards.

Subrecipients must disclose to their Program
Representative, in writing, any real or potential conflict of interest as defined by the federal, state, local, or tribal statutes or regulations, which may arise during the
administration of the HSGP subaward within five days of learning of the conflict of interest.
16 Section 2 ‒ Federal Changes and Initiatives | 2023
Build America,
Buy America Act
(BABAA)
Under FEMA financial assistance programs, the BABAA
requirements apply to:
• New awards made on or after January 2, 2023,
• New funding that FEMA obligates to existing awards or through renewal awards on or after January 2, 2023;
and
• Infrastructure projects.

Funds provided under this program may not be used for a project for infrastructure unless the iron and steel,
manufactured products, and construction materials used
in that infrastructure are produced in the United States.

The Buy America preference only applies to articles,
materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as
temporary scaffolding, brought to the construction site and removed at or before the completion of the
infrastructure project. Additionally, the Buy America
preference does not apply to equipment and furnishings, such as movable chairs, desks, and portable computer
equipment, that are used at or within the finished
infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure
project.

When necessary, Subrecipients may apply for a waiver
from these requirements. Additional information regarding the BABAA can be found on FEMA’s website under
Buy America Preference Buy America Preference.
17 Section 3 ‒ State Changes and Initiatives | 2023
FY 2023
Investments
The State prioritized the following investment strategies for the FY 2023 subawards:

1. Enhance Information and Intelligence Sharing and
Cooperation with Federal Agencies, including DHS
(National Priority);

2. Enhance the Protection of Soft Targets/Crowded Places (National Priority);

3. Enhance Cybersecurity (National Priority);

4. Enhancing Community Preparedness and Resilience
(National Priority);

5. Combating Domestic Violent Extremism (National
Priority);

6. Strengthen Emergency Communications Capabilities
Through Planning, Governance, Technology, and
Equipment;

7. Enhance Medical and Public Health Preparedness;

8. Strengthen Information Sharing and Collaboration (nonFusion Center);

9. Enhance Multi-Jurisdictional/Inter-Jurisdictional AllHazards/Whole Community Incident Planning, Response & Recovery Capabilities;

10. Protect Critical Infrastructure and Key Resources
(includes Food and Agriculture); and

11. Enhance Election Security (National Priority).
18 Section 3 ‒ State Changes and Initiatives | 2023
California
Homeland
Security Strategy
Goals
The State prioritized the following California Homeland Security Strategy Goals for the FY 2023 subawards:

1. Enhance Information Collection, Analysis, and Sharing, in Support of Public Safety Operations Across California;

2. Protect Critical Infrastructure and Key Resources from All Threats and Hazards;

3. Strengthen Security and Preparedness Across
Cyberspace;

4. Strengthen Communications Capabilities through
Planning, Governance, Technology, and Equipment;

5. Enhance Community Preparedness;

6. Enhance Multi-Jurisdictional/Inter-Jurisdictional AllHazards Incident Catastrophic Planning, Response, and Recovery Capabilities;

7. Improve Medical and Health Capabilities;

8. Enhance Incident Recovery Capabilities;

9. Strengthen Food and Agriculture Preparedness; and

10.Enhance Homeland Security Exercise, Evaluation, and
Training Programs.

State Initiative
Funding
For FY 2023, Cal OES shall retain 20% of the SHSP and 18.5% of the UASI funding for state initiatives.
“On Behalf Of” Cal OES may, in conjunction with local approval authorities, designate funds “on behalf of” local entities who choose to decline or fail to utilize their subaward in a timely manner.

Public Alert and
Warning
Cal OES encourages Subrecipients to consider the use of this funding to assist their jurisdiction’s alignment with the State of California Alert and Warning Guidelines,
developed pursuant to Senate Bill 833 of the 2018
Legislative Session.
19 Section 4 ‒ Required State Application Components | 2023 Financial
Management
Forms
Workbook
The FY 2023 Cal OES FMFW includes:

Grant Subaward Face Sheet – Use the Grant Subaward Face Sheet to apply for grant programs. The Grant Subaward Face Sheet must be signed and submitted in portrait format. An active UEI# (Formerly DUNS#) is required. UEI registration information is available sam.gov.

Authorized Body of 5 – Provide the contact information of Authorized Agents (AA), delegated via the Governing Body Resolution (GBR) or Signature Authorization Form, including staff related to grant activities. More than one person is
recommended for designation as the AA; in the absence of an AA, an alternate AA can sign requests.

Project Ledger – The project ledger is used in the application process to submit funding information and is used for submitting cash requests, Grant Subaward Modifications, and assists with the completion of the Biannual Strategy Implementation Report (BSIR).

Planning Tab – Provides detailed information on grant-funded planning activities with a final product identified.

Organization Tab – Provides detailed information on grant-funded organizational activities.

Equipment Tab – Detailed information must be provided under the equipment description for all grant-funded equipment. AEL numbers must be included for all items of equipment. Always refer to the AEL for a list of allowable equipment and conditions, if any.

Training Tab – Provides detailed information on grant-funded training activities. All training activities must receive Cal OES approval prior to starting the event, including a Training Feedback number. The Training Request Form must be submitted and approved to obtain a Training Feedback number and should be submitted at least 30 days in advance.

Exercise TAB – Provides detailed information on grant-funded exercises.

M&A Tab – Provides information on grant-funded M&A activities. 20 Section 4 ‒ Required State Application Components | 2023 Financial
Management
Forms
Workbook
Cont.

Indirect Costs Tab – Provides information on indirect costs.

Consultant-Contractor Tab – Provides detailed information on grant-funded consultants and contractors.

Authorized Agent Page – The AA Page must be submitted with the application, all cash requests, and Grant Subaward
Modifications. The AA Page must include a valid signature on file with Cal OES and the date.

Subrecipient
Grants
Management
Assessment
Per 2 C.F.R. § 200.332, Cal OES is required to evaluate the risk of non-compliance with federal statutes, regulations, and grant terms and conditions posed by each Subrecipient of passthrough funding. The Subrecipient Grants Management Assessment Form contains questions related to an organization’s experience in the management of federal grant awards. It is used to determine and provide an appropriate level of technical assistance, training, and grant oversight to Subrecipients during the subaward. The questionnaire must be completed and
returned with the grant application.

Application
Attachments
Federal Funding Accountability and Transparency Act (FFATA) Financial Disclosure – Use the FFATA Financial Disclosure Form to provide the information required by the Federal Funding Accountability and Transparency Act of 2006.

Certification Regarding Lobbying – Use the Certification Regarding Lobbying Form to certify lobbying activities, as stipulated by the Byrd Anti-Lobbying Amendment,
31 U.S.C. § 1352.

Intelligence Analysts Certificates – Pursuant to the Preparedness Grants Manual, Cal OES must have certificates for completion of training for fusion center analytical personnel. Please provide copies of certificates for each intelligence analyst, if applicable.

UASI Footprint (UASIs Only) – The Urban Area Working Group (UAWG) establishes the ‘footprint’ of the UA. A map or list defining the footprint must be included with the application.

UAWG Member Roster (UASIs Only) – A list of all current UAWG members with positions or titles.
21 Section 4 ‒ Required State Application Components | 2023 Indirect Cost Rate Agreement – If claiming indirect costs at a federally-approved rate, please provide a copy of the approved indirect cost rate agreement.

Standard
Assurances
The Standard Assurances list the requirements to which the Subrecipients will be held accountable. All Applicants will be required to submit a signed, original of the FY 2023 Standard Assurances as part of their FY 2023 HSGP application. The required Standard Assurances can be found only in PDF format on the Cal OES website.

NOTE: Self-created Standard Assurances will not be accepted.

Operational
Areas and
Urban Areas
Governing Body Resolution – The GBR appoints AAs (identified by the individual’s name or by a position title) to act on behalf of the governing body and the Applicant by executing any actions necessary for each application and subaward. All Applicants are required to submit a copy of an approved GBR with their grant application. Resolutions may be valid for up to three grant years given the following:
• The resolution identifies the applicable grant program (e.g., EMPG and/or HSGP);
• The resolution identifies the applicable grant years, (e.g., FY 2023, FY 2024, FY 2025; and
• Adheres to any necessary elements required by local
protocols, rules, etc., if applicable.

Resolutions that only identify a single grant program will only be valid for that single program. Resolutions that do not identify applicable grant years will only be valid for the grant year in which the resolution was submitted.

Authorized Agent Information – For each person or position appointed by the governing body, identify the individual in the Authorized Body of 5 ledger of the FMFW.

All changes in AA and contact information must be provided to Cal OES in writing. If the GBR identifies the AA by name, a new Resolution is needed when changes are made. If the GBR
identifies the AA by position and/or title, changes may be made by submitting a request on the entity’s letterhead, signed by an existing AA. Cal OES will not accept signatures of an AA’s designee, unless authorized by the GBR. A change to an AA's 22 Section 4 ‒ Required State Application Components | 2023 designee must be submitted on agency letterhead and signed by the AA, announcing the change to their designee.

Operational
Areas Only
Approval Authority Body – OAs must appoint an Anti-Terrorism Approval Body (Approval Authority) to have final approval of the OA’s application for HSGP funds. Each member of the Approval Authority must provide written agreement with the OA’s
application for HSGP funds. The Approval Authority shall consist of the following representatives, and additional voting members may be added by a simple majority vote of the following standing members:
• County Public Health Officer or designee responsible for Emergency Medical Services
• County Fire Chief or Chief of Fire Authority
• Municipal Fire Chief (selected by the OA Fire Chiefs) • County Sheriff
• Chief of Police (selected by the OA Police Chiefs)
Urban Areas
Only
Urban Area Working Groups – Membership in the UAWG must provide either direct or indirect representation for all relevant jurisdictions and response disciplines (including law enforcement, fire service, EMS, hospitals, public health, and emergency management) that comprise the defined UA. It also must be inclusive of local Citizen Corps Council and tribal representatives.

The UAWG should also ensure the integration of local emergency management, public health, and health care systems into a coordinated sustained local capability to respond effectively to a mass casualty incident. Additional group composition criteria are found in the FEMA Preparedness Grants Manual.

Threat Hazard Identification and Risk Assessment – Subrecipients are required to submit a THIRA for all 32 core capabilities.

Beginning in 2019, UAs are required to submit a THIRA every three years. An annual capability assessment will still be required.

Stakeholder Preparedness Review – The SPR is an annual grant requirement for all states, territories, and UAs. It is an annual capability assessment, which helps jurisdictions identify capability gaps and prioritize investment requirements to reach the targets set in their THIRA.
23 Section 4 ‒ Required State Application Components | 2023 Fusion
Centers Only
All fusion center investments must align to, and reference, specific performance areas of the assessment that the funding is intended to support.

Fusion Centers are also required to follow all Reporting and Administrative Metrics for California Fusion Centers, as set forth in the Governor’s Homeland Security Advisor/Cal OES Director’s letter dated March 16, 2016. These operational and administrative metrics set forth an integrated and coordinated approach for regular and proactive information and intelligence sharing between all fusion centers in the California State Threat Assessment System (STAS).

State
Agencies and
Tribes Only
State Agencies, and federally recognized tribes may submit the Signature Authorization Form in lieu of a GBR, signed by the most senior ranking official, such as the Secretary, Director, President, Chancellor, or Chairperson.
24 Section 5 ‒ State Application Process | 2023
Application
Submission
Subrecipients must submit an electronic copy of their completed FMFW to their Program Representative for review. After the application is approved, a completed copy of the FMFW, along with all other application components must be submitted, with official signatures, by the application due date. During the application process, if it is determined not all allocated funds can be expended by the end of the period of performance, please inform a Program Representative as soon as possible. The completed application should be received by Cal OES no later than the date provided in the FY 2023 HSGP Timeline, referenced as Attachment B.

Late or
Incomplete
Application
Late or incomplete applications may be denied. If an application is incomplete, the Program Representative may request
additional information. Requests for late submission of applications must be made in writing to the Program
Representative prior to the application due date. Cal OES has sole discretion to accept or reject a late or incomplete grant application.

HSGP Contact
Information
All Subrecipient application materials, questions, comments, and correspondence should be directed to:

California Governor’s Office of Emergency Services
ATTN: Grants Management (Building F)
Homeland Security Grants Unit
3650 Schriever Avenue
Mather, CA 95655
Darlene Arambula (916) 845-8427
Christopher Camacho (916) 845-8789
Laura Halverstadt (916) 845-8899
Antoinette Johnson (916) 845-8260
Jim Lane (916) 845-8428
Tyrone Freeman (916) 328-7750
Abigayle Tirapelle (916) 845-8400
The Program Representative Regional Assignments Map is
available at the Cal OES website under “Regional Assignments”. 25 Section 5 ‒ State Application Process | 2023
Subaward
Approval
Subrecipients will receive a formal notification of award no later than 45 days after Cal OES accepts the federal grant award. The award letter must be signed, dated, and returned to Cal OES within 20 calendar days. Once the completed application, along with the signed award letter, is received and approved, reimbursement of eligible subaward expenditures may be
requested using the Cal OES FMFW.
26 Section 6 ‒ Post Award Requirements | 2023
Payment Request
Process
To request an advance or cash reimbursement of HSGP
funds, Subrecipients must first complete a payment request using the Cal OES HSGP FMFW, returning it to the appropriate Program Representative. Subrecipients who fail to follow the workbook instructions may experience delays in processing the payment request.

Payments can only be made if the Subrecipient has an
approved application.

Advances and
Interest Earned on
Advances
An Advance payment is a payment that is requested before Subrecipients have disbursed the funds for program purposes.

Subrecipients may be paid an advance, provided they
maintain a willingness and ability to maintain procedures to minimize the time elapsing between the receipt of funds and their disbursement. The timing and amount of advance
payments must be as close as administratively feasible to the actual disbursements by the Subrecipient for project costs.

Federal rules require advances to be deposited in interestbearing accounts. Interest earned amounts up to $500 per year may be retained by Subrecipients for administrative expenses; any additional interest earned on federal advance payments must be returned annually to Cal OES.

Semi-Annual
Drawdown
Requirements
All Subrecipients must report expenditures and request funds at least semi-annually throughout the period of performance.

Semi-annual drawdowns should occur by March and
October of each calendar year following final approval of the subaward application, except for the final cash request, which must be submitted within 20 calendar days after the end of the period of performance.

Modifications Post-award budget and scope modifications must be requested using the Cal OES HSGP FMFW v1.23, signed by the Subrecipient’s AA, and submitted to the Program
Representative.

The Subrecipient may implement grant modification
activities, and incur associated expenses, only after receiving written final approval of the modification from Cal OES. 27 Section 6 ‒ Post Award Requirements | 2023
Modifications
Cont.

Subrecipients must provide a written justification with all modification requests. The justification may be included in the body of the e-mail transmitting the request, or in a document attached to the transmittal e-mail. Please reference GMM 2018-17 for additional information regarding modification requests.

Modifications to NP Projects have additional restrictions as indicated below:

Modifications which do not change the project scope and do not decrease the overall project budget can be
processed via regular modification request.

Modifications which change the project scope or decrease the overall project budget will require DHS/FEMA approval and must be requested on the National Priority Project
Modification Form.

Training
Requirements
All grant-funded training activities must receive Cal OES approval prior to starting the training event. Cal OES shall allow Subrecipients to develop a “placeholder” for future training conferences when an agenda has not been
established at the time Subrecipient applications are due.

Please work with a Program Representative and the Training Branch to identify a possible “placeholder” for these types of training activities.

When seeking approval of non-DHS/FEMA developed
courses, course materials must be submitted with the
approval requests. Conditional approvals are not offered.

Subrecipients must complete a Training Request Form and submit it electronically to the Cal OES Training Branch to be approved with a Training Feedback Number before
beginning any training activities. This includes project components like travel to, materials for, or attendance in training courses. Training Feedback Numbers should be
obtained no later than 30 days before the first day of the training or related activities. Requests that are submitted with less than 30 days prior to the start of the training or activity are not guaranteed to be approved in time and run the risk of training being unallowable. Training Feedback numbers must 28 Section 6 ‒ Post Award Requirements | 2023
Training
Requirements
Cont.
be included on the FMFW Training Ledger to be considered for reimbursement.

For more information on this or other training-related inquiries, contact the Cal OES Training Branch at (916) 845-8745 or [email protected].

Exercises,
Improvement
Plans, and AfterAction Reporting
Subrecipients should engage stakeholders to identify longterm training and exercise priorities. These priorities should address capability targets and gaps identified through the THIRA and SPR process, real-world events, previous exercises, and national areas for improvement identified in the NPR.

Subrecipients must report on all exercises conducted with HSGP grant funds. An After-Action Report
(AAR)/Improvement Plan (IP) or Summary Report (for
Seminars and Workshops) must be completed and submitted to Cal OES within 90 days after exercise/seminars/workshops are conducted. It is acceptable to submit an Exercise
Summary Report for Seminars and Workshops in lieu of a full AAR/IP.

Please e-mail AAR/IPs and Summary Reports to:
• [email protected]
• [email protected]
• [email protected]
For exercise-related issues and/or questions, please email the Cal OES Exercise Team at [email protected].

Exercise costs will not be considered for reimbursement until an AAR/IP is received by Cal OES.

Procurement
Standards and
Written
Procedures
Subrecipients must conduct procurement using documented local government procurement procedures, or the federal procurement standards found in 2 C.F.R. Part 200, whichever are more strict. Subrecipients must also have written conflict of interest policies governing the actions of its employees engaged in the selection, award and administration of
contracts, including disciplinary actions for violations of such standards.
29 Section 6 ‒ Post Award Requirements | 2023
Procurement
Thresholds
Effective June 20, 2018, the micro-purchase threshold was increased from $3,500 to $10,000 and the simplified
acquisition threshold was increased from $150,000 to
$250,000. These increases apply to all Subrecipient
procurements executed on or after June 20, 2018.

Refer to IB 434 for additional information.

Procurement
Documentation
Non-federal entities, other than states and territories, are required to maintain and retain records sufficient to detail the history of procurements, covering at least the rationale for the procurement method, contract type, contractor selection or rejection, and the basis for the contract price. For any cost to be allowable, it must be adequately documented. Examples of the types of documents that would meet this requirement include, but are not limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals;
• Responses to solicitations, such as quotes, bids, or
proposals;
• Pre-solicitation independent cost estimates and postsolicitation cost/price analyses on file for review by federal personnel, if applicable;
• Contract documents and amendments;
• Documents demonstrating inclusion of required contract provisions; and
• Other documents required by federal regulations
applicable at the time the grant was awarded to the
Subrecipient.

Noncompetitive
Procurement
All noncompetitive procurements exceeding the simplified acquisition threshold requires Cal OES prior written approval to be eligible for reimbursement. This method of procurement must be approved by the local Purchasing Agent prior to submitting a request for Cal OES approval. A copy of the Purchasing Agent’s approval must be included with the
Cal OES Request for Noncompetitive Procurement
Authorization form. Cal OES may request additional
documentation that supports the procurement effort.
30 Section 6 ‒ Post Award Requirements | 2023
Noncompetitive
Procurement
Cont.

Cal OES will not reimburse for any noncompetitive
procurement contracts for any HSGP terrorism-related
training, regardless of the cost of the training. Exceptions to this policy may be approved in limited circumstances, e.g., related to a procurement effort that has resulted in
inadequate competition. Please refer to GMM2017-01A and GMM2021-05 for additional guidance.

Performance
Bond
Due to the risks associated with delays in vendor delivery of large equipment procurements, DHS/FEMA allows
Subrecipients to obtain a “performance bond” for items that are paid for up front to ensure delivery of the equipment within the grant period of performance.

Cal OES requires Subrecipients to obtain a performance bond when procuring any equipment item over $250,000, or for any vehicle, aircraft, or watercraft that requires full or partial payment prior to receiving the final product(s).

Performance Bond Waivers may be granted on a case-bycase basis and must be submitted to Cal OES prior to procurement.

Environmental
Planning and
Historic
Preservation (EHP)
DHS/FEMA is required to ensure all activities and programs that are funded by the agency comply with federal
Environmental Planning and Historic Preservation (EHP)
regulations. Subrecipients proposing projects or activities (including, but not limited to, training, exercises, the installation of equipment, and construction or renovation projects) that have the potential to impact the environment, or a historic structure must participate in the EHP screening process. EHP Screening Memos must include detailed project information, explain the goals and objectives of the proposed project, and include supporting documentation.

DHS/FEMA may also require the Subrecipient to provide a confidential California Historical Resources Information System (CHRIS) report in addition to the EHP Screening Form.

Determination on the necessity of a CHRIS report is based upon information disclosed on the form. Program
Representatives will provide additional instructions should this report be required.
31 Section 6 ‒ Post Award Requirements | 2023
Environmental
Planning and
Historic
Preservation (EHP)
Cont.

EHP Screening Requests should be submitted to Cal OES as early as possible. All projects/activities triggering EHP must receive DHS/FEMA written approval prior to commencement of the funded activity.

Updated information may be referenced in the FEMA GPD
EHP Policy Guidance.

Construction and
Renovation
When applying for construction activity at the time of
application, including communication towers, Subrecipients must submit evidence of approved zoning ordinances,
architectural plans, any other locally required planning permits, and a notice of federal interest. Additionally, Subrecipients are required to submit an SF-424C Budget and Budget Detail that cites project costs. Communication tower construction requests also require evidence that the Federal Communications Commission’s Section 106 review process
was completed.

Subrecipients using funds for construction projects must comply with the Davis-Bacon Act. Subrecipients must ensure that their contractors or subcontractors for construction projects pay workers no less than the prevailing wages for laborers and mechanics employed on projects of a
character like the contract work in the civil subdivision of the state in which the work is to be performed.

Project construction using SHSP and UASI funds may not
exceed $1,000,000 or 15% of the grant subaward (for the purposes of limitations on funding levels, communications towers are not considered construction).

Written approval for construction must be provided by
DHS/FEMA prior to the use of any HSGP funds for construction or renovation. No construction activities (including site preparation, utility installations, and any groundbreaking activities) or equipment installations on existing structures, may begin until the EHP review process is complete.
32 Section 6 ‒ Post Award Requirements | 2023
Inventory Control
and Property
Management
Subrecipients must use standardized resource management concepts for resource typing and credentialing, in addition to maintaining an inventory by which to facilitate the effective identification, dispatch, deployment, tracking, and recovery of resources.

Subrecipients must have an effective inventory management system, to include:
• Property records that document description, serial/ID number, fund source, title information, acquisition date, cost, federal cost share, location, use, condition, and ultimate disposition;
• A physical inventory conducted at least every two years; • A control system to prevent loss, damage, and theft of grant purchased equipment and supplies; and
• Adequate maintenance procedures to keep the property
in good condition.

Equipment
Disposition
When original or replacement equipment acquired under the HSGP is no longer needed for program activities, the
Subrecipient must contact the Program Representative to request disposition instructions. See 2 C.F.R. § 200.313(e).

Performance
Reporting
Subrecipients must complete a BSIR each Winter and Summer using the DHS/FEMA Grants Reporting Tool (GRT) for the
duration of the subaward period of performance or until all grant activities are completed and the subaward is formally closed by Cal OES. Failure to submit a BSIR could result in subaward reduction, suspension, or termination.

Access to the BSIR may be obtained through the GRT. To
create a new account, please click the link that reads, “Register for an account” and follow the instructions
provided. The Subrecipient will be required to ensure up-todate project information is entered. The Project Ledger in the FMFW may assist with the BSIR data entry process. For
additional assistance with the GRT, please contact your Program Representative.
33 Section 6 ‒ Post Award Requirements | 2023
Extension
Requests
Extensions to the initial period of performance identified in the subaward will only be considered through formal, written requests to your Program Representative. Upon receipt of the extension request, Cal OES will:

1. Verify compliance with performance reporting
requirements by confirming the Subrecipient has
submitted all necessary performance reports;

2. Confirm the Subrecipient has provided sufficient
justification for the request; and

3. If applicable, confirm the Subrecipient has demonstrated sufficient progress in past situations where an extension was authorized by Cal OES.

Extension requests will be granted only due to compelling legal, policy, or operational challenges, must be projectspecific and will only be considered for the following reasons:

1. Contractual commitments with vendors that prevent
completion of the project within the period of
performance;

2. The project must undergo a complex environmental
review which cannot be completed within this timeframe;

3. Projects are long-term by design and therefore,
acceleration would compromise core programmatic
goals; and

4. Where other special circumstances exist.

To be considered, extension requests must be received no later than 60 days prior to the end of the Subrecipient’s period of performance and must contain specific and
compelling justifications as to why an extension is required. All extension requests must address the following:

1. Grant program, fiscal year, and award number;

2. Reason for delay;

3. Current status of the activity/activities;

4. Approved period of performance termination date and
new project completion date;

5. Amount of funds drawn down to date;

6. Remaining available funds, both federal and non-federal; 34 Section 6 ‒ Post Award Requirements | 2023
Extension
Requests
Cont.

7. Budget outlining how remaining federal and non-federal funds will be expended;

8. Plan for completion, including milestones and timeframes for each milestone and the position/person responsible for implementing the plan for completion; and

9. Certification the activity/activities will be completed within the extended period of performance without any
modification to the original Project Scope.

General questions regarding extension requirements and the extension request form, should be directed to your Program Representative. For additional information, please see IB 379.

Extension requests for personnel and salaries do not meet the requirements of IB 379 and will not be granted. Subrecipients are expected to complete all grant-funded personnel
activities by the end of the subaward period of performance.

Progress Reports
on Grant
Extensions
All Subrecipients that receive Cal OES approval to extend their FY 2023 Grant Subaward period of performance may be required to submit progress reports indicating completed and future project milestones on all extended projects. Progress reports must be submitted electronically to the Subrecipient’s Program Representative. Deadlines for the submission of progress reports will be established at the time of extension approval.

Monitoring Cal OES Grants Monitoring actively monitors Subrecipients, through day-to-day communications, programmatic site
visits, desk, and on-site compliance assessments. The purpose of the compliance assessment is to ensure Subrecipients are in compliance with applicable state and federal regulations, grant guidelines, and programmatic requirements.

Monitoring activities may include, but are not limited to:
• Verifying entries recorded on the FMFW categories are properly supported with source documentation;
• Eligibility of and support for expenditures, typically covering two to three years of data;
• Comparing actual Subrecipient activities to those
approved in the grant application and subsequent
35 Section 6 ‒ Post Award Requirements | 2023
Monitoring
Cont.
modifications, including the review of timesheets and
invoices as applicable;
• Procurements and contracts;
• Ensuring equipment lists are properly maintained and
physical inventories are conducted;
• Ensuring advances have been disbursed in accordance
with applicable guidelines; and
• Confirming compliance with Standard Assurances; and
• Information provided on performance reports and
payment requests
NOTE: It is the responsibility of all Subrecipients that pass down grant funds to other entities, to maintain and utilize a formal process to monitor the grant activities of their subawards. This requirement includes, but is not limited to, on-site verification of grant activities, as required. It is common for Subrecipients to receive findings in a programmatic site visit or compliance assessment, which require a Corrective Action Plan (CAP) to be submitted by Subrecipients. Those Subrecipients who fail to submit a CAP, as required, shall have a “hold” placed on any future reimbursements until the “finding” is resolved.

Failure to Submit
Required Reports
Periodic reporting is required by the grant. Subrecipients who miss a single reporting deadline may receive a letter
addressed to their Board of Supervisors informing them of the failure to report. County OAs and tribes who fail to report twice consecutively may have subsequent awards reduced
by 10% until timely reporting is reestablished; UASIs may have a “hold” placed on any future reimbursements.

Suspension/
Termination
Cal OES may suspend or terminate grant funding, in whole or in part, or other measures may be imposed for any of the following reasons:

Suspension/
• Failure to submit required reports.
• Failure to expend funds in a timely manner consistent with the grant milestones, guidance, and assurances.
• Failure to comply with the requirements or statutory
progress toward the goals or objectives of federal or state law.
• Failure to make satisfactory progress toward the goals or objectives set forth in the Subrecipient application.
• Failure to follow Grant Subaward requirements or Special Conditions.
36 Section 6 ‒ Post Award Requirements | 2023
Termination
Cont.
• Proposing or implementing substantial plan changes to the extent that, if originally submitted, the application would not have been selected for funding.
• False certification in the application or document.
• Failure to adequately manage, monitor, or direct the
grant funding activities of their Subrecipients.

Before taking action, Cal OES will provide the Subrecipient reasonable notice of intent to impose corrective measures and will make every effort to informally resolve the problem.

Closeout
Cal OES will close-out Subrecipient awards when it
determines all applicable administrative actions and all required work of the federal award have been completed.

Subawards will be closed after:
• All funds have been requested and reimbursed, or
disencumbered;
• Receiving all applicable Subrecipient reports indicating all approved work has been completed, and all funds have
been distributed;
• Completing a review to confirm the accuracy of reported information;
• Reconciling actual costs to subawards, modifications, and payments; and
• Verifying the Subrecipient has submitted a final BSIR showing all grant funds have been expended.

Records Retention The records retention period is three years from the date of the Cal OES Grant Closeout letter, or until any pending litigation, claim, or audit started before the expiration of the three-year retention period has been resolved and final action is taken.

For indirect cost rate proposals, cost allocation plans, or other rate computation records, the start of the record retention period is dependent on whether the proposal, plan, or other computation is required to be submitted to the federal
government (or to the pass-through entity) for negotiation purposes. See 2 C.F.R. § 200.334(f).

In order for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g).

The Cal OES Grant Closeout Letter will notify the Subrecipient 37 Section 6 ‒ Post Award Requirements | 2023
Records Retention
Cont.
of the start of the records retention period for all
programmatic and financial grant-related records.

If the State Administrative Agency’s award remains open after the Subrecipient’s submission of the final BSIR, Cal OES will complete any additional BSIR reporting required under the award on behalf of the Subrecipient.

Closed grants may still be monitored and audited. Failure to maintain all grant records for the required retention period could result in a reduction of grant funds, and an invoice to return costs associated with the unsupported activities.

If documents are retained longer than the required retention period, FEMA, the DHS Office of Inspector General,
Government Accountability Office, and pass-through entity have the right to access these records as well. See 2 C.F.R. §§ 200.334, 200.336.
38 Attachment A ‒ FY 2023 HSGP Allocations | 2023
*SHSP allocations reflect National Priority Area project adjustments State Homeland Security Program (SHSP)
Operational Area Total Award Operational Area Total Award ALAMEDA 1,650,795 ORANGE 3,091,413
ALPINE 76,145 PLACER 465,161
AMADOR 113,439 PLUMAS 93,069
BUTTE 267,310 RIVERSIDE 2,398,207
CALAVERAS 117,971 SACRAMENTO 1,578,910
COLUSA 94,168 SAN BENITO 137,459
CONTRA COSTA 1,178,218 SAN BERNARDINO 2,161,778
DEL NORTE 100,963 SAN DIEGO 3,210,706
EL DORADO 256,682 SAN FRANCISCO 878,889
FRESNO 1,039,636 SAN JOAQUIN 823,130
GLENN 102,425 SAN LUIS OBISPO 342,774
HUMBOLDT 203,934 SAN MATEO 785,321
IMPERIAL 246,059 SANTA BARBARA 499,634
INYO 93,103 SANTA CLARA 1,882,403
KERN 942,855 SANTA CRUZ 329,271
KINGS 220,012 SHASTA 247,205
LAKE 126,762 SIERRA 78,080
LASSEN 103,878 SISKIYOU 116,809
LOS ANGELES 9,481,457 SOLANO 501,615
MADERA 225,138 SONOMA 535,157
MARIN 320,277 STANISLAUS 599,128
MARIPOSA 102,042 SUTTER 169,572
MENDOCINO 168,349 TEHAMA 132,940
MERCED 346,225 TRINITY 90,284
MODOC 83,289 TULARE 528,108
MONO 87,762 TUOLUMNE 127,741
MONTEREY 488,715 VENTURA 870,207
NAPA 204,898 YOLO 285,965
NEVADA 171,574 YUBA 153,481
*Total 41,728,498
39 Attachment A ‒ FY 2023 HSGP Allocations | 2023
Fusion Centers
Region Total Award
SAN FRANCISCO BAY AREA 1,792,050
SACRAMENTO/CENTRAL VALLEY AREA 2,565,000
GREATER LOS ANGELES AREA 2,887,500
SAN DIEGO AREA 2,047,500
ORANGE AREA 835,000
*Total 10,127,050
* SHSP allocations reflect National Priority Area project adjustments Urban Areas Security Initiative (UASI)
*A minimum of 30% of UASI funding must be for Law Enforcement Terrorism Prevention Urban Area
Federal
Allocation to
State
Allocation to
UASI State Initiatives
ANAHEIM/SANTA ANA AREA 5,250,000 4,278,750 971,250
BAY AREA 36,493,265 29,742,011 6,751,254
LOS ANGELES/LONG BEACH AREA 66,174,270 53,932,030 12,242,240 RIVERSIDE AREA 3,900,000 3,178,500 721,500
SACRAMENTO AREA 3,800,000 3,097,000 703,000
SAN DIEGO AREA 16,445,560 13,403,131 3,042,429
Total 132,063,095 107,631,422 24,431,673
40 Attachment B ‒ FY 2023 HSGP Timeline | 2023
DHS/FEMA Announcement of 2023 HSGP NOFO February 13, 2023 Cal OES Application Due to DHS May 18, 2023
DHS Award to California September 25, 2023
Subrecipient period of performance begins September 1, 2023 2023 HSGP California Supplement release October 2023
Subrecipient Workshops October 2023
Subrecipient Awards (45 days from DHS award) October 2023 Subrecipient Final Applications for FY23 Due to
Cal OES
December 29, 2023
Subrecipient period of performance ends May 31, 2026
Final Cash Requests due to Cal OES Within twenty (20) calendar days after end of grant
Cal OES’s period of performance ends August 31, 2026
Attachment C: FY 2023 HSGP Application Checklist | 2023 UEI ☐ LETPA 35% or >☐ M&A 5% or <☐
Subrecipient: FIPS#:

Program Representative:

Financial Management Forms Workbook:
☐ Grant Award Face Sheet
☐ Authorized Body of 5
☐ Project Ledger
☐ Planning Tab
☐ Organization Tab
☐ Equipment Tab
☐ Training Tab
☐ Exercise Tab
☐ Consultant/Contractor Tab
☐ Management & Administration Tab
☐ Indirect Cost Tab
☐ Authorized Agent Sheet
Attachments:
☐ Original Counter-Signed Award Letter
☐ Governing Body Resolution (Certified)
☐ Standard Assurances (Signed Originals)
☐ FFATA Certification
☐ Lobbying Certification
☐ Subrecipient Grant Management Assessment Form
☐ Indirect Cost Rate Negotiation Agreement
☐ Personnel Cap Waiver (If Applicable)
☐ Intelligence Analyst(s) Certificates (If Applicable)
UASI Only:
☐ UASI Footprint
☐ UAWG Roster
State Agencies and Tribes Only:
☒ Signature Authority Form (in lieu of Governing Body Resolution) For Cal OES Use Only
Reviewed by: Date:

Management Approval: Date:

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Agenda Item N

AGENDA STAFF REPORT
DATE: April 27, 2026
TO: Honorable Mayor and City Council
THRU: Patrick Gallegos, City Manager
FROM: Shaun Temple, Community Development Director
SUBJECT: Amendment 1 to the Professional Services Agreement with ClientFirst Technology Consulting
________________________________________________________________ SUMMARY OF REQUEST:

That the City Council adopt Resolution 7765:

1. Approving Amendment 1 to the Professional Services Agreement with ClientFirst Technology Consulting, for a 12-month extension to expire on June 30, 2027; and,

2. Directing the City Manager to execute Amendment 1 on behalf of the City.

BACKGROUND AND ANALYSIS:

On April 14, 2025, the Seal Beach City Council approved a Professional Services Agreement (PSA) with ClientFirst Technology Consulting (ClientFirst) to develop a comprehensive five-year Citywide Information Technology (IT) Master Plan (Master Plan) to align with the City’s strategic priorities and improve the technological infrastructure within the City.

Since the initiation of the Master Plan, progress has been impacted by unanticipated organizational and resource challenges. Staff resources originally allocated to this effort have been temporarily diverted to address multiple highpriority technology initiatives, including cybersecurity and infrastructure restoration efforts necessary to maintain core City operations.

In addition, the departure of the director managing the Master Plan has prompted a restructuring of IT management responsibilities. The transition has required the redistribution of tasks and reassignment of staff resources to ensure continuity of essential IT services during the reorganization process. These circumstances have delayed the timeline initially envisioned for the Master Plan’s completion.

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Seal Beach City CouncilApril 27, 2026

Seal Beach City Council
April 27, 2026