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Home My WebLink AboutWashington State Military Department, Washington State Emergency Management Division, Amendment A - 031918�ui Washington State Military Department AMENDMENT RECEIVED AeR 0 3 "[018 NITR n rT 1. SUBRECIPIENT NAME/ADDRESS: 2. GRANT AGREEMENT NUMBER: 3, AMENDMENT NUMBER: Jefferson County Department of Emergency Management E18-075 A- REVISED 81 Elkins Road Port Hadlock, WA 98339-9700 4_ SUBRECIPIENT CONTACT, PHONE/EMAIL: 5. DEPARTMENT CONTACT, PHONE/EMAIL: Lynn Sterbenz, 360-3449729 Gary Stumph, 253-512-7483 Isterbenz@co.jefferson.wa.us gary.stumph@mil.wa.gov 6. CATALOG OF FEDERAL DOMESTIC ASSISTANCE 8, FUNDING SOURCE NAME/AGREEMENT #: (CFDA) # & Title: 97.042 (17EMPG) EMS -2017 -EP -00004-S01 9. FUNDING AUTHORITY: Washington State Military Department (Department) and the US Department of Homeland Security (DHS) 10. DESCRIPTION/JUSTIFICATION OF AMENDMENT: During the 16EMPG closeout, pass-through funding was returned from multiple subrecipients. The Department moved like -costs between grant years, opening the funding for use during the 17EMPG performance period. The Subrecipient has been allocated $2,606 in additional funding, which is reflected in the Budget (Exhibit E). Additionally, Program Area #5, Update County Comprehensive Emergency Management Plan, has been added to the Work Plan (Exhibit C). To accommodate the additional activities, the grant agreement end date is extended one month. Changes are noted with grey highlight and deletions with strikethrou h. 11. AMENDMENT TERMS AND CONDITIONS: 1. Change the Grant Agreement expiration from August 31, 2018 to September 30, 2018. 2. Change the overall Grant Agreement amount from $18,000 to $20,606; an increase of $2,606. 3. Replace Original Workplan, Exhibit C, with Revised Workplan, Exhibit C, attached to this amendment. 4. Replace Original Timeline, Exhibit D, with Revised Timeline, Exhibit D, attached to this amendment. 5. Replace Original Budget Sheet, Exhibit E, with Revised Budget Sheet, Exhibit E, attached to this amendment. This Amendment is incorporated in and made a part of the Grant Agreement. Except as amended herein, all other terms and conditions of the Grant Agreement remain in full force and effect. Any reference in the original Grant Agreement or an Amendment to the "Grant Agreement' shall mean "Grant Agreement as amended". The Department and Subrecipient acknowledge and accept the terms of this Amendment as identified above, effective on the final date of execution below. By signing this Amendment, the signatories warrant they have the authority to execute this Amendment. IN VVVtNESS W REOF, the parties have executed this Amendment.. � 11FO E DE TMENT: FOR THE EC E Sign a Date Sikoaturet Ida- Regan Anne Hesse, Chief Fi ncial OfficerI/ David Sullivan, Chair Washington State Military D rtment Jefferson County Board of Commissioners BOILERPLATE APPROVED AS TO FORM: APPROVED S TO FORM (if applicable): (signature on file 9!12/2017) P is /t/� Brian E. Buchholz, Sr. Assistant Attorney General l� Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney Date Form Date: 10/27/00 DHS-FEMA-EMPG-FY 17 Page 1 of 5 Jefferson County, E18-075, Amendment A- REVISED Expand EOC Incident Management Team WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK Increase membership of critical unified command Due to having a small population, county has in All crtical/essential county and city departments partners in the IMT; primarily by adding key the past had a very small amount of and partnering special purpose districts will be County and City of Port Townsend employees representation on the EOC IMT. familiar, trained, and represented in the EOC. from IT and Public Works Departments, but also recruiting representatives from special purpose districts. Upgrade primary EOC by adding GIS software to Currently using paper maps and white boards. Increased mapping capabilities in the EOC from computers installation of GIS software and including GIS subject matter experts on the IMT. Upgrade alternate EOC by installing county Currently, the alternate EOC is in a Fire Station Alternate EOC will have accessto county network computers and network capabilities which is serviced with district infrastructure. The in order to access critical informational and files. computers are stand-alone with no access to county files. Update County Comprehensive Emergency Management Plan WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK Update the joint Jefferson County/City of Port The State of WA requires jurisdictions to update All City and County Departments, as well as Townsend Comprehensive Emergency their CEMP every four years per RCW 38.52 and partnering agencies and special purpose districts, Management Plan WAC 118-30 will review their lead or support roles and responsibilities for disaster response and recovery,. update their lines of succession, and add additional components to meet the plan requirements. DHS-FEMA-EMPG-FY 17 Page 3 of 5 Jefferson County, E18-075, Amendment A Exhibit E REVISED BUDGET CL Z Salaries & Benefits 0 Overtime/Ba ckfi I I N Consultants/Contractors Z Goods &Services W Travel/Per Diem cc FY 2017 Emergency Management Performance Grant $ $ $ $ $ $ 18,000 $ - $ - $ - $ - $ - $ 2,606 $ 20,606 - $ - - $ - $ - $ - - $ $ 20,606 $ - $ - $ - $ - $ - O 17EMPG AWARD $18,000.00 - $ - $ - $ - Salaries & Benefits Modification $2,606.00 - $ - $ - $ N Overtime/Backfill 17EMPG Amended AWARD $20,606.00 - $ - $ - $ - SOLUTION EMPG - $ EMPG $ - AREA CATEGORY AMOUNT MODIFICATION AMOUNT MATCH AMOUNT Lu Travel/Per Diem Salaries & Benefits $ 18,000 $ 2,606 $ 20,606 $ 20,606 C9 Overtime/Ba ckfi I I $ - $ - $ - $ - Z Z Consultants/Contractors $ - $ - $ - $ - Z Goods & Services $ - $ - $ - $ g Travel/Per Diem $ $ - $ - $ - CL Z Salaries & Benefits 0 Overtime/Ba ckfi I I N Consultants/Contractors Z Goods &Services W Travel/Per Diem cc Subtotal $ $ $ $ $ $ 18,000 $ - $ - $ - $ - $ - $ 2,606 $ 20,606 - $ - - $ - $ - $ - - $ $ 20,606 $ - $ - $ - $ - $ - O Subtotal $ - $ - $ - $ - Salaries & Benefits $ - $ - $ - $ N Overtime/Backfill $ - $ - $ - $ - v Consultants/Contractors $ - $ - $ - $ - Lu Goods & Services $ - $ $ - $ - Lu Travel/Per Diem $ - $ - $ - $ - Subtotal $ - $ - $ - $ - Salaries & Benefits $ - $ - $ - $ - C9 Overtime/Ba ckfi I I $ - $ - $ - $ - Z Consultants/Contractors $ - $ - $ $ - Z Q Goods & Services $ - $ - $ $ - Travel/Per Diem $ - $ - $ $ - Subtotal $ - $ - $ $CL - j Equipment $ - $ - $ $ - UJ Subtotal $ - $ - $ - $ Salaries & Benefits $ - $ Overtime/Backfill $ - $ Consultants/Contractors $ - $ - $ - $ - Goods & Services $ - $ - $ - I.- $ Travel/Per Diem $ - $ - $ - $ Subtotal $ - $ - $ - $ .................. Indirect.. ---- $ ----•--------------- - $ - $ - ----•-•--------•-------•••------•-•-------------- $....•----------9..-•-----•-----f Indirect Cost Rote Agreement on file 0.00% TOTAL Grant Agreement AMOUNT. $ 18,000 $ 2,606 $ 20,606 1 $ 20,606 • The Subrecipient will provide a match of at least $20,606, 50% of the total project cost (locaVtribal budget plus EMPG award), of non-federal origin. • Cumulative transfers between budget categories in excess of 10% of the grant agreement amount will not be reimbursed without prior written authorization from the Department. Funding Source: U.S. Department of Homeland Security - PI# 773PT — EMPG DHS-FEMA-EMPG-FY 17 Page 5 of 5 Jefferson County, E18-075, Amendment A INSTRUCTIONS FOR SIGNATURE AUTHORIZATION FORM This form identifies the persons who have the authority to sign contracts, amendments, and requests for reimbursement. It is required for the management of your contract with the Military Department (MD). Please complete all sections. One copy with original signatures is to be sent to MD with the signed contract, and the other should be kept with your copy of the contract. When a request for reimbursement is received, the signature is checked to verify that it matches the signature on file. The payment can be delayed if the request is presented without the proper signature. It is important that the signatures in MD's files are current. Changes in staffing or responsibilities will require a new signature authorization form. 1. Authorizing Authority. Generally, the person(s) signing in this box heads the governing body of the organization, such as the board chair or mayor. In some cases, the chief executive officer may have been delegated this authority. 2. Authorized to Sign Contracts/Contract Amendments. The person(s) with this authority should sign in this space. Usually, it is the county commissioner, mayor, executive director, city clerk, etc. 3. Authorized to Sign Requests for Reimbursement. Often the executive director, city clerk, treasurer, or administrative assistant have this authority. It is advisable to have more than one person authorized to sign reimbursement requests. This will help prevent delays in processing a request if one person is temporarily unavailable. If you have any questions regarding this form or to request new forms, please call your MD Program Manager. Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Lynn Sterbenz, Director, Department of Emergency Management DATE: March 19, 2018 RE: AMENDMENT TO FFY17 EMERGENCY MANAGEMENT PERFORMANCE GRANT E18-075 STATEMENT OF ISSUE: Jefferson County Department of Emergency Management receives an annual EMPG grant in the amount of $18,000 from the Washington State Military Department and US Department of Homeland Security. During the State's closeout process of FYI EMPG grants, pass-through funding was returned from multiple subrecipients, resulting in additional funding becoming available to the smallest counties in the state for use during the FYI EMPG period. ANALYSIS: Jefferson County Department of Emergency Management has been allocated $2,606 in additional funding to our FYI EMPG Grant Contract El 9-075. Additionally, the State has extended the performance period of this grant contract to September 30, 2018. Attached is the Amendment to this contract, E18 -075A. FISCAL IMPACT: A condition of the grant agreement requires a fifty percent (50%) match from non-federal origin. This match will be met through the Director's salary. RECOMMENDATION: Approval. ASAP (I must meet a 45 day timeline to return it). Signatures required from the following County Employees: • Philip Morley (Signature Authorization Form) • Philip Hunsucker (Page 1) • David Sullivan (Page 1 and the Signature Authorization Form) DEPARTMENT CONTACT: Lynn Sterbenz (360) 316-6008 RFAIIMWED BY: Ofifi'ip Morle , 60ynfy A Date CONTRACT REVIEW FORM CONTRACT WITH: Washington State Emergency Management Division 19-0 (Contractor/Consultant) CONTRACT FOR: AMENDMENT to existing FFY17 E18-075 TERM: 6/1/17 to 9/30/18 Emergency Management Performance Grant COUNTY DEPARTMENT: Emergency Management w, For More Information Contact: Lynn Sterbenz, Director MAR 7 2018 Contact Phone #: X729 (360) 344-9729 RETURN TO: Lynn Sterbenz RETURN BY: ASAfJ7�rll (Person in Department) (Date) AMOUNT: $20,606 (increase of $2,606) PROCESS: Revenue: Expenditure: Matching Funds Required; Sources(s) of Matching Funds $20,606 N/A $10,303 GF (Director's salary) Exempt from Bid Process Consultant Selection Process Cooperative Purchase Competitive Sealed Bid Small Works Roster Vendor List Bid RFP or RFQ Other Step 1: REVIEW B11AC NT Review by: Date Reviewe 0 APPROVED FORM Returned for revision (See Comments) Comments Ste 2: REVIEW BY PRO SCUT G TTORNEY Review by: (' Date Reviewed: Z APPROVED AS TO FORM Returned for revision (See Comments) Comments Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda.