2008/07/02 Council Agenda Packet

1 J • b. Submit all proposed equipment purchases to the Committee on Homeland Security, sub- committee on equipment to ensure that the requested equipment is on the AEL, is aligned with the statewide equipment purchasing strategy, and submit to DHS if necessary. No reimbursement for purchased equipment will occur until the appropriate approvals have been obtained. c. Determine whether or not it is in the best interest of the Contractor to make purchases using its own procurement process or ask the Department to make purchases on its behalf. d. Make a request to the Department in writing that authorizes the Department to de-obligate funding from the Contractor's contract and use the state's procurement process and contracts to purchase equipment on behalf of the Contractor. This will necessitate an amendment to the contract reducing the Contractor's award by an amount sufficient for the Department to make the purchase(s). The Department will pay the vendor directly and all items will be drop shipped to a location designated by the Contractor. 7. Exercises that are implemented with grant funds must meet the requirements of the FFY08 Emergency Management Performance Grant. Upon completion of the exercise, an After Action Report and an Improvement Plan must be prepared and submitted to the Department within 60 days of completion of the exercise. Final reimbursement for related expenditures can not be made until this requirement has been met. 8. No more than 3% of the total grant award may be used on Management and Administrative expenditures. 9. Submit at maximum monthly requests for reimbursement to the Department for costs incurred using the online e-GMS located at https://fortress.wa.gov/mil/qms/qms/. 10. No costs will be paid in advance of their being incurred by the Contractor. 11. No equipment or supply costs will be reimbursed until the items have been received by the Contractor and invoiced by the vendor. 12. No travel or subsistence costs, including lodging and meals, reimbursed with EMPG funds may exceed federal maximum rates which can be found at http://www.gsa.gov. 13. Expend a minimum 15% of contract award on planning activities. CONTRACTOR TASKS: 1. Perform activities described in the attached Scope of Work (Attachment A). 2. Manage and administer the FFY08 Emergency Management Performance Grant Program. 3. If necessary, hire a Subcontractor to assist in accomplishing the contract tasks. 4. Complete all work under the contract by the contract end date, to include receipt of approved equipment items and supplies. 5. Each request for reimbursement will be accompanied by a spreadsheet detailing the expenditures to be reimbursed as well as the expenses to be considered the match for those funds. Related financial documents and invoices must be kept on file by the Contractor and be made available upon request to the Department, and local, state, or federal auditors. 6. Requests for reimbursement of equipment purchases will include a copy of the vendor's invoice and packing slip or a statement signed and dated by the Contractor's authorized representative that "all items invoiced have been received, are operational, and have been inventoried according to contract and local procurement requirements." THE MILITARY DEPARTMENT AGREES TO: 1. Provide technical assistance, expertise, and state coordination with OHS where necessary. 2. Reimburse the Contractor within 45 days of receipt and approval of requests for reimbursement and all documentation of expenditures as required. 4 DHS-EMPG-FFY 08 Page 14 of 24 City of Everett Emergency Managemept E08-307