2005/11/30 Council Agenda Packet

8 9,. Plan and implement equipment purchases, exercises, training, planning and management/administration in accordance with the FFY 05 Homeland Security Grant Program Grant Guidance, which can be found at http://www.oip.usdoj.gov/odp/grants proorams.htm, as well as all subsequent policy changes. 10. If purchasing equipment, the Contractor must meet the following requirements: • Be in compliance with the ODP authorized equipment list, as detailed at http://wwwl.rkb.mipt.org/; • Ensure all purchases meet the goals and objectives of the WA State Homeland Security Strategy; - • Submit reimbursement requests to the Department on a standard form, detailing the subcategory (planning, exercise, training or equipment). Equipment reimbursement requests must be accompanied by a vendor's invoice, a packing slip or certification of receipt (a signature and date of recipient), and Schedule D, indicating which item(s) on the Approved Equipment List was purchased. • Submit all proposed equipment purchases to the Committee on Homeland Security, sub-committee on equipment to ensure that the requested equipment is aligned with the statewide equipment purchasing strategy, and submit to ODP if necessary. • The approved equipment item will be added by amendment to the equipment budget sheet. • No reimbursement for purchased equipment will occur until the appropriate approvals have been obtained and have been added to the Contractor's contract by amendment. • The overall equipment budget can not be exceeded and over expenditures for any reason, including additional cost of sales tax, shipping, or installation, will be the responsibility of the Contractor. • Determine whether or not it is in the best interest of the Contractor to make purchases using their own procurement process or ask the EMD to make purchases on their behalf. • Request in writing, by letter or e-mail, to the contract point of contact, that the state generate state purchase order(s) to purchase identified equipment utilizing state equipment contracts. This will necessitate an amendment to the contract reducing the Contractor's award by an amount sufficient for the EMD to make the purchase(s). The EMD will pay the vendor directly and all items will be drop shipped to a location designated by the Contractor. 11. Exercises that are implemented with grant funds should meet the requirements of the FFY05 State Homeland Security Program grant guidance, be threat and performance based, and should evaluate performance of critical prevention and response tasks required to respond to the exercise scenario. Upon completion of the exercise, an After Action Report and an Improvement Plan must be prepared and submitted to the Department within 40 days of completion of the exercise for reporting to the EMD within 45 days of completion of the exercise. Final reimbursement for related expenditures can not be reimbursed until this requirement has been met. 12. The Contractor is required to ensure that all of their sub-contractors are in compliance with the FFY 05 State Homeland Security Program Grant Guidance through monitoring of expenditures and periodic reviews of equipment inventories. 13. The State Homeland Security Program grant guidance and WA State Canary Notice 002 sets the Management and Administrative cap for the Department's sub-contractors at three percent (3%). 14. The Contractor understands that in order to receive Federal Fiscal Year 2006 (FFY06) federal preparedness funding, the minimum National Incident Management System (NIMS) compliance requirements must be met. Jurisdictions should support NIMS implementation by: • Completing the NIMS Awareness Course: "NIMS, An Introduction" IS-700. • Formally recognizing the NIMS and adopting the NIMS principles and policies. • Establishing a NIMS baseline by determining which NIMS requirements you already meet. • Establishing a timeframe and developing a strategy for full NIMS implementation. • Institutionalizing the use of the Incident Command System (ICS). 15. Applicants will be required to certify as part of their FFY06 grant applications that they have met the FFY05 NIMS requirements. The NIMS Integration Center (NIC) web page, www.fema.gov/nims, is updated regularly with information about the NIMS and guidance for information. The website can also be used as a useful tool to determine the extent to which the jurisdiction is already compliant, as well as identify the NIMS requirements not currently being met. 16. Manage and administer the FFY05 Homeland Security Grant Programs as required for any subcontracts or sub-recipients. 17. Develop Terrorism Annex for the City of Everett CEMP. 7• Improve local preparedness and response programs when dealing with terrorism incidents. E06-022 FFY 05 SHSP Page 10 of 14 Reg 1 Sno. Co DEM—City of Everett