2012/02/15 Council Agenda Packet

r • ARTICLE IV --ADMINISTRATIVE REQUIREMENTS: • The Sub-grantee shall comply with all financial and procurement guidance, including competitive processes and other procurement requirements, to include but not limited to: Office of Management and Budget (OMB) Circulars, A-87 (Cost Principles for State, local and Indian Tribal Governments), A-102 (Grants and Cooperative Agreements with State and Local Governments), A-122 (Cost Principles for Non-Profit Organizations), A-133 (Audits of States, Local Governments, and Non-Profit Organizations), The Federal Emergency Management Agency's codified regulations, 44 Code of Federal Regulations (CFR), and the U.S. Department of Homeland Security's Financial Management Guide. Local and state procurement and contract regulations take precedence over these requirements when local and state regulations are more stringent. ARTICLE V--ADDITIONAL SPECIAL CONDITIONS AND MODIFICATION TO GENERAL CONDITIONS: 1. The Sub-grantee shall use the funds to perform tasks as described in the Statement of Work and Budget portions of this Grant Agreement. 2. The Sub-grantee shall submit required Progress Reports to the e-mail address hls.reporting@emd.wa.gov as required in the Grant Agreement Milestones. 3. The Sub-grantee shall submit ata maximum monthly and a minimum of quarterly, signed and approved, invoice vouchers (State Form A-19) and a Reimbursement Spreadsheet to the Department for costs incurred. 4. The Sub-grantee agrees that all exercises must comply with the Homeland Security Exercise Evaluation Program (HSEEP). Upon completion of the exercise, an After Action Report and an Improvement Plan must be prepared and submitted to the FEMA portal within 60 days of completion of the exercise. Reimbursements for exercise related expenditures cannot be made until this requirement has been met. 5. The Sub-grantee agrees that to receive any federal preparedness funding, all Environmental and Historical Protection (EHP) Program compliance requirements outlined in applicable guidance must be met. The Sub-grantee is advised that all projects that involve disturbing earth, communication towers, physical security enhancements, new construction, renovation, and modifications to buildings and structures that are 50 years old or older require EHP review. All other projects, including training and exercise activities, must be evaluated to determine impact. If impact is identified they must also go through an EHP review. 6. The Sub-grantee agrees that to receive any federal preparedness funding, all National Incident Management System (NIMS) compliance requirements outlined in applicable guidance must be met. 7. The Sub-grantee agrees that grant funds may not be used to replace or supplant existing funding. 8. The Sub-grantee agrees to provide a match of$0 of non-federal origin. 9. The Sub-grantee acknowledges that since this Grant Agreement involves federal funding, the period of performance described herein will likely begin prior to the availability of appropriated federal funds. The Sub-grantee agrees that it will not hold the Department, the State of Washington, or the United States liable for any damages, claim for reimbursement, or any type of payment whatsoever for services performed under this Grant Agreement prior to distribution of appropriated federal funds. 10. The Sub-grantee agrees that it will not hold the Department, the State of Washington, or the United States liable for any damages, claim for reimbursement or any type of payment if federal funds are not appropriated or are not appropriated in a particular amount. ARTICLE VI — PROCUREMENT AND FINANCIAL MANAGEMENT: 1. All sole source contracts over $100,000 must be reviewed and approved by the Department prior to execution of a contract. This requirement must be passed on to all of the Sub-grantee's subSub-grantees, at which point the Sub-grantee will be responsible for reviewing and approving their subSub-grantees' sole source justifications. 2. No costs will be reimbursed in advance of their being incurred by the Sub-grantee. 3. No costs will be reimbursed until the items have been received by the Sub-grantee and invoiced by the vendor. BZPP 2010 Pape of 19 Everett Police Department E12-215