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CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission to City Clerks Office. All
portions are to be completed, if you have questions, please contact City Clerks Office.
Vendor Name: Vendor Number:
JD Edwards Number
Contract Number:
This is assigned by Deputy City Clerk
Description: Em P 6 oi�,n��7a $�� L3
Detail: Ary�1 ��02 _3 9( 9
Project Name:
Contract Effective Date: Termination Date: O
Contract Renewal Notice (Days): / 119
Number of days required notice for termination or renewal or amendment
Contract Manager: -9zI_Z n Department: `
Abstract:
S Public\RecordsManagement\Forms\ContractCover\ADC17832 07/02
Washington State Military Department
CONTRACT FACE SHEET
1 Contractor Name and Address 2 Contract Amount 3 Contract Number
City of Kent Emergency Management
24611 116th Avenue S.E. $61,636 E07-349
Kent,WA 980304939
4 Contractor's Contact Person, phone number 5 Contract Start Date 6 Contract End Date.
Brian Felczak, (253)856-4345 October 1, 2006 December 31,2007
7 MD Program Manager/phone number 8 State Business License# 9 UBI#(state revenue)
Rachel Sova (253)512-7064 NA 173-000-002
10 Funding Authority
Washington State Military Department(Department)and the Department of Homeland Security (DHS)
11 Funding Source Agreement# 12 Program Index# & OBJ/SUB-OJ 13 CFDA#&Title 14 TIN or SSN.
2007-EM-E7-0017 77314 NZ 97 042 EMPG 91-6001254
15 Service Districts 1 King County 6 Service Area by County(ies) 17 Women/Minonty-Owned, State
(BY LEG DIST) 31,47 Certified? X NIA ❑ NO
❑
(BY CONG DIST) 8, 9 YES,OMWBE#
18 Contract Classification 19 Contract Type(check all that apply)
❑ Personal Services ❑ Client Services X Public/Local Gov't X Contract ❑ Grant ❑ Agreement
❑ Collaborative Research ❑ A/E ❑ Other ❑ Intergovernmental (RCW 39 34) ❑ Interagency
20 Contractor Selection Process 21 Contractor Type(check all that apply)
X "To all who apply&qualify' ❑ Competitive Bidding ❑ Private Organization/Individual ❑ For-Profit
❑ Sole Source ❑ A/E RCW ❑ N/A X Public Organization/Jurisdiction X Non-Profit
❑ Filed w/OFM? ❑ Advertised? ❑YES ❑NO ❑ VENDOR X SUBRECIPIENT ❑ OTHER
22 BRIEF DESCRIPTION
To provide Department of Homeland Security (DHS) Emergency Management Performance Grant(EMPG)funds to local
jurisdictions and tribes that have emergency management programs to support their emergency management operating
budget in an effort to enhance their emergency management program.
IN WITNESS WHEREOF, the Department and Contractor acknowledge and accept the terms of this contract and attachments
hereto and have executed this contract as of the date and year written below This Contract Face Sheet, Special Terms and
Conditions, General Terms and Conditions, Statement of Work, and Budget govern the rights and obligations of both parties to
this contract
In the event of an inconsistency in this contract, unless otherwise provided herein, the inconsistency shall be resolved by
giving precedence in the following order
(a) Applicable Federal and State Statutes and Regulations
(b) Statement of Work
(c) Special Terms and Conditions
(d) General Terms and Conditions, and if attached,
(e) any other provisions of the contract incorporated by reference.
This contract contains all the terms and conditions agreed upon by the parties No other understandings, oral or otherwise,
regarding the subject matter of this contract shall be deemed to exist or to bind any of the parties hereto
WHEREAS, the parties hereto have executed this contract on the day and year last spec) led below
FOR THE DEPARTMENT FOR THE CONT TOR
Signature Date nat a 7 Date
James M Mullen, Director Su ett Cooke, Mayor
Emergency Management Division + r
Washington State Military Department
City of Kent Emergency Management
APPROVED AS TO FORM
Spencer W Daniels (signature on file) 7/20/06
Assistant Attorney General
Form 10/27/00 kdb
DHS-EMPG-FFY 07 Page 1 of 61 City of Kent Emergency Management
E07-349
SIGNATURE AUTHORIZATION FORM
WASHINGTON STATE MILITARY DEPARTMENT
Camp Murray, Washington 918435-5122
Please read instructions on reverse side before completing this form.
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2. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS
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3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT
SIGNATURE PRINT OR TYPE NAME - TITLE
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\\NAC-1\VOU\HOME\KAR NB1 lWP\SIGNAUTH Revised 5100
Debarment, Suspension, Ineligibility or Voluntary Exclusion Certification Form
NAME Doing business as (DBA)
c i
ADDRESS Z Ll.n', /:�X— s—_ Applicable Procurement WA Uniform Business Federal Employer Tax
or Solicitation e,if any Identifier(UBIi Identification#
KemT� WA - '91832-58F 173 0C3000 Z qi -GOO
This certification is submitted as part of a request to contract
[__•L_YscionJ For CGer.t:fficav on Regarding Debarment,SuSnPnslQn; Inelinibility and Voluntary Exclusion -Lower
Tier Covered Transactions
READ CAREFULLY BEFORE SIGNING THE CERTIFICATION. Federal regulations require contractors and bidders to sign and
abide by the terms of this certification, without modification, in order to participate in certain transactions directly or
indirectly involving federal funds.
1 By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out
below
Z The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into If it is later determined that the prospective lower tier participant knowingly rendered an
erroneous certification, in addition to other remedies available to the Federal Government the department or agency
with which this transaction originated may pursue available remedies, Including suspension and/or debarment
3, The prospective lower tier participant shall provide Immediate written notice to the department, Institution or office to
which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was
erroneous when submitted or had become erroneous by reason of changed circumstances
4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person,
primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning
set out in the Definitions and Coverage sections of rules implementing Executive Order 12549 You may contact the
person to which this proposal is submitted for assistance in obtaining a copy of those regulations
5 The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is
proposed for debarment under the applicable CFR, debarred, suspended, declared ineligible, or voluntarily excluded
from participation in this covered transaction, unless authorized by the department or agency with which this
transaction originated,
6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled
"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered
Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered
transactions
7 A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered
transaction that it is not proposed for debarment under applicable CFR, debarred, suspended, ineligible, or voluntarily
excluded from covered transactions, unless it knows that the certification is erroneous A participant may decide the
method and frequency by which it determines the eligibility of its principals Each participant may, but is not required
to, check the List of Parties Excluded from Federal Procurement and Non-procurement ent Programs
8 Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to
render in good faith the certification required by this clause The knowledge and information of a participant is not
required to exceed that which Is normally possessed by a prudent person in the ordinary course of business activity
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction
knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under applicable
CFR, suspended, debarred, ineligible, or voiiintarily excluded from particicatlon in this transaction, in addition to other
remedies available to the Federal Government, the department or agency with which this transaction onginated may
pursue available remedies, including suspension and/or debarment
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier
Covered Transactions
The prospective lower tier participant certifies, by submission of this proposal or contract, that neither it nor its
principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in this transaction by any Federal department or agency. Where the prospective lower tier
participant is unable to certify to any of the statements in this certification, such prospective participant shall
attach an explanation to this form.
Bidder or Contractor Signature Date
Print Name and Title �% Miry
SPECIAL TERMS AND CONDITIONS
ARTICLE I --COMPENSATION SCHEDULE:
This is a fixed price, reimbursement contract. Within the total contract amount, travel, subcontracts, salaries
and wages, benefits, printing, equipment, and other goods and services or other budget categories will be
reimbursed on an actual cost basis unless otherwise provided in this contract. Any travel or subsistence
reimbursement allowed under the contract shall be paid in accordance with rates set pursuant to RCW
43.03.050 and RCW 43.03.060 as now existing or amended and in agreement with federal rates. Receipts
and/or backup documentation for any approved budget line items including travel related expenses that are
authorized under this contract must be maintained by the Contractor and be made available upon request by
the Military Department
Some flexibility to shift funds between/among budget categories is allowed as follows: Changes to any single
budget category in excess of 10% or$100, whichever is greater, will not be reimbursed without the prior written
authorization of the Department. Budget categories are as specified or defined in the budget sheet of the
contract
ARTICLE II -- REPORTS:
In addition to the reports as may be required elsewhere in this contract, the Contractor shall prepare and
submit the following reports to the Department's Key Personnel:
Financial #/Copies Due Date
Invoices 1 Within 30 days after the end
of the period in which the
work was performed as specified in
Attachment A
Invoices must be submitted no more frequently than monthly and it is recommended that invoices be submitted
at least bi-annually.
Final Invoice 1 No later than 45`' day
(shall not exceed overall contract amount) following the contract end date
All contract work must end on the contract end date, however the Contractor has up to 45 days after the
contract end date to submit all final billing.
Technical #/Copies Due Date
Bi-Annual Strategy Implementation Report Electronic January 15, 2007
July 15, 2007
Performance Report Electronic May 31, 2007
Final Report Electronic No later than 45"' day following
the contract end date
NIMS Compliance Progress Reports Electronic April 30, 2007
September 30, 2007
All contract work must end on the contract end date, however the Contractor has up to 45 days after the
contract end date to submit all final reports and/or deliverables.
The Bi-Annual Strategy Implementation Report will be submitted via DHS's web-based grant reporting tool
located at https //www reporting odp dhs qov/.
The Performance Report and the Final Report will be submitted via the Military Department's web-based grant
management tool located at https 1/fortress wa qov/mil/gms/gms/.
ARTICLE III -- KEY PERSONNEL:
The individuals listed below shall be considered key personnel. Any substitution must be notified in writing by
the Military Department.
CONTRACTOR: MILITARY DEPARTMENT:
Brian Felczak Rachel Sova, EMPG Program Manager
DHS-EMPG-FFY 07 Page 2 of 61 City of Kent Emergency Management
E07-349
ARTICLE IV --ADMINISTRATIVE REQUIREMENTS:
The Contractor shall comply with OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal
Governments; OMB A-102, Grants and Cooperative Agreements with State and Local Governments; and A-
133, Audits of States, Local Governments, and Non-Profit Organizations.
ARTICLE V-- ADDITIONAL SPECIAL CONDITIONS AND MODIFICATION TO GENERAL CONDITIONS:
1. Funds are provided by the U.S Department of Homeland Security (DHS), Office of Grants and Training
(G&T) solely for the use of supporting emergency management programs as provided by the Emergency
Management Performance Grant (EMPG). The Contractor shall use the funds to perform tasks as
described in the Statement of Work and Budget portions of the Contractor's request for funding, as
approved by the Department. Funding may not be used to replace or supplant existing local or tribal
government funding of emergency management programs.
2. The Contractor shall provide a match of $61,636 of non-federal origin. Said match may be in the form of
goods, services, and in-kind services.
3. The Contractor acknowledges that since this contract involves federal funding, the period of performance
described herein will likely begin prior to the availability of appropriated federal funds. Contractor agrees
that it will not hold the Department, the State of Washington, or the United States liable for any damages,
claim for reimbursement, or any type of payment whatsoever for services performed under this contract
prior to distribution of appropriated federal funds.
Contractor agrees that it will not hold the Department, the State of Washington, or the United States liable
for any damages, claim for reimbursement or any type of payment if federal funds are not appropriated or
are not appropriated in a particular amount
4. The Contractor agrees that in order to receive Federal Fiscal Year 2008 (FFY08) federal preparedness
funding, to include EMPG, the National Incident Management System (NIMS) compliance requirements
for 2007 must be met. Applicants will be required to certify as part of their FFY08 EMPG applications that
they have met the FFY07 NIMS requirements.
The NIMS Integration Center (NIC) web page, http//www fema gov/emergency/nims/index shtm, is
updated regularly with information about the NIMS. The website can also be used as a useful tool to
determine the extent to which your jurisdiction is already compliant, as well as identify the NIMS
requirements you have not yet met.
ARTICLE VI — EQUIPMENT MANAGEMENT:
All equipment purchased under this contract, by the Contractor or a Subcontractor, will be recorded and
maintained in the Contractor's equipment inventory system.
1. Upon successful completion of the terms of this contract, all equipment purchased through this contract
will be owned by the Contractor, or a recognized sub-contractor/sub-grantee for which a contract, sub-
grant agreement, or other means of legal transfer of ownership is in place
2. The Contractor, or a recognized sub-contractor/sub-grantee, shall be responsible for any and all operation
and maintenance expenses and for the safe operation of their equipment including all questions of liability.
3. The Contractor shall maintain equipment records that include: a description of the property; the
manufacturer's serial number, model number, or other identification number, the source of the equipment,
including the Catalogue of Federal Domestic Assistance (CFDA) number, who holds title, the acquisition
date, the cost of the equipment and the percentage of Federal participation in the cost, the location, use
and condition of the equipment at the date the information was reported; and disposition data including the
date of disposal and sale price of the property.
4. Records for equipment shall be retained by the Contractor for a period of six years from the date of the
disposition, replacement or transfer If any litigation, claim, or audit ts started before the expiration of the
six year period, the records shall be retained by the Contractor until all litigations, claims, or audit findings
involving the records have been resolved.
DHS-EMPG-FFY 07 Page 3 of 61 City of Kent Emergency Management
E07-349
5. The Contractor shall take a physical inventory of the equipment and reconcile the results with the property
records at least once every two years. Any differences between quantities determined by the physical
inspection and those shown in the records shall be investigated by the Contractor to determine the cause
of the difference. The Contractor shall, in connection with the inventory, verify the existence, current
utilization, and continued need for the equipment.
6. The Contractor shall develop a control system to ensure adequate safeguards to prevent loss, damage,
and theft of the property. Any loss, damage or theft shall be investigated and a report generated.
7. The Contractor will develop adequate maintenance procedures to keep the property in good condition.
8. If the Contractor is authorized or required to sell the property, proper sales procedures must be
established to ensure the highest possible return.
9. When original or replacement equipment is no longer needed for the original project or program or for
other activities currently or previously supported by a Federal agency, disposition of the equipment will be
made as follows:
a. Items of equipment with a current per-unit fair market value of less than $5,000 may be retained, sold
or otherwise disposed of by the Contractor with no further obligation to the awarding agency.
b. Items of equipment with a current per-unit fair market value of more than $5,000 may be retained or
sold and the Contractor shall compensate the Federal-sponsoring agency for its share.
10. As sub-grantees of federal funds the Contractor must pass on equipment management requirements that
meet or exceed the requirements outlined above for all sub-contractors, consultants, and sub-grantees
who receive pass-through funding from this contract
ARTICLE VII —SUBRECIPIENT MONITORING
The Department will monitor the activities of the Contractor from award to closeout and for the life of equipment
purchased under this contract The goal of the Department's monitoring activities will be to ensure that
agencies receiving federal pass-through funds are in compliance with federal and state audit requirements,
federal grant guidance, applicable federal and state financial guides, as well as OMB Circular A-133 and A-122
where applicable.
Monitoring activities may include:
• review of performance reports;
• monitoring and documenting the completion of contract deliverables;
• documentation of phone calls, meetings, a-mails and correspondence;
• review of reimbursement requests to insure allowability and consistency with contract budget;
• observation and documentation of contract related activities, such as exercises, training, funded events
and equipment demonstrations;
• on-site visits to review equipment records and inventories, verify source documentation for
reimbursement requests and performance reports and verify completion of deliverables.
As a sub-grantee of federal funds the Contractor is required to meet or exceed the monitoring activities, as
outlined above, for all sub-contractors, consultants, and sub-grantees who receive pass-through funding from
this contract.
DHS-EMPG-FFY 07 Page 4 of 61 City of Kent Emergency Management
E07-349
Exhibit A
Subrecipient
Washington Military Department
GENERAL TERMS AND CONDITIONS
1. DEFINITIONS
As used throughout this contract, the following terms shall have the meaning set forth below-
a. "Department" shall mean the Washington Military Department, as a state agency, any division,
section, office, unit or other entity of the Department, or any of the officers or other officials
lawfully representing that Department.
b. "Contractor" shall mean that firm, organization, group, individual, or other entity performing
services under this contract, and shall include all employees of the Contractor. It shall include
any subcontractor retained by the prime Contractor as permitted under the terms of this
contract. "Contractor' shall be further defined as one or the other of the following and so
indicated on face sheet of the contract.
1) "Subrecipient' shall mean a contractor that operates a federal or state assistance
program for which it receives federal funds and which has the authority to determine
both the services rendered and disposition of program funds.
2) "Vendoe' shall mean a contractor that agrees to provide the amount and kind of service
or activity requested by the Department and that agrees to provide goods or services to
be utilized by the Department
C. "Recipient and/or Pass-Through Entity" means the Washington State Military Department as
it is applied to this contract.
d. "Cognizant State Agency" shall mean the state agency from which the subrecipient receives
federal financial assistance. If funds are received from more than one state agency, the
cognizant state agency shall be the agency who contributes the largest portion of federal
financial assistance to the subrecipient unless the designation has been reassigned to a
different state agency by mutual agreement.
e. "Subcontractor" shall mean one, not in the employment of the Contractor, who is performing all
or part of those services under this contract under a separate contract with the Contractor. The
terms "subcontractor" and "subcontractors" mean subcontractor(s) in any tier.
f. "Grant" - For the purposes herein, the term "grant" may be used to mean "contracts" or "grants"
or"agreements".
g. "CFR"— Code of Federal Regulations
h. "OMB"—Office of Management and Budget
i. "RCW" - Revised Code of Washington
j "WAC" -Washington Administrative Code.
2. SUBRECIPIENT MONITORING
a. The Washington Military Department (the Department), as a recipient agency, receives federal
financial assistance funds for federal programs and is charged with maintaining compliance with
federal and state laws and regulations regarding the monitoring, documentation, and auditing of
subrecipient grant activities using federal financial assistance funds Management and
implementation guidelines for the federal programs ensure compliance with statutes, grant
guidelines, the sub-award agreement, Office of Management and Budget (OMB) circulars, in
particular the OMB Circular A-133, subrecipient audits, and other guidance found in the Federal
Register
b. The Contractor shall perform under the terms of the contract and the Department has
responsibility for reasonable and necessary monitoring of the Contractor's performance. The
Department shall conduct contract monitoring activities on a regular basis. Monitoring is defined
as any planned, ongoing, or periodic activity that measures and ensures contractor compliance
with the terms, conditions, and requirements of a contract. Monitoring involves prudent
collection of information about Contractor operations and is not limited to site visits or the
completion of formal reviews.
DHS-EMPG-FFY 07 Page 5 of 61 City of Kent Emergency Management
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Monitoring may include periodic contractor reporting to the Department, Department review of
audit reports, invoice reviews, onsite reviews and observations, and surveys. Adequate
documentation is essential for effective contract monitoring and will include copies of letters,
meeting notes, and records of phone conversations as evidence that conscientious monitoring
has occurred during the period of the contract
C. The Department and the Contractor acknowledge and agree to the following:
1) The Department as the pass-through entity (recipient) shall monitor its subrecipients
If the Department subawards federal funds to a subrecipient, then the Department
staff must monitor the subrecipient.
2) Review of the A-133 Single Audit report is a primary monitoring activity used by pass-
through entities to ensure compliance.
3) Subrecipient monitoring will occur throughout the year rather than relying solely on a
once-a-year audit.
4) The Department as the pass-through entity (recipient) will conduct on-site visits as
appropriate and required by contract for "for-profit" subrecipients, since the A-133
Single Audit does not apply to "for-profit" organizations
3. RECORDS, MONITORING AND AUDIT ACCESS
a. The Contractor shall cooperate with and freely participate in any monitoring or evaluation
activities conducted by the Department that are pertinent to the intent of this contract.
b The Contractor shall maintain books, records, documents, and other evidence and accounting
procedures and practices that sufficiently and properly reflect all direct and indirect costs of any
nature expended in the performance of this contract These records shall be subject at all
reasonable times to inspection, review, or audit by personnel duly authorized by the
Department, the Office of the State Auditor, and federal officials so authorized by law, rule,
regulation, or contract. The Contractor will retain all books, records, documents, and other
materials relevant to this contract for six (6) years from the end date of the grant through which
this contract is funded and make them available for inspection by persons authorized under this
provision.
C. The Department or the State Auditor or any of their representatives and federal officials so
authorized by law, rule, regulation, or contract shall have full access to and the right to examine
during normal business hours and as often as the Department or the State Auditor may deem
necessary, all of the Contractor's records with respect to all matters covered in this contract.
Such representatives shall be permitted to audit, examine, and make excerpts or transcripts
from such records and to make audits of all contracts, invoices, materials, payrolls, and records
of matters covered by this contract. Such rights last for six (6) years from the end date of the
grant through which this contract is funded.
d. If any litigation, claim, or audit is started before the expiration of the six (6) year period, the
records shall be retained until all litigation, claims, or audit findings involving the records have
been resolved
4. SINGLE AUDIT ACT REQUIREMENTS (INCLUDING ALL AMENDMENTS)
Non-federal entities as subrecipients that expend $500,000 or more in one fiscal year of federal funds
from all sources, direct and indirect, are required to have a single or a program-specific audit conducted
in accordance with the Office of Management and Budget (OMB) Circular A-133-Audits of States, Local
Governments, and Non-Profit Organizations (revised June 27, 2003, effective for fiscal years ending
after December 31, 2003). Non-federal entities that spend less than $500,000 a year in federal awards
are exempt from federal audit requirements for that year, except as noted in Circular No A-133.
Circular A-133 is available on the OMB Home Page at http://www omb gov and then select "Grants
Management" followed by"Circulars".
DHS-EMPG-FFY 07 Page 6 of 61 City of Kent Emergency Management
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Contractors required to have an audit must ensure the audit is performed in accordance with Generally
Accepted Auditing Standards (GARS); Government Auditing Standards (the Revised Yellow Book)
developed by the Comptroller General and the OMB Compliance Supplement.
The Contractor has the responsibility of notifying the State Auditor's Office and requesting an audit.
Costs of the audit may be an allowable grant expenditure.
The Contractor shall maintain auditable records and accounts so as to facilitate the audit requirement
and shall ensure that any subcontractors also maintain auditable records.
The Contractor is responsible for any audit exceptions incurred by its own organization or that of its
subcontractors Responses to any unresolved management findings and disallowed or questioned
costs shall be included with the audit report. The Contractor must respond to Department requests for
information or corrective action concerning audit issues or findings within 30 days of the date of
request. The Department reserves the right to recover from the Contractor all disallowed costs
resulting from the audit.
Once the single audit has been completed, the Contractor must send a full copy of the audit to the
Department and a letter stating there were no findings or if there were findings, the letter should provide
a list of the findings The Contractor must send the audit and the letter no later than nine (9) months
after the end of the Contractor's fiscal year(s) to.
Accounting Manager
Washington Military Department
Finance Division, Building #1 TA-20
Camp Murray, WA 98430-5032
In addition to sending a copy of the audit, the Contractor must include a corrective action plan for any
audit findings and a copy of the management letter if one was received.
The Contractor shall include the above audit requirements in any subcontracts.
5. ACCESS TO PUBLIC RECORDS
a. The parties acknowledge that public records, as defined by RCW 42.56.020, that have been
made or received by the Department in connection with the transaction of public business are
subject to inspection by the public in accordance with RCW Chapter 42 56 and to the extent
applicable WAC Chapter 118-02, except as exempted under RCW 42.56, RCW 43.21 F.060(1),
or other statutes
b. In compliance with RCW 39.29.080, the Contractor shall provide access to data generated
under this contract to the Department and the State Auditor at no additional cost. This includes
access to all information that supports the findings, conclusions, and recommendations of the
Contractor's reports, including computer models and methodology for those models.
6 RECAPTURE PROVISIONS
In the event that the Contractor fads to expend funds under this contract in accordance with state laws
and/or the provisions of this contract, the Department reserves the right to recapture state funds in an
amount equivalent to the extent of the noncompliance
Such right of recapture shall exist for a period not to exceed six years following contract termination or
audit resolution, whichever is later. Repayment by the Contractor of funds under this recapture
provision shall occur within 30 days of demand In the event that the Department is required to institute
legal proceedings to enforce the recapture provision, the Department shall be entitled to its costs
thereof, including reasonable attorney's fees.
7. COMPLIANCE WITH APPLICABLE LAW
The Contractor and all subcontractors shall comply with, and the Department is not responsible for
determining compliance with, any and all applicable federal, state, tribal government, and local laws,
regulations, and/or policies
DHS-EMPG-FFY 07 Page 7 of 61 City of Kent Emergency Management
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This obligation includes, but is not limited to, nondiscrimination laws and/or policies; the Americans with
Disabilities Act (ADA), Ethics in Public Service (RCW 42.52); Covenant Against Contingent Fees (48
C.F.R. Sec. 52 203-5), Public Disclosure (RCW 42 56); and safety and health regulations.
In the event of the Contractor's or a subcontractor's noncompliance or refusal to comply with any law or
policy, the Department may rescind, cancel, or terminate the contract in whole or in part. The
Contractor is responsible for any and all costs or liability arising from the Contractor's failure to comply
with applicable law.
8. NONDISCRIMINATION
During the performance of this contract, the Contractor shall comply with all federal and state
nondiscrimination statutes and regulations. These requirements include, but are not limited to:
a. Nondiscrimination in Employment: The Contractor shall not discriminate against any employee
or applicant for employment because of race, color, sex, sexual orientation, religion, national
origin, creed, marital status, age, Vietnam era or disabled veterans status, or the presence of
any sensory, mental, or physical handicap. Such action shall include, but not be limited to, the
following- Employment, upgrading, demotion, or transfer, recruitment or recruitment selection
for training, including apprenticeships and volunteers. This requirement does not apply,
however, to a religious corporation, association, educational institution or society with respect to
the employment of individuals of a particular religion to perform work connected with the
carrying on by such corporation, association, educational institution or society of its activities
9. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, 42 U S C. 12101 et
seq. also referred to as the "ADA" 28 CFR Part 35 and its implementing regulations The Contractor
must comply with the ADA, which provides comprehensive civil rights protection to individuals with
disabilities in the areas of employment, public accommodations, state and local government services,
and telecommunication.
10. PUBLICITY
The Contractor agrees to submit to the Department all advertising and publicity relating to this contract
wherein the Department's name is mentioned or language used from which the connection of the
Department's name may, in the Department's judgment, be inferred or implied. The Contractor agrees
not to publish or use such advertising and publicity without the prior written consent of the Department.
11. DISCLOSURE
The use or disclosure by any party of any information concerning the Department for any purpose not
directly connected with the administration of the Department's or the Contractor's responsibilities with
respect to services provided under this contract is prohibited except by prior written consent of the
Department.
12. CERTIFICATION REGARDING DEBARMENT SUSPENSION OR INELIGIBILITY
If federal funds are the basis for this contract, the Contractor certifies that neither the Contractor nor its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participating in this contract by any federal department or agency. If
requested by the Department, the Contractor shall complete and sign a Certification Regarding
Debarment, Suspension, Ineligibility, and Voluntary Exclusion form Any such form completed by the
Contractor for this Contract shall be incorporated into this Contract by reference.
Further, the Contractor agrees not to enter into any arrangements or contracts related to this grant with
any party that is on the "General Service Administration List of Parties Excluded from Federal
Procurement or Non-procurement Programs" which can be found at www eels gov
DHS-EMPG-FFY 07 Page 8 of 61 City of Kent Emergency Management
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13. LIMITATION OF AUTHORITY--"Authorized Signature"
Only the assigned Authorized Signature for the Department or the assigned delegate by writing
(delegation to be made prior to action) shall have the express, implied, or apparent authority to alter,
amend, modify, or waive any clause or condition of this contract. Furthermore, any alteration,
amendment, modification, or waiver of any clause or condition of this contract is not effective or binding
unless made in writing and signed by the authorized person
14. CONTRACTOR NOT EMPLOYEE
The Contractor, and/or employees or agents performing under this contract are not employees or
agents of the Department in any manner whatsoever. The Contractor will not be presented as nor
claim to be an officer or employee of the Department or of the State of Washington by reason hereof,
nor will the Contractor make any claim, demand, or application to or for any right, privilege or benefit
applicable to an officer or employee of the Department or of the State of Washington, including, but not
limited to, Worker's Compensation coverage, unemployment insurance benefits, social security
benefits, retirement membership or credit, or privilege or benefit which would accrue to a civil service
employee under Chapter 41 06 RCW.
It is understood that if the Contractor is another state department, state agency, state university, state
college, state community college, state board, or state commission, that the officers and employees are
employed by the state of Washington in their own right
If the Contractor is an individual currently employed by a Washington State agency, the Department
shall obtain proper approval from the employing agency or institution. A statement of "no conflict of
interest" shall be submitted to the Department
15. NONASSIGNABILITY
Neither this contract, nor any claim arising under this contract, nor the work to be provided under this
contract, and any claim arising thereunder, shall be assigned or delegated by either party in whole or in
part, without the express prior written consent of the other party. Consent shall not be unreasonably
withheld.
16. SUBCONTRACTING
All subcontracts entered into pursuant to this contract shall incorporate this contract in full by reference.
Neither the Contractor nor any subcontractor shall enter into subcontracts for any of the work
contemplated under this contract without obtaining prior written approval of the Department Contractor
shall use a competitive process in award of any contracts with subcontractors that are entered into after
original contract award. The Military Department may request a copy of any and/or all subcontracts for
work being completed under this contract.
17 CONTRACT MODIFICATIONS
The Department and the Contractor may, from time to time, request changes to the contract or grant.
Any such changes that are mutually agreed upon by the Department and the Contractor shall be
incorporated herein by written amendment to this contract. It is mutually agreed and understood that
no alteration or variation of the terms of this contract shall be valid unless made in writing and signed by
the parties hereto, and that any oral understanding or agreements not incorporated herein, unless
made in writing and signed by the parties hereto, shall not be binding.
18 SEVERABILITY
In the event any term or condition of this contract or application thereof to any person or circumstances
is held invalid, such invalidity shall not affect other terms, conditions, or applications of this contract,
which can be given effect without the invalid term, condition, or application To this end, the terms and
conditions of this contract are declared severable
NHS-EMPG-FFY 07 Page 9 of 61 City of Kent Emergency Management
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19. ADVANCE PAYMENTS PROHIBITED
The Department shall make no payments in advance or in anticipation of goods or services to be
provided under this contract. Contractor shall not invoice the Department in advance of delivery of
such goods or services.
20. TAXES
All payments accrued on account of payroll taxes, unemployment contributions, any other taxes,
insurance or other expenses for the Contractor or its staff shall be the sole responsibility of the
Contractor
21. TRAVEL AND SUBSISTENCE REIMBURSEMENT
Unless the contract specifically provides for different rates, any travel or subsistence reimbursement
allowed under the contract shall be paid in accordance with rates set pursuant to RCW 43 03.050 and
RCW 43.03 060 as now existing or amended The Contractor may be required to provide to the
Department copies of receipts for any travel related expenses that are authorized under this contract.
22. GOVERNING LAW AND VENUE
This contract shall be construed and enforced in accordance with, and the validity and performance
hereof shall be governed by, the laws of the state of Washington. Venue of any suit between the
parties arising out of this contract shall be the Superior Court of Thurston County, Washington.
23. LEGAL RELATIONS
Each party to this contract shall be responsible for injury to persons or damage to property resulting
from negligence on the part of itself, its employees, agents, officers, or subcontractors Neither party
assumes any responsibility to the other party for the consequences of any act or omission of any third
party.
24. WAIVER OF DEFAULT
Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach
of any provision of the contract shall not be deemed to be a waiver of any other or subsequent breach
and shall not be construed to be a modification of the terms of the contract unless stated to be such in
writing, signed by The Adjutant General or his Authorized Department Representative and attached to
the original contract
25. DISPUTES
The parties shall make every effort to resolve disputes arising out of or relating to this contract through
discussion and negotiation
Should discussion and negotiation fail to resolve a dispute arising under this contract, the parties shall
select a dispute resolution team to resolve the dispute. The team shall consist of a representative
appointed by each party and a third representative mutually agreed upon by both parties. The team
shall attempt, by majority vote, to resolve the dispute
Both parties agree that this disputes process shall precede any action in a judicial or quasi-judicial
tribunal Nothing in this section shall preclude the parties from mutually agreeing to a different dispute
resolution method in lieu of the procedure outlined above.
26. ATTORNEY'S FEES
In the event of litigation or other action brought to enforce contract terms, or alternative dispute
resolution process, each party agrees to bear its own attorney's fees and costs.
27. TERMINATION OR SUSPENSION FOR CAUSE
In the event the Department determines the Contractor has failed to comply with the conditions of this
contract in an acceptable and timely manner, the Department has the right to suspend or terminate this
contract. The Department shall notify the Contractor in writing of the need to take corrective action.
DHS-EMPG-FFY 07 Page 10 of 61 City of Kent Emergency Management
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If the default or violation is not corrected after ten (10) days or within a reasonable timeframe as
determined by the Department, the contract shall be deemed terminated. The Department reserves the
right to suspend all or part of the contract, withhold further payments, or prohibit the Contractor from
incurring additional obligations of funds during investigation of the alleged compliance breach and
pending corrective action by the Contractor or a decision by the Department to terminate the contract.
In the event this contract is terminated as provided above, the Department shall be entitled to pursue
the same remedies against the Contractor as it could pursue in the event of a breach of the contract by
the Contractor. The rights and remedies of the Department provided for in this clause shall not be
exclusive and are in addition to any other rights and remedies provided by law. The existence of facts
upon which The Adjutant General or his Authorized Department Representative makes any
determination under this clause shall be an issue that may be reviewed as provided in the "Disputes"
clause of this contract.
The termination shall be deemed to be a `Termination for Convenience" if it is determined that the
Contractor: (1) was not in default, or (2) failure to perform was outside of their control, fault or
negligence The rights and remedies of the Department provided in this contract are not exclusive and
are in addition to any other rights and remedies provided by law.
28. TERMINATION FOR CONVENIENCE
a. Notwithstanding any provisions of this contract, the Contractor may terminate this contract by
providing written notice of such termination to the Department's Point of Contact identified in the
contract, specifying the effective date thereof, at least thirty (30) days prior to such date
b. Notwithstanding any other provisions of this contract, the Department may, by ten (10) days
written notice, beginning on the second day after the mailing of the written notice, terminate
this contract, in whole or in part.
If this contract is so terminated, the Department shall be liable only for payment required under the
terms of this contract for services rendered or goods delivered prior to the effective date of termination.
(Upon notice of termination for convenience, the Department reserves the right to suspend all or part of
the contract, withhold further payments, and prohibit the Contractor from incurring additional obligations
of funds )
29. LOSS OR REDUCTION OF FUNDING
In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way
after the effective date of this contract and prior to normal completion, the Department may terminate
the contract immediately upon notification to the Contractor under Item 28. "Termination for
Convenience, Section Y, without the ten (10) day notice requirement Alternatively, the parties may
renegotiate the terms of this contract under "Contract Modifications" to comply with new funding
limitations and conditions, although the Department has no obligation to do so.
30. TERMINATION PROCEDURE
Upon termination of this contract the Department, in addition to any other rights provided in this
contract, may require the Contractor to deliver to the Department any property specifically produced or
acquired for the performance of such part of this contract as has been terminated.
The Department shall pay to the Contractor the agreed upon price, if separately stated, for completed
work and services accepted by the Department, and the amount agreed upon by the Contractor and the
Department for (i) completed work and services for which no separate price is stated, (h) partially
completed work and services, (iii) other property or services which are accepted by the Department,
and (iv) the protection and preservation of property, unless the termination is for default, in which case
The Adjutant General or his Authorized Department Representative shall determine the extent of the
liability of the Department. Failure to agree with such determination shall be a dispute within the
meaning of the "Disputes" clause of this contract.
DHS-EMPG-FFY 07 Page 11 of 61 City of Kent Emergency Management
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The Department may withhold from any amounts due the Contractor such sum as The Adjutant
General or his Authorized Department Representative determines to be necessary to protect the
Department against potential loss or liability
The rights and remedies of the Department provided in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
After receipt of a notice of termination, and except as otherwise directed by the Department, the
Contractor shall:
a. Stop work under the contract on the date, and to the extent specified, in the notice;
b. Place no further orders or subcontracts for materials, services, or facilities except as may be
j necessary for completion of such portion of the work under the contract as is not terminated;
C. Assign to the Department, in the manner, at the times, and to the extent directed by The
Adjutant General or his Authorized Department Representative, all of the rights, title, and
interest of the Contractor under the orders and subcontracts so terminated, in which case the
Department has the right, at its discretion, to settle or pay any or all claims arising out of the
termination of such orders and subcontracts.
d. Settle all outstanding liabilities and all claims arising out of such termination of orders and
subcontracts, with the approval or ratification of the Department to the extent The Adjutant
General or his Authorized Department Representative may require, which approval or
ratification shall be final for all the purposes of this clause;
e. Transfer title to the Department and deliver in the manner, at the times, and to the extent
directed by the Department any property which, if the contract had been completed, would have
been required to be furnished to the Department,
f. Complete performance of such part of the work as shall not have been terminated by the
Department, and
g. Take such action as may be necessary, or as the Department may require, for the protection
and preservation of the property related to this contract which is in the possession of the
Contractor and in which the Department has or may acquire an interest.
AAG Approved 7/20/06
I
DHS-EMPG-FFY 07 Page 12 of 61 City of Kent Emergency Management
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Exhibit B
Statement of Work
FFY 2007 Emergency Management Performance Grant Program
INTRODUCTION:
The Washington State Military Department Emergency Management Division (EMD) receives grant monies
each year from the Department of Homeland Security (DHS) through the Emergency Management
Performance Grant (EMPG). A portion of this grant has been identified by the state to be passed through to
local jurisdictions and tribes that have emergency management programs to supplement their local/tribal
operating budget. Each jurisdiction or tribe that applies and meets the qualifications specified in WAC 118-09
is awarded a grant based on the size of their agency's emergency management operating budget. Funds are
used by local jurisdictions and tribes to enhance their emergency management capability.
The Statement of Work outlines the activities and deliverables the Contractor has identified to be performed for
FFY07 EMPG The Timeline outlines the schedule that the Contractor agrees to in order to fulfill the grant
deliverables during the contract performance period The Budget Sheet outlines the Contractor's emergency
management operating budget (excluding federal funds) that is dedicated to emergency management activities.
In addition, the Budget Sheet is used to announce the FFY07 EMPG award and serves as documentation for the
local match to the federal funds
GENERAL PROGRAM REQUIREMENTS:
1. Prepare and submit a Bi-Annual Strategy Implementation Report (BSIR), via the web-based grant
reporting tool (https//www reporting odp dhs gov). Failure to meet all of the reporting deadlines
outlined in the Milestone and Timeline Schedule will prohibit the Contractor from being reimbursed
while reports are outstanding.
2. Report progress on deliverables and advise the Military Department, in writing, of necessary
adjustments to the content of the contract. Performance reports will be submitted using the on-line
electronic Grant Management System (e-GMS) located at https //fortress wa gov/mil/gms/qms/
3. Adhere to all financial and procurement guidance, including competitive processes and other
procurement requirements as set forth in the current edition of the Office of Grant Operations Financial
Management Guide found at www dhs qov/xlibrary/assets/Grants Financial ManagementGuide pdf.
Local and state procurement and contracting regulations take precedent over these requirements when
local and state regulations are more stringent.
• Adhere to G&T requirements that all sole source contracts over $100,000 be reviewed and
approved by the Department prior to execution of a contract. This requirement must be passed on
to all of the Contractor's sub-contractors, at which point the Contractor will be responsible for
reviewing and approving their sub-contractors' sole source justifications.
• Adhere to G&T requirements that all contracts with individual consultants, that are not competitively
bid, and where the consultant will be charging an excess of $450 per day (excluding travel and
subsistence) must be approved by the Department before the contract is executed. This
requirement must be passed on to all of the Contractor's sub-contractors, at which point the
Contractor will be responsible for reviewing and approving their sub-contractors' contract
4. Plan and implement equipment purchases, exercises, training, planning and management/
administration in accordance with the FFY07 Emergency Management Performance Grant Program
Guidance, which can be found at http //www oip usdoi.gov/odp/does/fv2007empg pdf, as well as all
subsequent policy changes.
5. Ensure that all sub-contractors are in compliance with the FFY07 Emergency Management
Performance Grant Program Guidance through monitoring of expenditures and periodic reviews of
activities.
6. If purchasing equipment using EMPG funds, the Contractor must meet the following requirements:
a. Be in compliance with the G&T Authorized Equipment List (AEL), as detailed at:
http//wwwl rkb mipt org/
DHS-EMPG-FFY 07 Page 13 of 61 City of Kent Emergency Management
E07-349
b. Submit all proposed equipment purchases to the Committee on Homeland Security, sub-
committee on equipment to ensure that the requested equipment is on the AEL, is aligned with
the statewide equipment purchasing strategy, and submit to G&T if necessary No
reimbursement for purchased equipment will occur until the appropriate approvals have been
obtained
C. Determine whether or not it is in the best interest of the Contractor to make purchases using its
own procurement process or ask the Department to make purchases on its behalf
d. Make a request to the Department in writing that authorizes the Department to de-obligate
funding from the Contractor's contract and use the state's procurement process and contracts to
purchase equipment on behalf of the Contractor. This will necessitate an amendment to the
contract reducing the Contractor's award by an amount sufficient for the Department to make
the purchase(s). The Department will pay the vendor directly and all items will be drop shipped
to a location designated by the Contractor.
7. Exercises that are implemented with grant funds must meet the requirements of the FFY07 Emergency
Management Performance Grant. Upon completion of the exercise, an After Action Report and an
Improvement Plan must be prepared and submitted to the Department within 60 days of completion of
the exercise. Final reimbursement for related expenditures can not be made until this requirement has
been met.
8. No more than 3% of the total grant award may be used on Management and Administrative
expenditures.
9. Submit at maximum monthly requests for reimbursement to the Department for costs incurred using the
online a-GMS located at https 1/fortress wa qov/mil/qms/qms/
10. No costs will be paid in advance of their being incurred by the Contractor.
11. No equipment costs will be reimbursed until the equipment has been received by the Contractor and
invoiced by the vendor.
12. No travel or subsistence costs, including lodging and meals, reimbursed with EMPG funds may exceed
federal maximum rates which can be found at http://www gsa qov.
CONTRACTOR TASKS:
1. Perform activities described in the attached Scope of Work (Attachment A).
2. Manage and administer the FF07 Emergency Management Performance Grant Program.
3. If necessary, hire a Subcontractor to assist in accomplishing the contract tasks.
4. Complete all work under the contract by the contract end date, to include receipt of approved
equipment items
5. Each request for reimbursement will be accompanied by a spreadsheet detailing the expenditures.
Related financial documents and invoices must be kept on file by the Contractor and be made available
upon request to the Department, and local, state, or federal auditors.
6. Requests for reimbursement of equipment purchases will include a copy of the vendor's invoice and
packing slip or a statement signed and dated by the Contractor's authorized representative that "all
items invoiced have been received in good working order, are operational, and have been inventoried
according to contract and local procurement requirements "
THE MILITARY DEPARTMENT AGREES TO:
1. Provide technical assistance, expertise, and state coordination with G&T where necessary.
2. Reimburse the Contractor within 45 days of receipt and approval of requests for reimbursement and all
documentation of expenditures as required
DHS-EMPG-FFY 07 Page 14 of 61 City of Kent Emergency Management
E07-349
MILESTONE TIMELINE
FFY07 Emergency Management Performance Grant Program
MILESTONE TASK
October 1, 2006 Start of contract performance period
January 15, 2007 Submission of Bi-annual Strategy Implementation Report(BSIR)
to GRT
Apnl 2007 Contract Execution
April 30, 2007 Submit first NIMS Compliance Report
May 31, 2007 Submission of Performance Report to a-GMS
July 15, 2007 Submission of Bi-annual Strategy Implementation Report (BSIR)
to GRT
September 30, 2007 Submit NIMS compliance report
December 31, 2007 End of grant performance period
No later than February 14, 2008 Submit all final reports, requests for reimbursement and/or
deliverables.
DHS-EMPG-FFY 07 Page 15 of 61 City of Kent Emergency Management
E07-349
Exhibit C
Budget Sheet
FFY07 Emergency Management Performance Grant Program
Contract expenditures shall be documented according to the following categories when appropriate:
LOCAL EMERGENCY MANAGEMENT OPERATING BUDGET SUMMARY
2007 Local
Funds Budget*
Personnel $293,701 96
In-Direct Costs $0 00
Travel $1,079.00
Equipment $0 00
Supplies $19,588 00
Telephones $6,970.00
Printing $4,461 00
Jaint/Maint $0 00
Auto Lease $0 00
Space Rental $0.00
Insurance $170.00
Subcontractor $2,387.00
Other $34,798.00
Total All Program Costs $363,154.96
FFY 07 EMPG Award $61,636.00
The Kent (City of) Emergency Management award is $61,636. This is based on the FFY07 allocation factor of
16.97% of approved local emergency management operating budgets This award will not be used to supplant
the existing local funds identified above. The Department's Reimbursement Spreadsheet will accompany each
reimbursement request submitted in e-GMS In addition, the Contractor agrees to make all records available
to Military Department staff, upon request. A total of 3% of this award can be used to pay for management
and administration of this contract.
* No federal funds are included in the local emergency management operating budget.
Funding Source- Department of Homeland Security- PI#77314— EMPG
DHS-EMPG-FFY 07 Page 16 of 61 City of Kent Emergency Management
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City of Kent Emergency Management
Scope of Work Attachment A
Communications and Warning - Required Activities
Activity#1 Participate in all scheduled National Warning System (NAWAS)tests and exercises,whether a Primary
NAWAS Warning Point,a Secondary Warning Point, or a Tertiary Warning Point This is the on-going test of the
statewide warning fan-out as outlined in the State CEMP and warning annex All emergency management jurisdictions
must be a part of this fan-out
Deliverables:❑ Performance Measures: Deadlines:
a Ensure jurisdiction is a Success will be measured
incorporated into the fan out ❑ODD by the jurisdictions incorporation b As scheduled through state lead
b Participate in scheduled tests into the fan out ongoing annually or as required
Id Success will be measured by
the number of tests the jurisdiction
participates in on a regular basis
Activity#2 Participate in all scheduled EAS tests commensurate with your EAS plan and operational status of
your Local Relay Network(LRN)
Deliverables: Performance Measures: Deadlines:
a Success will be measured b
a Participate as scheduled Y the
number of scheduled tests the a As scheduled through regional
jurisdiction participates in coordinator ongoing annually or as
required
Activity#3 Work with EMD to ensure Comprehensive Emergency Management Network(CEMNET)capability
is maintained and participate in scheduled testing between the local Emergency Operations Center(EOC)or similar
facility and the state EOC
Deliverables:. Performance Measures: Deadlines:
a Communicate regularly with EMD a Success will be measured by the
to retain CMET capability and participate number of tests the jusrisdiction a As schedueled through state
In testing as scheduled participates in lead ongoing annually or as
required
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 17 of 61 E07-349
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Communications and Warning - Required Activities
Activity#4 Develop and/or update local plans and equipment for use of amateur radio (HAM bands)through the Radio
d as per the state RACES Ian
Amateur Civil Emergency Service(RACES)program an p p
Deliverables: Performance Measures: Deadlines:
a. Update local plans and equipment. a Success will be determined by n/a
whether the plans are updated at
the conclusion of the performance
period
Activity#5 Work with the Local Area Emergency Alert System (EAS)Committee (LAECC)to complete an EAS plan
and the LRN per existing guidance from the FCC, FEMA, and the State Emergency Communications Committee with
assistance from the State EMD Telecommunications staff.
Deliverables: ❑Performance Measures: Deadlines:
a Develop/update an EAS Plan a Success will be measured by
whether the plans are updated at n/a
the conclusion of the performance
period
Activity#6 Notify the state EOC immediately upon activation of your local EOC. Provide periodic(at least once per day)
Situation Reports (SITREPs)
Deliverables: ❑Performance Measures: Deadlines:
a Submit a daily Situation Report(SITREP) a Daily Situation Reports are submitted As required due to an activation.
to the State during an activation to the state EOC during activation of the
jurisdiction's EOC
Activity#7: Log-in to the State WebEOC system when notified that the state is activated at the Phase III level. If the
activation and/or exercise affect your jurisdiction remain logged-in and share information to improve response to the event
Note Internet access is the only required capability to complete this activity, purchase of WebEOC is not necessary
Deliverables: ❑Performance Measures: Deadlines:
a Log-in when notified of a Phase III event a Successful log-ins for activations and a As required due to a Phase
exercises will be recorded within WebEOC III activation
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 18 of61 E07-349
City of Kent Emergency Management
Participate once a month in the King County 800 MHz radio test
Deliverables: Performance Measures: Deadlines.
a Improved communication capabilities with Communication links can be made and a Monthly
partnering agencies in the County government acknowledged
and outside of Zone 3
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 19 of 61 E07-349
City of Kent Emergency Management
Develop and draft local plans and equipment for use of amateur radio(HAM bands)through the Radio Amateur Civil Emergency Service
(RACES)program and as per the state RACES plan
Deliverables. Performance Measures Deadlines.
a A draft local plan Success will be determined by whether a plan a December 2007
is drafted at the conclusion of the performance
period
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 20 of 61 E07-349
City of Kent Emergency Management
Conduct monthly citywide 800 Mhz radio tests between the ECC and city DOC The test vwll be used to verify operational proficiency and
the volume and clarity of the the citywide radio system components
Deliverables. Performance Measures: Deadlines-
a Ensure citywide redundant communcation a Maintain a monthly test log a Monthly,the last
capabilities are maintained internally between Wednesday of each month at
DOC's and the Kent ECC Provide training 8 15 am
opportunities to staff who normally do not use
the radio on a regular basis
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 22 of 61 E07-349
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Crisis Communication, Public Education and Information
Program Deliverable-Required Activity
Activity 1. Conduct a public disaster education program for the inhabitants of your community
Deliverables:❑ Performance Measures: Deadlines:
a. Success will be measured by the
a. Preparedness presentations and b April 2007
distribution of preparedness materials number of presentations provided and
to schools civic
business
materials distributed.0000
groups,
organizations, nursing care facilities, b Success will be measured through
child care facilities, governmental participation in the campaign
agencies, hospitals and the general
public,E
and/or0000
b. Participate in the April Disaster
Preparedness Campaign
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 23 of 61 E07-349
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Crisis Communications,Public Education and Information Program Deliverable
Additional Activity
Develop and produce a monthly EM newsletter for web distribution
Deliverables: Performance Measures: Deadlines:
a Dissemination of EM informaton to city Web sites visits as capabilites permit a Monthly through
employees, community groups,business December2007
sector and neighboring neighborhoods on
current events and EM related resources and
information
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 24 of 61 E07-349
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Crisis Communications,Public Education and Information Program Deliverable
Additional Activity
Conduct a minimum of 3 C E R T academies To teach the full 7 week long FEMA course using the approved arriculum Accomodate
students from the general citizenry in Kent and Fire District 37,the business community in the greater Kent area,and employees from
Kent and Covington If there is room outside agencies may also attend
Deliverables: Performance Measures: Deadlines:
a Improved employee, business,and atizens Evaluation forms and program growth a Spring and Fall of 2007
capabilities to personally prepare themselves
to respond and support their community and
first resonders during times of emergency and
disasters
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 25 of 61 E07-349
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Crisis Communications,Public Education and Information Program Deliverable
Additional Activity
Conduct a public disaster education program for the community
Deliverables: Performance Measures: Deadlines:
a Preparedness presentations and distribution Success will be measured by the number of a Ongoing as requested
of preparedness materials to schools, civic presentations provided and materials from various community
groups, business organizations, nursing care distributed agencies
facilities, child care facilities,governmental
agencies,hospitals and the general public,
City of Kent Emergency Management
DHS-EMPG-FFY07 Page 26 of 61 E07-349
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Crisis Communications,Public Education and Information Program Deliverable
Additional Activity
Set up and Staff visual public display booths for large citywide events including Cornucopia Days and Whistle Stop days and hand out
training flyers and preparedness information
Deliverables: Performance Measures: Deadlines:
a Interaction with the citizens, promotion of Handout material distibution and public a July 2007
personal and family safety Promotion of the interaction
CERT program and other preparedness
classes and opportunities
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Direction Control and Warning Program Deliverable
Additional Activity
Have an EMD member capable of delivering the ICS 300 and ICS 400 course per county and state ICS training standards
Deliverables. Performance Measures: Deadlines.
a Complete the ICS 300-400 training Credentialmg or certificate a November 15-17,2006
b Complete the 300-400 train the trainer ICS 300 and December 19
course -20,2006 ICS 400
b January 8-12,2007
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Direction Control and Warning Program Deliverable
Additional Activity
Install WEB EOC and begin to build onto the incident management software to improve citywide response to large emergencies and
disasters To begin transitioning to an electronic based ECC process and start training programs to employees who would need to
interface with the program at various levels
Deliverables Performance Measures. Deadlines
a Physical purchase of the hardware, Improved management and communications a March 2007
software during large emergencies and disasters b April 2007
b Installation c April 2007
c Initial training to EMD software d May 2007
administrators a June 2007
d Build boards that mirror ECC processes and
navigate through the boards
e Test functions during an exercise
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Direction Control and Warning Program Deliverable
Additional Activity
Provide and take ICS specific training for Planning Section Chief,Situation Unit Leader,and Resource Unit Leader to enhance planning,
analysis, and tracking mechanisms for city staff and Zone 3 partnering agencies
Deliverables: Performance Measures: Deadlines
a Arrange for and take the training Credentialing or certificate a February 12-17,2007
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Exercises, Evaluations and Corrective Action Deliverables-Required Activity
1. Participate in the design, conduct and evaluation of either a functional or full-scale exercise Each jurisdiction
receiving EMPG funds MUST complete at least one major exercise during the performance penod The recommended
sequencing is three functional and one full-scale exercise in a four-year period This may be accomplished alone or in
conjunction with FEMA, EMD, other public or private entities, or with a neighboring jurisdiction Mere participation, as
opposed to active involvement, in an exercise sponsored by some other entity will be insufficient to meet this requirement
Active shooter in a school Domestic terrorists take hostages at a school Simulated gunfire, casualties,explosions prompt
SWAT, Fire, PIO, EMS, response along with School District Liaison,activation of the ECC and the JIS Mayors Leadership
Team will also play Multiple agency involvement with a specific planning component for second operational period IAP
Deliverables: Performance Measures: Deadlines: I
a. Submit an After Action Report (AAR) a Success will be measured by
and Improvement Plan (IP)to the State the submission of the AAR and IP a Exercise date is June 8,2007
Exercise Training Officer(ETO)within to the ETO The ETO will issue a AAR/IP to ETO by August 8,2007.
60 days of the completion of the exercise letter of EMPG credit to the
The appropriate format for the AAR and jurisdiction upon approval of the
IP can be found in Volumn II of the reports
Homeland Security Exercise and Evaluation
Program (HSEEP) manuals which can be
found at http//www ojp usdoj gov/odp/docs/
HSEEPv2 pdf
Activity 2. In the event a jurisdiction experiences an actual event that adequately tests overall emergency management
capabilities, exercise credit may be requested within 60 days
Deliverables: Performance Measures: Deadlines:
a Success will be measured by a As necessary, depend in
a Submit an After Action Report(AAR) and the submission of the AAR and IP depending on actual evens
Improvement Plan (IP)to the State Exercise to the ETO The ETO will issue a
Training Officer(ETO)within 60 days of the letter of EMPG credit to the jurisdiction
event The appropriate format for the AAR
upon approval of the reports.
and IP can be found in Volumn II of the H
omeland Secunty Exercise and Evaluation
Program (HSEEP) manuals which can be found
at http 11www ojp usdoj gov/odp/docs/
HSEEPv2 pdf
Four Year Exercise Schedule
2007 Full scale 2009 Functional
2008 Functional 2010 Functional
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Exercises, Evaluations and Corrective Actions Program Deliverable
Additional Activity
Participate in functional exercise with King County Zone 1 to measure participant agencies abilities to effectively expand regional
collaboration and operate within the King County Regional Disaster Plan for Public and Private Organizations
Deliverables: Performance Measures- Deadlines-
a Expanding communications and Test ECC objectives, ESF-2 and ESF-15 a May 30 2007
P 9 1 Y
collaborative efforts using the framework of the components
RDP
I
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Exercises, Evaluations and Corrective Actions Program Deliverable
Additional Activity
Participate in Regional Pandemic Flu exercise with King County EMD Use of WEB EOC to test City and Zonal response mechanisms
and communications
Deliverables: Performance Measures Deadlines
a Enhanced regional communications and Real time information available to all 3 zones a March,20,2007
coordination using WEB EOC and Regional on pandemic situation,policy, and coordination
Disaster Plan issues
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Mutual Aid Program Deliverable-Required Activity
1. Review mutual aid agreements, following the guidance set forth in the state Emergency Management Division's
Mutual Aid and Inter-local Agreement Handbook ❑
Deliverables: Performance Measures: Deadlines:
a Update mutual aid agreements a.The success of this activity will be September 2007
as deemed necessary by the jurisdiction measured by the number of mutual
aid agreements that need and receive
updating during the performance period
GO❑
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Planning Program Deliverable-Additional Activity
Continue to coordinate COOP plan developement for all city departments, review draft plans and assist with standardizations for essential
functions and alternate DOC locations
Deliverables: Performance Measures: Deadlines.
a Identification and plan for the continuity of Test the relocation to alternate facility element a Alt DOC element,April 24,
esssential city servioes/funcoons and to reduce during April earthquake month Drop,Cover 2007
or mitigate social and economic disruptions to and Hold time
the citizens and employees of the city of Kent
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Planning Program Deliverable-Additional Activity
Continue to update the draft Pandemic Flu appendix 1 to ESF-#8 of the CEMP
Deliverables: Performance Measures: Deadlines.
A framework for response should the H5N1 100%completion of draft plan by December N/A
virus mutate and cause a pandemic situation 31,2007
A plan that would incorporate elements of
departmental COOP plans as well as
community strategies for communications,
education, and responsibilities
City of Kent Emergency Management
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2007 Emergency Management Performance Grant
Finance and Administration Program Deliverable-Required Activity
1.Submit reimbursement requests online, ensuring all applicable Office of Management and Budget(OMB)Circulars
are complied with Applicants should refer to the Department of Homeland Security, Office of Grants and Training,
L D Financial Management Guide released January 2006 as a reference for financial management and grant administration
requirements for EMPG For an electronic copy of this guide please contact the EMPG Program Manager at
r.sova@emd wa gov 000c
Deliverables: Performance Measures: Deadlines:
a Submit a request for reimbursement a Success will be measured by the a Please indicate how often
online using a-GMS A Reimbursement submission of completed Reimbursement reimbursement requests will
Spreadsheet showing how the EMPG Spreadsheets be submitted (not more
funds were spent must accompany all frequently than monthly)
requests for reimbursement Expenditures b Success will be measured by the inclusion as needed
listed on the Reimbursement Spreadsheet in each performance report of a verification
cannot be items listed in the 2007 Local statement
Funds Budget portion of the Total
Emergency Management Operating Budget
b May 15,2007 and
in this application. February 14, 2008
b.Verify in performance reports that the
agency has reviewed and agrees to all
relevant State and Federal requirements
to include OMB Circulars A-87 (Cost
Principles for State, Local and Tribal
Governments) and A-133 (Audits of State,
Local Governments, and Non-Profit
Organizations)
coo
D
D
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Required Activity
1. Performance reports and BSIRs are required twice during the contract period Failure to submit
either type of report may result In cancellation of the contract.
Deliverables:❑ Performance Measures: Deadline:
a Performance reports must be a. Success is measured by the a May 31, 2007 and
submitted online in a-GMS no later than submission of comprehensive February 14,2008 0000
May 31, 2007 and February 14, 2008 performance reports by the deadline.
Reports must clearly describe the progress b Success is measured by the b January 15,2008 and
the recipient is making towards the accurate submission of the June 15, 2008
deliverables described in this application jurisdiction's BSIR through
and the contract Scope of Work the on-line system
b The Bi-annual Strategy Implementation
Report(BSIR) must be submitted through
the Dept of Homeland Security on-line
Grant Reporting Tool every June and
January The website for this tool is
https//www reporting odp dhs gov
REPORT REQUIREMENT ACKNOWLEDGEMENTS 000
Please check this box to certify that your agency has reviewed the above reporting requirements
and agrees to comply with them if/when an EMPG contract is awarded
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
Participate in the King County Regional Disaster Planning Task Force Current projects include conversion to NRP format,defining issues
related to plan activation,training and exercising the plan and continued growth of signatories
Deliverables. Performance Measures: Deadlines-
Regional collaboration to a standard Measure attendance at task force meetings. a Meetings occur every two
framework for response to a large event or months with planning
disaster subcommittee work done in
between
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
Enhance collaboration in Region 6 Zone 3 through quarterly meeting of the Zone 3 Emergency Management Directors To continue
common methodologies in the four phases of EM
Deliverables: Performance Measures- Deadlines:
a Improved coordination for Zone 3 Continued enhancements to Zone 3 a Quarterly meetings
junsdictons and agencies Sharing of planning communications,
resources and materials Serve as a conduit to
Zone 1 and 5 leadership groups to improve
collaborative efforts
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
Citywide radio system
Deliverables: Performance Measures: Deadlines
a Ensure appropriate number of radios are in Radios and support equipment is distnbuted to a Ongoing monthly
service, maintained,and tested the apporpriate locales and bills are paid b Ongoing monthly
b Manage monthly access fees to PSAP
City of Kent Emergency Management
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City of Kent City ofEmergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
City Emergency Planning Committee meets to address all four phases of emergency management within the city of Kent Members are
representatives of individual departments and the meeting activities incorporate training, ECC/DOC interface, and planning elements
Deliverables Performance Measures- Deadlines:
a Citywide coordination of EM functions Attendance roster of departmental a February,May,August,
representation of over 70%or 7 minimum November 2007
I
City of Kent Emergency Management
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Gty of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
Local Emergency Planning Committee meets twice a year and performs one exercise per year The planning meetings provide
information on EPCRA, hazard mitigation, input for informational resources(newsletter,website)and exercise planning and review The
LEPC also reviews the local Hazardous Materials Emergency Response Plan (HMERP)on an annual basis
Deliverables Performance Measures: Deadlines-
a LEPC meetings to bring community and a N/A a March 21,2007&October
facility folks together to discuss issues related b AAR/IP 17, 2007
to hazardous materials in the city of Kent b 3rd or 4th quarter as
b Exercise to test the HMERP determined by the LEPC
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
Continued participation in the King County Emergency Management Advisory Committee,the Region 6 Homeland Security Council and
the King County Citizen Corps Council Continue implementing the Region 6 Homeland Security Strategic Plan and funding distribution
plans
Deliverables Performance Measures. Deadlines:
a Advise policy makers on measures for Measure meeting attendance a Montly meetings on the
protecting communitdes and enhancing the second Tuesday of each
region's response to Homeland Security month
concerns and all hazard approaches to the
four phases of emergency management To
coordinate Huth county Citizen Corps Councils
and continue the developement of all program
elements
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Program Management Program Deliverable-Additional Activity
Participate in Region 6 HS training and exercise subcommittee
Deliverables. Performance Measures. Deadlines
a Determination of training and exercise Successful completion of identified training and a Monthly meeting
priorities and funding allocations exercises
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Hazard Identification, Risk Assessment and Impact Analysis Program Deliverables
Coordinate with community development to monitor high risk or high hazard occupancy growth within the city
Deliverables: Performance Measures: Deadlines:
a Identification of hazardous or potentially Contact with identified occupancies that a December 2007
hazardous occupancies establishing fall in the parameters of risk
themselves in the city
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Hazard Identification, Risk Assessment and Impact Analysis Program Deliverables
Map identified hazards through available GIS or other visual display products
Deliverables: Performance Measures: Deadlines:
a.Visual displays for ECC,training,and other Maps are created and maintained a.December 2007
purposes
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Laws and Authorities Program Deliverables
Review laws and authorities involving emergency worker statutes during disaster response
Deliverables: Performance Measures: Deadlines-
a.Clarification and understanding of legal Update emergency worker program a 4th quarter 2007
authorities governing local EM disaster
workers
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Logistics and Facilities Program Deliverables
Improve the portability of communication equipment
Deliverables: Performance Measures: Deadlines:
a The ability to move, relocate,or reassign The ability to safely package and a 4th quarter 2007
communication elements to alternate facility, transport communications equipment
or secondary location
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Logistics and Facilities Program Deliverables
Review documentation proccesses for clarity,efficiency,and portability
Deliverables: Performance Measures: Deadlines:
a.Improvement to documentation and Improved documentation methodology a 3rd Quarter 2007
portablility capabilities resulting in ease of relocating to
alternate sites and improved visibilty of
documented disaster activities
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Logistics and Facilities Program Deliverables
Evaluate visual display elements to incorporate the addition of WEB EOC
Deliverables: Performance Measures: Deadlines
a Enhanced and consistent visual display's Feedback from ECC and WEB EOC a 3rd Quarter 2007
throughout the ECC campus users from drills and exercises
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Logistics and Facilities Program Deliverables
Perform monthly ECC in service days to test systems
Deliverables: Performance Measures: Deadlines:
a All systems such as electronic,displays, Improved functional capabilities and a Monthly test
forms, and other material required for proccesses to be noted in monthly
activation are checked and tested documentation records
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Operations and Procedures Program Deliverables
Review ECC operational protocols and readiness activities as it relates to NIMS
Deliverables: Performance Measures: Deadlines:
a Identify any gaps that require adjustments, Meets the NIMS standards a 4th quarter 2007
training, or equipment needs
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Operations and Procedures Program Deliverables
Improve or enhance post disaster area survey and damage assessment capability
Deliverables: Performance Measures: Deadlines:
a. Better information gathering and Through feedback from training and 3rd quarter 2007
pnontization of disaster response drills
b User friendly tools, checklist,and equipment
for survey teams
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance
Resource Management Program Delivera
Research and develop pre disaster and just in time contracts that can be used during disasters
Deliverables: Performance Measures:
a A draft suite of contracts to be reveiwed by Contracts get approved and added to
city legal logistics
Cdy
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Training Program Deliverables
Attend Partners in Preparedness conference
Deliverables: Performance Measures: Deadlines:
a Enhance knowledge base, improved New partnerships developed and a April 10-11,2007
regional cooperation,and planning resources greater awareness of EM functions and
area initiatives
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Training Program Deliverables
Attend the 2007 LEPC conference
Deliverables: Performance Measures: Deadlines:
a Networking and idea sharing from other N/A May 14- 16,2007
LEPC organizations
City of Kent Emergency Management
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y ..
City of Kent Emergency Management
2007 Emergency Management Performance Grant
Training Program Deliverables
Research,attend and participate in various training seminars,events,organizations, classes,and other forums to enhance the
professional development of EMD staff and others with EM specificjob functions during a disaster
Deliverables: Performance Measures: Deadlines:
a Increased proficiency and knowledge base Training certificates from course a Ongoing as events occur or
of staff attendance training is offered
City of Kent Emergency Management
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City of Kent Emergency Management
2007 Emergency Management Performance Grant
Training Program Deliverables
Host ICS 300 and ICS 400 for command staff
Deliverables: Performance Measures: Deadlines:
a NIMS compliance and improved capabilities Training Certificates Train 50 staff a May 2007,June 2007 for ICS
of command staff 300,3rd quarter for ICS 400
City of Kent Emergency Management
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