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HomeMy WebLinkAbout052019_ca04 Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Willie Bence, Emergency Management Director DATE: ii\c?( 901C1 SUBJECT: Emergency Management Performance Grant Contract AMENDMENT E19-142 STATEMENT OF ISSUE: The Department of Emergency Management funds its four part-time clerk hires via two federal grant programs, Emergency Management Performance Grants and Homeland Security Grant Program grants. This Emergency Management Performance Grant contract will provide additional funding ($19,500)needed to maintain our current clerk hire staffing level for another year. This EMPG agreement has already been signed and approved by the BOCC; this contract amendment includes the finalized Work Plan, Budget, and Timeline which were updated after the agreement was previously executed. As now all subproject information is finalized, this contract amendment represents the last step towards finalizing this grant agreement. ANALYSIS: Without the EMPG, and subsequently our four clerk hires, DEM would not possess an adequate staffing level and would not be able to maintain our current level of service to the community and our partners, which could have catastrophic effects after a major disaster. RECOMMENDATION: The BOCC approve EMPG contract amendment E19-142A. REVIEWED BY: 1#,F K./ clip Mor , Co - • inistrator Date Washington State Military Department AMENDMENT 1. SUBRECIPIENT NAME/ADDRESS: 2. GRANT AGREEMENT NUMBER: 3. AMENDMENT NUMBER: Jefferson County Department of Emergency Management E19-087 A 81 Elkins Road Port Hadlock,WA 98339-9700 4. SUBRECIPIENT CONTACT, PHONE/EMAIL: 5. DEPARTMENT CONTACT, PHONE/EMAIL: Willie Bence, 360-344-9729 Gary Stumph, 253-512-7483 wbence@co.jefferson.wa.us gary.stumph@mil.wa.gov 6. TIN or SSN: 7. CATALOG OF FEDERAL DOMESTIC ASST. (CFDA)#: 8. FUNDING SOURCE NAME/AGREEMENT#: N/A 97.067-18HSGP(SHSP) EMW-2018-SS-00088-S01 9. FUNDING AUTHORITY: Washington State Military Department(Department)and US Department of Homeland Security(DHS) 10. DESCRIPTION/JUSTIFICATION OF AMENDMENT: This amendment updates Attachment 2 (Work Plan and Budget,Timeline).The subprojects were not fully formulated when the agreement was executed. The subrecipient provided additional detail related to the activities, deliverables/outputs and desired outcomes.These changes are reflected in Attachment 2. Changes are noted in grey highlight except for the Work Plan and Budget where almost the entirety is new. 11. AMENDMENT TERMS AND CONDITIONS: 1. The Grant Agreement end date of March 31, 2021 remains unchanged. 2. The overall Grant Agreement amount of$51,104 remains unchanged. 3. Replace the Original Attachment 2 with the Revised Attachment 2 incorporated in 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 Sub-Recipient 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 WITNESS WHEREOF, the parties have executed this Amendment: FOR THE DEPARTMENT: FOR THE SUB-RECIPIENT: Signature Date Signature Date Regan Anne Hesse, Chief Financial Officer David Sullivan Washington State Military Department Jefferson County Board of Commisioners BOILERPLATE APPROVED AS TO FORM: APPROVED AS TO FORM (if applicable): Brian E. Buchholz 7/30/2018 Assistant Attorney General Applicant's Legal Review Date DHS-FEMA-HSGP-FY18 Page 1 of 8 Jefferson County DEM, E19-087 Amendment A ATTACHMENT 2 18SHSP Investment and Regional Project Investment Justification Washington is comprised of 39 counties with geography including forests,mountains,islands,rainforests,rivers,lakes, and plains.The U.S. Bureau of Economic Analysis ranked Washington 13 of 50 states for gross domestic product in 2017;several world-class organizations headquarter their operations within the state.Washington has marine, aviation,rail,and road transportation infrastructure to support its position as a bustling trade center. Approximately half of Washington's 7.5 million population lives in the Seattle metropolitan area located along the Puget Sound.This area is the center of transportation,business,and industry and is the fastest growing region in the state. Over three-fourths of the state's population lives in densely settled urbanized areas. Understanding Washington's population is critical in order to mitigate vulnerabilities,respond to incidents,and effectively concentrate recovery efforts. Washington is subject to ten natural hazards and seven human-caused hazards.The THIRA focuses on eight of those risks:earthquake,tsunami,flood,biological[communicable disease],wildfire,radiological,cyber incident,and terrorism. Planning,training,and exercise efforts are being restructured to encompass the entire spectrum of catastrophic incidents within this context. Washington saw few significant changes in the 2017 Capabilities Assessment. -Public Information and Warning,which had been consistently among the state's highest-rated capabilities since the beginning of core capability-based SPR reporting,no longer is present as a top-rated capability. -The lowest rated capabilities were Economic Recovery, Health and Social Services,Community Resilience,and Housing—all essential during a catastrophic incident. -The strongest capabilities lie in Response and lowest rated capabilities lie in Recovery. The 2017 SPR results repeated the overarching theme of prior years:Stakeholders at every level struggle to sustain emergency response capabilities with dwindling resources and are significantly challenged to prepare for catastrophic disasters.Since the early 2000's,emergency management funding at the state and local levels have reduced significantly causing an increased dependence on federal grants to meet necessary emergency management requirements.As a result,many areas are in a sustainment mode when it comes to emergency management capability and capacity. Investment#3-Regional Homeland Security Projects The State is divided into 9 Homeland Security Regions,made up of 39 counties,which differ in many respects including geography(from marine to desert),major industry(from large business to agricultural),and population(from dense urban settings to rural areas).Each Region develops projects to address their specific risks and hazards which sustain previously built capabilities or close identified gaps. While the communities may differ,emergency management priorities are similar across the state and most initiatives can be tied back to building regional capability to respond and recover,and be in"a state of readiness"through planning,training,equipping,or exercising,should a natural or human-caused catastrophic incident occur.As communicated in the 2017 THIRA,Capabilities Estimation,&SPR,gaps have been identified in the following core capabilities. DHS-FEMA-HSGP-SHSP-FFY18 Page 2 of 7 Jefferson County DEM, E19-087 Amendment A All jurisdictions have targeted efforts related to Operational Coordination.The foremost gaps are: 1) PLANNING:Plans lack horizontal and vertical integration and need adjusting to be scalable for use during a catastrophic incident. Recovery needs to be incorporated. 2) ORGANIZATION: Response and recovery to catastrophic incidents will require additional trained personnel to support either large-scale or long-term activations. 3) EQUIPMENT:There is a lack of integration and interoperability of tools to form a Common Operating Picture for all stakeholders.Additionally,equipment continues to age,with subsequent degradation occurring with routine usage, and there is a lack of funding to sustain and/or replace. Resiliency is still an evolving concept without a formalized statewide,whole community approach to focus efforts. While the State is introducing initiatives to combat that reality,local jurisdictions still struggle with gaps related to Community Resilience: 1)TRAINING:Individuals and businesses need to move from awareness to action. 2) EXERCISE:Communities are dependent on volunteers to exercise this capability and do not have the tools or expertise to engage stakeholders. Related to Resilience,jurisdictions recognize the need to communicate with all stakeholders and continue to expand the reach of their messaging. Initiatives are ongoing to address the identified Public Information and Warning gap related to: 1) PLANNING:Plans do not fully address communicating with non-English speaking populations,immigrant groups,and individuals with disabilities. Regional Hazards and Risks-Reasons for the Work Terrorist targets include: •Military installations Primary all-hazard risks include: •Earthquakes •Tsunamis •Seiches •Floods •Wildfires •Landslides •Bio-epidemics •Radiological •Terrorism •Severe storm •Cyber incidents •School violence DHS-FEMA-HSGP-SHSP-FFY18 Page 3 of 7 Jefferson County DEM, E19-087 Amendment A 0 oI . 000000 1 Q Z o d e d e o Z O O O O O N O — g M Y O: M O 00 1..1 r ' W C n Ca Uf N a) ON 0 N C a Q Q 4 1 f O 84 84 888;888 co O H tr. Z N U N N tomo N O 1 UUQ UU r LL 0 1- OO w W p8 1- 8.1 ;, O0 8 88 88 8 88 8 0 M S ¢¢ ttt.S O W tt.0 N.g. m N.. tl W N• N N a N = g N A H wi N o 0 C 1 4 w 1- ¢a.;o W '�. a 1s- 1s- 4( , G o' N 46 7 �i .4 r b U V f o w N 2 a 3 3 z' z ~ W `� a m m m x w 2 IIn w Iii. U.' 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REVISED 18SHSP TIMELINE Jefferson County Department of Emergency Management DATE TASK September 1,2018 Grant Agreement start date December 30,2018 Submit additional information regarding the specifics of the Subprojects January 2019 Estimated date work scheduled for one or more Subprojects April 30,2019 Submit Reimbursement Request and Progress Report July 31,2019 Submit Reimbursement Request and Progress Report October 31,2019 Submit Reimbursement Request and Progress Report January 31,2020 Submit Reimbursement Request and Progress Report April 30,2020 Submit Reimbursement Request and Progress Report July 31,2020 Submit Reimbursement Request and Progress Report October 31,2020 Submit Reimbursement Request and Progress Report January 31,2021 Submit Reimbursement Request and Progress Report March 31,2021 Grant Agreement end date May 15,2021 Submit Final Reimbursement Request and Closeout Report HSGP Performance Period:September 1,2018 to August 31,2021 DHS-FEMA-HSGP-SHSP-FFY18 Page 7 of 7 Jefferson County DEM, El 9-087 Amendment A SIGNATURE AUTHORIZATION FORM WASHINGTON STATE MILITARY DEPARTMENT Camp Murray, Washington 98430-5122 Please read instructions on reverse side before completing this form. NAME OF ORGANIZATION DATE SUBMITTED Jefferson County Department of Emergency Management PROJECT DESCRIPTION CONTRACT NUMBER Emergency Management Performance Grant E19-142 1. AUTHORIZING AUTHORITY SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE Kate Dean Chair, BOCC 1 2. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS SIGNATURE PRINT OR TYPE NAME TITLE Kate Dean Chair, BOCC 3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT SIGNATURE PRINT OR TYPE NAME TITLE Willie Bence Director, JeffCo DEM Philip Morley County Administrator \\NAC-1\VOL1\HOME\KARENB\....\WP\SIGNAUTH Revised 3/03 A roved as form: •C. r Date: Philip C. Hunsucker,Chief Civil Deputy Prosec ting Att ney Jefferson County Prosecuting Attorney's Office 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.