HomeMy WebLinkAboutAdden 1 Washington State Military Department �A�-15-194, Adden #1-16
AMENQMENT
1. SUBF2ECIPIENT NAMElADDRESS: 2. GRANT A�REEMENT 1UUMBER: 3. AMENQMENT NUNiBER:
Renton, Gity of E16-102 A
Fire& Emergency Services, Office of
1Q55 South Grady Way
Rentan,WA 98857-3232
4. SUBRECiP1ENT CONTACT, PHONE/EMAIL• 5. DEPARTMENT CONTACT, PHONElEMAIL:
Deborah Needham, (425}430-7027 Tirzah Kincheloe,(253) 512-7456
dneedhamC")a.rentonwa.qav tirzah.kincheloeCc�mil.wa.qav
6. TIN or SSN: 7. CATALQG OF FEDERAL DOMESTIC 8. FUNDING SOURCE NAME/AGREEMENT#:
91-6001271 ASST.(CFDA}#; 97.042 � EMW-2015-EP-00028-501
�
9. FUNDING AUTHORITY:
Washingtan State Military Department(Department}and US Department of liometand Security(DHS}
10. QESCRIPTION/JUBTIFICATION QF AMENDMENT:
The Subrecipient experienced unanticipated cast savings in Organization through the use of local funds for
activities origina(iy budgeted under EMPG, using internal staff for a database project instead of having ta hire
professionai services, and trave(ling less than original(y planned. Ta spend down the savings, Pragram Area
#6 Planning is being added ta the Wark P(an(Exhibit C}to update the City's ESF-14 Recovery Framework.
The Budget{Exhibit E} has been madified to align with the inclusion af the new Prograrr�Area. 7he
Subrecipient is alsa requesting a one manth extension to the grant agreement end date to allow far compfetion
a#the new activities. The Timeline (Exhibit D) is adjusted to reflect the new end date.
Additionally, Article 1, Key Personnel, is updated as well.
' 11. AMENDMENT TERMS AND CONDIT(ONS:
1. Change the Grant Agreement end date fram August 31, 2d16 to�eptember 30, 2016.
2. The overal( Grant Agreement amount of$72,p93 remains unchanged.
3. Update Article I, Key Personnel Exhibit as follows:
a. Change Department Key Personnel from Gary Stumph to Tircah Kincheloe, Pragram Coordinator,
tirzah.kincheloe aC7mil.wa.aov, (253) 512-7456.
4. Replace original Work Plan Exhibit C with revised Work P1an Exhibit C attached to this amendment.
5. Replace original Timeline Exhibit D with revised Timeline Exhibit D attached to this amendment.
6. Reptace original Budget Exhibit E with revised Budget Exhibit E attached to this amendment.
This Amendment is incorporated in and made a part of the Grant Agreement. Except as amended herein, a!I other terms
and conditions of the Grant Agreement remain in full force and effect. Any reference in the ariginal Grant Agreement ar an
Amendment to the "Grant Agreement" shal( mean "Grant Agreement as amended", The Department and Subrecipient
acknowledge and accept the terms of this Amendment as identified above, e€fective an the final date of execution below.
By signing this Amendment,the signataries warrant they have the authority to execute this Amendment.
IN WITRIES5 WHEREOF,the parties have executed this Amendment:
FOR TNE DEPARTMENT: FO E SUBR P1ENT: ` *y,���� ��A�"s���������
!"�r�2/Zt9/-6 f F ��ry
'� - Si nature 45� ��i
Signature Date
Richard A.Woadruff, Contracts Administrator Denis Law, Mayor - ��"'��g0�'�R/:. �'A�� r
Washington State Military Department � y� �_ . - �� r
APPROVED AS T{3 ORM(if cak�ev}: � �U s2 s
� f� �. 1.
BOILERPLATE APPROVED AS TO FORM: ATTEST: /'�-�'r''7 / ��i� ' -ti�-`;'�`�?
Brian E. Buchhalz (signature an file) 6/13/2012 Ja n A.�S�eth, `j�''y �",,",""�� �"`"'
�l �.."��YjS ��j��N���.���.���,4`.
Assistant Attorney General Y
Form Date: 10/27/00
DHS-FEMA-EMPG-FFY 15 Page 1 of 7 Renton,City of, E16-102,Amendment A
Exhibit C
REVISED 15EMPG WORK PLAN
Emergency Management Organization: Renton, City of
The purpose of EMPG is to assist with the enhancement, sustainment and improvement of state, local, and tribal
emergency management programs.Activities conducted using EMPG funding should relate directly to the five elements of
emergency management: prevention; protection; response; recovery, and mitigation. Washington State does not require a
specific number of activities to receive EMPG funding. However, there are required capabilities that must be conducted in
order to remain eligible for EMPG funding, including but not limited to the ability to communicate and warn, educate the
pub�ic,train and exercise, plan, and be NIMS compliant. The Work Plan delineates the Emergency Management
Organization's emergency management program planning and priority focus for this grant cycle(to include 15EMPG grant
and local funds).
. _ _ _ _ . . __ . ._ _ _
: Program Area#1 Communications
_ ... _ -.._ .
W Maintain the city's capability to issue emergency notifications to the public and to summon and
� communicate with responding personnel. Presently,there is no single-source location of all employees
,;; which can be referenced to call them in for disaster assignments. During last year's large fire incident, it was
0 clear that department and division heads do not have this information readily accessible either,so this is a
gaP•
Emergency Management Function: Communications and Warning
Performance Measure(sJ that will be used to evaluate the proqram area
Target(intended outcomeJ Measuremeni(how to tell if success has been achieved)
The city will have robust and redundant means of There will be a successful test callout reaching 75%of the
communicating emergency messages. personnel contacts attempted using the enhanced system.
— .. _ . .. — - _ - -
� _ p _. _._.._ .. . . . __. . .. .. .Y- _.. .. . __.
Annual subscri tion for Renton RedAlert automated notification s stem. sustainment
1 Submit contract in December 2015 to renew effective
Milestone: November 2015 to January 2016
January 1,2016.
N
_. _.. _ ._ , _. ._ ..__.--_. __ ._.. ,_ ..._ _.. .., _-- _.__ __..__._ -_, _.�_ _.__.._. _ ._... _.�. . .._. _._ .._ .
W Database development and/or software to categorize employee capabilities and training and to
f" maintain updated contact information to be used in a callout system for emergencies. enhancement
� 2 Milestone: Select and develop or implement product. September 2015 to February 2016
V Incorporate employee callout using the new system in
Q , Milestone: May 2016 to June 2016
an exercise.
_ _ _.
3 Radio and other communications supplies,small parts for repairs. sustainment
Milestone: Communications maintained in good repair. June 2015 to luly 2016
>,Fr`� ti.m�.��.�.� . . . , .�. a. `�' . ,�_ , . "_�_�.�"�
.._ . ... __ . . . ._ . _ _. .. ..
Program Area#2 Operational Readiness
_. . _ _.__
Multiple exercises have demonstrated that people do not intuitively access written checklists and binders
W but rely on electronic files. Based on that fact and research indicating strong evidence that moving away
� from static linear checklists and moving to a more dynamic, navigable format increases creativity and
F
,i; quality decision making, prompted the decision to transition the Section Chief EOC SOPs into electronic
� format for better usability and clarity in conducting EOC operations. Replenish consumable EOC supplies
and ensure EOC is fully supplied and equipped for a full activation that extends beyond one day. Review
critical supply needs for ESF holders and replenish supplies as needed (e.g.,sheltering supplies, etc.).
Emergency Management Function: Operations and Procedures
DHS-FEMA-EMPG-FFY 15 Page 2 of 7 Renton, City of, E16-102, Amendment A
Performance Measure(s)that will be used to evaluate the program area
Target(iniended outcomeJ Measurement(how to tell if success has been achieved)
Emergency functions,including those in the EOC,will be supplied -Information management system is implemented with 20
and equipped to allow staff to operate with maximum efficiency EOC staff and volunteers trained in its use.
under emergency conditions. Electronic navigation will increase -4 electronic SOPs are created for Section Chiefs in the EOC.
speed of access to correct forms,prompt more information sharing, -EOC inventory and shelter inventory is maintained at
and by moving to a non-linear format will stimulate more creative greater than 90%of recommended quantities.
thinking and solutions in the disaster response.
- _. . _.._._. .._.___ . __ . - - - - - _ __ . _:
Purchase and implement information management system to be populated and generate
situation reports,share situational awareness,and track tasks enhancement
1 Milestone: Purchase and install system September 2015 to October 2015
W Milestone: Conduct training and mini-exercise to test system November 2015 to March 2016
_ _. _ - -
_... . . . . ... . .. _._. _ _ _ _ _ .-
— _. __ ---
� Revise remaining EOC SOPs for Sections Chiefs and migrate them into new electronic template enhancement
� 2 Milestone: Rewrite content August 2015 to December 2015
V
Q Milestone: Migrate into electronic format and test them December 2015 to May 2016
__ _. __... ____ . _. __ _ _ _ ..-
Purchase supplies for EOC and other ESF holders sustainment
3 Milestone: Order and restock expiring MREs August 2015 to October 2015
Milestone: Replenish and add to shelter supplies June 2016 to July 2016
m �.
. _ ., . ... . �. ;�� _ w .�:?::`�:�
- -- -._.,..__..._..,.. _-- __.__ _. .. _--
Program Area#3 Training
----__...,---,--- -,-�__.....__ -- ...._ .�_._._ .._____.__.. _. _- -, _ - ,
Enhance the knowledge and skills of personnel with disaster assignments so that they can better perform
their duties under emergency conditions.City staff have extremely small training budgets that cover only
the basics of their department's responsibilities under the CEMP. Meaningful emergency management
training(beyond just the basics)for the non-first-responder departments has historically been provided by
j emergency management. Because departments provide staff to disaster assignments only in addition to
� their normal day-to-day roles, budgets do not otherwise provide for their emergency training,and
mvolunteers do not have the means to obtain it on their own.Support for EM related training closes an
o important gap in the training of staff and volunteers. Training opportunities will be chosen based on what
is available and within budget but prioritized topics include: 1)Crisis Communications and PIO training, 2)
Social media and technology training,3)Section Chief training(if available locally), and 4) Local EM
conference (usually PIEPC)for multiple department participants to gain a broader understanding of EM and
their role in it.
- -
Emergency Management Function: Training
Performance Measure(sJ that will be used to evaluate the program area
Target(intended outcomeJ Measurement(how to tell if success has been achievedJ
City staff,volunteers and supporting agencies have the training they Ten or more training instances have been provided and taken
need to carry out their assigned duties in an emergency. by the targeted persons.
_ _ _ . _ _
. _. _ . _ ._ _ . _..
--. ._ _ _ - _��__........__._..___...- --._._,_.._.__ . . ._ --.... ._- - - - _._..... . _.. .. _ _
y Provide ten opportunities for city staff,volunteers,or supporting agencies with training in
W emergency response or recovery duties sustainment
~ Identify training opportunities and prioritize personnel
� 1 Milestone: attendance September 2015 to February 2016
I.-
v Milestone: Staff attend Partners in Emergency Preparedness
a Conference Apri12016 to Apri12016
__ ...._______ ..__.._...__,_..a_.__.___.__ ._..__ . _____.._.... _
Frogram Area#4 Community Outreach
._...... _. _ �.. _ _
� There is an ongoing need to continue to educate the community about the need for disaster preparedness
� and how to access and use certain tools and skills during an emergency(e.g., Renton RedAlert,
� Neighborhood Information Centers,CERT skills, etc.).There is also an ongoing effort to engage community
m
O organizations and private sector partners to work with the city in order to have the best possible response
DHS-FEMA-EMPG-FFY 15 Page 3 of 7 Renton, City of, E16-102, Amendment A
ta and recavery from a disaster. This will continue to be an ongoing effort because of attrition and changes
in partners. Currently,the City is planning to engage a mental health provider in providing training to local ,
shelter operators and churches ta help them identify mental hea(th issues in disaster survivars and create a
proper referral process.This is a first step in folding into a comprehensive case management strategy with
Public Health.The partners and players are constantly moving and changing depending on staff,funding,
space,etc.The City will continue looking for gaps and seeking ways to leverage community partners ta heip
clase gaps when city resaurces are insufficient ta staff these functians.
Emergency Management Funetion: Crisis Communications, Public Education and Information
Performance Measure(s)that wiN be used to evaluate the program area
Target(intended outcome) Measurement(how to te//if success has been achievedj
Members of the community and partner organizatians are aware of -75%of participants in public education trainings report on a
their rale in an emergency and know what they shauld do. survey an increased awareness of the issues fo!lowing
participation in the outreach activity.
-Twa or mare new organitatians join the COAD.
_. . . _. . _. _ - _.. _ .. . _. ._._. _. ._.... ,. .__- -. . _. . .
Provide public education for members of the pubiic and assisting organizations sustainment
W 1 Milestone: Conduct Ready in Renton campaign July 2015 to October 2016
�" Milestone: Publish Rentan Emergency Preparedness Academy �une 2Q15 to July 2Q16
} caurse listings
,. -
' - En a e more members in' __ -- .. _.. _ ._. _ _ . _.. _ __... ,
t~.� b g
the Greater Renton COAD enhancement
Q 2 Milestone: Two more member arganizations farmally incorporated �une 2015 to July 2016
into COAD
. . . , . . . A �., . , .�,,., .� �. :. " �° '���;�'„�:3��
: . - �` - - - _ __ .. ..
' Pro ram Area#5 Exercise
_ . .... .. . __ .._.._.. _ _... - -.. _.. _ _
} As the EOC SpPs are being re-written,only smaller exercises have been canducted by the city.lune 2016 '
F.. will be the first opportunity to test al)the new 50Ps in a major exercise.As the CEMP is being revised aver
� the next year and a half,additional oppartunities will arise to create an exercise when there is a need to
p test out a new(y praposed plan element.
- --
ErttergenCy M�n�gement FunCtion: Exercises,Evaluations and Corrective Actians
Perfarmance Measure(sJ that will be used to evaluate the proqram area
Target(intended nutcomeJ Measurement(how to tell if success has been achievedJ
- - -. .__._.__ ..- - _-- - - - - -
EOC staff and ESF holders demonstrate their ability to carry out City staff,volunteers,and/or affiliated agencies participate in
their emergency functions under simulated conditions. three or more exercises during the performance period.
_ _ _.
. .._.._ . . __ _ . _._... __...... . _ _ .
� Contribute to the design af and participate in one major exercise,and participate in at least two enhancement
�:. others
�` 1 Milestone: Participate in Cascadia Rising 2016 lune 2015 to 1uly 2d16
H
V Milestone: Participate in twa additionel exercises June 2015 to luly 2016
a
� - � � � -
- - . __- ,.._ , _. . -
Pragram A►rea#5 Planning
_. __...�_ . _. -- .._._ . -
Planning is an important part of the emergency management cycle. It allows everyane to understand their
> roles and responsibilities,and how coordinatian will occur during an emergency response and recovery.The
F-
� City's CEMP revision is coming due. Multiple ESFs must be revised priar to the State deadline,and special
� plans are under development to provide guidance in areas where the responsibilities are unclear or
requiring an updated appraach. _ _
Emergency Management�unction: Operations and Procedures
DHS-FEMA-EMPG-FFY 15 Page 4 of 7 Renton, City af, E16-102,Amendment A
Performante Measure(sJ that will 6e used to evatuate the program area
Farget(intended outcameJ Measurernent(how to te!!if success has been achievedJ
The City's Recovery Flan(ESF#24)is updated and refarmatted as Finai Qraft of a Recovery Framework is presented ta Emergency
a Framework,modeled after the Federal Recovery Framewor Management Group.
_ ._ . _. . _ .. - __ _. _... - • _ _ . _ —
w Recovery Plan is revised and reformatted into a Recovery Framework. enhancement
H
� 1 Milestone: Recovery Framework Draft is developed May 2015 to luly 2016
� Milestone: Prese�rted to Emergency Management Graup August 2026 to August 2016
��. -� �,. v:�,�' �„ �; �=;�`�',�'����,a=a-��� > _,,�. ��� ��a `� ��' '�; ���._xs.:�
�.��,b:�.a�,..��`'��_. �. � � �'�s"°; ��``�"`�, �.:- :�`. x�';�='�:;��:�-.�,n..� ��"'�s��" ,,�:�:"�,�a�
DHS-FEMA-EMPGFFY 15 Page 5 of 7 Renton, City of, E16-102, Amendment A
Exhibit D
REVISED TIMELINE
FFY 2015 Emergency Management Performance Grant Pragram
� QATE I TASK �
� June 1, 2Q15 � Grant Agreement Start Date
IJanuary 3Q, 2016 ( Submit reimbursement request
iApril 30, 2016 � 5ubmit reimbursement request
� �t���-Sep#ember 30, 2016 ( Grant Agreement End Date
� ��er-�November 15, 2416 Submit final reimbursement request, additional reparts, �
( and/or deliverables.
DHS-FEMA-EMPGFFY 15 Page 6 of 7 Renton, City af, E16-102, Amendment A
Exhibit E
REVISED BUDGET
FFY 2015 Emergency Management Performance Grant Program
15EMPG AWARD� $72,043.00 (
SOLUTION EMPG EMPG AMENDED MATCH
AREA CATEGORY ,�AMOUNT
��»;>>��,���§�Sa a ie�s&Be efit���..��<�,..�� . ,� _. _. . ._.. T_ _ �.�;
AMOUNT MOpIFICATION AMOUN
$ - $ $ __ ...�__ 700 $ ., _. ..__. . .
� Overtime/Backfill $ - $-- ---- •--..-,_ _. $._ < .$ -
__
Z ConsultantslContractors $ 9,418 $ 1s,282 $ . .. ..._2'r..,___.... s. - ._
�_....._._ __ ,.,__ ._...
ZGoods &Services $ $- .- $ _._. .' . _ $.. -
g Travel/PerDiem $ - _$._.. .,. .._'..__...__.5.._....---_-,._v...'.._.._ r$_. . --,
a indirect 0% $ - $ ' $ $ '
Subtotal $ 9,418 $ 16,282 r$ 25,700 � $ -
� Salaries &Benefits $ - $ - S - Y $124,845
O Overtime/Backfill $ - $ ' $ ' � $ -
� Consultants/Contractors $ - $ - S - $ _
Gaads &Services $ 52,675 $ (14,740) $ 37,935 $
QTravelJPer Qiem $ - $ - $ ' � $ '
� Indirect 0% $ - $ - $ - � $ -
� Subtotal $ 52,675 $ (14,740)�$ 37,935 $124,845
Salaries & Benefits $ - $ - $ ' � $ "
W Overti meJBa ckfi I I $ - $ - $ ' $ "
� cansultantsJContractors S - $ - S - � S -
� Goods &Services $ 1,000 $ 500 $ 1,500 $ -
X Travel/Per Diem $ - $ - S - $ -
W Indirect 090 $ - $ - $ ` � $ "
subtoc�i 5 i,aoo 5 soo 'S i,soo � S -
Salaries &Benefits $ - $ - $ ' $ '
� Overtime/Backfill $ - $ - $ ' $ '
Z ConsultantsjContractors $ - $ - S - $ '
Z Goods &Services $ 5,Od0 $ {S00) $ 4,500 $ -
� Travel/Per Diem $ 4,000 $ (1,542) $ 2,458 $ -
F" Indirect 0% $ - $ - 5 ' � -
Subtatal 5 g,oaa $ iz,o4z}'S 6,�ss S -
a, Equipment $ - $ ' $ ' � " .
� Indirect O% $ - $ ' $ - � $ -
"' Subtatal $ - $ ' �S - $ -
Salaries & Benefits $ - $ - $ ' $ -
OvertimelB�ckfill $ - 5 - S ' $ " .
a CansuitantsJContractors 5 - $ - S - 5 -
o2f Goods &Services $ - $ - 5 - $ -
� Travel/Per Diem S - $ � S - $ -
indirect O%a $ - $ - $ - � -
Subtotal $ - $ - S ' � $ " ,
�s
TOTAL Grant Agreement AMOUNT: $ 72,093 $ - $ 72,093 $124,84S
• The Subrecipient will provide a match af at least$72,093, 50%of the ta#al project cost(localltribal budget plus EMPG
award), of non-federal origin.
• Cumulative transfers between budget categories in excess of 10% of the grant agreement amount will nat be
reimbursed withaut prior written authorization fram the Department.
Funding Source: U.S. Department af Homeland Security- PI#753PT—EMPG
DHS-FEMA-EMPGFFY 15 Page 7 of 7 Renton, City of, E16-102,Amendment A