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Home My WebLink Aboutbocc.res.070.2021 Contract No. 227.2021 Attached RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS ("BOCC") OF PITKIN COUNTY, COLORADO AUTHORIZING, THE PITKIN COUNTY OFFICE OF EMERGENCY MANAGEMENT TO ACCEPT THE 2021 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) FROM THE STATE OF COLORADO, DEPARTMENT OF PUBLIC SAFETY, DIVISION OF HOMELAND SECURITY AND EMERGENCY MANAGEMENT FOR THE PURPOSE OF FUNDING A PORTION OF THE PITKIN COUNTY EMERGENCY MANAGEMENT ANNUAL BUDGET. RESOLUTION NO. 070, 2021 RECITALS WHEREAS, Pursuant to Section 2.8.3 (Actions) of the Pitkin County Home Rule Charter ("HRC") official action by formal resolution shall be required for all actions of the Board not requiring ordinance power on matters of significant importance affecting citizens, and; WHEREAS, The State of Colorado, Department of Public Safety, Division of Homeland Security and Emergency Management, has authorized an EMPG program to assist in the development of comprehensive, risk based, all hazard emergency management programs at the State, Local, and Tribal government levels and to improve emergency preparedness through integrated planning, and exercising, addressing prevention,protection, mitigation, response, and recovery capabilities. These funds are intended to reimburse programs for up to fifty percent of local costs for staff, travel, training, office maintenance, Emergency Operation Center enhancement, public education, and other related costs. WHEREAS, The anticipated amount of this specific grant award in 2021 is $65,000. This will be the eighth consecutive year that Pitkin County has applied for and received the EMPG. WHEREAS, The BOCC finds that it is in the best interests of the citizens of Pitkin County to approve this Resolution. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado that it hereby adopts a Resolution authorizing the Pitkin County Office of Emergency Management to accept the 2021 Emergency Management Performance Grant(EMPG) from the State of Colorado, Department of Public Safety, Division of Homeland Security and Emergency Management for the purpose of funding a portion of the Pitkin County Office of Emergency Management annual budget and authorizes the Chair to sign the Resolution and upon the satisfaction of the County Attorney as to form, execute any other associated documents necessary to complete this matter. 1 INTRODUCED AND FIRST READ ON THE 27th DAY OF October, 2021 AND SET FOR SECOND READING AND PUBLIC HEARING ON THE 3rd DAY OF November 2021. NOTICE OF PUBLIC HEARING AND TITLE AND SHORT SUMMARY OF THE RESOLUTION PUBLISHED IN THE ASPEN TIMES WEEKLY ON THE 21st DAY OF October, 2021. NOTICE OF PUBLIC HEARING AND THE FULL TEXT OF THE RESOLUTION POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com) ON THE 21st DAY OF October 2021. ADOPTED AFTER FINAL READING AND PUBLIC HEARING ON THE 3rd DAY OF November 2021. POSTED BY TITLE AND SHORT SUMMARY ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com) ON THE 4th DAY OF November 2021. PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, IN THE ASPEN TIMES WEEKLY ON THE 11th DAY OF November, 2021. ATTEST: BOARD OF COUNTY COMMISSIONERS By M By: Julia Ely Kelly McNicholas Kury, Chair Deputy County Clerk Date: Nov-10-2021 APPROVED AS TO FORM: MANAGER APPROVAL E17 p1uiUs kd{iu, John Ely, County Attorney Phylis Mattice for Jon Peacock, County Manager Revised 01-01-2021 2 Contract No. 227.2021 o_o ..- ,, COLORADO Division of Homeland Security &Emergency Management Department of Public Safety Office of Grants Management 8000 South Chester Street, Suite 575 Centennial, CO 80112 Valerie MacDonald Emergency Manager Pitkin County 500 E Main Street, Suite 103 Aspen, CO 81611 July 9, 2021 Re: 2021 Emergency Management Performance Grant Program (EMPG)Award Letter - 21 EM-22-43 Dear Ms. MacDonald, The Colorado Division of Homeland Security &t Emergency Management (DHSEM) is pleased to inform you that your application for funding pursuant to the 2021 Emergency Management Performance Grant (EMPG) is approved in the amount of $65,000.00 (funding source: Federal Funds). Included with this Award Letter is an Acceptance Letter for signature, the Statement of Work (SOW), and terms and conditions to review for this grant award. Please take note of the following requirements effective January 1, 2021. All supporting documentation will accompany Requests for Reimbursement (RFRs) for EMPG awards as outlined in the SOW under §7.1.3 and §7.1.4 and as described in the 2021 EMPG Master Guidance Document Final (page 7). Delays on reimbursements as a result of missing documentation will occur until documentation requirements are satisfied. 1) Certified time card for 100% EMPG funded staff or signed Job Description with proof of payment. a) Print out from the accounting system (i.e. General Ledger) b) Print out from the payroll system 2) All other backup documents will be required with proof of payment a) Invoice b) Print out from the accounting system (i.e. General Ledger) The requirements for section 1. Above are found in the Federal Regulations under Title 2 Code of Federal Regulations (CFR) Part 200.430 Compensation—personal services. The following link is directly to the Federal Guidance section: https://www.govinfo.gov/content/pkg/CFR-2018-title2-vol1/pdf/CFR-2018-title2-voll-sec200-430.pdf The project funds awarded is based on the project description provided in the application and outlined in the table on the next page. 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety Jared Polls, Governor I Stan Hilkey, Executive Director COLORADO Department of Public Safety Project Activity/Line Item Federal Share Required Non- Total Project Federal Local Share EMPG Activities $65,000.00 $65,000.00 $130,000.00 Total Award Amount $65,000.00 DHSEM will issue your grant award as a Small Dollar Grant Agreement (SDGA). The issuance of the SDGA functions like a `purchase order' for RFRs in the State financial system, and does not require original signatures on a formal agreement from your approving authorities. To issue the SDGA, DHSEM must receive the Letter of Acceptance signed by an Authorized Signatory (See attached) submitted electronically to Lynn Warner, cdps_dhsem empg-admin@state.co.us, and confirm information on file for the following forms (included with this letter): 1. Request for Taxpayer Identification Number and Certification (W-9) form 2. Electronic Funds Transfer (EFT) form with appropriate bank letter or voided check After receiving the above mentioned required form and confirming organizational information in W-9 and EFT documents on file at DHSEM, DHSEM will issue the completed SDGA and terms and conditions for your grant award to you. If the W-9 or EFT forms on file with DHSEM differ from those of your organization, new forms are required to be sent to DHSEM to update our financial system prior to issuing and completing the SDGA process. The period of performance for the 2021 Emergency Management Performance Grant Program (EMPG) SDGA is from January 1, 2021 to December 31, 2021. All requests for reimbursements must cover work completed, or expenditures claimed, within this period of performance. RFR and Progress Report submissions will continue to be submitted to your assigned Regional Field Service Manager. For questions regarding your SDGA or the EMPG Program, please contact Lynn Warner at (303) 552-4545 or lynn.warner@state.co.us, or Esther Son at (303) 947-7701 or esther.son@state.co.us. Please feel free to contact me at (303) 239-4183 or Larisa.Cannon@state.co.us if you have further questions on the award agreement process or agreement documents. Thank you for your assistance in managing this grant award. Sincerely, Larisa Cannon Grants and Agreements Manager Colorado Department of Public Safety Division of Homeland Security and Emergency Management Attachments: Letter of Acceptance W-9 Form EFT Form 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety Jared Polls, Governor I Stan Hilkey, Executive Director COLORADO Department of Public Safety _ COLORADO 1,9 Division of Homeland Security _ &Emergency Management Department of Public Safety Letter of Acceptance July 9, 2021 Encumbrance Number: 21 EM-22-43 Subrecipient Name: Pitkin County Grant Name: 2021 EMPG This letter serves as notification and acceptance of the Small Dollar Grant Agreement (SDGA) for 2021 EMPG in the amount of$ 65,000.00 (Federal funds) issued by the Colorado Department of Public Safety, Division of Homeland Security and Emergency Management (CDPS/DHSEM). By signing below, the agency, in accordance with acceptance, acknowledges the receipt, review and concurrence of the provided terms and conditions, scope of work, and any additional requirements identified. Additionally, the following required documents on file at DHSEM are confirmed as accurate and up-to-date, or updated documents are included with this Letter of Acceptance for issuance of the award through the State financial system: 1. Current Request for Taxpayer Identification Number and Certification (W-9) form 2. Current Electronic Funds Transfer (EFT) form with appropriate bank letter or voided check By signing and returning this letter, the undersigned holds authority to enter into, and understands and accepts all the terms and conditions outlined for the Small Dollar Grant Agreement referenced above. By (Printed Name): Kelly McNi chol as Kury Title: Chair, Pitkin County BOCC k,_, 7Z2 7- Date: Nov-10-2021 *Signature 6 ,...- 700 Kipling Street, Lakewood, CO 80215 I www.colorado.gov/publicsafety Jared Polls, Governor I Stan Hilkey, Executive Director COLORADO Department of Public Safety