2008/07/02 Council Agenda Packet

(•• a Exhibit B • Statement of Work FFY 2008 Emergency Management Performance Grant Program INTRODUCTION: The Washington State Military Department Emergency Management Division (EMD) receives grant monies each year from the U.S. Department of Homeland Security (DHS) through the Emergency Management Performance Grant (EMPG). A portion of this grant has been identified by the state to be passed through to local jurisdictions and tribes that have emergency management programs to supplement their local/tribal operating budget. Each jurisdiction or tribe that applies and meets the qualifications specified in WAC 118-09 regarding emergency management assistance funds is awarded a grant based on the size of their agency's emergency management operating budget. Funds are used by local jurisdictions and tribes to enhance their emergency management capability. The Statement of Work outlines the activities and deliverables the Contractor has identified to be performed for FFY08 EMPG. The Timeline outlines the schedule that the Contractor agrees to in order to fulfill the grant deliverables during the contract performance period. The Budget Sheet outlines the Contractor's emergency management operating budget (excluding federal funds) that is dedicated to emergency management activities. In addition, the Budget Sheet is used to announce the FFY08 EMPG award. GENERAL PROGRAM REQUIREMENTS: 1. Prepare and submit a Bi-Annual Strategy Implementation Report (BSIR), via the web-based grant reporting tool (https://www.reportinq.odp.dhs.qov). Failure to meet all of the reporting deadlines outlined in the Milestone and Timeline Schedule will prohibit the Contractor from being reimbursed while reports are outstanding. 2. Report progress on deliverables and advise the Military Department, in writing, of necessary adjustments to the content of the contract. Performance reports will be submitted using the on-line electronic Grant Management System (e-GMS) located at https://fortress.wa.gov/mil/qms/qms/. 3. Adhere to all financial and procurement guidance, including competitive processes and other procurement requirements, to include: Office of Management and Budget (OMB) Circulars, A-87 (Cost Principles for State, local and Indian Tribal Governments) and A-133 (Audits of States, Local Governments, and Non-Profit Organizations) and Federal Emergency Management Agency's codified regulations, 44 CFR. Local and state procurement and contracting regulations take precedent over these requirements when local and state regulations are more stringent. • Adhere to OHS requirements that all sole source contracts over $100,000 be reviewed and approved by the Department prior to execution of a contract. This requirement must be passed on to all of the Contractor's sub-contractors, at which point the Contractor will be responsible for reviewing and approving their sub-contractors' sole source justifications. • Adhere to OHS requirements that all contracts with individual consultants, that are not competitively bid, and where the consultant will be charging an excess of $450 per day (excluding travel and subsistence) must be approved by the Department before the contract is executed. This requirement must be passed on to all of the Contractor's sub-contractors, at which point the Contractor will be responsible for reviewing and approving their sub-contractors' contract. 4. Plan and implement equipment purchases, exercises, training, planning and management/ administration in accordance with the FFY08 Emergency Management Performance Grant Program Guidance, which can be found at http://www.fema.qov/pdf/emergency/empq/fy08 empq quidance.pdf, as well as all subsequent policy changes. 5. Ensure that all sub-contractors are in compliance with the FFY08 Emergency. Management Performance Grant Program Guidance through monitoring of expenditures and periodic reviews of activities. 6. If purchasing equipment using EMPG funds, the Contractor must meet the following requirements: a. Be in compliance with the DHS Authorized Equipment List (AEL), as detailed at: http://www1.rkb.mipt.orq/. 4. . �J DHS-EMPG-FFY 08 Page 13 of 24 City of Everett Emergency Management E08-307