Resolution No. 92851 RESOLUTION NO. 9285
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 VERNON APPROVING AND RATIFYING THE CITY'S
4 PARTICIPATION IN,THE FISCAL YEAR 2005 BUFFER ZONE
PROTECTION GRANT PROGRAM BY THE VERNON POLICE
5 DEPARTMENT
6 WHEREAS, in October 18, 2004, the President signed the Fiscal
7 Year 2005 Homeland Security Appropriations Act, thereby providing vital
8 funding needed to ensure the safety. and security of our homeland; and
9 WHEREAS, the U.S. Department of Homeland Security, the Office
10 of State and Local Government Coordination and Preparedness, and the
11 Office for Domestic Preparedness, in coordination with the Information
12 Analysis and Infrastructure Protection Directorate Protective Security
13 Division are providing protective action funding through a Buffer Zone
14 Protection Program (the BZPP Grant) designed to protect and secure
15 vulnerable critical infrastructure and key resource sites ("Sites")
16 across the country by extending the protected area around a site into
17 the surrounding community and supporting the prevention and
18 preparedness efforts of local first responders; and
19 WHEREAS, the Office for Domestic Preparedness submitted an
20 application for the Los Angeles County agencies for fiscal year 2005
21 BZPP Grants to provide funding for the equipment and management of
22 protective actions at the Sites and the Los Angeles Office of Emergency
23 Management is coordinating the grant funding process and application
24 process with eligible Los Angeles County emergency responders; and
25 WHEREAS, the Vernon Police Department conducted vulnerability
26 assessments of the Sites within the City of Vernon and in April 2005
27 11submitted the assessments to the Office of Emergency Management for
28 11review and approve, subject to ratification of the City Council; and
1 WHEREAS, on or about November 14, 2006, the Los Angeles
2 County Office of Emergency Management notified the City that the Sites
3 were approved for $47,287.50 per Site, or $94,575.00; and
4 WHEREAS, the Vernon Police Department intends to use the BZPP
5 Grant funds for the purchase of 22 UHF mobile radios and related
6 equipment at a cost of $92,699.97 (the "Radios") to improve its
7 response and deployment capabilities; and
8 WHEREAS, all purchases made under this grant must be
9 processed by the Los Angeles County Office of Emergency Management by
10 June 15, 2007; and
11 WHEREAS, participation in the BZPP Grant would enhance the
12 capability of the Vernon Police Department to better safeguard and
13 minimize the potential for terrorist attacks at identified facilities,
14 thereby enhancing the services provided to citizens, residents,
15 businesses and employees in Vernon and neighboring communities; and
16 WHEREAS, the Acting Police Chief by memo dated March 27,
17 2007, has recommended the City's participation in the BZPP Grant
18 (#2005-GR-T5-0068; OES ID #037-00000); and
19 WHEREAS, the City Council of the City of Vernon desires to
20 approve and ratify the City's participation in the BZPP Grant and
21 declare its intention to purchase the Radios.
22 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
23 CITY OF VERNON AS FOLLOWS:
24 II SECTION 1: The City Council of the City of Vernon hereby
2511finds and determines that the recitals contained hereinabove are true
2 6 1 1 and correct.
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SECTION 2:
The City Council of the City of Vernon
hereby
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approves, authorizes
and ratifies the City's participation in
the FY
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2005 Buffer Zone Protection Grant Program. A copy of the notification
of approval letter and amount approved regarding the Grant is attached
hereto as Exhibit A and incorporated by reference.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Acting City Administrator to execute any and all
documents necessary for the purpose of securing grant funds and to
implement and carry out the purposes specified in the grant for, and on
behalf of, the City of Vernon.
SECTION 4: The City Council of the City of Vernon hereby
declares its intention to purchase the Radios at a cost of $92,699.97.
SECTION 5: The Acting City Clerk of the City of Vernon
shall certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 2nd day of April, 2007.
A'rrE S T :
MANUELA GIROR'-
Acting City Cler
LE0�IS. MAWG, tV Mayor
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1 STATE OF CALIFORNIA )
2 ) ss
COUNTY OF LOS ANGELES )
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4 I, MANUELA GIRON, Acting City Clerk of the City of Vernon, do
5 hereby certify that the foregoing Resolution, being Resolution No.
6 9285, was duly adopted by the City Council of the City of Vernon at a
7 regular meeting of the City Council duly held on Monday, April 2, 2007,
8 and thereafter was duly signed by the Mayor of the City of Vernon.
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ANU�GIR
11 Acting City Clerk
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(SEAL)
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EXHIBIT
0
OFFICE OF HOMELAND SECURITY
February 10, 2006
Constance Perett
Administrator
County of Los Angeles
1275 N. Eastern Avenue
Los Angeles, CA 90063
Dear Ms. Peretr.
Subject: NOTIFICATION OF GRANT ADJUSTMENT NOTICE
FY 2005 Buffer Zone Protection Program
Grant # 2005-GR-T5-0068, OES ID#037-00000
The Governor's Office of Homeland Security (OHS) has received approval from the Office of State and
Local Government Coordination and Preparedness (SLGCP) for funding under the FY2005 Buffer Zone
Protection Program (BZPP). Through this program, the State of California will use grant flmding for costs
related to equipment, management, and administration of protective actions aimed at protecting, securing,
and reducing the vulnerabilities of identified critical infrastructure and key resource (Cl/KR) sites- This
program will support state and national homeland security efforts by enhancing the coordination of
federal, state, and local efforts to develop and implement protective actions at C1/KR sites throughout the
state in order to better safeguard California and minimize the potential for terrorist attacks.
The total number of Cl/KR. sites within your operational Area is sixty eight (68) and the total BZPP
dollar amount awarded to your jurisdiction is $3,207,486. Please refer to the attached appendices when
referencing the sites/projects related to the BZPP. Appendix A is a list of each of the sites in your
jurisdiction and the corresponding project numbers that must be used when claiming reimbursement for
expenditures related to these sites. Appendix B is a spreadsheet that will tell you which site specific
Buffer Zone Plans have been approved by the United States Department of Homeland Security (DHS).
Please remember that each individual site must have a DHS approved buffer zone plan and
purchasing plan before any expenditures for that site may occur.
Questions related to the BZPP may be directed to Joanne Davis, Critical Infrastructure Protection Section,
at 916-445-3083 or, jg=e.davis(&0hs.ca.gov. Thank you for your work in protecting California. We look
forward to working with you and appreciate your cooperation and support.
Sincerely, ,
Brian L. Keith
Deputy Director
GOVERNOR ARNOLD SCHWARZENEGGER • DIRECTOR MATT BETTENHAUSEN
OFFICE OF THE GOVERNOR, SACRAMENTO, CALIFORNIA 95814
(916) 324-8908 • FAX (916) 323-9633
r ag1;_1 i v i I.
Calleros, Daniel
From: Maria Dia [mdia@lacoeoc.org]
Sent: Wednesday, March 22, 2006 5:04 PM
To: Deputy David Geopforth; Det. Kelly Yokoe; Detective Ljot Inglis; Jim Gordon; Lieutenant John
Dilibert; Lieutenant W. G. Krumbach; Lt. Blaine Talmo; Calleros, Daniel; Lt. Darryl Qualls; Lt. John
Benedetti; Lt. Mike Beautz; Lt. Pat Maxwell; Lt. William Thompson; David Naden; Ofcrs. Mona
Avilez; Juan Camacho ; Officer Ralph Kremling; Sargeant Steve Davey; Captain Ray Edey;
Sergeant Brian Jones; Sergeant Kit Armstrong; Sergeant Paul Foley; Sgt. Charles Gates; Sgt. John
Bomben ; Sgt. Mike Ferrari; Sgt. Pierre B. Nadeau; Sgt. Scott Anger
Subject: FW: 2005 Buffer Zone Protection Program Approval
We have received several inquiries on the expenditure reimbursement related to the 2005 BZPP. The Operational
Area was awarded the dollar amount per the attached notification letter but each site's buffer zone plan and
purchasing plan (VRPP) will have to be approved by the Department of Homeland Security before any
expenditure is incurred. You will see this statement in bold letters on the attached notification from the state.
DHS has already approved 17 of the 68 sites. As soon as I get the approval information on your sites, I will notify
you via e-mail.
If you have any questions, please don't hesitate to call.
Maria Dia
Los Angeles County
Office of Emergency Management
Phone #: (323) 980-2122
Fax #: (323) 881-6891
From: Laura Debler
Sent: Tuesday, February 28, 2006 10:50 AM
To: Deputy David Geopforth; Det. Kelly Yokoe, Detective Ljot Inglis; Jim Gordon; Lieutenant John Dilibert;
Lieutenant W. G. Krumbach; Lt. Blaine Talmo; Lt. Daniel Calleros; Lt. Darryl Qualls; U. John Benedetti; U. Pat
Maxwell ; Lt. William Thompson; David Naden; Ofcrs. Mona Avilez; Juan Camacho ; Officer Ralph Krernling;
Sargeant Steve Davey; Captain Ray Edey; Sergeant Brian Jones; Sergeant Kit Armstrong; Sergeant Paul Foley;
Sgt. Charles Gates; Sgt. John Bomben ; Sgt. Mike Ferrari; Sgt. Pierre B. Nadeau; Sgt. Scott Anger
Cc: Amy Chang; Maria Dia
Subject: 2005 Buffer Zone Protection Program Approval
Attached you will find the cover letter approving the Buffer Zone Protection Program (BZPP).
All BZPP applications submitted were all approved for $47,287.50 each. ($50,000 — 3% State
M & A — 2.5% County M & A = $47,287.50) This grant is a reimbursement program. After you
complete a purchase you may request reimbursement by attaching copies of your invoices
with a reimbursement form (see attached).
Please feel free to contact Amy Chang at (323) 980-2121, if you have any questions.
Laura Debler
Los Angeles County
Office of Emergency Management
(323) 980-2270
(323) 881-6891 Fax
3/72/2007
message
Calleros, Daniel
From: Maria Dia [mdia@lacoeoc.org]
Sent: Tuesday, November 14, 2006 11:38 AM
To: Calleros, Daniel
Cc: Perry, Jeffrey W.
Subject: FW: FY2005 BZPP Grant
Hi Lt. Calleros,
Your VZPP sites are approved. See note from OHS below.
Maria Dia
Los Angeles County
Office of Emergency Management
Phone #: (323) 980-2122
Fax #: (323) 415-8579
From: Davis, Joanne
Sent: Tuesday, November 14, 2006 11:28 AM
To: Maria Dia
Subject: RE: FY2005 BZPP Grant
Yes, they have been approved. Attached is the approved VRPP for both sites.
Sincerely,
Joanne Davis
Govemor's Office of Homeland Security
----Original Message ----
From: Maria Dia [mailto:mdia@lacoeoc.org]
Sent: Monday, November 13, 2006 4:31 PM
To: Davis, Joanne
Subject: FW: FY2005 BZPP Grant
Hi Joanna,
Do you know if the Vernon sites were approved?
Maria Dia
Los Angeles County
Office of Emergency Management
Phone #: (323) 980-2122
Fax #: (323) 415-8579
From: Calleros, Daniel [mailto:DCalleros@covpd.org]
Sent: Monday, November 13, 2006 4:21 PM
To: Maria Dia
Subject: FY2005 BZPP Grant
Maria, can you check on the status of the FY05 BZPP Grant for the City of Vernon- We have two sites in
Vernon that need DHS approval before funds can be used. The performance period for this particular
3/22/2007
SUPPORTING
DOCUMENTS
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: April 4, 2007
TO: Steve Towles, Acting Chief of Police
FROM:4 Nelly Giron, Acting City Clerk
RE: Resolution No. 9285 - A Resolution of the City Council of the
City of Vernon Approving and Ratifying the City's
Participation in the Fiscal Year 2005 Buffer Zone Protection
Grant Program By the Vernon Police Department
Transmitted herewith is a copy of Resolution No. 9285, referenced above,
which was approved by City Council on April 2, 2007.
Thank you.
NG:dr
c: Resolution No. 9285
Ll
APPROVED APR 0 2 '07 CITY COI NCIL
VERNON POLICE DEPARTMENT
OFFICE MEMORANDUM
March 27, 2007
TO: Eric Fresch, Acting City Administrator �
FROM: Steve Towles, Acting Chief of Police 10/
SUBJECT: Buffer Zone Protection Program FY 2005 grS . 92s5
1 Y CLERA DIS RIB
oz-
The Buffer Zone Protection Program (BZPP) is a grant program developed through a partnership of the
Office of Domestic Preparedness (ODP), the Information Analysis and Infrastructure Protection (LAM)
Directorate and the Department of Homeland Security (DHS). The BZPP is designed to provide funding
to reduce vulnerabilities of critical infrastructure sites by extending the protection area around the site into
the surrounding community and to support the prevention and preparedness efforts of local responders.
This grant program does not contain any cost -sharing or match requirements.
The DHS has identified two critical infrastructure locations within the City of Vernon. Following an
analysis of each location, the Vernon Police Department has been approved for a total of $94,575.00 in
BZPP funds for the purchase of interoperable radio communications equipment to improve our response
and deployment capabilities.
In order to receive these funds, the City Council must pass a resolution agreeing to participate in the
BZPP FY 05 grant program. The resolution must express our intent to purchase (22) UHF mobile radios
at a cost of $92,699.97.
Included with this memo is a quote from Advanced Electronics for the purchase of this equipment. A
purchase contract needs to be completed and signed as soon as possible as the time line for this program
is very short. All items must be purchased and the vendor paid by June 15, 2007.
Also included with this memo is a copy of the BZPP FY 05 Guidelines, approval notices from the OHS
and related e-mail from the Office of Emergency Management (OEM), and the extension and
modification approval from OEM.
Please contact Lt. Daniel Calleros or me if you have any questions.
4;4<4N� dW-1A.Ae5 Gt7Y G�c�C,
. m t'EK
Police Department
City of Vernon
March 26, 2007
TO: Chief Towles
FROM: Lt. Calleros
SUBJECT: Buffer Zone Protection Program Fiscal Year 2005 Grant
BACKGROUND
Through a partnership between the Office for Domestic Preparedness (.ODP) and the Information
Analysis and Infrastructure Protection (IAIP) Directorate, the Department of Homeland Security (DHS)
provides protective action funding to protect and secure critical infrastructure and key resource (Cl/KR)
sites that have been identified across the country. The Buffer Zone Protection Program (BZPP) is
designed to reduce vulnerabilities of Cl/KR sites by extending the protection area around a site into the
surrounding community and supporting the prevention and preparedness efforts of local responders. The
FY 2005 BZPP grant provides funding for the equipment and management of these protective actions at
Cl/KR sites across the country, so that we can better safeguard and minimize the potential for terrorist
attacks.
The BZPP grant is a reimbursable grant and there are no cost -share or match requirements. The grant
funding process and application will be coordinated by the County of Los Angeles Office of Emergency
Management (OEM) for all eligible Los Angeles County emergency responders. OEM will reimburse the
City of Vernon for all authorized equipment purchases. To receive reimbursement for equipment
purchased, we will need to subunit all related purchase documents showing that items were delivered and
paid. If this grant is approved by the city, I will coordinate the reimbursement process with city staff.
The funding for this grant is made available through Fiscal Year 2005 BZPP. Eligible agencies will
receive up to $50,000.00, of equipment per site, from an approved equipment list.
The Department of Homeland Security identified two critical infrastructures, in the City of Vernon.
However, one of the identified sites (DK Environmental) was later changed because it was no longer
processing the identified hazardous materials. The below listed critical sites met the criteria for BZPP
funding:
1. Clorox Inc., 4333 Bandini Blvd
2. Siemens, 5375 Boyle Ave.
As part of the BZPP grant process, we conducted the required buffer zone plan for each identified critical
site. The buffer zone is the area outside of a critical infrastructure or key asset facility that can be used to
conduct surveillance or launcha terrorist attack. Buffer zone planning helps to identify and/or enhance
existing procedures and capabilities to prevent a terrorist incident at identified facilities. The buffer zone
plans developed through this initiative forms the basis for identifying the required training, information,
equipment, and recommended protective measures to address security pitfalls.
The purpose of the buffer zone planning initiative is to:
• Define a buffer zone outside the security perimeter of a critical infrastructure facility;
• Identify specific threats and vulnerabilities associated with the buffer zone;
• Analyze and categorize the level of risk associated with each vulnerability; and
• Recommend corrective measures within the buffer zone that will reduce risk of successful
terrorist attack by:
o Devaluating a target by making it less attractive or too costly for an aggressor to attack;
o Deterring an event from happening;
o Detecting an iaggressor who is planning or committing an attack or the presence of a
hazardous device or weapon; and
o Defending against attack by delaying or preventing an aggressor's movement toward the
asset or to successfully deploy the use of weapons or explosives.
ANALYSIS
As part of the buffer zone plan, we reviewed our patrol response capabilities that would be utilized to
support the prevention and preparedness efforts for both critical sites. After reviewing our response
capabilities, we determined that a mobile command transport vehicle and patrol. interoperable radio
communications was needed to improve our response and deployment capabilities. Initially, we listed the
mobile command transport as our primary equipment request but due to the high purchase price, we later
modified our equipment purchase request to mobile radios for our patrol vehicles. The mobile radio
equipment was listed in the modified vulnerability reduction purchase plans for both critical sites.
In April 2005, I submitted the BZPP grant information to the Office of Emergency Management (OEM)
for review and approval. On March 22, 2006, we received notification from OEM that the BZPP grants
for all LA County agencies had been tentatively approved pending final approval of all critical sites. The
Vernon Police department was approved for $47,287.50 per site totaling $94,575.00. However,
expenditures could not be incurred until DHS approved the vulnerability reduction purchase plans for all
LA County critical sites (68). Since we were waiting for final approval from DHS, I did not process this
grant for Council approval until we were assured approval from DHS. For further details regarding the
approval, refer to attached notification from the Office of Homeland Security (OHS) and email from
OEM.
On November 14, 2006, we received notification from OEM that OHS had approved the critical sites and
the City of Vernon was eligible to draw program funds to purchase equipment identified in vulnerability
reduction purchase plans for both sites. Refer to the attached email from OEM for further details
regarding the notification of approval.
After receiving approval, I learned that one of the initial critical sites (DK Environmental) was no longer
processing critical hazardous :materials and did not meet the criteria for BZPP grant funding. After
receiving guidance from OEM, Siemens, 5375 Boyle Ave. was identified as a replacement critical site.
We conducted a buffer zone plan for Siemens and completed the necessary documentation and
modification request. The information was then submitted to OEM for approval.
Since the end of the performance for this grant was originally scheduled for March 31, 2007, the
timeframe to conduct our equipment purchase was limited. Therefore, I submitted for an extension
request pending approval of our modification request. The modification request was approved on March
13, 2007. The extension request was approved on March 21, 2007. The performance period for this grant
was extended until June 15, 2007. All purchases made under this grant must be processed to OEM
(includes payment of items) by the extension date. Refer to the attached emails for information regarding
the modification and extension approval.
I contacted Advanced Electronics, a Motorola Radio Communications representative and obtained a quote
for the purchase of mobile radios for the patrol vehicles. With the available grant funding we can
purchase up to 22 mobile radios which are sufficient to outfit all patrol units (18) and a few Detective
units (4). The total cost including shipping and tax is $92,699.67. Attached is the quote provided by
Advanced Electronics.
CONCLUSIONS
Based on the available grant funding, I request that the City consider participation in the FY05 BZPP
grant. The grant finding will enhance the police department's interoperability communication
capabilities. This proposed radio equipment will allow patrol personnel to communicate with other police
agencies using a different radio band frequency. The radio band frequency that we use is not compatible
with radio frequencies used by other LA County police agencies specifically the Los Angeles Police
Department and the Los Angeles County Sheriffs Department. This radio equipment will enhance our
radio interoperability capabilities and is essential during major disasters or incidents involving acts of
terrorism where the need to communicate with other LA County police agencies will be necessary. The
proposed equipment will be installed in each police vehicle so that the equipment is readily accessible.
In recent. years, the police department has participated in other Office of Homeland Security grants and
obtained a number of emergency response equipment. Although the BZPP grant is a new grant program
for the police department, I am requesting the City consider participation in this grant. The radio
equipment obtained under this grant will enhance existing capabilities to better safeguard and minimize
the potential for terrorist attacks at identified facilities. If this grant is approved by Council, all the
equipment purchases must be completed and paid before the extension period of June 15, 2007.
Enclosed is a copy of the FY05 BZPP Guidelines, approval notices from the Office of Homeland Security
and related email from OEM, extension and modification approval from OEM, and a quote provided by
Advanced Electronics.
Message
Page 2 of 2
grant ends March 2007. Thanks
Danny Calleros, Lieutenant
Vernon Police Department
4305 Santa Fe Ave
Vernon, California 90058
323-587-5171, ext. 126
323-826-1484 fax
dcalleros@coypd.org
3/22/2007
Page 1 of 1
Calleros, Daniel
From: Maria Dia [mdia@lacoeoc.org]
Sent: Wednesday, March 21, 2007 10:26 AM
To: pfoley@ci.arcadia.ca.us; jdilibert@ci.burbank.ca.us; pbnadeau@lasd.org; dpgeopfo@lasd.org;
wkrumbach@elsegundo.org; sdavey@ci.glendale.ca.us; redey@ci.glendale.ca.us;
wthompson@cityofinglewood.org; dnaden@cityofinglewood.org; 23850@lapd.lacity.org;
Freya.robayo@lacity.org; klarmstr@lasd.org; john.bendetti@longbeach. gov; bcjones@lasd.org;
dqualls@cityofpasadena.net; jsbomben@lasd.org; sbargar@torrnet.com; landerson@torrnet.com;
bstalmo@lasd.org; jsbomben@lasd.org; mike.ferrari@wcpd.org; pabrookw@lasd.org;
rwcraigo@lasd.org; Irbauer@lasd.org; pkgardne@lasd.org; jdilibert@ci.burbank.ca.us;
tfalke@lasd.org; mkwillia@lasd.org; dreavis@cityofpasadena.net; raversano@cityofpasadena.net;
tswilfo@lasd.org; anitra.chatman@lajric.org; landerson@torrnet.com; apachon@torrnet.com;
jtherrer@lasd.org; mfasick@cityofpasadena.net; nchau@cityofpasadena.net; rewallac@lasd.org;
cmorale@lasd.org; Calleros, Daniel; pfoley@ci.arcadia.ca.us; vipanzon@lasd.org;
jwperry@lasd.org; jfinney@cityofpasadena.net; alex.houston@wcpd.org;
marla.mccullough@smgov.net; vlpanzon@lasd.org
Cc: Michael Brooks
Subject: 2005 BZPP Extension -GOOD NEWS!!!
To All our 2005 BZPP Sub -recipients,
We were given an extension through June, 2007. Please ensure that you complete all your purchases and send
invoices and reimbursement forms to me by June 15, 2007.
Maria Dia
323.980.2122
From: Joanne Davis [mailto:Joanne.Davis@ohs.ca.gov]
Sent: Wednesday, March 21, 2007 9:50 AM
To: Maria Dia; bbanning@sacsheriff.com; Dana, Kim; Michael Brooks; rbaldwin@sjgov.org; Davalos, Claudia;
diane.stambaugh@oes.sccgov.org; john.wiecjorek@sdcounty.ca.gov; mike.dever@co.santa-cruz.ca.us;
mtolero@acgov.org; teresa.serata@sfgov.org
Subject: (FOUO) 05 BZPP
I send you great news. The feds have granted us an extension to September 30, 2007 for the 2005 BZPP. We
will need all reimbursements requested submitted to OHS at least 60 days before September 30th. Additional
information regarding this extension may follow.
Sincerely,
Joanne Davis
Critical Infrastructure Protection Section
Governor's Office of Homeland Security
State Capitol, Sacramento, CA 95814
0oanne.davisCu�ohs.ca.gov
(916) 445-3083 - office
(916) 323-7448 - fax
3/22/2007
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CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: April 4, 2007
TO: Steve Towles, Acting Chief of Police
FROM: Nelly Giron, Acting City Clerk
RE: Resolution No. 9285 - A Resolution of the City Council of the
City of Vernon Approving and Ratifying the City's
Participation in the Fiscal Year 2005 Buffer Zone Protection
Grant Program By the Vernon Police Department
Transmitted herewith is a copy of Resolution No. 9285, referenced above,
which was approved by City Council on April 2, 2007.
Thank you.
NG:dr
c: Resolution No. 9285
r
UU . S. U E PARTRIENT of H oINIELA D S E C tj Ki -rY
Fiscal Year 2005
Buffer Zone
Protection Program
Program Guidelines and Application Kit
i
� T
U.S. DEPARTMENT of HOMELAND SECURITY
•
U.S. Department of Homeland Security
Office of State and Local Government Coordination and Preparedness
Office for Domestic Preparedness
In Coordination With
L_J
Information Analysis and Infrastructure Protection Directorate
Protective Security Division
•
0
�J
Disclaimer
The views and opinions of authors of reference materials expressed herein do not necessarily
reflect those of the United States Government.
Reference within this document to any specific commercial products, processes, or services by
trade name, trademark, manufacturer, or otherwise does not necessarily constitute or imply its
endorsement, recommendation, or favoring by the United States Government.
The information and statements contained within this document shall not be used for the
purposes of advertising, nor to imply the endorsement or recommendation of the United States
Government.
With respect to any other information contained within non-DHS documents or reference
materials referred to within this guidance, neither the United States Government nor any of its
employees make any warranty, express or implied, including but not limited to the warranties of
merchantability and fitness for a particular purpose. Further, neither the United States
Government nor any of its employees assume any legal liability or responsibility for the
accuracy, completeness, or usefulness of any information, apparatus, product or process
disclosed; nor do they represent that its use would not infringe privately owned rights.
•
•
•
FOREWORD
On October 18, 2004, the President signed the Fiscal Year 2005 Homeland Security
Appropriations Act, thereby providing vital funding needed to ensure the safety and security
of our homeland. Through a partnership between the Office for Domestic Preparedness
(ODP) and the Information Analysis and Infrastructure Protection (IAIP) Directorate, the
Department of Homeland Security (DHS) will provide protective action funding to protect
and secure critical infrastructure and key resource (Cl/KR) sites across the country. This
infrastructure protection funding represents a significant commitment by Congress to better
secure America against the threat posed by terrorism.
The Buffer Zone Protection Program (BZPP) is designed to reduce vulnerabilities of Cl/KR
sites by extending the protected area around a site into the surrounding community and
supporting the prevention and preparedness efforts of local first responders. The FY 2005
BZPP grants will provide funding for the equipment and management of these protective
actions at Cl/KR sites across the country, so that we can better safeguard our nation and
minimize the potential for terrorist attacks.
The BZPP reflects the Department's commitment to work closely with the nation's
prevention, preparedness and response communities and the private sector in a unified
national effort to combat terrorism and secure our homeland.
Michael Chertoff
Secretary
Department of Homeland Security
Contents
I. Eligible Applicants and Funding Availability........................................1
11. Application Kit..................................................................................... 5
III. Buffer Zone Protection Program Overview and Guidance .................. 9
IV. Award and Reporting Requirements.................................................30
Appendix A Sample Award Package
Appendix B Guidance for Development of Interoperable
Communications Plans
Appendix C List of Terms
•
C]
I. ELIGIBLE
APPLICANTS AND
FUNDING AVAILABILITY
•
•
0
I. Eligible Applicants and Funding Availability
Fiscal Year (FY) 2005 Buffer Zone Protection Program (BZPP) funding will
significantly enhance the protection around Critical Infrastructure and Key
Resource (Cl/KR) sites and deter threats or incidents of terrorism aimed at those
facilities.
The governor of each states has designated a State Administrative Agency
(SAA), who is responsible for preparing and submitting all grant application
materials for the FY05 BZPP on behalf of the state. The SAA must ensure that
all grant reporting requirements are met, as detailed in the FY05 BZPP Guidance
and Application Kit.
The SAA is also the administrator of FY05 BZPP funds, and the total amount
allocated to the respective state under the BZPP will be granted directly to the
SAA. The responsible jurisdiction(s) for the identified Cl/KR sites will receive
grant funding through the FY05 BZPP via the SAA. The SAA must comply with
the allocation and pass -through requirements (detailed on page 12) to ensure the
development and implementation of Buffer Zone Plans (BZPs) by the responsible
jurisdiction(s) at the identified Cl/KR sites.
The SAA is the only agency eligible to apply for FY05 BZPP funds and is
responsible for obligating FY05 BZPP funds to responsible jurisdictions
that have authority over and around the identified Cl/KR sites.
Note: In most cases local jurisdictions that have authority over the identified sites
will be the FY05 BZPP subgrantee from the SAA, responsible for developing and
implementing the FY05 BZPP.
As used throughout this solicitation and regarding FY05 BZPP guidance, the
term "responsible jurisdiction" shall refer to the primary agency, whether a
state, local, or tribal entity or unit of government, that has authority over and
around the DHS identified Cl/KA facility, including the site's adjacent grounds
and/or structures.
a As defined in the Homeland Security Act of 2002, the term "State" means "any State of the United States, the District of Columbia,
the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands,
and any possession of the United States." 6 U.S.C. 101 (14)
•
•
Assets in the National Asset Database (NADB) eligible for FY05 BZPP
allocations were determined based on the following criteria, which includes sites
of national importance and DHS programmatic priorities:
• Banking and Finance: Major financial centers such as primary data
storage and processing facilities, major stock exchanges and major
banking centers.
• Chemical and HAZMAT: Manufacturing plants and storage and stockpile
supply areas (300 sites that, if attacked, could cause death or serious
injury to 50,000 or more).
• Commercial Assets: Soft targets, including shopping malls greater than
one million square feet and major public gathering places, such as sports
stadiums and arenas with seating for 10,000 or more, convention centers,
and theme parks.
• Electricity: Key electric substations and grid assets.
• Oil and Natural Gas: Select petroleum refineries.
• Nuclear Power Plants.
• Government Facilities: Office buildings, laboratories and research
centers, processing centers, and national icons
• Transportation: Mass transit systems and rail bridges over major
waterways that, if destroyed, would cause significant economic loss.
The specific sites and their locations are sensitive; DHS will provide each state
with information regarding the identity and location of specific sites in their
respective states.
2
•
•
•
Table 1. FY 2005 BZPP Funding Allocations
STATES 1 TERPJTORIES
TOTALFUNDING
Alabama
400 00.00:
Alaska
$
550.000.00
Arizona
$
I ; 000.00'
Arkansas
700,000.00
California
_$
$
12,9%000.00
Colorado
$
1,450,000.00
Commonwealth of Northern Marianas
$ ,
MON.00'
Commonwealth of Puerto Rico
$
250,000.00
Connecticut
$
850.000.00
Delaware
$
400.000.00
District of Colw d)ia
S
1.200.000.00
Florida
$
4.850.000.00
Georgia
$
2,322,633.00
Hawaii
$
250.000.00
Idaho
$
300.000.00
Illinois
$
4,348,120.00
Indiana
$
1,450,000.00
Iowa
$
520.612.00
Kansas
$;
1000.000.00
Kentucky
$
1.830.109.00
Louisiana
$
2,510,779.00
Maine
$
204,111.00
Maryland`
$
3.200.000.00
Massachusetts
$
1.050.000.00
Michigan
$
1,744,636.00
Minnesota
$
1.399.085.00
Mississippi
800,000.00'
Missouri
$
2,447,211.00
Montana
$
300.000.00`
Nebraska
$
600.000.00
Nevada
$
950.000.00
New Hampshire
$
500.000.00
New Jersey
$ ;
2,731,219.00
New Mexico
$
400.000.00
New York
$
5.780.775.00
North Carolina
$
2,150,000.00
North Dakota
$
300.000.00
Ohio
$
3,251,609.00
Oklahoma
$
1,100,000.00
Oregon
$
651,981.00
Pennsylvania
$
2.900.000.00
Rhode Island
$
450.000.00
South Carolina
$
1.100.000.00
South Dakota
$
150.000.00
Tennessee
$
2,700,000.00
Texas
$
8.550.000.00
Utah
$
1,031,659.00
Vermont
$
350.000.00
Virgin Islands :
$
200.000.00
Virginia
$
2.088.648.00
Washington
$
2.350.000.00
West Virginia
$
200.000.00
Wisconsin
$
1,052,606.00
Wyoming
$
50.000.00
Total
$
It
II. Application Kit
•
•
•
•
II. Application Kit
SAAs must apply for FY05 BZPP funding through the online Grants Management
System (GMS). Applications will be made available on March 2, 2005 and must
be received by ODP no later than April 1, 2005.
This grant is offered by DHS, through a partnership between IAIP and ODP. The
program title listed in the Catalog of Federal Domestic Assistance (CFDA) at
http://12.46.245.173/cfda/cfda.htmi is "Department of Homeland Security Fiscal
Year 2005 Buffer Zone Protection Program." The CFDA number for the FY05
BZPP is 97.078. When completing the online application, applicants should
identify their submissions as new, non -construction applications. The project
period will be for a period not to exceed 12 months. To expedite the application
and award process, no budget information is required to apply for this grant.
Table 2 outlines the required application elements.
Table 2. Application Checklist
❑ SF-424 Grant Application with Certifications (through GMS)
❑ Non -Supplanting Certification
❑ Assurances
❑ Certifications Regarding Lobbying; Debarment, Suspension, and
Other Responsibility Matters; and Drug -Free Workplace Requirement
❑ DUNS Number
❑ Review of Application by the -State Single Point of Contact (SPOC)
Required Application Submissions
1. SF-424 Grant Application with certifications (through GMS)
Non -Supplanting Certification: This certification from the SAA, which is
a required component of the online GMS application, affirms that federal
funds will only be used to supplement existing funds and will not replace
(supplant) funds that have been appropriated for the same purpose.
Potential supplanting will be addressed in the application review as well as
in the pre -award review, post -award monitoring, and the audit. Applicants
or grantees may be required to supply documentation certifying that a
reduction in non-federal resources occurred for reasons other than the
receipt or expected receipt of federal funds.
• Assurances: The online GMS application includes a list of assurances
that the applicant must comply with in order to receive federal funds under
this program. It is the responsibility of the recipient of the federal funds to
fully understand and comply with these requirements. Failure to comply
may result in the withholding of funds, termination of the award, or other
sanctions. The applicant agrees to these assurances upon the
submission of the application.
Certifications Regarding Lobbying; Debarment, Suspension, and
Other Responsibility Matters; and Drug -Free Workplace
Requirement: This certification, which is a required component of the
online application, commits the applicant to compliance with the
certification requirements under 28 Code of Federal Regulations (CFR)
part 67, Government -wide Debarment and Suspension (Non -
procurement); 28 CFR part 69, New Restrictions on Lobbying, and 28
CFR part 83 Government -wide Requirements for Drug -Free Workplace
(Grants). All of these can be referenced at
hftp://www.access.qpo.gov/nara/efr/waisidx 04/28cfrv2 04.html. The
certification will be treated as a material representation of the fact upon
which reliance will be placed by DHS in awarding grants.
• Suspension or Termination of Funding: DHS, by written notice, may
• terminate this grant, in whole or in part, when it is in the Government's
interest.
2. DUNS Number. The SAA must provide a Dun and Bradstreet (D&B) Data
Universal Numbering System (DUNS) number with the FY05 BZPP
application. An application will not be considered complete until a valid
DUNS number is provided by the applicant. This number may be provided
in one of the attachment fields within the online GMS application.
Organizations should verify having a DUNS number or take the steps
necessary to obtain one as soon as possible. Applicants can receive a DUNS
number at no cost by calling the dedicated toll -free DUNS Number request
line at 1-800-333-0505.
3. Single Point of Contact (SPOC) Review. Executive Order 12372, located at
http://www.archives.gov/federal register/codification/executive order/12372.h
tml, requires applicants from state and local units of government or other
organizations providing services within a state to submit a copy of the
application to the state SPOC, if one exists and if this program has been
selected for review by the state. Applicants must contact their state SPOC to
determine if the program has been selected for state review. The date that
the application was sent to the SPOC or the reason such submission is not
required should be provided.
0
•
Applicants must familiarize themselves with the requirements and
restrictions of the FY05 BZPP Guidance and Application Kit. The
Program Guidance and Application Kit contains critical information
regarding the FY05 BZPP, and all grant recipients are assumed to have
read, understood, and accepted the guidance as binding.
•
•
•
III. Buffer Zone
Protection Program
Overview and Guidance
•
•
• III. Buffer Zone Protection Program
Overview and Guidance
To combat the threat terrorism poses for our critical infrastructures and key
assets, we must draw upon the resources and capabilities of those who
stand on the new front lines —our local communities and private sector
entities that comprise our national critical infrastructure sectors.
The National Strategy for the Physical Protection of
Critical Infrastructures and Key Assets
U.S. Department of Homeland Security
Critical Infrastructure and Key Resources (Cl/KR) sites are potential terrorist
targets deemed most crucial in terms of national -level public health and safety,
governance, economic and national security, and public confidence
consequences. The Department of Homeland Security's National Strategy for
the Physical Protection of Critical Infrastructures and Key Assets notes the
• complexity of the nation's critical infrastructure and key resources and
emphasizes that protecting Cl/KR sites is a shared responsibility requiring
cooperation among all levels of government — federal, state, local, and tribal —
and the involvement of the private sector. Effective security involves response
plans that define, identify, and set priorities for the most critical structures and
assets that are potential targets for terrorist attacks.
Critical Infrastructure Sectors include:
• Agriculture and Food
• Water
• Public Health
• Emergency Services
• Defense Industrial Base
• Information and
Telecommunications
• Energy
• Transportation
• Banking and Finance
• Chemical
CJ
Q7
Key Resources include:
• National Monuments
and Icons
• Nuclear Power Plants
and Radioactive Material
• Dams
• Government Facilities
• Commercial Key Assets
• Securing the nation's Cl/KR requires a coordinated and focused effort from the
entire country, including federal, state, local, and tribal governments, the private
sector, and American citizens. To ensure security of these Cl/KR sites, state and
local governments must develop the best possible protective measures to deter,
prevent, prepare, and protect Cl/KR sites from a potential terrorist threat or
attack.
•
The Protective Security Division (PSD) within IAIP is responsible for supporting
the efforts of DHS to reduce the nation's vulnerability to terrorism and deny the
use of Cl/KR as a weapon by developing, coordinating, integrating, and
implementing plans and programs that identify, catalog, prioritize, and protect
Cl/KR in cooperation with all levels of government and private sector partners.
Therefore, PSD and ODP are working together to support and assist with the on-
going BZPP. The BZPP provides enhanced security for select infrastructures
and assets based on criteria established annually by DHS with state and local
input. BZPs are intended to help local law enforcement and first responders
develop effective preventive measures that make it more difficult for terrorists to
plan or launch attacks from the immediate vicinity of high priority infrastructure
targets. Securing Cl/KR sites does not start at the entrance or exits to such
structures. Areas surrounding the facility offer ample room for potential terrorists
to observe the physical layout and gather critical information about physical
structure, typical vehicle and pedestrian traffic patterns to and from the location,
times that may represent periods of vulnerability to attack, and other such
relevant facility security information.
Therefore, the BZPP assists local authorities assess current vulnerabilities at
Cl/KR sites, and develop and implement BZPs to increase the level of protection
and act as a deterrent and prevention mechanism of possible terrorist threats or
incidents. Upon completion, local authorities in concert with private entities will
use the BZPs as a basis for identifying needs and prioritizing resources related to
training, information, equipment, and exercise needs necessary for the protection
of the identified Cl/KR sites.
The FY05 BZPP provides funds to support the implementation of BZPs outside
the perimeter of identified Cl/KR sites. These plans are intended to develop
effective protective measures that make it more difficult for terrorists to conduct
surveillance or launch attacks within the immediate vicinity of high priority critical
infrastructure targets.
In developing the BZP, responsible jurisdictions should review and assess ways
in which they can work with relevant federal, state, local, tribal, and private sector
agencies to coordinate their prevention activities. The development of the BZP
fosters a cooperative environment in which all relevant organizations can
10
• carry out their specific protection responsibilities more efficiently and
effectively, while coordinating and leveraging existing programs and
resources.
BZPs accomplish the following steps:
• Define the buffer zone outside the security perimeter of a potential target;
• Identify specific threats and vulnerabilities associated with the area;
• Analyze and categorize the level of risk associated with each vulnerability;
• Recommend measures to reduce the risk of a successful terrorist attack
by:
o Making the structure or system too costly or less attractive as a
potential target;
o Deterring possible attacks through measures, such as physical
barriers, cameras, and security guards;
o Detecting hazardous devices or weapons or preventing suspects
movement toward the weapons or target;
• Outline the command and control structure specific to the individual target;
and,
• Identify appropriate protective measures for each threat level of the
Homeland Security Advisory System (HSAS).
In developing and implementing the BZPs, security and preparedness
• officials at all levels should seek opportunities to coordinate and leverage
funding from multiple sources whenever possible and not restrict their
activities to federal funding alone.
•
Period of Performance
The period of performance for the FY05 BZPP is 12 months from the date of the
grant award.
Use of Funds
Funding from the FY05 BZPP is reserved for the acquisition and use of the
allowable materials, equipment, and resources identified in the BZP and resulting
Vulnerability Reduction Purchase Plan (VRPP), as necessary to implement
protective measures that will reduce vulnerabilities around Cl/KR sites.
DHS must provide written approval of the BZP and VRPP for each site before
FY05 BZPP funds may be obligated, drawn down, or expended by the state to
the responsible jurisdiction of that site.
11
•
Federal grant money cannot be used for the improvement of Federal
buildings or for other activities that solely benefit the Federal government.
In the case of Federal BZPP sites, the grantees can work to improve the
perimeter, but cannot improve the actual building, i.e., they cannot install
cameras and fences that would, in the end, be Federal property.
Allocation and Pass -Through of Funds
• The SAA will receive the total amount allocated to the respective state
under the FY05 BZPP. These funds must be used for the implementation
of BZPs at the identified Cl/KR sites.
• States may pass through funds to the responsible jurisdiction and all
funds must be used to directly support the implementation of
BZPs at the DHS identified Cl/KR sites and comply with DHS approved
procurement processes.
• Each identified Cl/KR site within a state must receive FY05 BZPP funding.
The state should work with the jurisdiction responsible for the identified
Cl/KR site to ensure that a baseline of protective measures is
implemented at every identified site.
• States may prioritize the distribution of FY05 BZPP funds, as appropriate,
to ensure successful implementation of BZPs at identified FY05 BZPP
Cl/KR sites deemed to be most vulnerable or most critical within the state.
If the SAA is not the state Homeland Security Advisor (HSA), the SAA
must work with the HSA to coordinate and develop the prioritization of
sites. The prioritization of identified sites and allocation of funds under the
FY05 BZPP must be consistent with DHS and state homeland security
and protection priorities, strategies, and available resources.
•
If a state chooses to develop a prioritization list, it must notify DHS of this
intent at the time the application is submitted and DHS will then provide
a template for this prioritization. This prioritization list must be
submitted to ODP by the SAA within 60 days of the award date. It will
then be coordinated with PSD for review and approval. DHS must
approve the prioritization before any funds can be drawn down, to ensure
that national priorities are satisfied.
Coordination Requirements
The BZP and VRPP must be coordinated with the SAA, state strategy planning
teams, and/or Urban Area Working Groups, in order to synchronize them with the
development and implementation of State and/or Urban Area Homeland Security
Strategies, and all other ongoing prevention, preparedness, and response
initiatives, programs, and funding sources within the state.
12
•
FY05 BZPP funding should be coordinated with FY05 Homeland Security Grant
Program (HSGP) funding, where applicable, to leverage additional funding,
resources, and to achieve goals and objectives outlined in State and/or Urban
Area Homeland Security Strategies. Specifically, FY05 BZPP activities should
be coordinated with FY05 HSGP - Law Enforcement Terrorism Prevention
Program (LETPP) Target Hardening activities, to avoid duplication of funding
efforts and to support ongoing Cl/KR protection and preparedness efforts.
The LETPP seeks to provide law enforcement communities with enhanced
capabilities for detecting, deterring, disrupting, and preventing acts of terrorism.
The FY05 LETPP provides communities with funds for the following activities: 1)
information sharing to preempt terrorist attacks; 2) target hardening to reduce
vulnerability of selected high value targets (see below); 3) threat recognition
and mapping of potential or developing threats; 4) intervention activities to
interdict terrorists before they can execute a threat; and 5) interoperable
communications.
• Target Hardening to Reduce Vulnerability: Funds provided under this
category of the LETPP allow communities to make vulnerable targets
more resistant to attack or more difficult to destroy or damage. Allowable
use of funds includes the development of related critical infrastructure
terrorism prevention activities such as:
o Planning for enhanced security during HSAS heightened alerts, during
terrorist incidents, and/or during mitigation and recovery
o Public information/education: printed and electronic materials, public
service announcements, seminars/town hall meetings, web postings
o Evaluating Critical Infrastructure Protection (CIP) security equipment
and/or personnel requirements to protect and secure sites
o CIP cost assessments, including resources (financial, personnel, etc.)
required for security enhancements/ deployments
Drawdown of Funds
Grantees and subgrantees will be permitted to drawdown funds up to 120 days
prior to expenditure/disbursement, which echoes the recommendation of the
Funding Task Force. However, DHS must provide written approval of the
completed BZP and VRPP for each site before FY05 BZPP funds may be
obligated, drawn down, or expended by the state to the responsible jurisdiction of
that site. Funds received by both grantees and subgrantees must be placed in an
interest -bearing account and are subject to the rules outlined in the Uniform Rule
28 CFR Part 66, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments, at
http://www.access.gpo.gov/nara/cfr/waisidx 04/28cfrv2 04.html and the Uniform
Rule 28 CFR Part 70, Uniform Administrative Requirements for Grants and
Agreements (Including Subawards) with Institutions of Higher Education,
Hospitals, and other Nonprofit Organizations, at
13
ihttp://www.access.gpo.gov/nara/cfr/waisidx 03/28cfr70 03.html. These
guidelines state that subgrantees are required to promptly, but at least quarterly,
remit interest earned on advances to:
.7
United States Department of Health and Human Services
Division of Payment Management Services
P.O. Box 6021
Rockville, MD 20852
The grantee or subgrantee may retain interest amounts up to $100 per year for
administrative expenses. Please consult the Office of Justice Programs (OJP)
Financial Guide or the applicable OMB Circular for additional guidance.
State grantees are subject to the interest requirements of the Cash Management
Improvement Act (CMIA) and its implementing regulations at 31 CFR Part 205.
Interest under CMIA will accrue from the time federal funds are credited to a
state account until the time the state pays out the funds to a subgrantee or
otherwise for program purposes.
Federal Fiscal Oversight and Support
The OJP Office of the Comptroller (OC) will continue to provide fiscal support
and oversight of the grant programs included in this solicitation. All grantees and
subgrantees should refer to the OJP Financial Guide, available at
http://www.oip.usdoj.gov/FinGuide/. DHS will be establishing its own Office of
Grant Operations (OGO) within ODP during FY05 and details on the transition of
fiscal support and oversight of the grant programs will be forthcoming.
Freedom of Information Act (FOIA)
ODP recognizes that much of the information submitted in the course of applying
for funding under this program, or provided in the course of its grant
management activities, may be considered law enforcement sensitive or
otherwise important to national security interests. This may include threat, risk,
and needs assessment information, and discussions of demographics,
transportation, public works, and industrial and public health infrastructures.
While this information under federal control is subject to requests made pursuant
to the Freedom of Information Act, 5. U.S.C. §552, all determinations concerning
the release of information of this nature are made on a case -by -case basis by the
DHS FOIA Office, and may likely fall within one or more of the available
exemptions under the Act.
Additionally, information related to critical infrastructure protection that is
submitted to DHS should bear the following statement: "This information is
voluntarily submitted to the Federal Government in expectation of protection from
disclosure as provided by the provisions of the Critical Infrastructure Information
Act of 2002."
14
•
•
Applicants are encouraged to consult their own state and local laws and
regulations regarding the release of information, which should be considered
when reporting sensitive matters in the grant application, needs assessment and
strategic planning process. Applicants may also consult their ODP Preparedness
Officer regarding concerns or questions about the release of information under
state and local laws.
Services to Limited English Proficient (LEP) Persons
Recipients of ODP financial assistance are required to comply with several
federal civil rights laws, including Title VI of the Civil Rights Act of 1964, as
amended. These laws prohibit discrimination on the basis of race, color, religion,
national origin, and sex in the delivery of services. National origin discrimination
includes discrimination on the basis of limited English proficiency. To ensure
compliance with Title VI, recipients are required to take reasonable steps to
ensure that LEP persons have meaningful access to their programs. Meaningful
access may entail providing language assistance services, including oral and
written translation, where necessary. Grantees are encouraged to consider the
need for language services for LEP persons served or encountered both in
developing their proposals and budgets and in conducting their programs and
activities. Reasonable costs associated with providing meaningful access for
LEP individuals are considered allowable program costs. For additional
information, please see http://www.lep.gov.
The following steps must be completed for each identified site before grant funds
for the FY05 BZPP may be obligated, drawn down, or expended by the state to
the responsible jurisdiction for that site.
BZPP Checklist
❑ Responsible jurisdictions conduct vulnerability assessment or use existing
assessment, if appropriate
❑ Coordinate with security management and measures already in place at the facility
❑ Responsible jurisdictions use template and process to develop a BZP and VRPP for
identified sites
❑ Responsible jurisdictions must coordinate the development of the BZP and VRPP
with:
❑ Urban Area Working Groups, if applicable
❑ Urban Area Homeland Security Strategies, if applicable
❑ Upon completion, responsible jurisdictions must submit the BZP and VRPP to the
SAA for:
❑ Coordination of the BZPP with State Homeland Security Strategies and programs
❑ Coordination with related funding programs
❑ SAA submits completed BZP and VRPP to DHS for review
❑ Upon approval, drawdown and expend funds to implement BZP
15
•
0
Site Vulnerability Assessment
A vulnerability assessment is a critical element of the BZPP process.
Responsible jurisdictions are expected to conduct a vulnerability
assessment of the specific infrastructure site, including the zone outside
the perimeter of the potential target. It must include coordination with
security management and measures already in place at the facility.
The responsible jurisdictions are required to share these assessments
with DHS upon request, so that DHS may better prioritize protective
programs in the light of emerging and specific threats.
DHS will then make the BZP template available to the SAA, who is
expected to provide it to any local authority that requests it. The template
should also be made available to local jurisdictions that are not
responsible for Cl/KR sites identified by DHS as being eligible for grant
funding. The BZP template serves as a useful tool that can be integrated
into any infrastructure protection program.
BZP Development, Review, and Approval
• Using the BZP template and process provided by DHS, responsible
jurisdictions will develop a BZP in coordination with the state for each
identified Cl/KR site. This plan will become the basis to identify the
required training, information, equipment, resources and recommended
buffer zone protective measures necessary to address any shortfalls.
Additionally, a VRPP must be completed. The VRPP identifies a spending
plan, including the materials, equipment, and resources necessary to
implement the BZP.
o The BZP and VRPP should be provided to the SAA, to coordinate
BZPP implementation with existing State and/or Urban Area
Homeland Security Strategy goals and objectives, and with related
HSGP funding.
• The SAA must submit the completed BZP and VRPP to DHS for review
and approval.
o The SAA must also provide written concurrence in support of the
BZP and VRPP, between the state and responsible jurisdiction for
each selected Cl/KR site to DHS.
16
•
o The SAA must submit the BZP and VRPP on CD via Overnight Mail
to ODP at:
Office for Domestic Preparedness
Attn: CSID - BZPP
810 7th Street, NW
Washington D.C., 20531
Phone Number: 1-800-368-6498
The CD must include a label with the following information:
• State
• Identified Cl/KR Site, and
• Responsible Jurisdiction (subgrantee)
o The SAA must also email their respective ODP PO (and carbon
copy the BZPP a(bdhs.gov email address) with the above
information, along with the overnight mail tracking number, on the
day the CD containing the BZP and VRPP was mailed.
o Note: All email correspondence, between the grantee and DHS,
related to the application, submission, approval, and/or revision of
BZPs and VRPPs must carbon copy the BZPP(a)dhs.gov email
address. This will assist and support DHS with the logging,
tracking, and related reporting requirements for the BZPP.
However, the actual BZPs and VRPPs should never be sent via
email.
Upon review and approval of the BZP and VRPP by DHS, the responsible
jurisdiction(s) may drawdown and expend grant funds obligated by the
SAA for implementation of the BZP.
Funds under the FY05 BZPP may not be obligated, drawn down, or expended
by the state to the responsible jurisdiction of the identified site until all of the
above steps have been completed and approval has been granted by DHS
for each site.
17
0
•
•
States, urban areas, and local jurisdictions should leverage existing ODP HSGP funds,
including the State Homeland Security Program (SHSP), Urban Areas Security Initiative
(UASI), and the LETPP, for any activities related to the planning, development and
organization of FY05 BZPP activities and according to their stipulated authorized
expenditures. This includes funds for conducting the vulnerability assessment and
related BZP training and exercise activities.
Funding from the FY05 BZPP should be reserved for the acquisition and use of
the allowable materials, equipment, and resources identified in the VRPP, as
necessary, to implement protective measures that will reduce vulnerabilities
around identified Cl/KR sites. A limited amount of FY05 BZPP funding may be
used to support M&A activities directly related to FY05 BZPP development and
implementation.
Additionally, any resulting training or exercise requirements identified in the BZPP may
not be funded with FY05 BZPP funds, but may be funded with SHSP, UASI, and/or
LETPP funds, and in accordance with their stipulated authorized expenditures.
This section serves as a guide for program expenditure information for the FY05
BZPP. Grantees are encouraged to contact their ODP Preparedness Officer
regarding authorized and unauthorized expenditures.
Funding may only be used in the following categories:
1. Equipment Acquisitions; and,
2. Management and Administrative (M&A).
Equipment
FY05 BZPP funds may be used for equipment acquisition from equipment
categories (see Suggested AEL Categories on page 19) listed in the FY05
ODP Authorized Equipment List (AEL), which is housed on the web -based
Responder Knowledge Base (RKB). BZPs are intended to encourage creative
solutions to mitigate vulnerabilities. Therefore, VRPPs that include requests
for equipment in the AEL, but not in the suggested equipment categories
included on page 20, will be reviewed by DHS for approval on a case -by -
case basis. However, all equipment must be included in the VRPP and the
VRPP must be submitted and approved by DHS prior to the drawdown or use of
any FY05 BZPP funds.
18
1]
Federal grant money cannot be used for the improvement of Federal buildings
or for other activities that solely benefit the Federal government. In the case
of Federal BZPP sites, the grantees can work to improve the perimeter, but
cannot improve the actual building, i.e., they cannot install cameras and
fences that would, in the end, be Federal property.
The RKB is sponsored by ODP and the Oklahoma City National Memorial
Institute for the Prevention of Terrorism (MIPT) and is located at
http://www.rkb.mipt.o[g. The website is designed to provide emergency
responders, purchasers, and planners with a trusted, integrated, online source of
information on products, standards, certifications, grants, and other equipment
related information. By integrating this information, which includes the
InterAgency Board's (IAB) Standardized Equipment List (SEL) and the AEL from
ODP, into one location, responders, vendors, standards organizations, training
facilities, and grant making organizations have a trusted first source to answering
questions such as:
• What equipment is on the market?
• Has it been certified?
• If so, to what standard?
• What training is needed to use it effectively?
• Are there experts available for consultation and questions?
The FY05 ODP AEL is housed on the RKB and relies heavily on the SEL
developed by the IAB for Equipment Standardization and Interoperability. The
2005 AEL has been modified to facilitate cross-referencing of the SEL in an effort
to eliminate redundancy. Both the AEL and SEL are available on the RKB, which
also offers an interactive version that provides links to corresponding SEL items
and commercial products.
In some cases, items on the SEL are not allowable under FY05 BZPP or will not
be eligible for purchase unless specific conditions are met. In addition, some
items eligible under this grant program are beyond the scope of the SEL and thus
will only appear in the AEL.
If state agencies and/or local governments have questions concerning the
eligibility of equipment not specifically addressed in the AEL, they should contact
their ODP Preparedness Officer for clarification.
The suggested AEL categories for the FY05 BZPP are listed in the table below.
19
0 Suggested AEL Categories
Explosive Device Mitigation and Remediation Equipment
• Protective Equipment
• Mitigation and Remediation Equipment
o Kit, Fiber Optic
o Detector, Metal
2 o Robot, Attachments, Tools
o Robot Upgrades
o Tools, Remote Opening, Examination, Related Equipment
o X-Ray Unit, Portable or Transportable
o Tools, IED Remediation, Non -Explosive
o Tools, Pipe Bomb Disabling
Interoperable Communications Equipment
•
In -Suit Communications
•
Radio, Portable/Mobile/Base/High Frequency (HF) Single Sideband
•
Repeaters
•
Transmission Device, Wireless, Remote Sensor
•
Cable, Non -radiation Shielded Transmission
•
Amplifiers, Bi-directional
•
Bridging/Patching
•
Exchange, Private Branch
•
Phone, Cellular
•
Device, Messaging, 2-Way Text
•
Paging
•
Phone, Satellite Base
•
Radio, Microwave Link
6
Phone, Satellite Mobile/Portable
•
Services, Satellite, Brokered
•
Services, Satellite Data
•
I N MARSAT - B
•
Hourly Brokered Space Segment
•
Full Time Space Segment, Leased
•
Equipment, Satellite Data
•
Network, Wide Area Digital
•
Device, Data Service Access
•
Teleconferencing, Video
•
Bridge, Audio Teleconferencing
•
Bridge, Video Teleconferencing
•
Computer -Aided Dispatch
•
Mobile Display Terminals
•
Antenna and Tower Systems
•
Communications Priority Services
. �_ 1 • Aviation and Maritime Security Voice and Data Transmission
20
AEL
Category
Category
• Safe, GSA -Rated
• Shredder / Disintegrator
• System, Automated Dialing and Notification
• Systems, Public Notification and Warning
Detection Equipment
• Biological
o Biological Detection
o Biological Sampling
• Chemical
o Chemical Detection
o Chemical Sampling
• Radiological/Nuclear
o Radiological Detection
7
o Radiological Sampling
• Explosive Detection
o Handheld Air -Sampler, Explosive Detecting
o Swipe Test, Explosive Detecting
o Portal, Explosive Detecting
o X-Ray, Explosive Detecting
• Other Detection / Sensor Equipment
• Equipment, Environmental (Weather) Surveillance
• Sensor, Heat, Infrared
• Thermometer, Surface
• Protective Cases for Sensitive Detection Equipment - Storage
Physical Security Enhancement
• Surveillance, Warning, Access/ Intrusion Control
o General
■ Systems, Motion Detection
■ Barriers: Fences; Jersey Walls
■ Doors and Gates, Impact Resistant
■ Portal Systems; locking devices for access control
■ Systems, Alarm
■ Video Assessment
14
Systems, Personnel Identification
■ Systems, Vehicle Identification
■ X-Ray Units
■ Magnetometers
o Waterfront
■ Systems, Radar
■ System, Diver/Swimmer Detection; Sonar
■ Equipment, Hull Scanning
■ Barriers, Vessel
• Explosion Protection
r�
U
21
L_J
•
ALL •
Category
•
o Systems, Blast/Shock/Impact Resistant
o Wraps, Column and Surface; Breakage/Shatter Resistant Glass
o Trash Receptacles, Bomb -Resistant
• Support Equipment for Continuation of Critical Infrastructure Operations
o Fuel storage containers
o Sensors and Alarms, Self -Monitoring
o Back-up operating computer hardware and programming software
Inspection and Screening Systems
• System, Vehicle & Cargo Inspection; Gamma -Ray
• System, Mobile Search & Inspection; X-ray
15 • System, Non -Invasive, Radiological/ Chem/ Bio/ Explosives
• Radar, Ground/Wall Penetrating
• Monitors, Portal
Management and Administrative Costs
No more than 3% of the total amount allocated to the state for the BZPP may
be retained at the state level and used for M&A purposes related to the FY05
BZPP. These state M&A funds must be included in the total funds retained by
the state. In addition, responsible jurisdiction subgrantees may retain and use up
to 2.5% of their subaward from the state for local M&A purposes. States may
pass through a portion of the state M&A allocation to subgrantees in order to
supplement the 2.5% M&A allocation allowed on subgrants. However, no more
than 3% of the total subaward may be expended by subgrantees on M&A costs.
The following are allowable M&A costs:
• Hiring of full-time or part-time staff or contractors/consultants:
o To assist with the management of the FY05 BZPP.
o To assist with equipment design, requirements, and implementation of the FY05
BZPP.
22
•
0
•
Allowable Costs
• Hiring of full-time or part-time staff or contractors/consultants and expenses
related to:
o Meeting compliance with reporting and data collection requirements, including
data call requests.
o FY05 BZPP pre -application submission management activities and application
requirements.
• Overtime and backfill costs — Payment of overtime expenses will be for work
performed by award (SAA) or sub -award employees in excess of the established work
week (usually 40 hours) related to the M&A activities for the development and
implementation of the BZPP. These costs are allowed only to the extent the payment for
such services is in accordance with the policies of the state or local unit(s) of
government and has the approval of the state or the awarding agency, whichever is
applicable. In no case is dual compensation allowable. That is, an employee of a unit of
government may not receive compensation from their unit or agency of government
AND from an award for a single period of time (e.g., 1:00 pm to 5:00 pm), even though
such work may benefit both activities. Fringe benefits on overtime hours are limited to
Federal Insurance Contributions Act (FICA), Workers' Compensation and
Unemployment Compensation.
• Travel expenses
• Meeting -related expenses (For a complete list of allowable meeting -related expenses,
please review the OJP OC Financial Guide at http://www.oip.usdoi.clov/FinGuide).
• The following are allowable only within the period of performance of the grant
program:
o Acquisition of authorized office equipment, including personal computers, laptop
computers, printers, LCD projectors, and other equipment or software which
may be required to support the implementation of the homeland security
strategy.
o Recurring fees/charges associated with certain equipment, such as cell phones,
faxes, etc.
o Leasing and/or renting of space for newly hired personnel to administer the
FY05 BZPP.
23
• Construction and Renovation
•
The use of FY05 BZPP funds for construction or renovation, as well as the
following activities, is allowable only when it is a necessary component of a
security system or target hardening activity at Cl/KR sites.
• The following actions and improvements do not constitute construction or
renovation, and are allowable under FY05 BZPP guidance:
o Improved lighting
o Fencing
o Closed-circuit television (CCTV) systems
o Motion detection systems
o Barriers, doors, gates and related security enhancements.
• Project construction and renovation is allowable under the FY05 BZPP.
Funds may be used for construction and renovation projects only when
those projects specifically address enhanced security or target
hardening activities at critical infrastructure facilities. The following
actions and improvements are considered to constitute construction or
renovation, and justification for this construction and/or renovation must be
addressed in the VRPP. The VRPP must be submitted to the SAA and
approved by DHS.
o Construction and/or renovation to guard facilities
o Communications antennas
o Any other construction or renovation efforts that change or expand
the footprint of a facility or structure, including security
enhancements to improve perimeter security.
Justification and Approval Process. Grantees and/or subgrantees
must provide the following justification information in the VRPP for any
construction and/or renovation activities necessary to implement the BZP.
The grantee must provide to DHS:
o Description of the asset or facility, asset location, whether the
infrastructure is publicly or privately owned, and the construction or
renovation project
o Certification that a facility vulnerability assessment has been
conducted for the facility
o How the construction or renovation project will address the
identified vulnerability(ies) from the assessment
o Consequences of not implementing the construction or renovation
project
The justification for these expenditures (as outlined above) must be
addressed in the VRPP, and the VRPP must be submitted and
approved by DHS prior to the drawdown or use of any FY05 BZPP funds
for construction or renovation.
24
9
• National Environmental Policy Act (NEPA): NEPA requires DHS to
analyze the possible environmental impacts of each construction project.
The purpose of a NEPA review is to weigh the impact of major federal
actions or actions undertaken using federal funds on adjacent
communities, water supplies, historical buildings, endangered species, or
culturally sensitive areas prior to construction. Grantees wishing to use
DHS funding for construction projects must complete and submit a NEPA
Compliance Checklist to their respective ODP Preparedness Officer for
review. Additionally, grantees may be required to provide additional
detailed information on the activities to be conducted, locations, sites,
possible construction activities, possible alternatives, and any
environmental concerns that may exist. Results of the NEPA Compliance
Review could result in a project not being approved for DHS funding, the
need to perform an Environmental Assessment (EA) or draft an
Environmental Impact Statement (EIS).
Unauthorized program expenditures for all programs under the FY05 BZPP
include:
• • Hiring of full or part-time public safety personnel for the purposes of
fulfilling traditional public safety activities;
• Expenditures for items such as general -use software (word processing,
spreadsheet, graphics, etc), general -use computers and related equipment
(other than for allowable M&A activities, or otherwise associated
preparedness or response functions), general -use vehicles, licensing fees,
weapons systems and ammunition;
• Funds used for the improvement of Federal buildings or for other activities
that solely benefit the Federal government;
• Activities unrelated to the completion and implementation of the BZP; and,
• Other items not in accordance with the AEL or previously identified within
this guidance as an allowable cost.
0
To assist grantees with program activities, ODP and IAIP have several support
mechanisms available to grantees.
PSD Protective Measures Section
PSD Protective Measures Section will provide a range of services to BZPP
grantees and subgrantee. This includes BZPP workshops to further explain the
BZPP and process, and additional guidance in developing VRPPs. PSD also
25
provides on -site technical assistance for officials needing additional technical
support in developing and/or implementing BZPs. PSD will also serve as the
primary point of contact for state and local homeland security officials regarding
questions, concerns, planning, general issues, and accessing specialized
experience for the overall program.
For additional information on BZPP workshops and on -site technical
assistance to support the development and implementation of BZPs,
please contact the PSD Protective Measures Section Chief, Bill Eagan, at
202-282-8737.
Role of ODP's Preparedness Officers
Throughout the project period, ODP Preparedness Officers will work closely with
state and local officials to assist agencies in enhancing their homeland security
preparedness through planning, training, equipment acquisition, exercises, and
technical assistance. Preparedness Officers will be in continuous contact with
the SAAs and local officials, and should be considered as the point of contact
within ODP for addressing questions, concerns, general issues, and accessing
specialized experience. Please contact your state SAA or the ODP helpline at
800-368-6498 to identify and contact your ODP Preparedness Officer.
Centralized Scheduling and Information Desk (CSID) Help Line
CSID is a non -emergency resource for use by state and local emergency
responders across the nation. CSID provides general information on all ODP
programs and information on the characteristics and control of CBRNE materials,
defensive equipment, mitigation techniques, and available federal assets and
resources. CSID also provides information on the following services: CBRNE
training, centralized scheduling capability, CBRNE exercises, State Homeland
Security Assessment and Strategy Grants, and technical assistance (TA).
CSID can be contacted at 1-800-368-6498 or askcsid(a-dhs.gov. CSID hours
of operation are from 8:00 a.m. - 7:00 p.m. (EST), Monday -Friday.
Homeland Securitv Preparedness Technical Assistance Proaram (HSPTAP)
ODP's technical assistance program provides direct assistance to state and local
jurisdictions to improve their ability to prevent, respond to, and recover from
threats or acts of terrorism involving CBRNE weapons. A primary objective of
the program is to enhance the capacity of state and local jurisdictions, as well as
special needs jurisdictions such as port authorities and mass transit agencies to
develop, plan, and implement effective strategies for CBRNE preparedness. TA
may be provided to state and local governments, law enforcement, fire,
26
• hazardous materials, and other community agencies that have CBRNE
responsibilities, including Citizen Corps Councils. All TA services are available to
eligible recipients at no charge. ODP will cover the cost of providing the
technical expertise, travel, and related expenses.
•
• National Criminal Justice Association (NCJA). NCJA is the HSPTAP
provider for the TA service entitled Enhancing Grants Management
Capacities, which seeks to further improve the ability of SAAs to manage
and account for grant funds awarded by ODP.
• Domestic Preparedness Equipment Technical Assistance Program
(DPETAP). DPETAP provides on -site training in the selection, use, and
maintenance of specialized CBRNE detection and response equipment by
providing detailed technical information, hands-on equipment operation,
and maintenance training.
Additional information on HSPTAP can be found online at ODP's TA website at
www.ojp.usdoo.gov/odo/ta.htm under the Catalog link, or by contacting the CSID
helpline at 800-368-6498.
Lessons Learned Information Sharing (LLIS) System
LLIS is a national, online secure network located at https://www.LLIS.gov that
houses a collection of peer -validated lessons learned, best practices, and After
Action Reports (AARs) from exercises and actual incidents, and other relevant
homeland security documents. LLIS is designed to help emergency response
providers and homeland security officials prevent, prepare for, respond to, and
recover from acts of terrorism. LLIS will improve preparedness nationwide by
allowing response professionals to tap into a wealth of validated front-line
expertise on effective planning, training, equipping, and operational practices for
homeland security.
The system houses a directory of responders and homeland security officials, as
well as an updated list of homeland security exercises, events, and conferences.
Additionally, the LLIS includes online collaboration tools, such as secure email
and message boards, where users can exchange information. LLIS uses strong
encryption and active site monitoring to protect all information housed on the
system.
ODP Applicant Assistance Services
Applicant Assistance Services are designed to provide grantees with assistance
in completing and submitting their applications to meet the required deadlines.
For more information concerning the suite of Applicant Assistance Services,
please contact your ODP Preparedness Officer.
27
•
•
E
Equipment Purchase Assistance Program
The Equipment Purchase Assistance Program provides ODP grantees with
access to prime vendors through memoranda of agreement with the Defense
Logistics Agency (DLA). Benefits of the program include shorter procurement
lead time, online ordering, a diverse inventory of commercial products, and
seven-day delivery for routine items. When ordering equipment through this
program, grantees may only use funds awarded by ODP; state and local funds
may not be used. Establishing an account with DLA is a straightforward process
which should be initiated by contacting the appropriate program representative.
Additional information on the programs and contact information for program
representatives is available in a fact sheet posted on the ODP website. For
information on the Emergency Responder Equipment Purchase Program, see
http://www.ojp.usdoi.gov/odp/docs/fs-padef.htm.
Additional information on each of these programs can be found on the ODP
web site located at http://www.oip.usdom.gov/odp or by contacting the state's
assigned ODP Preparedness Officer through the ODP helpline at 800-368-6498.
28
•
•
•
IV. AWARD AND
REPORTING
REQUIREMENTS
0 IV. Award and Reporting Requirements
•
Upon approval of the application the grant will be awarded to the respective SAA.
This date will be known as the "award date."
Required Submissions: Signed award document and special conditions
returned to the OJP OC.
B. Drawdown and Expenditure of Funds
Following the grant award, completion of all grant award requirements, and
release of any special conditions (i.e. completion of the vulnerability assessment
and approval of the BZP and VRPP), the grantee can drawdown and expend
grant funds through the electronic PAPRS or LOCES systems. Drawdowns and
expenditures must be reported to ODP on a quarterly basis through the Financial
Status Reports (FSR), which are due within 45 days of the end of each calendar
quarter (i.e. for the quarter ending March 31, FSR is due on May 15). A report
must be submitted for every quarter the award is active, including partial calendar
quarters, as well as for periods when no grant activity occurs. OJP OC will
provide a copy of this form in the initial award package. Future awards and fund
drawdowns will be withheld if these reports are delinquent.
In support of our continuing effort to meet the accelerated financial statement
reporting requirements mandated by the U. S. Department of the Treasury and
the Office of Management and Budget (OMB), payment processing will be
interrupted during the last five (5) working days each month.
Grantees/contractors should make payment requests before the last five working
days of the month to avoid delays in deposit of payments.
For example, for the month of January, the last day to request (drawdown)
payments will be January 23, 2005. Payments requested after January 23, 2005
will be processed when the regular schedule resumes on February 2, 2005. A
similar schedule will follow at the end of each month thereafter.
To avoid denial of payment requests, grantees are encouraged to submit their
SF269a FSRs online at http://grants.ogp.usdoo..gov. Additional information and
instructions are available at this website.
Kill
Questions regarding grant accounts should be addressed to the OJP OC at 1-
800-458-0786 or e-mail askoc(a-)_ojp.usdg gov.
Required Submissions: SF-269 FSR (quarterly)
Reporting requirements for the FY05 BZPP are consolidated in a single reporting
system to minimize the administrative burden on states. While budget detail
worksheets do not need to be submitted as a requirement of the initial grant
application, procurement plans must be approved prior to obligation, drawdown
or expenditure of funds. Additionally, the representative states also must
maintain complete and accurate accounting records, and must make those
records available to DHS upon request.
Grantees are reminded to review the following documents and ensure that grant
activities are conducted in accordance with the applicable guidance:
• 28 CFR Part 66, Uniform administrative requirements for grants and
cooperative agreements to state and local governments, at
http://www.access.gpo.gov/nara/cfr/waisidx 04/28cfrv2 04.html
fe • OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal
Governments, at http://www.whitehouse.gov/omb/circulars/index.html
• 28 CFR Part 70, Uniform administrative requirements for grants and
agreements (including subawards) with institutions of higher education,
hospitals and other nonprofit organizations, at
http://www.access.gpo.gov/nara/cfr/waisidx 04/28cfrv2 04.html
• OMB Circular A-21, Cost Principles for Educational Institutions, at
hftg://www.whitehouse.gov/omb/circulars/index.htmi
• OMB Circular A-122, Cost Principles for Non -Profit Organizations, at
http://www.whitehouse.gov/omb/circulars/index.htmi.
Additionally, grantees should be familiar with the requirements included in OJP's
OC Financial Guide at http://www.ojp.usdo4.gov/FinGuide/.
Required Submissions: FSR (quarterly).
Financial and Compliance Audit Report
Recipients that expend $500,000 or more of federal funds during the fiscal year
are required to submit an organization -wide financial and compliance audit
report. The audit must be performed in accordance with the U.S. General
Accounting Office Government Auditing Standards, located at
http://www.gao.gov/govaud/ybk0l.htm, and OMB Circular A-133, Audits of
31
•
States, Local Governments, and Non -Profit Organizations, located at
http://www.whitehouse.gov/omb/circulars/index.htmi. Audit reports are currently
due to the Federal Audit Clearinghouse no later than 9 months after the end of
the recipient's fiscal year. In addition, the Secretary of Homeland Security and
the Comptroller General of the United States shall have access to any books,
documents, and records of recipients of FY05 BZPP assistance for audit and
examination purposes, provided that, in the opinion of the Secretary of Homeland
Security or the Comptroller General, these documents are related to the receipt
or use of such assistance. The grantee will also give the sponsoring agency or
the Comptroller General, through any authorized representative, access to and
the right to examine all records, books, papers or documents related to the grant.
The state shall require that sub -recipients comply with the audit requirements set
forth in OMB Circular A-133. Recipients are responsible for ensuring that sub -
recipient audit reports are received and for resolving any audit findings.
Biannual Stratepv Implementation Report (BSIR)
ODP has launched a web application for states' submissions of the BSIR. The
BSIR is designed to outline how state, urban area, and local ODP grant funding
is being used to meet the strategic goals and objectives outlined in the State and
Urban Area Homeland Security Strategies. All BSIR submissions must be
submitted online via the Grants Reporting Tool (GRT) and it must be completed
by state grantees and subgrantees at the state, urban area, and local levels. The
GRT can be accessed at https://www.reporting.odp.dhs.gov/.
Following award of the grant, the state and subgrantees will be responsible for
providing updated obligation and expenditure information on a regular basis. The
BSIR submission will satisfy the narrative requirement in Box 12 of the biannual
Categorical Assistance Progress Report (CAPR). States will still be required to
submit the CAPR form. The BSIR is due within 30 days after the end of the
reporting period (July 31 with a reporting period of January 1 through June 30,
and on January 31 with a reporting period of July 1 through December 31).
Updated obligation and expenditure information must be provided with BSIRs to
show progress made in meeting strategic goals and objectives. Future awards
and fund drawdowns may be withheld if these reports are delinquent. The final
BSIR is due 120 days after the end date of the award period.
Grant Reporting Timeline
Based on a one year period of performance, ODP expects most grants will have
a reporting schedule similar to timeline below. Most grants will have three
submissions over the course of the period of performance including two BSIR
submissions and one final BSIR submission. The FY05 BZPP is exempt from
the FY05 [SIP. The first grant report submission for the BZPP in 2005 is the
FY05 BSIR due on July 31, 2005.
32
•
•
Award
July 31 st
BSIR Due
Beginning of
Period of
Performance
January 31 st
BSIR Due
Grant Reporting Timeline
Required Submissions: BSIR (biannually).
120 Days
End of
Period of
Performance
Final BSIR Due
Grant recipients will be monitored periodically by ODP Preparedness Officers
and/or PSD Field Security Detachments and Protective Security Advisors (PSAs)
to ensure that the program goals, objectives, timelines, budgets, equipment
acquisition, and other related program criteria are being met. ODP will be
responsible for the financial monitoring of the program and PSD will be
responsible for the monitoring of the development of the BZPs, VRPPs, and all
vulnerability site assessment related activities. Monitoring will be accomplished
through a combination of office -based and on -site monitoring visits. Monitoring
will involve the review and analysis of the financial, programmatic, operational,
and administrative issues relative to each project/site, and will identify areas
where technical assistance and other support may be needed.
The SAA is also responsible for monitoring subgrantee activities to provide
reasonable assurance that the subgrantee administers federal awards in
compliance with federal and state requirements. Responsibilities include the
accounting of receipts and expenditures, cash management, the maintaining of
adequate financial records, and the refunding of expenditures disallowed by
audits.
Within 120 days after the end of the grant period, the grantee will submit a final
FSR and a final BSIR detailing all accomplishments throughout the project. After
both of these reports have been reviewed and approved by the ODP
Preparedness Officer and PSD, a Grant Adjustment Notice (GAN) will be
completed to close-out the grant. The GAN will indicate the project as being
33
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closed, list any remaining funds that will be de -obligated, and address the
requirement of maintaining the grant records for three years from the date of the
final FSR. After the financial information is received and approved by the OJP
Office of the Comptroller, the grant will be identified as "Closed by the Office of
the Comptroller."
Required Submissions: 1) Final SF-269 FSR; 2) Final BSIR.
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