West Covina City Council
June 6, 2023

EXHIBIT F
All states and territories must test their emergency communications capabilities and procedures (as outlined in their operational communications plans) in conjunction with regularly planned exercises (separate/addition emergency communications exercises are not required). Exercises should be used to both demonstrate and validate skills learned in training and to identify gaps in capabilities. Resilience and continuity of communications should be tested during training and exercises to the greatest extent possible. Further, exercises should include participants from multiple jurisdictions, disciplines, and levels of government and include emergency management, emergency medical services, law enforcement, interoperability coordinators, public health officials, hospital officials, officials from colleges and universities, and other disciplines and private sector entities, as appropriate. Findings from exercises should be used to update programs to address gaps in emergency communications as well as emerging technologies, policies, and partners. Recipients are encouraged to increase awareness and availability of emergency communications exercise opportunities across all levels of government.

States, territories, and other eligible grant recipients are advised that HSGP funding may be used to support communications planning (including the cost of hiring a SWIC, participation in governance bodies and requirements delineated above), training, exercises, and equipment costs. Costs for transitioning to the FirstNet network may also be eligible. More information regarding FirstNet can be found in the Preparedness Grants Manual.

4. Reporting
Recipients are required to submit various financial and programmatic reports as a condition of award acceptance. Future awards and funds drawdown may be withheld if these reports are delinquent.

See the Preparedness Grants Manual for information on reporting requirements.

5. Monitoring and Oversight
Per 2 C.F.R. § 200.337, FEMA, through its authorized representatives, has the right, at all reasonable times, to make site visits or conduct desk reviews to review project accomplishments and management control systems to review award progress and to provide any required technical assistance. During site visits or

EXHIBIT F
desk reviews, FEMA will review recipients’ files related to the award. As part of any monitoring and program evaluation activities, recipients must permit FEMA, upon reasonable notice, to review grant-related records and to interview the organization’s staff and contractors regarding the program.

Recipients must respond in a timely and accurate manner to FEMA requests for information relating to the award.

See the Preparedness Grants Manual for information on monitoring and oversight.

G. DHS Awarding Agency Contact Information

1. Contact and Resource Information
a. Program Office Contact
FEMA has assigned state-specific Preparedness Officers for the HSGP. If you do not know your Preparedness Officer, please contact the Centralized Scheduling and Information Desk (CSID) by phone at (800) 368-6498 or by email at [email protected], Monday through Friday, 9:00 AM – 5:00 PM ET. b. Centralized Scheduling and Information Desk (CSID)
CSID is a non-emergency comprehensive management and information resource developed by FEMA for grants stakeholders. CSID provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels. When necessary, recipients will be directed to a federal point of contact who can answer specific programmatic questions or concerns.

CSID can be reached by phone at (800) 368-6498 or by e-mail at [email protected], Monday through Friday, 9:00 AM – 5:00 PM ET. c. Grant Programs Directorate (GPD) Award Administration Division

EXHIBIT F
GPD’s Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. Additional guidance and information can be obtained by contacting the AAD’s Help Desk via e-mail at ASK[email protected]. d. Equal Rights
The FEMA Office of Equal Rights (OER), in coordination with the DHS Office for Civil Rights and Civil Liberties, is responsible for compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA and recipients of FEMA financial assistance. All inquiries and communications about federal civil rights compliance for FEMA grants under this NOFO should be sent to [email protected]. e. Environmental Planning and Historic Preservation
GPD’s EHP Team provides guidance and information about the EHP review process to recipients and subrecipients. All inquiries and communications about projects under this NOFO or the EHP review process, including the submittal of EHP review materials, should be sent to [email protected].

2. Systems Information
a. Grants.gov
For technical assistance with Grants.gov, call the customer support hotline 24 hours per day, 7 days per week (except federal holidays) at (800) 518-4726 or email at [email protected]. b. Non-Disaster (ND) Grants
For technical assistance with the ND Grants system, please contact the ND Grants Helpdesk at [email protected] or (800) 865-4076, Monday through Friday, 9:00 AM – 6:00 PM ET. User resources are available at https://www.fema.gov/grants/guidance-tools/non- disaster-grants-managementsystem

EXHIBIT F
c. Payment and Reporting System (PARS)
FEMA uses the Payment and Reporting System (PARS) for financial reporting, invoicing, and tracking payments. FEMA uses the Direct Deposit/Electronic Funds Transfer (DD/EFT) method of payment to recipients. To enroll in the DD/EFT, recipients must complete a Standard Form 1199A, Direct Deposit Form. If you have questions about the online system, please call the Customer Service Center at (866) 927-5646 or email [email protected].

H. Additional Information
GPD has developed the Preparedness Grants Manual to guide applicants and recipients of grant funding on how to manage their grants and other resources.

Recipients seeking guidance on policies and procedures for managing preparedness grants should reference the Preparedness Grants Manual for further information. Examples of information contained in the Preparedness Grants Manual include:

Actions to Address Noncompliance
Audits
Case Studies and Use of Grant-Funded Resources During Real-World Incident Operations
Community Lifelines
Conflicts of Interest in the Administration of Federal Awards and Subawards Disability Integration
National Incident Management System
Payment Information
Period of Performance Extensions
Procurement Integrity
Record Retention
Whole Community Preparedness
Other Post-Award Requirements

1. Termination Provisions
FEMA may terminate a federal award in whole or in part for one of the following reasons. FEMA and the recipient must still comply with closeout requirements at 2

EXHIBIT F
C.F.R. §§ 200.344-200.345 even if an award is terminated in whole or in part. To the extent that subawards are permitted under this NOFO, pass-through entities should refer to 2 C.F.R. §200.340 for additional information on termination regarding subawards.
a. Noncompliance
If a recipient fails to comply with the terms and conditions of a federal award, FEMA may terminate the award in whole or in part. If the noncompliance can be corrected, FEMA may first attempt to direct the recipient to correct the noncompliance. This may take the form of a Compliance Notification. If the noncompliance cannot be corrected or the recipient is non- responsive, FEMA may proceed with a Remedy Notification, which could impose a remedy for noncompliance per 2 C.F.R. § 200.339, including termination. Any action to terminate based on noncompliance will follow the requirements of 2 C.F.R. §§ 200.341-200.342 as well as the requirement of 2 C.F.R. § 200.340(c) to report in FAPIIS the recipient’s material failure to comply with the award terms and conditions. See also the section on Actions to Address Noncompliance in this NOFO or in the Preparedness Grants Manual.
b. With the Consent of the Recipient
FEMA may also terminate an award in whole or in part with the consent of the recipient, in which case the parties must agree upon the termination conditions, including the effective date, and in the case of partial termination, the portion to be terminated.
c. Notification by the Recipient
The recipient may terminate the award, in whole or in part, by sending written notification to FEMA setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. In the case of partial termination, FEMA may determine that a partially terminated award will not accomplish the purpose of the federal award, so FEMA may terminate the award in its entirety. If that occurs, FEMA will follow the requirements of 2 C.F.R. §§ 200.341-200.342 in deciding to fully terminate the award.

EXHIBIT F

2. Program Evaluation
Recipients and subrecipients are encouraged to incorporate program evaluation activities from the outset of their program design and implementation to meaningfully document and measure their progress towards meeting an agency priority goal(s). Title I of the Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act), Pub. L. No. 115-435 (2019) urges federal awarding agencies and federal assistance recipients and subrecipients to use program evaluation as a critical tool to learn, to improve equitable delivery, and to elevate program service and delivery across the program lifecycle. Evaluation means “an assessment using systematic data collection and analysis of one or more programs, policies, and organizations intended to assess their effectiveness and efficiency.” Evidence Act § 101 (codified at 5 U.S.C. § 311). Evaluation costs are allowable costs (either as direct or indirect), unless prohibited by statute or regulation.

3. Period of Performance Extensions
Extensions to the period of performance (POP) for this program are allowed.

Extensions to the POP identified in the award will only be considered through formal, written requests to the recipient’s FEMA Preparedness Officer and must contain specific and compelling justifications as to why an extension is required.

Recipients are advised to coordinate with the FEMA Preparedness Officer as needed when preparing an extension request. Please see the Preparedness Grants Manual for more information.

Footnotes

1. Strategic Intelligence Assessment and Data on Domestic Terrorism, Federal Bureau of Investigation and Department of Homeland Security, May 2021.

2. Including assessment of critical infrastructure system vulnerabilities and plans to reduce consequences of disruptions, using the Infrastructure Resilience Planning Framework and Regional Resiliency Assessment Methodology produced by the Cybersecurity and Infrastructure Security Agency.

EXHIBIT F

3. Except for American Samoa and the Commonwealth of the Northern Mariana Islands, which are not required to belong to EMAC at this time.

4. This applies to all homeland security personnel and is not limited to M&A staff, and costs are to be captured outside the cap on M&A costs.

EXHIBIT F
Fiscal Year 2022
Homeland Security Grant Program
California Supplement to the
Federal Notice of Funding Opportunity
September 2022
EXHIBIT F.1
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 2022 HSGP
SECTION 2—FEDERAL CHANGES AND INITIATIVES ....................................................... 4 FY 2022 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 2022 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
Table of Contents | 2022
EXHIBIT F.1
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 2022 HSGP Final Allocations
B – FY 2022 HSGP Timeline
C – FY 2022 HSGP Application Checklist
EXHIBIT F.1
Section 1‒ Overview | 2022
Federal Program
Announcement
In May 2022, the U.S. Department of Homeland Security
(DHS)/Federal Emergency Management Agency (FEMA) issued the Fiscal Year (FY) 2022 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 2022 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 2022 HSGP and highlight additional California policies and requirements applicable to FY 2022 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 applications.

EXHIBIT F.1
Subrecipient
Allocations
FY 2022 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 nonfederal 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.

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.

EXHIBIT F.1
Key Changes to
the FY 2022
HSGP
National Priority Areas: There are six National Priority Areas (NPAs) for FY 2022 compared to five in FY2021: one NPA was removed and two were added. 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;
• NEW: Enhancing community preparedness and resilience – 3% minimum;
• Combating domestic violent extremism – 3% minimum;
• NEW: Enhancing election security – no minimum
requirement.

Unique Entity Identifier: Effective April 4, 2022, the Federal Government transitioned from using the Data Universal
Numbering System or DUNS number, to a new, non-proprietary identifier known as a Unique Entity Identifier or UEI.

Law Enforcement Terrorism Prevention Activities: Increased from 25% to 30% of the subaward.

Investment Justifications: Investments are updated for FY 2022.

Build America, Buy America Act (BABAA): The BABAA requires all federal agencies, including FEMA, to ensure by May 14, 2022, 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.”
For FY22 Awards, the BABAA requirement is waived.

EXHIBIT F.1
Section 2‒ Federal Changes and Initiatives | 2022
FY 2022 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 assess 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 2022, 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 – no 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 12% is required in minimum spending across four NPAs, as noted above, the remaining 18% can be allocated across any of the six NPAs. Election security and Enhancing Cybersecurity do not require a minimum allocation.

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

EXHIBIT F.1
FY 2022 National
Priorities (cont.)
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.

EXHIBIT F.1
FY 2022 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 national priorities outlined in the FY 2022 NOFO.

Further, proposals 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 national priority is included in the FY 2022 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.

EXHIBIT F.1
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 semi-predictable 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.

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.

EXHIBIT F.1
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 December 2022.

The NCSR is a no-cost, anonymous, and annual self-assessment 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).

Law
Enforcement
Terrorism
Prevention
Activities
A minimum of 30% of the total subaward amount must be
dedicated to Law Enforcement Terrorism Prevention Activities (LETPA). Activities outlined in the National Prevention Framework and National Protection Framework are eligible for use of LETPAfocused funds. Additionally, investments that support LETPA can also support an NPA. All other terrorism prevention activities proposed for funding under LETPA must be formally pre-approved by FEMA. Refer to IB 473 for additional information.

Management
and
Administration
The Management and Administration (M&A) allowance for
Subrecipients is set at a maximum of 5% for FY 2022 HSGP.

Indirect Costs Indirect costs are allowable under the FY 2022 HSGP Grant Award. Subrecipients who claim indirect costs may do so, provided they use one of the following two methods:

EXHIBIT F.1
Indirect Costs
(cont.)

1. 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.

2. Subrecipients who have never received a negotiated indirect cost rate and receive less than $35 million in direct federal funding per year may claim the 10% de minimis indirect cost rate based on Modified Total Direct Costs (MTDC) as defined in 2 C.F.R. § 200.1 and Subpart E.

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 Financial Management Forms Workbook (FMFW) on the Indirect cost category ledger if being claimed under the award.

Indirect costs must be based on the claimed direct project costs, excluding equipment expenditures and other distorting items. Up to $25,000 of each subaward may be included as a direct project cost when calculating indirect costs based on MTDC.

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.

EXHIBIT F.1
Organization
Costs – Overtime
(cont.)
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 the Allowability Request 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 pre-approved in writing by DHS/FEMA.

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 abovementioned 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.

EXHIBIT F.1
Equipment
Typing/
Identification and
Use (cont.)
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
Preparedness Grants Manual for additional information.

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 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
EXHIBIT F.1
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.

Please see FEMA Policy #405-143-1 for additional information.

Small
Unmanned
Aircraft Systems
All requests to purchase Small Unmanned Aircraft Systems (SUAS) with FEMA grant funding must comply with IB 426 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. Please reference Presidential Memorandum:

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

Emergency
Operations Plans
Subrecipients must update their Emergency Operations Plan 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 pass-through 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.

EXHIBIT F.1
BABAA The BABA Act requires all federal agencies, including FEMA, to ensure by May 14, 2022, 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.” For FY 2022 this requirement has been waived. Additional information for the BABA Act is available here.

EXHIBIT F.1
Section 3‒ State Changes and Initiatives | 2022
FY 2022
Investments
The State prioritized the following investment strategies for the FY 2022 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 (non-Fusion 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).

California
Homeland
Security Strategy
Goals
The State prioritized the following California Homeland Security Strategy Goals for the FY 2022 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 All-Hazards 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.

EXHIBIT F.1
State Initiative
Funding
For FY 2022, 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.

EXHIBIT F.1
Section 4‒ Required State Application Components | 2022 Financial
Management
Forms Workbook
The FY 2022 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 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 Ledger – Provides detailed information on grant-funded planning activities with a final product identified.

Organization Ledger – Provides detailed information on grantfunded organizational activities.

Equipment Ledger – 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 Ledger – 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 Ledger – Provides detailed information on grant-funded exercises.

M&A Ledger – Provides information on grant-funded M&A
activities.

EXHIBIT F.1
Financial
Management
Forms Workbook
(cont.)
Indirect Costs Ledger – Provides information on indirect costs.

Consultant-Contractor Ledger – 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.

EXHIBIT F.1
Application
Attachments
(cont.)
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 2022 Standard Assurances as part of their FY 2022 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 2021, FY 2022, FY 2023); 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.

EXHIBIT F.1
Operational
Areas and Urban
Areas (cont.)
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 Governing Body's resolution. A change to an AA's 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 (UAWGs) – 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 is found in the FEMA Preparedness Grants Manual.

THIRA – 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.

EXHIBIT F.1
Urban Areas
Only (cont.)
SPR – 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.

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.

EXHIBIT F.1
Section 5‒ State Application Process | 2022
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 2022 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 E)
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
Vidal Lopez (916) 845-8744
Abigayle Tirapelle (916) 845-8400
The Program Representative Regional Assignments Map is
available at the Cal OES website under “Regional Assignments”.

EXHIBIT F.1
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.

EXHIBIT F.1
Section 6‒ Post Award Requirements | 2022
Payment
Request Process
To request an advance or cash reimbursement of HSGP funds, Subrecipients must first complete a payment request using the Cal OES 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. Semiannual 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 v1.22, 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.

EXHIBIT F.1
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 National Priority 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 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 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 (805) 594-2500.

EXHIBIT F.1
Exercises,
Improvement
Plans, and AfterAction Reporting
Subrecipients should engage stakeholders to identify long-term 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 utilizing documented local government procurement standards and procedures, or the federal procurement standards found in 2 C.F.R. Part 200, whichever is more strict. Procurement standards must also contain a written conflict of interest policy which reflect applicable federal, state, local, and tribal laws.

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.

EXHIBIT F.1
Procurement
Documentation
Per 2 C.F.R. § 200.318(i), non-federal entities other than states and territories are required to maintain and retain records sufficient to detail the history of procurement 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 per 2 C.F.R. § 200.403(g). Documentation that would cover this information 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, including required contract provisions; and other documents required by federal regulations applicable at the time a grant is awarded to a 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.

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 performance period.

EXHIBIT F.1
Performance
Bond (cont.)
Cal OES requires Subrecipients obtain a performance bond for any equipment item over $250,000 or any vehicle, aircraft, or watercraft that has been paid with HSGP funds prior to receiving the final product(s).

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

Environmental
Planning and
Historic
Preservation
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.

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.

EXHIBIT F.1
Construction
and Renovation
(cont.)
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.

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).

EXHIBIT F.1
Performance
Reporting
Subrecipients must complete a Biannual Strategic
Implementation Report (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-to-date 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.

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 project-specific 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.

EXHIBIT F.1
Extension
Requests (cont.)
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;

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 2022 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.

EXHIBIT F.1
Monitoring
(cont.)
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 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:

EXHIBIT F.1
Suspension/
Termination
(cont.)
• 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.
• 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.

EXHIBIT F.1
Records
Retention (cont.)
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 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.

EXHIBIT F.1
Attachment A ‒ FY 2022 HSGP Final Allocations | 2022
*SHSP allocations reflect National Priority Area project adjustments State Homeland Security Program (SHSP)
Operational Area Total Award Operational Area Total Award ALAMEDA 1,650,796 ORANGE 3,091,412
ALPINE 76,144 PLACER 465,163
AMADOR 113,439 PLUMAS 93,069
BUTTE 267,310 RIVERSIDE 2,398,206
CALAVERAS 117,971 SACRAMENTO 1,578,910
COLUSA 90,054 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 256,681 SAN FRANCISCO 878,889
FRESNO 1,039,637 SAN JOAQUIN 823,129
GLENN 203,261 SAN LUIS OBISPO 342,776
HUMBOLDT 203,934 SAN MATEO 785,320
IMPERIAL 246,059 SANTA BARBARA 499,634
INYO 93,103 SANTA CLARA 1,882,403
KERN 942,855 SANTA CRUZ 329,270
KINGS 220,013 SHASTA 247,206
LAKE 126,761 SIERRA 78,080
LASSEN 94,530 SISKIYOU 116,808
LOS ANGELES 9,481,458 SOLANO 501,616
MADERA 225,137 SONOMA 671,457
MARIN 320,277 STANISLAUS 599,127
MARIPOSA 91,259 SUTTER 169,573
MENDOCINO 160,849 TEHAMA 137,052
MERCED 346,225 TRINITY 90,284
MODOC 83,289 TULARE 528,108
MONO 87,762 TUOLUMNE 127,742
MONTEREY 488,715 VENTURA 870,206
NAPA 0 YOLO 285,965
NEVADA 171,573 YUBA 148,878
*Total 41,728,499
EXHIBIT F.1
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
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 37,049,000 30,194,935 6,854,065
LOS ANGELES/LONG BEACH AREA 67,182,000 54,753,330 12,428,670 RIVERSIDE AREA 3,900,000 3,178,500 721,500
SACRAMENTO AREA 3,800,000 3,097,000 703,000
SAN DIEGO AREA 16,696,000 13,607,240 3,088,760
Total 133,877,000 109,109,755 24,767,245
EXHIBIT F.1
Attachment B: FY 2022 HSGP Timeline | 2022
DHS/FEMA Announcement of 2022 HSGP May 13, 2022
Cal OES Application Due to DHS June 13, 2022
DHS Award to California September 2022
Subrecipient period of performance begins September 1, 2022 2022 HSGP California Supplement release September 2022
Subrecipient Workshops September 2022
Subrecipient Awards (45 days from DHS award) October 2022 Subrecipient Final Applications Due to Cal OES December 31, 2022 Subrecipient period of performance ends May 31, 2025
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, 2025
EXHIBIT F.1
Attachment C: FY 2022 HSGP Application Checklist | 2022 Subrecipient: FIPS#:

Program Representative:

Financial Management Forms Workbook:
☐ Grant Award Face Sheet
☐ Authorized Body of 5
☐ Project Ledger
☐ Planning Ledger
☐ Organization Ledger
☐ Equipment Ledger
☐ Training Ledger
☐ Exercise Ledger
☐ Consultant/Contractor Ledger
☐ Management & Administration Ledger
☐ Indirect Cost Ledger
☐ 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:

EXHIBIT F.1

3. Taxpayer ID #:

2. Mailing Address (please let us know where you want your check delivered, including attention line if necessary):

No Yes
(attach State
Approval)
If Competitive,
indicate the # of
bids.

Non-Competitive
Bid Sole Source

8. TOTAL
I certify that (please use the checkbox):

3. 4.

5. AUTHORIZED CONTACT INFORMATION (If different from Section B):

PHONE #
E-MAIL:

Revised on December 2019
NOTE: This Form is intended for Internal SSD review purpose only.

AUTHORIZED PRINTED NAME AUTHORIZED TITLE
ASSIGNED INVOICE NO.:

2. All instructions for this form were followed and all the supporting documentation (per instructions) is included with this claim.

AUTHORIZED SIGNATURE DATE
$ -
SECTION D: SUB-RECIPIENT'S CERTIFICATION SECTION E: FOR SSD USE ONLY

1. I am the duly authorized officer of the claimant herein and this claim is in all respect true and correct. All expenditures were made in accordance with applicable laws, rules, regulations and grant conditions and assurances.

STAMP WITH RECEIVED DATE HERE:

7.CLAIM
AMOUNT
(indicate the
amount per each
line)
SECTION C: DETAIL PAYMENT REQUEST INFORMATION

1. SOLUTION AREA
(e.g. equipment, training,
planning, exercise, organization)

2. PROJECT #
(e.g. 011.22)

4. EHP required?
(Environmental & Historic
Preservation)

5. VENDOR'S INVOICE #
(Maximum of 5 invoices)

6. PURCHASE METHOD
(including Training)

4. Contact's e-mail:

4. Contact's phone:

1. Sub-recipient's Name: (reimbursement check will be made payable to a payee entered here)

4. Contact's Name:

Please submit Grant Payment Request Form along with legible supporting documents to: 1. Grant Name & Year:

[email protected]
In the event e-mail is not available, you can mail your Grant payment request to (please do not fax or send duplicates):

Department of Auditor-Controller
Shared Services Division / Attn: Grants Unit

LOS ANGELES COUNTY/DEPARTMENT OF AUDITOR-CONTROLLER

SHARED SERVICES DIVISION

GRANT PAYMENT REQUEST
SECTION A: SUBMITTING YOUR REQUEST
3470 Wilshire Blvd., Suite 812
Los Angeles, CA 90010
SECTION B: SUB-RECIPIENT'S INFORMATION

EXHIBIT G

Purpose of these instructions:

The following numerals provide the instructions to fill in the corresponding numeral in the form:

1. 2.

3. 4.

The following numerals provide the instructions to fill in the corresponding numeral in the form:

1. 2.

4. a)
Ensuring that all documents attached to your Grant payment requests are legible.

COUNTY OF LOS ANGELES

DEPARTMENT OF AUDITOR-CONTROLLER / SHARED SERVICES DIVISION

INSTRUCTIONS TO COMPLETE THE GRANT PAYMENT REQUEST
To assist sub-recipients in completing the Grant Payment Request. We appreciate your participation in this program, for questions or suggestions please use our e-mail below to contact us. Please do not send these instructions to us, they are to be used for your guidance only.

SECTION A: GENERAL INSTRUCTIONS FOR SUBMISSION OF GRANT PAYMENT REQUEST In numeral 1 of this section, please enter the name and year of the grant program that you are submitting for payment. In addition, please help us expedite the process of your Homeland Security claims by:

Completing the Grant payment request correctly and according to these instructions.

Submitting your Grant payment request using our e-mail --> [email protected] (please do not fax documents).

Sending your Grant payment request only once (we do not require original documents and duplicates will slow down our process).

Using the checkboxes to ensure all the required supporting documents and files accompany your Grant payment request. Supporting documents are flagged for your convenience with a checkbox within the corresponding areas.

Submitting Grant payment request timely. We do not guarantee the process of Grant payment requests that are submitted late or too close to the final due date. Reimbursable expenditures need to be charged within the performance period of the grant and submitted to us as soon as they are incurred.

SECTION B: SUB-RECIPIENT'S INFORMATION
Please enter the name of the agency requesting for payment. The name of the agency should be typed according to its signed agreement and as you need it to appear in the payee line of the reimbursement check.

Please enter the complete address (street number and name, city, zip code) and attention line where you will need to receive the reimbursement check. Please note that this is not necessary for L.A. County departments.

Please enter the tax ID of the governmental entity requesting payment. Please leave blank for L.A. County departments.

Please enter the information of the person that can assist us with detail claim questions.

SECTION C: DETAIL PAYMENT REQUEST INFORMATION:

In order to expedite your Grant payment request, in this area's grid, include a maximum of five (5) invoices or reimbursements charges (one charge or one invoice per line). The invoices or charges need to share the same solution area, project #.

Enter the solution area corresponding to the claim. This information is found in the latest budget of the grant. Examples of solution areas are:
equipment, training, planning or exercise.

Enter the project # corresponding to the claim. This information is found in the latest budget of the grant. An example of Item # is 17.020.

Check with an X under either yes or no according to the claim's Environmental & Historical Preservation (EHP) requirements from the State. EHP approval needs to be obtained from the State prior to the start of the project on certain equipment items (see AEL description) or training/exercise projects. Please attach the following:

State EHP Approval: if required by the state for your claim.

Revised on 11/20/2017

EXHIBIT G

5. a)
b)
c)
d)
e)
f)
g)

6. a)
b)
c)

7. 8.

SECTION D: SUB-RECIPIENT'S CERTIFICATION
The following numerals provide the instructions to fill in the corresponding numeral in the form:

1. 2.

3. 4 &

5. SECTION C: (Continued)
If the expenditures that you are claiming were purchased thru a vendor or contractor, please enter the invoice # in the grid area. Please note that you are responsible for following acceptable purchasing policies and for documenting your procurement process. Additionally please include the following documentation with your claim:

Copy of the invoice: Please attach an invoice that provides sufficient information to be used as a cross reference with the items described in your grant line item and AEL #. When the invoice includes items that are not being claimed or that belong to different claims or grants, please circle and designate on the invoice the items that you are requesting for reimbursement. Each item circled must have a project #, a funding source, and a total. Purchase orders and price quotes will not be accepted in the place of the invoice.

Copy of the purchase order
Print out of the corresponding AEL # (Authorized Equipment List number). The AEL listing can be found at:
https://www.rkb.us/fema_grants.cfm
Proof of payment of the invoice: The proof of payment for L.A. County Departments is the printout from e-CAPS showing that the check cleared the bank. The proof of payment for other than L.A. County Department is the corresponding copy of the bank's cleared check .

Calculations for use tax paid: When use tax is paid, clearly show the calculations of the use tax in the invoice included in your claim.

Proof of payment of the use tax: Please provide official documents which authenticate the remittance of the use tax to the state, the amount and the reference to the invoice being claimed.

Federal Debarment Listing: Please provide a screen print out of the queried Federal Debarment Listing at http://www.sam.gov/portal/public/SAM. (you will need a username and a password; if you don't please create an account) . The listing needs to be queried prior to the selection of the vendor.

If you are claiming services, supplies, training related costs, or any other type of items purchased thru a vendor or contractor or government agency, please indicate with an X the method that you used to acquire the items (do not leave blank or mark more than one). Please note that competitive bid, non-competitive bid or sole source are the only valid purchasing methods.

Competitive Bid: for projects that received more than one bid. Please indicate number of bids received (must be more than one).

Non-Competitive Bid: for single bid purchases of $250,000 or more (effective June 21, 2018) to a single vendor or a single project, please attach the approval from the State. The approval needs to be requested from the State prior to the start of the project.

Sole Source: for non-bid purchases of $250,000 or more effective (June 21, 2018) to a single vendor or a single project, please attach the approval from the State. The approval needs to be requested from the State prior to the start of the project.

Enter the amount of your claim after you verify that your budget is sufficient to cover your request. When the amount of the budget is not sufficient, please let your Program Coordinator know of the possible need for budget modification.

Enter the "Total Amount" by adding the subtotal claims included in each line.

Please read and check the box provided if you are an authorized signor.

Please read and check the box provided if you are an authorized signor.

Please sign the Grant payment request if you are an authorized signor of your agency.

When the authorized person is the same as the contact person in Section B you do not need to enter the authorized contact information. If the authorized person and the contact person in Section B are different, please enter all the fields in this area as requested.

Revised on 11/20/2017

EXHIBIT G

a)
For Training Claims:
a)
b)
c)
If you are including personnel cost with your training claim, please add the following:
d)
e)
f)
g)
h)
i)
ADDITIONAL ITEMS THAT YOU NEED TO ATTACH TO YOUR GRANT PAYMENT REQUEST:

For Equipment Claims:

Equipment Inventory Listing (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits. If there is no serial # for your equipment please assign a valid ID tag, or write "Consumable" (if it applies) or write N/A. please do NOT leave the corresponding space blank. *1Please refer to the Instructions to Equip Inty Tab for completion procedures of Equipment Inventory.

Additionally, please enter the appropriate CBRNE Mission (Chemical, Biological, Radiological, Nuclear, or Explosive) in the column titled "Equipment Description & Quantity". This only applies to vehicles with AEL # 12VE-00-MISS (Vehicle Specialized Mission:CBRNE).

You need to inform us of any changes on the items above *1. This applies to each piece of equipment added in the Inventory Listing, including when the items are disposed and/or no longer useful. We will update the master inventory listing (per grant requirement) according to the information you give us. Please make sure that you include all the attachments that are necessary to provide us with the requested information.

State Sole Source Approval: If you are claiming training related costs thru a Non-Competitive Bid or Sole Source training provider, regardless the purchased amount, please attach the State's approval (effective December 03, 2018). The approval needs to be requested from the State prior to the start of the project.

State-Sponsored Training Reporting Form (with the tracking request #): Please add this form along with the Training Request Form Training Officer (POC), which you completed at the website, to the claim's backup documentation. All the backup documentation submitted for the training claim needs to agree with the training period and the detail description on the Training Reporting Form and the line item of the Grant. Training request #'s must be obtained from the State prior to the start of the project.

Receipts and paid invoices: please include the complete copy of the receipts and paid invoices with your claim for itemized costs such as air plane tickets, hotel stays, instructor's fees, workshop cost, facilities fees, consulting services, etc. Additionally, you will need to include the documents requested in numeral 5 under Section C.

Personnel List (Print out & Excel File): Please include both the printout of the listing and the corresponding excel file with your claim. The excel file is used to submit your claim with the state and the printout as backup document for audits.

Documents that certify completion of the training: please attach supporting documents that show the class name, dates of training, # of hours of the training class, printed name and signature of individual taking the class and approval signature from supervisor or trainer (attach the information for backfilled positions also). Examples of documents that certify completion of training are:

Attendance sheets (signed by employee and instructor)
Sign in sheets (same as above) Signed training certificates Summary Listing of Charges: Please use the Training Summary Sheet form provided in this claim packet that clearly shows the breakdown of the training charges per employee and that match the total claimed. This form includes the following: employee name, assignment, job title, date, salary, hours claimed, regular rate, overtime rate, employee benefits rate, claim amount per employee, clear calculations of amount claimed per employee and total (equal to the amount claimed).

Please ensure that the Training Summary Sheet is verified/approved by an authorized signatory, with printed name and title, and dated.

Backup for the Benefits Rate: If you are adding benefits to your claim, please make sure that you include the official calculation for the rate used.

Timecards: Include a printout of the corresponding timecards. Manual timecards need to indicate the # of hours charged per day to the grant, supervisor's signature, employee name and signature. Automatic system generated timecards need to be approved and include the name of the employee and hours charged per day to the grant.

Explanation of timekeeping codes: When the supporting documentation (timesheet, payroll register, etc.) includes timekeeping codes please provide a printout with the explanation of the usage as detailed as possible.

Revised on 11/20/2017

EXHIBIT G

j)
k)
For Planning Claims:
a)
b)
c)
d)
a)
b)
c)
Deliverable (or final product): Please include with your claim the final product of the planning activity (deliverable) that was identified in the grant award.

Payroll register: The payroll register needs to clearly support and explain the amount claimed per employee. It also needs to show the salary, hourly rate, employee benefits and overtime rate.

Roster of backfilled positions: When you are claiming overtime for a backfilled position, please attach the backfilled roster to your claim.

The roster needs to include the name of the backfilling employees, a short description of duties performed, the corresponding employee whose duties were covered and the dates accordingly. Please make sure that the roster is signed and that you include documentation corresponding to the employee covered by the backfilling position.

Signed Certificate of Completion: The certificate of completion can be an e-mail confirming that the planning activity was completed.

Invoices: If your planning claim includes charges invoiced by vendors, please see requirements and documents you need to attach to your claim form under Section C (numeral 5 and numeral 6).

Supporting Documentation for Personnel Cost: When your planning claim includes personnel cost, please see d) to i) under Training Claim (supporting documents needed) and add to the documentation.

For Exercise Claims:

Proof of State Approval of After Action Report (AAR): In order for your AAR to be approved you have to submit it to the State using the ODP Portal (see link below), within 90 days after completion of the exercise. You need to notify the State when the AAR is uploaded so they can proceed with the approval process.
https://hseep.dhs.gov/DHS_SSO/
Invoices: If your exercise claim includes charges invoiced by vendors please see requirements and documents you need to attach to your claim form under Section C (numeral 5 and numeral 6).

Supporting Documentation for Personnel Cost: When your exercise claim includes personnel cost, please see d) to i) under Training Claim (supporting documents needed) and add to the documentation.

For Organization Claims: Please see above b) and c) under Exercise Claims Revised on 11/20/2017

EXHIBIT G

GRANT NAME:

SUB-RECIPIENT: __________________________________________ P. ___ of ___ DATE OF REPORT: ______________________________________
Grant Project AEL Description of Property Serial # or SAFECOM Source of Department Vendor Invoice % of FED Location Use & Condition Year Number No. Other ID # Consult
(Yes/No/NA)
Property
(SHSP or
EMPG Grant
Program)
(Title Holder) Name Number Date Cost Participation (N=New, D=Deployed,
O=Out of
Service, L=Lost,
Date Sale Price
N:Grants/Subrecipient Monitoring/Forms/Propery & Equipment Inventory Listing Revised 12/2019

GRANT PROPERTY AND EQUIPMENT INVENTORY LISTING
Acquisition Disposition

EXHIBIT G

OBJECTIVE: To provide an equipment inventory listing that links the State Homeland Security Workbook, to the Equipment Ledger and to the Equipment Listing to simplify the tracking and accountability; and to Field Date Element
(1)
(2)
(3)
(4) Grant Year
(5) Project #
(7) AEL No.
(8) Description
(9) Serial # or Other ID #
(10) Safecom consult
(11) Source of Property
(12) Title Holder
(13) Vendor Name
(14) Invoice Number
(15) Acquisition Date
(16) Acquisition Cost
(17) % of Fed Part
(18) Location
(19) Use & Condition
(20) Disposition data
(21) Sale Price
of the form.

Note {1}:
taken and the results reconciled with the equipment records (at least {2} Indicate: N = New, D = Deployed, O = Out of Service, L = Lost & S = Stolen Project Number (from Grant Workbook Project Sheets)
Equipment Inventory Listing
Procedures for Completion
eliminate duplication and confusion.

Procedure
Grant Name SHSP or EMPG
Sub-Recipient Name of your agency
Date of Report Date report completed {1}
Grant Year of funds used to purchase equipment
Fed participation in the cost of equipment
Authorized Equip Listing No (from Grant Workbook)
Description of the equipment
Serial # or Other identification # used
Fill out either by Yes, No, or N/A
Funding source, i.e, SHSP, EMPG, etc.

Name of agency (City/Department)
Name of the vendor
Invoice number
Date equipment acquired
Cost of the individual equipment item
once every two years).

Distribution
Copy maintained in sub-recipient file
Copy forwarded to Shared Services Division
Location of equipment
Use & condition {2}
Date of disposition
Sale price, If applicable, or N/A for not applicable
The Equipment Inventory Listing must be completed in its entirety to meet the objective This date should be the date the physical inventory of equipment was

EXHIBIT G

Grant Name
Jurisdiction Name:

Training Provider:

OHS Approved Course Title:

Non-SLGCP Course Title & OHS Tracking No.
(requires pre-approval thru OEM)
Date of Course:

Class/ Exercise Duration/Hours:

EMP NO. EMPLOYEE NAME ASSIGNMENT TITLE

TRAINING
REQUEST #

TRAINING

START DATE

TRAINING END
DATE

SALARY OT REG RATE OT RATE OT PAY
Are you
claiming
for
Employee
Benefits?
Employee
Benefits Rate CLAIM
(for Training only) HOURS TOTAL
1 $ - $ - $ -
2 3
4 5
6 7
8 9
10 GRAND TOTAL $ -
Approved by:

Authorized Signature
Print Name and Title Date
Training Summary
Sheet

EXHIBIT G

- -
GRAND TOTAL $
Approved by:

Authorized Signature
Print Name and Title Date
Final Product
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)

PLANNING ROSTER
Project Planning Activity Solution Area
Sub-Category Discipline Funding Source Total Cost Total Claimed Cash Request Number FMFW v1.09- 06/09

EXHIBIT G

- -
GRAND TOTAL $
Approved by:

Authorized Signature
Print Name and Title Date
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES)

EXERCISE ROSTER
Project Exercise Title Funding Source Solution Area
Sub-Category Discipline Cash Request Number Total Cost Total Claimed Conducted By Date of Exercise Exercise Type Exercise Role Date AAR entered into HSEEP FMFW v1.09- 06/09

EXHIBIT G

8. Notes on Personnel Cost:

In general, costs associated with:
 Work performed under contract for a specific deliverable DOES NOT count against the personnel cap, however,
 Work performed under contract for an undefined period, such as for personnel costs supporting operational activities, including general planning, training or exercise activities DO count against the personnel cap; and
 Work performed by all non-contractor personnel, including for full- or part-time staff and operational overtime DO count against the personnel cap.

The following examples would not count towards the personnel cap:
 Vendor installation of a radio tower;
 Vendor training on new equipment purchased;
 Contractor hired to create an Emergency Operations Plan;  Contractor hired to provide deliveries of ICS 400; and  Contractor hired to assist with planning, training, evaluating, and reporting the effectiveness of a specific exercise.

The following examples would count towards the personnel cap:
 Contractor hired to be the State’s WMD training instructor with no specific deliverables under contract;
 Contractor hired to facilitate unidentified number of exercises throughout the performance period;
 Contractor hired to be the part-time auditor of Homeland Security Grants throughout the year; and  Contractor hired to be an intelligence analyst.

EXHIBIT G

Employee Name Project / Deliverable Funding
Source Discipline Solution Area Solution Area Sub Category Dates of Payroll
Period
Total Salary &
Benefits charged
for this Reporting
Period
Total Project
Hours
REIMB
Request #
Total Cost Charged
to Grant
- - N/A -
CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (Cal OES) Project
FMFW v1.15a - 2015

EXHIBIT G

FMFW v1.15a - 2015

EXHIBIT G

FMFW v1.15a - 2015

EXHIBIT G

Subrecipient Monitoring Instrument
Subrecipient Monitoring Instrument

PROJECT TITLE
Los Angeles County State Homeland Security Program
Monitoring Reports
A. FINANCIAL REPORTING REQUIREMENTS
Objective
To determine that the Subrecipient implemented corrective action to address findings noted in its Single Audit that is related to the Homeland Security Grant.

Verification Yes No Comment

1. Was a Single Audit completed for Grant Year 2014-15
and 2015-16?

2. If yes, did the Subrecipient forward a copy to the
Homeland Security Grant Administrator (HSGA) by
March 30th of the year following the audit?

3. Did the Single Audit(s) identify findings related to the Homeland Security Grant? If yes, please continue.

If no, please mark N/A and continue to Section B.

4. Did the Subrecipient develop a corrective actionplan that addresses the finding(s)?

5. Did the Subrecipient send a copy of a corrective action plan to the HSGA?

6. Did the Subrecipient implement the corrective action plan?
EXHIBIT H Page 1 of 11 SAMPLE COPY
B. TRAINING
Objective
To determine that the Training expenditures were appropriately documented and that the activities aligned with the project’ s goals and objectives. If the Training activities involved employees, determine if the Subrecipient appropriately documented the Training expenditures using employee timecards, sign-in sheets, and certificates of training. If the Training activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement procedures to hire the consultants or contractors. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Training
expenditures? If yes, then continue. If no, continue
to next section.

2. Did the Subrecipient receive prior approval from
the State either via email or other documentation
and did it include the training course name and
number?

3. If the Training expenditures relate to the use of
employees, did the Subrecipient appropriately
document the Training expenditures using employee
timecards, sign-in sheets and certificates of training?

4. If Training expenditures relate to the use of
consultants/contractors, did the Subrecipient follow
proper procurement procedures to hire the consultants
or contractors?

5. Did the Subrecipient accurately report the Training
expenditures in their accounting records?

6. For Projects with overtime expenditures for Training:
a. Did the Subrecipient maintain employee timecards
to appropriately document the overtime expenditures?
b. Did the Subrecipient accurately report the overtime
expenditures in their accounting records?
EXHIBIT H Page 2 of 11 SAMPLE COPY
B. TRAINING (Continued)
Verification Yes No Comments

7. For Projects with backfill expenditures for Training:
a. Does the Subrecipient have documentation that
the backfill expenditures were approved by the
State?
b. Did the Subrecipient appropriately document the
backfill expenditures using employee timecards and
sign-in sheets?
c. Did the Subrecipient accurately report the
expenditures in their accounting records?

8. Were employee timecards utilized in Training activities signed and dated by the employee and direct supervisor?

9. Were the Training expenditures consistent with the State approved grant award and/or post award modification(s)?

10. Ensure the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports submitted by HSGA:
a. If the Project prior Grant Year monitoring report
finding was resolved, explain resolution, and indicate
such in the current report as resolved.
b. If the Project prior Grant Year report finding is not resolved, indicate why it has not been resolved and
what the Subrecipient is doing to resolve the prior
year finding and indicate such in the current report.

EXHIBIT H Page 3 of 11 SAMPLE COPY
C. PLANNING
Objective
To determine that the Planning expenditures were appropriately documented and that the activities aligned with the project’s goals and objectives. If the Planning activities involved employees, determine if the Subrecipient appropriately documented the Planning expenditures using employee timecards and sign-in sheets. If the Planning activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement policies. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Planning
expenditures? If yes, continue. If no, continue to
next section.

2. Did the Subrecipient appropriately document the
Planning expenditures providing copies of the
support documentation that indicated the efforts
made to produce the final product and a copy of
the product produced?

3. If Planning expenditures relate to the use of employees, did the Subrecipient use employee timecards and
sign-in sheets?

4. If Planning expenditures relate to the use of
consultants/contractors, did the Subrecipient
follow proper procurement procedures to hire
the consultants or contractors?

5. Did the Subrecipient accurately report the
Planning expenditures in their accounting records?

6. For Projects with overtime expenditures for
Planning:
a. Did the Subrecipient maintain employee
timecards to appropriately document the
overtime expenditures?
EXHIBIT H Page 4 of 11 SAMPLE COPY
C. PLANNING (Continued)
Verification Yes No Comments
b. Did the Subrecipient accurately report the
overtime expenditures in their accounting
records?

7. For Projects with backfill expenditures for Planning:
a. Does the Subrecipient have documentation
that the backfill expenditures were approved
by the State?
b. Did the Subrecipient appropriately document
the backfill expenditures using employee
timecards and sign-in sheets?
c. Did the Subrecipient accurately report the
backfill expenditures in their accounting
records?

8. Were the employee timecards utilized in Planning
activities signed and dated by the employee and
direct supervisor?

9. Were the Planning expenditures consistent with the
State approved grant award and/or post award
modification(s)?

10. Ensure the Subrecipient corrected area of
noncompliance that remain outstanding and were
reported as findings in prior Grant Year monitoring
reports submitted to HSGA:
a. If the project prior Grant Year monitoring report
finding was resolved, explain resolution, and
indicate such in the current report as resolved.
b. If the project prior Grant Year monitoring report
finding is not resolved, indicate why it has not been
resolved and what the Subrecipient is doing to
resolve the prior year finding and indicate such in
the current report.

EXHIBIT H Page 5 of 11 SAMPLE COPY
D. EQUIPMENT
Objective
To determine that the project Equipment expenditures are supported by invoices and that a listing of the Equipment/property is maintained by the Subrecipient. To determine that the purchases are aligned with the project’s goals and objectives. Use Worksheets 2 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Equipment
expenditures? If yes, continue. If no, continue to
next section.

2. Did the Subrecipient maintain invoices to support
the Equipment expenditures?

3. Did the Subrecipient follow proper procurement
procedures to purchase the Equipment and were
the items listed in the federal “Authorized
Equipment List” and/or “Standardized Equipment List”?

4. Did the Subrecipient accurately report the
Equipment expenditures in their accounting records?

5. Did the Subrecipient maintain an Equipment
inventory that listed the following:
a) Description of Equipment,
b) Serial number or other identification number,
c) AEL number,
d) Fund/source/grant year,
e) Title holder,
f) 100 percent of federal participation. If no, then identify percentage, g) Acquisition date,
h) Acquisition cost,
i) Quantity,
j) Equipment location,
k) Use and condition of Equipment,
l) Disposal date and sale price of the Equipment

6. Did the Subrecipient conduct an inventory of
Equipment purchased with Cal/OES grant funds at
least once every two years?
EXHIBIT H Page 6 of 11 SAMPLE COPY
D. EQUIPMENT (Continued)
Verification Yes No Comments

7. Was the Equipment physically inspected to ensure:
a. The Equipment existed and agreed to inventory
listing?
b. The Equipment worked and adequately trained
staff are available to operate the Equipment?

8. Did the Subrecipient maintain Equipment in a secure
location?

9. For property other than Equipment, i.e. supplies, did the Subrecipient have controls and accountability to
safeguard and ensure that the items are used and
solely for authorized purposes?

10. For Equipment disposal, if any:
a. Was the disposition consistent with federal
regulations?
b. What is the status of the proceeds received from the disposal?

11. Did the Subrecipient have a policy for damaged,
destroyed, lost or stolen Equipment including but
not limited to informing the Cal/OES, steps to replace the Equipment and an investigative process?

12. Were the Equipment expenditures consistent with
State approval grant award and/or post award
modification(s)?

13. Ensure the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports maintained by HSGA:
a. If the project prior Grant Year monitoring report finding was resolved, explain resolution, and indicate such in
the current report as resolved.
b. If the project prior Grant Year monitoring report finding is not resolved, indicate why it has not been resolved
and what the Subrecipient is doing to resolve the prior year finding and indicate such in the current report.

EXHIBIT H Page 7 of 11 SAMPLE COPY
E. EXERCISE
Objective
To determine that the Exercise expenditures were appropriately documented and the activities align with project’s goals and objectives. If the Exercise activities involved employees, determine if the Subrecipient appropriately documented the Exercise expenditures using timecards and sign-in sheets. If the Exercise activities involved using consultants or consultants, determine if the Subrecipient followed the appropriate procurement procedure. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Exercise
expenditures? If yes, continue. If no, continue to
next section.

2. Did the Subrecipient receive prior approval from the State either via email or other documentation and did it include the Exercise course name and number?

3. If the Exercise expenditures relate to the use of employees, did the Subrecipient appropriately document the Exercise expenditures using employee timecards, sign-in sheets, and certificates for Exercise?

4. If the Exercise expenditures relate to the use of consultants/ contractors, did the Subrecipient follow proper procurement procedures to hire the consultants or contractors?

5. Did the Subrecipient accurately report the Exercise
expenditures in their accounting records?

6. For Projects with overtime expenditures for Exercise:
a. Did the Subrecipient maintain employee timecards
to appropriately document the overtime expenditures?
b. Did the Subrecipient accurately report the overtime
expenditures in their accounting records?
c. Did the Subrecipient accurately report the backfill
expenditures in their accounting records?

7. For Projects with backfill expenditures for Exercise:
a. Does the Subrecipient have documentation that
the backfill expenditures were approved by the State?
b. Did the Subrecipient appropriately document the
backfill expenditures using employee timecards and
sign-in sheets?
EXHIBIT H Page 8 of 11 SAMPLE COPY
E. EXERCISE (Continued)
Verification Yes No Comments

8. Were the employee timecards utilized in the Exercise activities signed and dated by the employee and direct supervisor?

9. Were the Exercise expenditures consistent with the State approved grant award and/or post award modifications?

10. Ensure the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports:
a. If the Project prior Grant Year monitoring report finding was resolved, explain resolution and indicate such in
the current report as resolved.
b. If the Project prior Grant Year monitoring report finding is not resolved, indicate why it has not been resolved and what the Subrecipient is doing to resolve the prior year finding and indicate such in the current report.

EXHIBIT H Page 9 of 11 SAMPLE COPY
F. ORGANIZATION
Objective
To determine that the Organization expenditures were appropriately documented and that the activities align with the project’s goals and objectives. If the Organization activities involved employees, determine if the Subrecipient appropriately documented the Organization expenditures using employee timecards and sign-in sheets. If the Organization activities involved using consultants or contractors, determine if the Subrecipient followed the appropriate procurement policies. Use Worksheets 1 and 3 (See Attachment E – Subrecipient Monitoring Worksheets).

Verification Yes No Comments

1. Did the Subrecipient receive funding for Organization expenditures? If so, continue. If no, continue to next section.

2. If the Organization expenditures relate to the use of employees, did the Subrecipient document the expenditures using employee timecards, sign-in sheets, or with other support documentation that substantiated the expense?

3. If the Organization expenditures relate to the use of consultants or contractors, did the Subrecipient follow proper procurement procedures to hire the consultants
or contractors?

4. Did the Subrecipient accurately report the Organization expenditures in their accounting records?

5. For Projects with overtime expenditures for Organization:

a. Did the Subrecipient maintain employee timecards to
appropriately document the overtime expenditures?
b. Did the Subrecipient accurately report the overtime
expenditures in their accounting records.?
EXHIBIT H Page 10 of 11 SAMPLE COPY
F. ORGANIZATION (Continued)
Verification Yes No Comments

6. For Projects with backfill expenditures for Organization:
b. Does the Subrecipient have documentation that the
backfill expenditures were approved by the State?
c. Did the Subrecipient appropriately document the
backfill expenditures using employee timecards and
other payroll documentation?

7. Were employee timecards utilized in Organization activities signed and dated by the employee and direct supervisor?

8. Were the Organization expenditures consistent with the State approved grant award and/or post award modification(s)?

9. Ensure that the Subrecipient corrected areas of noncompliance that remain outstanding and were reported as findings in prior Grant Year monitoring reports maintained by HSGA:
a. If the Project prior Grant Year monitoring report finding was resolved, explain resolution and indicate such in the current report as resolved.
b. If the Project prior Grant Year monitoring report finding is not resolved, indicate why it has not been resolved and what the Subrecipient is doing to resolve the prior year finding and indicate such in the current report.

EXHIBIT H Page 11 of 11 SAMPLE COPY
ATTACHMENT NO. 3
RESOLUTION NO. 2023-57

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING THE
APPLICATION FOR AND ACCEPTANCE OF 2021 AND
2022 STATE HOMELAND SECURITY GRANTS AND

AUTHORIZING THE ACTING CITY MANAGER TO

EXECUTE ALL GRANT AGREEMENTS AND RELATED

ASSURANCES

THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:

WHEREAS, the U.S. Department of Homeland Security, through the Office of Grants and Training, has provided financial assistance for the State Homeland Security Program (SHSP) directly to the California Governor’s Office of Emergency Services (Cal OES); and WHEREAS, the Cal OES provides said funds to the County of Los Angeles, as its subgrantee, and the County of Los Angeles is responsible for managing and overseeing the SHSP funds that are distributed to other jurisdictions within Los Angeles County; and WHEREAS, for Grant Year 2021, the City is eligible to receive $72,000.00 in SHSP grant funds; and
WHEREAS, for Grant Year 2022, the City is eligible to receive $45,577.00 in SHSP grant funds; and
WHEREAS, to receive the SHSP grant funds, the City is required to enter into Subrecipient Agreements with the County of Los Angeles and make assurances in connection therewith; and
WHEREAS, the City Council desires to approve the 2021 and 2022 SHSP applications and grant awards and authorize the Acting City Manager to execute all required agreements and make all required assurances.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS:

SECTION 1. The City Council hereby approves the application for and acceptance of the 2021 and 2022 State Homeland Security Program grants.

SECTION 2. The City Council hereby authorizes the Acting City Manager to execute any and all grant agreements for the 2021 and 2022 State Homeland Security Program grants, in such form as approved by the City Attorney, including, but not limited to, the Subrecipient Agreements with the County of Los Angeles, and all assurances required in connection therewith. The City Council further authorizes the City Manager to accept and appropriate additional funds made available to the City through the 2021 and/or 2022 State Homeland Security Program grants and execute any documents required to accept and/or expend such additional funds, in such form as approved by the City Attorney and the Finance Director.

SECTION 3. The City Council hereby agrees as follows for the 2021 and 2022 State Homeland Security Program grants:
a. To provide all matching funds required for the grant project(s) and that any cash match will be appropriated as required;
b. Any liability arising out of the performance of the agreement(s) shall be the responsibility of the City and the City Council;
c. Grant funds shall not be used to supplant expenditures controlled by the City Council;
d. The City is authorized by the City Council to apply for federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non-federal share of project cost, if any) to ensure proper planning, management and completion of the project(s) described in the application(s); and
e. Official executing the agreement(s) is authorized by the City.

SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 6th day of June, 2023.

Rosario Diaz
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2023-57 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 6th day of June, 2023, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk
AGENDA ITEM NO. 7

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: June 6, 2023
TO: Mayor and City Council
FROM: Paulina Morales
Acting City Manager
SUBJECT: CONSIDERATION OF CONTINUED POLICE COMPUTER TECHNOLOGY SERVICES RECOMMENDATION:

It is recommended that the City Council take the following actions:

Authorize the Acting City Manager to execute an agreement with SDI Presence LLC, in an annual amount up to $250,000, for a term of three years (with the option of two one-year extensions), for continued specialized computer technology services for the Police Department, using available federal equitable sharing funds (in Fund 117), in substantially the form as attached and in such final form as approved by the City Attorney.

1. Authorize the City Manager to negotiate and execute future amendments exercising the extension options.

2. BACKGROUND:

Information technology is a sophisticated and essential tool for municipal public safety departments. The federal government mandates heightened Criminal Justice Information Services (CJIS) computer protocols specifically for law enforcement databases and computer operations.

DISCUSSION:

The West Covina Police Department has contracted for specialized computer technology services for several years, using federal equitable sharing funds. Those professional, specialized services include computer Information Technology (IT) and infrastructure support, and administrative and technical services related to the Computer Aided Dispatch and Records Management System (CAD-RMS) products and partnerships of the West Covina Service Group (WCSG). The City Council most recently approved a two-year service agreement for these services on June 15, 2021 (Agenda Item #12), and it is now time for a new service agreement.

Previous agreements were with Scientia Consulting Group.  During the term of this latest two-year agreement, Scientia Consulting Group was taken over by SDI Presence LLC.  The Scientia staff, with specialized expertise specific to law enforcement computer operations, and with intimate knowledge of WCPD’s computer systems, all moved seamlessly to SDI Presence. The performance of these specialized services by SDI Presence staff for WCSG and the Police Department has been outstanding.

In recent years, SDI Presence staff successfully delivered a large range of information technology services, including the following:

Design, configuration, and installation of computer network hardware and software solutions, including updated wiring
Implementation of improved data backup system.  This system has allowed WCPD to weather ransomware and other cyber attacks
Interfaces with vehicle-mounted mobile computers
Maintenance of critical computer infrastructure including servers, routers, firewalls, etc.

Managing security and encryption protocols
Implementation of a Virtual Desktop Infrastructure (VDI) storage solution Improvements to security and encryption protocols as mandated by the federal Criminal Justice Information Services (CJIS) Security Policy
Implemented cost-saving improvements including a new cellular data provider specific to the Department’s vehicle-mounted mobile data computers (MDCs) CAD-RMS data conversion, facilitating the CAD-RMS partnership with a private company Implementation of new CAD-RMS products, for West Covina, and other partnering agencies/clients Implementation of new software for the Police Station security camera system Additionally, SDI Presence staff are currently working on vitally important projects that will be implemented in the next year at the Police Department.  These include new body-worn and in-car camera systems, and new mobile data computers.

It is vital to the ongoing computer operations of the WCSG and Police Department to continue these IT and WCSG services with SDI Presence. In the marketplace of computer consultants, only SDI Presence staff possess detailed knowledge and understanding of the West Covina Police Department’s computer operations and infrastructure, and WCSG’s CAD-RMS partnerships and infrastructure. SDI Presence staff are well versed in adherence to CJIS policy, and come from law enforcement professions, each having successfully passed a government background investigation.

Per Section 2-335(1) of the Municipal Code, procurement for professional services, which includes information services consultants, is exempt from competitive bidding. Additionally, in this instance, specialized expertise is required, including understanding of Criminal Justice Information Services (CJIS) computer protocols mandated by the federal government that are specific to law enforcement databases, and detailed familiarity with West Covina Service Group computer infrastructure, and its existing CAD-RMS partnerships. Selecting a different vendor would not meet the computer security needs of the Police Department, but would instead jeopardize the security and functionality of public safety computer operations.

Thus, staff recommends that the City Council authorize the City Manager to execute an agreement, and subsequent purchase order agreement(s), in an annual amount up to $250,000, for a term of three years (with the option of two one-year extensions) with SDI Presence LLC, in a form approved by the City Attorney, for continued specialized Police computer technology services (see Attachment No. 1). Federal equitable funds for these purchase agreements have already been appropriated in the current budget in Fund 117, and will be likewise appropriated in the following fiscal years.

LEGAL REVIEW:

The City Attorney will approve the final form of the agreement prior to execution.

Prepared by: Alex B. Houston, Police Administrative Services Manager Additional Approval: Richard Bell, Chief of Police
Fiscal Impact
FISCAL IMPACT:

These Police Department specialized computer technology services will be spread across three years These Police Department specialized computer technology services will be spread across three years and come from federal equitable sharing funds in Fund 117. This will constitute no cost to the General Fund.

Project/Service/
Expense
Account No. FY2022-23
Budget
Estimated Fiscal Impact
FYE 2023 FYE 2024 FYE 2025
Other Contractual
Services
117.31.3119.6120 $450,000 $16,528 $198,333 $198,333
Attachments
Attachment No. 1 - Draft Agreement with SDI
Attachment No. 2 - SAM.GOV Report
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1
1 SDI Presence LLC
Form Revised February 2023

CITY OF WEST COVINA

PROFESSIONAL SERVICES AGREEMENT
WITH

SDI PRESENCE LLC
FOR

COMPUTER INFORMATION TECHNOLOGY SERVICES, COMPUTER INFRASTRUCTURE

SUPPORT, AND WEST COVINA SERVICE GROUP TECHNICAL SERVICES THIS PROFESSIONAL SERVICES AGREEMENT is made and entered into this 6th day of June, 2023 (“Effective Date”), by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and SDI PRESENCE LLC, a Delaware limited liability company (“Consultant”).

RECITALS
A. City proposes to utilize the services of Consultant as an independent contractor to City to provide computer information technology services, computer infrastructure support services, and West Covina Service Group (WCSG) technical services, as more fully described herein; and
B. Consultant represents that it has that degree of specialized expertise contemplated within California Government Code Section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. City and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SERVICES PROVIDED BY CONSULTANT

1.1. Scope of Services. Consultant shall provide the professional services described in the Scope of Services, attached hereto as Exhibit “A” and incorporated herein.

1.2. Rights and Licenses. City will grant to Consultant all rights and licenses as may be necessary for Consultant to perform the services set forth in this Agreement.

1.3. New Software and Hardware. City will purchase, lease, or license in its own name any new or additional software or hardware that Consultant may require from time to time to perform the services. Upon request, Consultant will process such purchases in a manner consistent with the way in which such purchases were processed within Consultant immediately prior to the Effective Date.
2 SDI Presence LLC
Form Revised February 2023

1.4. Main Technical Contact. City and Consultant will each appoint a single “Main Technical Contact” who will serve as the primary point of contact for the other party for matters related to this Agreement. Either party may replace its Main Technical Contact with an individual of comparable qualifications and experience by notifying the other party of such new appointment.

1.5. Consultant’s Policies. City will comply with Consultant’s reasonable policies, procedures, requirements, and restrictions with respect to City’s use of Consultant’s services.

1.6. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. City officers and employees shall not be liable at law or in equity for any claims or damages occurring as a result of failure of the Consultant to comply with this section.

1.7. Performance to Satisfaction of City. Consultant agrees to perform all the work to the reasonable satisfaction of the City. Evaluations of the work will be conducted by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) Meet with Consultant to review the quality of the work and resolve the matters of concern;
(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.

1.8. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement.

1.9. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, pregnancy, marital status, sex, gender, gender identity, gender expression, sexual orientation, or military or veteran status, except as permitted pursuant to Section 12940 of the Government Code.

1.10. Exclusivity. City and Consultant agree that as long as Consultant is not in breach of any material term or provision contained in this Agreement (including, without limitation, the service levels), or, if such breach exists, as long as Consultant cures such breach within a reasonable time after notice thereof from the City, Consultant will be the exclusive provider of the 3 SDI Presence LLC
Form Revised February 2023
information technology services set forth in Exhibit A. Notwithstanding the foregoing, Consultant acknowledges that City may enter into agreements with other companies for third party interfaces used in connection with the services.

1.11. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

1.12. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code Section 7920.000 et seq.).

Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in California Government Code Section 7924.510, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the court.

2.0. COMPENSATION AND BILLING

2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “B,” attached hereto and made a part of this Agreement (the “Fee Schedule”).

Consultant’s annual compensation shall not exceed Two Hundred Fifty Thousand Thousand Dollars ($250,000.00).

2.2. Rate Increases. Consultant shall not increase the hourly rates set forth in the Fee Schedule during the first year of the term of this Agreement. Commencing on July 1, 2024, Consultant may increase its hourly rates on an annual basis using the Consumer Price Index for All Urban Consumers for the Los Angeles–Long Beach–Anaheim area (CPI). The adjustment will be determined using the April index for the current year and the April index for the preceding year.

However, in no event shall the increase in Consultant’s fees exceed five percent (5%). If Consultant desires to increase its hourly rates as set forth herein, Consultant shall provide written notice to the City on or before June 1, which notice shall include reference to the CPI index, the percentage CPI increase, and Consultant’s revised hourly rates based on such CPI increase. If submitted as required herein, any increase to Consultant’s hourly rates will go into effect on July

1. No increase to the hourly rates will be retroactive.

2.3. Expense Reimbursement. In addition to Consultant’s compensation, City will reimburse Consultant for any expenses that the parties reasonably and mutually agree should have been incurred by City in connection with, and only to the extent necessary for, performance of the West Covina Service Group marketing and management consultant services. City shall reimburse Consultant for expenses incurred under the following terms and conditions: (1) Consultant shall notify City in writing of the expenditure in advance and with reasonable notice, and (2) City shall approve the expenditure in advance in writing. 4 SDI Presence LLC
Form Revised February 2023

2.4. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. Should the City request in writing additional services that increase the Scope of Services, an additional fee based upon the Consultant’s standard hourly rates shall be paid to the Consultant for such additional services.

2.5. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than once a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.6. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after the termination or expiration of this Agreement.

3.0. TIME OF PERFORMANCE

3.1. Commencement and Completion of Work. Unless otherwise agreed to by the parties, the professional services to be performed pursuant to this Agreement shall commence on June 15, 2023 (“Service Commencement Date”). Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. If a delay beyond the control of the Consultant is encountered, a time extension may be mutually agreed upon in writing by the City and the Consultant. The Consultant shall present documentation satisfactory to the City to substantiate any request for a time extension.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three (3) years from the Service Commencement Date, ending on June 14, 2026, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

Thereafter, this Agreement may be extended for a maximum of two (2) successive one (1) year periods. Such extensions, if any, will be evidenced by a written amendment to this Agreement.

4.2. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing at least fifteen (15) days prior written notice to Consultant. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. If the City 5 SDI Presence LLC
Form Revised February 2023
suspends, terminates or abandons a portion of this Agreement such suspension, termination or abandonment shall not make void or invalidate the remainder of this Agreement.

If the Consultant defaults in the performance of any of the terms or conditions of this Agreement, it shall have ten (10) days after service upon it of written notice of such default in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement.

The City also shall have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement, immediately upon service of written notice of termination on the Consultant, if the latter should:
a. Be adjudged a bankrupt;
b. Become insolvent or have a receiver of its assets or property appointed because of insolvency;
c. Make a general assignment for the benefit of creditors; d. Default in the performance of any obligation or payment of any indebtedness under this Agreement;
e. Suffer any judgment against it to remain unsatisfied or unbonded of record for thirty (30) days or longer; or
f. Institute or suffer to be instituted any procedures for reorganization or rearrangement of its affairs.

4.3. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including the effective date of the City’s written notice of termination, within forty-five (45) days after the effective date of the notice of termination or the final invoice of the Consultant, whichever occurs last. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of the effective date of the notice of termination, at no cost to City.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company authorized to do business in California, with a current A.M. Best’s rating of no less than A:VII, and approved by City:
6 SDI Presence LLC
Form Revised February 2023
(a) Broad-form commercial general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than Two Million Dollars ($2,000,000.00) per occurrence, Four Million Dollars ($4,000.000.00) general aggregate. (b) Business automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.
(c) Workers’ compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury or disease. Consultant agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

By execution of this Agreement, the Consultant certifies as follows:

I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work.

The Consultant shall also comply with Section 3800 of the Labor Code by securing, paying for and maintaining in full force and effect for the duration of this Agreement, complete Workers’ Compensation Insurance, and shall furnish a Certificate of Insurance to the City before execution of this Agreement by the City. The City, its officers and employees shall not be responsible for any claims in law or equity occasioned by failure of the consultant to comply with this section.
(d) Professional errors and omissions (“E&O”) liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence or claim, and Two Million Dollars ($2,000,000.00) aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retroactivity date shall be prior to the start of the work set forth herein.

Consultant shall obtain and maintain said E&O liability insurance during the life of this Agreement and for five (5) years after completion of the work hereunder. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of this Agreement, Consultant shall purchase “extended reporting” coverage for a minimum of five (5) years after completion of the work.
7 SDI Presence LLC
Form Revised February 2023
If the Consultant maintains higher limits or has broader coverage than the minimums shown above, the City requires and shall be entitled to all coverage, and to the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

5.2. Endorsements. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(a) Additional Insureds: The City of West Covina and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant.
(b) Notice of Cancelation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (c) Primary Coverage: The Consultant’s insurance coverage shall be primary insurance as respects the City of West Covina, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of West Covina shall be excess and not contributing with the insurance provided by this policy.
(d) Waiver of Subrogation: Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance.

Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
(e) Coverage Not Affected: Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of West Covina, its officers, officials, agents, employees, and volunteers. (f) Coverage Applies Separately: The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.

5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and 8 SDI Presence LLC
Form Revised February 2023
content approved by City, prior to performing any services under this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

5.5. Non-limiting. Nothing in this Section shall be construed as limiting in any way the indemnification provision contained in this Agreement.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification.

6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Key Personnel. It is the intent of both parties to this Agreement that Consultant shall make available the professional services of Phil Danie, who shall coordinate directly with City and also coordinate the work of other Consultant staff providing services pursuant to this Agreement. Any substitution of key personnel must be approved in advance in writing by City’s Representative.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, Email or by U.S. mail. If by U.S. mail, it shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by Email; and c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

SDI Presence LLC
200 E. Randolph St, Suite 3550
Chicago, IL 60601
City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
Tel: (888) 968-7734 Tel: (626) 939-8501
Email: [email protected] Email: [email protected]
Attn: Phil Danie Attn: Richard Bell, Chief of Police

6.5. Attorneys’ Fees. If litigation is brought by any party in connection with this Agreement against another party, the prevailing party shall be entitled to recover from the 9 SDI Presence LLC
Form Revised February 2023
opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

6.6. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles County, California.

6.7. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City’s consent, no subletting or assignment shall release Consultant of Consultant’s obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement.

6.8. Indemnification and Hold Harmless. Consultant agrees to defend, with counsel of City’s choosing, indemnify, hold free and harmless the City, its elected and appointed officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of the performance of the Consultant, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.

6.9. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to 10 SDI Presence LLC
Form Revised February 2023
indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.10. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.11. Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.

6.12. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from City’s use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other related items as requested by City or its authorized representative, at no additional cost to the City. Consultant or Consultant’s agents shall execute such documents as may be necessary from time to time to confirm City’s ownership of the copyright in such documents.

6.13. Electronic Safeguards. Consultant shall identify reasonably foreseeable internal and external risks to the privacy and security of personal information that could result in the unauthorized disclosure, misuse, alteration, destruction or other compromise of the information.

Consultant shall regularly assess the sufficiency of any safeguards and information security awareness training in place to control reasonably foreseeable internal and external risks, and evaluate and adjust those safeguards in light of the assessment.

6.14. Economic Interest Statement. Consultant hereby acknowledges that pursuant to 11 SDI Presence LLC
Form Revised February 2023
Government Code Section 87300 and the Conflict of Interest Code adopted by City, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advice under this Agreement, prior to the commencement of work, unless waived by the City Manager.

6.15. Conflict of Interest. Consultant and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant’s services under this agreement, including, but not limited to, the Political Reform Act of 1974 (Government Code Section 81000, et seq.) and Government Code Sections 1090-1092. Consultant covenants that none of Consultant’s officers or principals have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of the services hereunder, including in any manner in violation of the Political Reform Act. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be used by Consultant as an officer, employee, agent, or subconsultant.

Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City and further covenants and agrees that Consultant and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City prior to the completion of the work under this Agreement.

6.16. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.17. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.18. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.19. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

6.20. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.21. Construction. The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party 12 SDI Presence LLC
Form Revised February 2023
by virtue of the authorship of any of the provisions of this Agreement.

6.22. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.23. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

6.24. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.25. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, and may be executed by electronic signatures. All counterparts shall be construed together and shall constitute one agreement. Delivery of an executed counterpart of this Agreement by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Agreement. Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each party who has executed it. The parties waive all right to challenge the admissibility or authenticity of this Agreement in a court of law based solely on the absence of an original signature.

6.26. Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement.

6.27. Taxpayer Identification Number. Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service.
[SIGNATURE PAGE FOLLOWS.]
13 SDI Presence LLC
Form Revised February 2023
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CITY OF WEST COVINA,
A municipal corporation
__________________________________ Date: __________________________ Paulina Morales
Acting City Manager

CONSULTANT
__________________________________ Date: __________________________ Signature
__________________________________
Name and Title
__________________________________ Date: __________________________ Signature
__________________________________
Name and Title
ATTEST:
__________________________________
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
__________________________________ Date: __________________________ Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
__________________________________ Date: __________________________ Stephanie Sikkema
Finance Director

EXHIBIT A

SCOPE OF SERVICES

1. BASE SERVICES
SDI will provide to the West Covina Police Department (“West Covina Police”), and West Covina Police will obtain from SDI, Services for West Covina Police. Services include the following:
(a) Consulting on IT matters to include mobile computing, network structure and design, infrastructure efficiency, server design and deployment, IT best practices, software deployment, and overall infrastructure management;
(b) Physical and remote maintenance of critical infrastructure items to include server maintenance and troubleshooting, hardware installation and configuration, compliance with State and Federal security and encryption protocols, network routing, ensuring data backup strategies are implemented, software installation, configuration and maintenance; (c) Cyber security and monitoring licenses and services, which can involve third parties; (d) Administrative services for the West Covina Service Group (WCSG) for the purposes of partnership implementation and development, business management, and customer transition, acquisition, and retention. Assigned SDI staff will implement marketing and sales strategies with the goal of acquiring new customers, working with existing business partners as appropriate. The business management role will enhance the existing management team in place currently servicing the customer base and will be responsible for the future success of programs and offerings from the WCSG, in cooperation with existing business partners. Assigned SDI staff will attend onsite and offsite customer and partner meetings, manage customer and partner needs, and participate in planning and execution of new CAD-RMS products;
(e) Technical services for the WCSG Enterprise, including interface programming, new CADRMS products, and other technical CAD-RMS products needed as part of the WCSG Enterprise, and/or by customers, in cooperation with existing business partners when appropriate; and
(f) Other tasks related to WCPD/WCSG information technology as agreed by SDI and West Covina Police during the term.

2. TECHNICAL SUPPORT
Technical support will be provided to the Main Technical Contact designated by West Covina Police. Additional users may be added as required.
(a) SDI offers no guarantee that it will be able to fix any particular issue. SDI will employ all reasonable efforts to do so in the time allowed. Engineers will be assigned based on required skills.
(b) West Covina Police can use the time for hardware and/or software technical assistance. (c) Technical support will be available by phone during SDI’s normal 9 AM to 5 PM (PST) business hours. After hours calls will be returned within a 2 hour period. (d) SDI guarantees that it will commence service on West Covina Police’s request the same business day where feasible. However, depending upon the nature of the support requests, SDI cannot guarantee a time of resolution.
(e) SDI assumes no liability whatsoever for proposed resolutions or fixes. (f) If requested, SDI will provide a log outlining use of service hours upon completion of each billing cycle.

EXHIBIT B

FEE SCHEDULE
Hourly Fees for Base Services
Position Hourly
Rate
Technician (Level I) $75.00
Technician (Level II) $85.00
Technician (Level III) $95.00
Project Manager $113.00
System Engineer I $106.00
System Engineer II $121.00
System Engineer IV $135.00
Software Developer I $98.00
Software Developer III $103.00
Software Developer III $130.00
Software Developer
IV/Architect $157.00
SQL DBA $108.00
Network Engineer $140.00
Virtual CIO $185.00
Certified Security Specialist $155.00
Subject Matter Expert $195.00
Onsite support will be charged per use at a minimum of one hour, with subsequent usage rounded up at fifteen (15) minutes increments thereafter, at the discretion of SDI. Telephone support will be charged per use at a minimum of fifteen (15) minutes per session, and rounded up at fifteen (15) minutes increments thereafter, at the discretion of SDI. Email support will be charged per use at a minimum of fifteen (15) minutes, and rounded up at fifteen (15) minutes increments thereafter, at the discretion of SDI.
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ATTACHMENT NO. 2
5/22/23, 11:35 AM SAM.gov | Search
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AGENDA ITEM NO. 8

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: June 6, 2023
TO: Mayor and City Council
FROM: Paulina Morales
Acting City Manager
SUBJECT: FORMING A CHAMBER OF COMMERCE/BUSINESS ASSOCIATION RECOMMENDATION:

Staff recommends City Council provide direction regarding revamping economic development efforts and establishing a “Chamber of Commerce” or “Business Association” (Chamber).

BACKGROUND:

The intent of a Chamber of Commerce (“Chamber”) is to serve and promote the business community in the City of West Covina. The Chamber has always been recognized as an entity on which the business community can rely when it comes to getting access to valuable resources, promotion, and more.

Chambers benefit local businesses by providing networking opportunities, visibility, business advocacy, credibility, and economic growth.

In the past, when the West Covina Chamber was operating, their responsibilities included, but were not limited to, the following:

Developing and maintaining a plan for marketing West Covina businesses to the residents of West Covina and beyond and marketing the City as a desirable community, in which to locate a business;
Developing and implementing outreach programs to serve the various businesses; Advocating on behalf of its members and the City’s business community; Dealing with public and governmental policy issues impacting the business community; Identifying business-related organizations with whom it could partner; Expanding the level and frequency of direct contact between the Chamber and the business community
The West Covina Chamber of Commerce received funding from the former West Covina Redevelopment Agency (RDA), of approximately $75,000 to $100,000 per fiscal year. The funds covered operational costs, rent, and various programs supporting small businesses. The West Covina Chamber of Commerce stopped receiving funding from the RDA around 2009; shortly thereafter, the Greater West Covina Business Association (GWC) was formed. Similar to the West Covina Chamber, GWC was a separate entity from the City, and was ran by local community and business members.

DISCUSSION:

Currently, the Community and Economic Development Division (CED) staff is responsible for economic development efforts in the City, such as:

Providing business and entitlement assistance;
Managing and administering business loans;
Connecting businesses to available resources;
Assisting property owners in marketing available tenant spaces/properties; Providing site selection to prospective tenants;
Marketing and promoting the City at industry events for business attraction; Conducting business outreach, such as contacting property owners/management, and conducting Retail Surveys;
Partnering with local non-profits to host business events such as West Covina Small Business Week
The City of West Covina currently has approximately 2,365 businesses with storefronts in our city, with 1,275 more that are home-based. The City Council has requested staff consider revamping economic efforts, such as increasing business attractions and forming a Chamber. If CED were to expand on its services, the following services would be prioritized:

Business Attraction, Retention, and Expansion:

Services Examples Estimated Cost
Attending Industry
Events
i.e. International Council of
Shopping Centers and
ACRE SoCal
$18,000
Updating the City’s
Marketing Campaign
i.e. Print materials,
branding, video and social
media
$50,000 - $200,000*
*per the 2018 RFP for
Marketing and Branding
Business
Educational &
Networking Events
i.e. Workshops, networking
events, luncheons, and
seminars, etc.
$10,000
Total Estimated Cost $78,000 - $228,000
Table 1. Estimated Cost for Economic Development Efforts The Council request also included establishing a Chamber. In order to establish a Chamber, the following would need to be taken into consideration:

Establishing a Non-Profit Entity separate from the City - (Estimated Cost: $5,000-$10,000) Timeline: Up to one (1) to two (2) years dependent on state and federal processing times Establishing a Board of Directors and Bylaws
Will require the appointment of initial board members
A Chamber and Board of Directors created by direct action of the City Council may be subject to all regulations applicable to governmental agencies (i.e. the Brown Act, Public Record Act, Conflict-of-Interest, etc.).

Staffing
Increase staffing levels, the Community and Economic Development Division currently only has two (2) staff members. Staff proposes adding a part-time position to start. (Estimated Cost: $42,500)
Membership program
Establish membership package:

Surrounding chambers charge a range from $50 to $525 (dependent on the type of business) or $225 to $10,000 (dependent on the packages provided) Recruit West Covina businesses for membership and leadership Host Events/Seminars/Workshops (Estimated Cost: $8,000) Host Events/Seminars/Workshops (Estimated Cost: $8,000) Provide more extensive marketing services (Estimated Cost: $42,000) to members such as:

E-Newsletter
Social Media
Website
Membership business directory
Discounted Sponsorship Opportunities
Office Supplies (Estimated Costs: $10,000)
Total estimated initial cost: $107,500 - $112,500
If a Chamber is established by the City, staff will oversee the operation and implementation of programs and policies, develop and implement membership development and retention programming that will maximize its membership, and maintain and improve the business and economic climate. Overseeing the Chamber may potentially cost $102,000 for direct overhead costs initially, which may eventually be funded by the membership fees. In addition to this, existing staff hours would be utilized - an annual value of approximately $81,600. An approach to establishing a Chamber can be done in the following phases:

Phase I – Develop an internal Chamber run by City staff, including, but not limited to:

Establish budget and membership cost, including conducting a fee study Identify roles within the division
Develop programming and services
Identify potential partnerships (e.g. other business organizations) Establish goals for Chamber
Phase II – Obtain Necessary Approvals
City approvals
Nonprofit status
Phase III – Launch Chamber
Establish the internal entity and run the services for at least one (1) year Phase IV – Evaluate / Reassess
Evaluate Chamber goals and determine the best path forward The City establishing a Chamber would be a pilot program. Staff will be evaluating how to best serve the business community with the programs and services being managed and administered. As Chambers are typically non-profit entities, allowing businesses to deduct membership any Chamber-related activities as a business expense, staff will work with the City Attorney’s Office to make the Chamber a non-profit organization for tax exemption purposes.

Staff will work with the City Attorney’s Office to assist in establishing a Chamber.

LEGAL REVIEW:

The City Attorney's Office has reviewed this report.

OPTIONS:

The City Council has the following options:

1. Provide Staff direction.

Prepared by: Karen Ko, Economic Development Project Coordinator Fiscal Impact
FISCAL IMPACT:

The proposed Economic Development efforts and creation of a Chamber are not part of the FY 2023-2024 Proposed Budget. If City Council authorizes the expansion of economic efforts and/or the creation of a Chamber, a budget amendment impacting the General Fund would be required.

The FY2023-2024 Proposed Budget had an estimated Revenue less Expenditures of approximately $176,000. The estimated cost to implement both programs ranges from $185,500 to $340,500. While a portion of this cost would be one-time and could come from available unassigned fund balance (estimated to be approximately $5.7 million), at least $180,500 would be recurring. However, the recurring Chamber expenses will eventually be supplemented by membership dues, reducing the overall impact on the General Fund.

Service Estimated Cost
Attend Events $18,000
Update Marketing Campaign $50,000 -$200,000
Coordinate Networking Events $10,000
Total Estimated Cost $78,000-228,000
Table 2. Estimated Fiscal Impact of Revamping Economic
Development Efforts
Service Estimated Cost
Start-Up $5-$10k
Recurring Costs
Marketing $42,000
Events $8,000
Office Supplies $10,000
Part-Time Staff $42,500
Subtotal Recurring Costs $102,500
Total Initial Annual Costs $107,500-$112,500
Table 3. Estimated Fiscal Impact of Chamber of Commerce / Business Association
CITY COUNCIL GOALS & OBJECTIVES: Expand Economic Development Opportunities AGENDA ITEM NO. 9

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: June 6, 2023
TO: Mayor and City Council
FROM: Paulina Morales
Acting City Manager
SUBJECT: CONSIDERATION OF THE CITY OF WEST COVINA FISCAL YEAR 2023-24 ANNUAL

OPERATING AND CAPITAL IMPROVEMENT PROGRAM BUDGET
RECOMMENDATION:

It is recommended that City Council approve the Fiscal Year 2023-24 Proposed Operating and Capital Improvement Program Budget by adopting the following resolution:

RESOLUTION NO. 2023-51 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, ADOPTING THE OPERATING AND CAPITAL IMPROVEMENT

PROGRAM BUDGET FOR THE CITY OF WEST COVINA, WEST COVINA PUBLIC FINANCING

AUTHORITY, WEST COVINA HOUSING AUTHORITY, AND THE SUCCESSOR AGENCY TO THE FORMER WEST COVINA REDEVELOPMENT AGENCY FOR FISCAL YEAR 2023-24 BACKGROUND:

The budget sets forth a strategic resource allocation plan and serves as a policy document, financial plan, operations guide, and communication device all in one. Through the budget document, the City demonstrates its accountability to its residents, customers, and community. This year's budget process began with a budget survey that was made available to the public from December 2022 to February 2023. The Long Range Financial Forecast was then updated and filed with the City Council on April 4, 2023.

The FY 2023-2024 Proposed Budget was presented to Council on April 18, 2023. Since then, staff held two community workshops on April 26, 2023 and May 1, 2023. Additionally, staff provided City Council with feedback from the two community workshops on May 16, 2023 for consideration.

The FY 2023-2024 Proposed Budget is available online:
https://www.westcovina.org/departments/finance/budget-finance-reports/annual-budget DISCUSSION:

No changes have been made to FY2023-24 proposed expenditures.

LEGAL REVIEW:

The City Attorney's Office has reviewed the resolution and approved it as to form.

OPTIONS:

The City Council has the following options:

1. Approve the resolution as proposed; or

2. Provide alternative direction regarding changes to FY 2023-24 Proposed Budget.

Prepared by: Stephanie Sikkema, Finance Director
Fiscal Impact
FISCAL IMPACT:

The proposed resolution will appropriate funds to allow for expenditures in FY2023-2024.

Citywide Summary
West Covina’s total projected operating and capital improvement expenditures for the upcoming fiscal year are over $129 million. Revenue for all fund types combined is over $123 million and includes Property Tax, Sales Tax, Revenue from Other Agencies, Charges for Services, Licenses & Permits, Fines & Forfeitures, and Revenue from Other Agencies.

General Fund
Total General Fund revenues are projected to be over $81 million, a 2.5 percent increase from the FY 2022-23 Adopted Budget. General Fund expenditures for the fiscal year 2023-24 are projected to be nearly $66.5 million. This is a $2.6 million increase from the FY2022-23 original budget.

Attachments
Attachment No. 1 - Resolution No. 2023-51
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
A Well-Planned Community
Maintain Good Intergovernmental Relations
Enhance City Image and Effectiveness
RESOLUTION NO. 2023-51

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING THE

OPERATING AND CAPITAL IMPROVEMENT PROGRAM

BUDGET FOR THE CITY OF WEST COVINA, WEST

COVINA PUBLIC FINANCING AUTHORITY, WEST

COVINA HOUSING AUTHORITY, AND THE SUCCESSOR

AGENCY TO THE FORMER WEST COVINA
REDEVELOPMENT AGENCY FOR FISCAL YEAR 2023-24
WHEREAS, at its regular meeting on April 18, 2023, the City Council received and filed the proposed Fiscal Year 2023-24 Operating and Capital Improvement Budget, directed that the proposed budget be broadly publicly disseminated, including at Community Budget Workshops on April 26, 2023 and May 1, 2023, and scheduled it for consideration at the June 6, 2023 City Council meeting; and WHEREAS, on April 26, 2023 and May 1, 2023, the City held Community Budget Workshops regarding the proposed budget; and
WHEREAS, the City also solicited and received input from the public in the form of an online Budget Survey; and
WHEREAS, at its regular meeting on May 16, 2023, the City Council further considered the proposed budget; and
WHEREAS, the City solicited and received input from the public at the April 18, 2023, April 26, 2023, May 1, 2023, and May 16, 2023 meetings and workshops; and WHEREAS, the City Manager has presented to the City Council a proposed budget for Fiscal Year 2023-24 in compliance with Section 2-151(m) of the West Covina Municipal Code; and
WHEREAS, the City Council of the City of West Covina has considered the proposed budget and input from the public and desires to approve and adopt the Fiscal Year 2023-24 Operating and Capital Improvement Program Budget for the City, West Covina Public Financing Authority, Housing Authority and Successor Agency to the Former West Covina Redevelopment Agency.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The Operating and Capital Improvement Program Budget for the City of West Covina, West Covina Public Financing Authority and West Covina Housing Authority for Fiscal Year 2023-24 (“Fiscal Year 2023-24 Budget”) is attached hereto as ATTACHMENT NO. 1
Exhibit A.

SECTION 2. The Fiscal Year 2023-24 Budget, as prepared and submitted by the City Manager and as modified by the City Council, is hereby approved, adopted and appropriated. A copy of said budget is hereby ordered to be filed in the Office of the City Clerk within thirty (30) days and shall be certified by the City Clerk as having been adopted by this resolution.

SECTION 3. The budget for the Successor Agency to the Former West Covina Redevelopment Agency for Fiscal Year 2023-24, as prepared and submitted by the Executive Director and as modified by the Agency Board Members and included in the Fiscal Year 2023-24 Budget, is hereby approved, adopted and appropriated, on the express condition that said budget be published the same as a separate component of the City of West Covina’s budget, and further conditioned on the City of West Covina, its General Fund and all its various other accounting funds are not obligated to finance or fulfill any Successor Agency obligations. A copy of said budget is hereby ordered to be filed in the Office of the City Clerk/Secretary within thirty (30) days and shall be certified by the City Clerk/Secretary as having been adopted by this resolution.

SECTION 4. From the effective date of the Fiscal Year 2023-24 Budget, appropriations may be reallocated from one activity account to another within a fund upon review by the Finance Department and approval of the City Manager or his/her designee, provided there is no change in the scope of service delivery level or increase in the appropriation as approved by the City Council.

SECTION 5. As necessary, appropriations may be made for donations and grants received during the fiscal year up to $60,000 per source or grantor upon review by the Finance Department and approval of the City Manager or his/her designee. Donations and grant awards with matching requirements, or exceeding $60,000 from a single source or grantor, require City Council approval.

SECTION 6. The approved budgets for the Capital Improvement Program remain as authorized appropriations for the individual capital projects until these capital projects are completed. Any unexpended authorized appropriations for each capital project is automatically carried over from fiscal year to fiscal year, until the funds of the individual capital project are expended or the capital project is canceled. Following the completion of the individual capital projects, the unexpended appropriations of each completed capital project shall be canceled and the capital projects funding sources shall be released from their unexpended funding commitment.

SECTION 7. The City Council does hereby authorize and approve the number and classification of employees in the respective functions, departments and/or activities set forth in the Schedule of Positions attached hereto as Exhibit B. No increase shall be made in the number of authorized full-time positions without City Council approval.

However, the City Manager is authorized to transfer positions within existing position classifications and reorganize departments under the City Manager’s authority, if in the City Manager’s judgment such actions will result in a higher degree of efficiency of overall operations of the City.

SECTION 8. At the close of the 2022-23 Fiscal Year, unexpended appropriations in the Operating Budget may be carried forward to the 2023-24 Fiscal Year upon review by the Finance Department and approval of the City Manager or his/her designee for the expense of outstanding purchase commitments and programs.

SECTION 9. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED on this 6th day of June, 2023.
______________________________
Rosario Diaz
Mayor

APPROVED AS TO FORM ATTEST
______________________________ ______________________________ Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2023-51 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 6th day of June, 2023, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Lisa Sherrick
Assistant City Clerk

EXHIBIT A
FISCAL YEAR 2023-24 BUDGET
Fund
FY2023‐24
Proposed Budget Adjustments
FY2023‐24
Adopted Budget
Expenditures
Administration                1,569,154 ‐              1,569,154 City Clerk 369,777 ‐                 369,777
Community Development                2,832,565 ‐              2,832,565 Finance                3,685,801 ‐              3,685,801 Fire              20,880,808 ‐            20,880,808
Human Resources 805,967 ‐                 805,967
Police              30,335,622 ‐            30,335,622
Public Services                6,072,890 ‐              6,072,890 Expenditures Total              66,552,584 ‐            66,552,584 Transfers Out              15,199,375 ‐            15,199,375 Total General Fund              81,751,959 ‐            81,751,959 116‐State Asset Forfeiture 100,000 ‐                 100,000 117‐Equitable Sharing‐USDOJ                1,994,339 ‐              1,994,339 118‐Equitable Sharing‐Treasury 480,700 ‐                 480,700 119‐Air Quality Improvement Trust 226,400 ‐                 226,400 120‐Prop A Discretionary 100,000 ‐                 100,000 121‐Prop A                3,049,440 ‐              3,049,440 122‐Prop C                2,723,141 ‐              2,723,141 124‐Gasoline Tax                3,611,991 ‐              3,611,991 127‐Police Donations 2,000 ‐ 2,000
128‐Transportation Development Act 70,000 ‐ 70,000
129‐AB 939 84,715 ‐ 84,715
131‐Community Dev. Block Grant 291,511 ‐                 291,511 143‐LA County Park Bond 20,200 ‐ 20,200
145‐Waste Mgt Enforcement Grant 115,700 ‐                 115,700 146‐Senior Meals Program 322,312 ‐                 322,312 149‐Used Oil Block Grant 14,710 ‐ 14,710
150‐Inmate Welfare 1,500 ‐ 1,500
153‐Public Safety Augmentation                1,033,045 ‐              1,033,045 155‐COPS/SLESF 270,650 ‐                 270,650
158‐CRV Recycling Grant 28,000 ‐ 28,000
160‐Capital Projects                1,030,000 ‐              1,030,000 161‐Construction Tax 20,000 ‐ 20,000
162‐Information Technology 323,833 ‐                 323,833 General Fund (Fund# 110)
Other Funds (Fund# ‐ Name)

Exhibit A
City of West Covina,
West Covina Public Financing Authority,
West Covina Housing Authority, and
Successor Agency to the Former West Covina Redevelopment Agency Fiscal Year 2023‐24 Budget
Fund
FY2023‐24
Proposed Budget Adjustments
FY2023‐24
Adopted Budget
City of West Covina,
West Covina Public Financing Authority,
West Covina Housing Authority, and
Successor Agency to the Former West Covina Redevelopment Agency Fiscal Year 2023‐24 Appropriated Funds
166‐Park Facilities Dev. Impact Fees 99,999 ‐ 99,999
170‐PDF A ‐ Del Norte                1,300,000 ‐              1,300,000 180‐Future Street Improvements 171,400 ‐                 171,400 181‐Maintenance District #1 616,012 ‐                 616,012 182‐Maintenance District #2 457,072 ‐                 457,072 183‐WC CSS CFD 103,050 ‐                 103,050
184‐Maintenance District #4                1,607,997 ‐              1,607,997 186‐Maintenance District #6 324,946 ‐                 324,946 187‐Maintenance District #7 311,866 ‐                 311,866 188‐Citywide Maintenance District                2,241,964 ‐              2,241,964 189‐Sewer Maintenance                2,310,834 ‐              2,310,834 190‐Auto Plaza Improvement District 63,520 ‐ 63,520
191‐General Plan Update 500,000 ‐                 500,000 197‐Measure W Stormwater 790,200 ‐                 790,200 208‐Justice Programs (OJP) 100,000 ‐                 100,000 218‐Homeland Security Grant 117,577 ‐                 117,577 220‐WC Community Svcs Foundation 272,300 ‐                 272,300 224‐Measure R                1,429,512 ‐              1,429,512 232‐Non‐Federal Grants 500,000 ‐                 500,000 233‐Taskforce Reg. Autotheft Prev. 209,968 ‐                 209,968 234‐Officer Wellness & Mental Health 65,294 ‐ 65,294
235‐Measure M                2,732,810 ‐              2,732,810 237‐SB1 ‐ Road Maintenance Rehab                4,100,000 ‐              4,100,000 240‐Measure H 50,000 ‐ 50,000
242‐Sportsplex 905,363 ‐                 905,363
300‐Debt Service ‐ City              15,453,591 ‐            15,453,591 361‐Self Insurance General/Auto Liab                3,127,700 ‐              3,127,700 363‐Self‐Insurance Workers' Comp                2,054,954 ‐              2,054,954 365‐Fleet Management                1,786,200 ‐              1,786,200 367‐Vehicle Replacement 200,000 ‐                 200,000 368‐Retirement Health Savings Plan 4,000 ‐ 4,000
375‐Police Enterprise 685,998 ‐                 685,998 810‐Redevelopment Obligation Ret.                3,252,488 ‐              3,252,488 815‐Successor Agency Admin. 250,000 ‐                 250,000 820‐Successor Housing Agency 978,145 ‐                 978,145 Total Other Funds              65,088,947 ‐            65,088,947 Total Expenditures & Transfers          ‐  146,840,905       146,840,905

EXHIBIT B
FISCAL YEAR 2023-24 SCHEDULE OF POSITIONS
FY 2020‐21
Actual
FY 2021‐22
Actual
FY 2022‐23
Estimate
FY 2023‐24
Proposed Change
Administration
Full‐Time
Administrative Assistant II 1 0 0 0 0
Assistant City Manager 1 2 2 2 0
City Manager 1 1 1 1 0
Exec Assistant To City Manager 1 1 1 1 0
Sr Administrative Assistant 0 1 1 1 0
Full‐Time Total 4 5 5 5 0
Administration Total 4 5 5 5 0
City Clerk
Full‐Time
Assistant City Clerk 1 1 1 1 0
Deputy City Clerk 1 1 1 1 0
Full‐Time Total 2 2 2 2 0
Part‐Time
Intern 1 1 1 1 0
Part‐Time Total 1 1 1 1 0
City Clerk Total 3 3 3 3 0
Community Development
Full‐Time
Administrative Assistant I 1 1 2 20
Code Enforcement Director 0 0 0 1 1
Code Enforcement Manager 1 1 1 0 ‐1
Code Enforcement Officer 0 0 4 4 0
Code Enforcement Supervisor 1 1 1 1 0
Econ Dev Housing Manager 1 1 1 1 0
Econ Dev Project Coordinator 1 1 2 1 ‐1
Econ Dev Project Manager 0 0 0 1 1
Economic Dev Specialist 1 1 0 0 0
Planning Assistant 2 1 1 1 0
Planning Associate 0 1 1 1 0
Planning Manager 1 1 1 1 0
Sr Administrative Assistant 2 2 1 1 0
Full‐Time Total 11 11 15 15 0
Part‐Time
Code Enforcement Officer 2 14 6 7 1
Office Aide III 0 1 1 1 0
Planning Aide 0 0 1 1 0
Planning Intern 0 1 1 1 0
Part‐Time Total 2 16 9 10 1
Community Development Total 13 27 24 25 1
City of West Covina FY 2023-24 Schedule of Positions
Exhibit B

FY 2020‐21
Actual
FY 2021‐22
Actual
FY 2022‐23
Estimate
FY 2023‐24
Proposed Change
Finance
Full‐Time
Account Clerk 1 1 1 1 0
Accountant 4 2 2 2 0
Accounting Technician 1 0 0 0 0
Administrative Assistant I 1 0 0 00
Assistant Finance Director 1 1 1 1 0
Communications Technician 1 0 0 0 0
Computer Services Technician 1 1 1 1 0
Finance Director 1 1 1 1 0
GIS Analyst 0 0 1 1 0
Information Tech Analyst I 1 1 1 10
Information Technology Manager 1 1 1 1 0
Payroll Specialist 0 2 2 2 0
Purchasing Manager 1 1 1 1 0
Senior Account Clerk 1 1 1 1 0
Senior Accountant 0 1 1 1 0
Sr Administrative Assistant 0 1 1 1 0
Full‐Time Total 15 14 15 15 0
Part‐Time
Cable Production Assistant 0 1 1 1 0
Intern ‐ It 0 2 1 1 0
Management Analyst I 2 1 0 00
Sr Communications Technician 0 1 1 1 0
Part‐Time Total 2 5 3 3 0
Finance Total 17 19 18 18 0
Fire
Full‐Time Sworn
Assistant Fire Chief 3 3 3 3 0
Fire Captain 15 16 15 15 0
Fire Chief 1 1 1 1 0
Fire Engineer 15 15 15 15 0
Firefighter 3 9 9 9 0
Firefighter/Paramedic 33 27 27 27 0
Full‐Time Sworn Total 70 71 70 70 0
Full‐Time
Administrative Aide 1 2 2 2 0
Fire Protection Specialist 1 1 1 1 0
Management Analyst I 1 0 1 10
Senior Account Clerk 1 0 0 0 0
Sr Administrative Assistant 1 1 1 1 0
Full‐Time Total 5 4 5 5 0
Part‐Time
Fire Protection Specialist 0 1 2 1 ‐1
Part‐Time Total 0 1 2 1 ‐1
Fire Total 75 76 77 76 ‐1
City of West Covina FY 2023-24 Schedule of Positions Page 2 of 5 FY 2020‐21
Actual
FY 2021‐22
Actual
FY 2022‐23
Estimate
FY 2023‐24
Proposed Change
Human Resources
Full‐Time
Administrative Assistant II 1 1 0 0 0
Human Resources Analyst I 1 0 1 10
Human Resources Director 1 1 1 1 0
Human Resources Manager 0 1 1 1 0
Human Resources Technician 1 1 0 0 0
Sr. Human Resources Technician 0 0 1 1 0
Full‐Time Total 4 4 4 4 0
Part‐Time
Intern 0 0 1 1 0
Part‐Time Total 0 0 1 1 0
Human Resources Total 4 4 5 5 0
Police
Full‐Time Sworn
Corporal 17 17 17 17 0
Lieutenant 6 6 6 6 0
Officer 53 57 61 61 0
Police Captain 2 2 2 2 0
Police Chief 1 1 1 1 0
Police Officer Recruit 0 6 2 2 0
Sergeant 13 13 13 13 0
Full‐Time Sworn Total 92 102 102 102 0
Full‐Time
Administrative Assistant I 1 0 0 00
Code Enforcement Supervisor 1 1 1 1 0
Communications Manager 1 1 1 1 0
Communications Supervisor 4 4 4 4 0
Community Services Officer 11 8 8 8 0
Criminal Justice Res Analyst I 1 1 1 10
Forensic Specialist Supervisor 0 1 1 1 0
Jailer 6 6 6 6 0
Lead Jailer 1 1 1 1 0
Police Admin Svcs Manager 1 1 1 1 0
Police Records Manager 0 1 1 1 0
Police Records Specialist I 6 3 3 30
Police Records Specialist II 4 4 4 4 0
Police Records Supervisor 1 0 1 1 0
Public Safety Dispatcher 10 8 8 8 0
Sr Administrative Assistant 2 2 2 2 0
Sr Communications Operator 3 4 4 4 0
User Support Specialist 1 1 1 1 0
Victim Advocate 1 1 1 1 0
Full‐Time Total 55 48 49 49 0
City of West Covina FY 2023-24 Schedule of Positions Page 3 of 5 FY 2020‐21
Actual
FY 2021‐22
Actual
FY 2022‐23
Estimate
FY 2023‐24
Proposed Change
Part‐Time
Administrative Aide 0 3 0 0 0
Office Aide III 0 2 2 2 0
Pd Lieutenant ‐ Level 1 Reserv 0 1 1 1 0
Pd Officer ‐ Level 1 01 1 1 0
Pd Reserve Commander 0 1 1 1 0
Pd Reserve Sergeant ‐ Level 1 0 1 1 10
Police Background Investigator 0 0 3 3 0
Sr Communications Operator 1 1 1 1 0
Part‐Time Total 1 10 10 10 0
Limited Service PT
Police Cadet 0 7 9 9 0
Limited Service PT Total 0 7 9 9 0
Police Total 148 167 170 170 0
Public Services
Full‐Time
Administrative Assistant I 2 1 1 10
Administrative Assistant II 1 2 2 2 0
Building Maintenance Leadworker 1 1 1 1 0
Community Services Coordinator 2 4 3 3 0
Contract Coordinator 1 0 0 0 0
Electrician I0 1 1 1 0
Electrician II 1 1 1 1 0
Electrician Leadworker 1 0 0 0 0
Equipment Operator 1 1 1 1 0
Fleet Services Coordinator 1 0 0 1 1
Head Cook 1 1 1 1 0
Maintenance Leadworker 3 0 2 2 0
Maintenance Services Supervisor 1 0 0 0 0
Maintenance Svcs Coordinator 0 3 3 2 ‐1
Maintenance Worker II 8 17 22 22 0
Maintenance Worker III 1 1 4 4 0
Management Analyst I 1 1 1 10
Office Assistant II 0 1 1 1 0
Operations Technician 1 0 0 0 0
Public Services Deputy Director 0 1 1 1 0
Public Services Manager 1 1 1 1 0
Public Services Superintendent 1 1 1 1 0
Recreation Services Supervisor 1 0 1 1 0
Senior Account Clerk 1 0 0 0 0
Senior Maintenance Worker 0 1 1 0 ‐1
Street Maintenance Supervisor 0 0 0 1 1
Full‐Time Total 31 39 49 49 0
City of West Covina FY 2023-24 Schedule of Positions Page 4 of 5 FY 2020‐21
Actual
FY 2021‐22
Actual
FY 2022‐23
Estimate
FY 2023‐24
Proposed Change
Part‐Time
Assistant Cook 1 1 1 1 0
Maintenance Assistant 0 1 1 1 0
Part‐Time Total 1 2 2 2 0
Limited Service PT
Day Care Director 0 3 3 3 0
Day Care Teacher 0 5 5 3 ‐2
Office Assistant I 0 0 1 10
Recreation Assistant 0 1 0 0 0
Recreation Leader 0 38 35 35 0
Recreation Site Coordinator 0 9 10 10 0
Limited Service PT Total 0 56 54 52 ‐2
Public Services Total 32 97 105 103 ‐2
Grand Total 296 398 407 405 ‐2
City of West Covina FY 2023-24 Schedule of Positions Page 5 of 5