HomeMy WebLinkAboutNS Grant - Allow Subgranting of 2005 Buffer Zone Protection Program (BZPP) Grant Funds3
US Department of Homeland Security
FY 2003 ODP Homeland Security Grant Program
Critical Infrastructure Program Grant
Subgrant Agreement
Between
Orange County
And
The University of North Carolina at Chapel Hill
THIS AGREEMENT made and entered into the day of , 2006, by and between ORANGE COUNTY, North
Carolina, hereinafter referred to as the "COUNTY," and the University of North Carolina at Chapel Hill, North Carolina, hereinafter
referred to as the "UNIVERSITY".
W ITNE S SETH:
WHEREAS, the UNIVERSITY has requested certain critical infrastructure equipment ("CI EQUIPMENT") from the
COUNTY to be used to improve Critical Infrastructure Protection at a certain site on the UNIVERSITY'S campus from the FY 2003
Part II DOJ/DHS/ODP Statewide Domestic Preparedness Grant Program;
WHEREAS, in response to such request, the Orange County Board of County Commissioners has dedicated the sum of
$45,000 (the "REIMBURSEMENT AMOUNT") in remaining funding from the 2003 Critical Infrastructure Protection Program Grant
to reimburse the UNIVERSITY for CI EQUIPMENT purchases, with said sum being derived from federal grant funding;
WHEREAS, with the expenditure of the funding to purchase CI EQUIPMENT, that CI EQUIPMENT purchased will become
the property of the UNIVERSITY;
WHEREAS, if all expenditures of the grant have not been completed by the end of the fiscal year ending June 30'x, 2006, the
remaining funds will be re appropriated to the FY 2006-07 Budget; and
WHEREAS, it is desirable and necessary to enter into this Agreement in order to set forth the terms and conditions for
receiving said funds from the COUNTY.
NOW, THEREFORE, in consideration of the following, the parties hereto do mutually agree as follows:
1. The UNIVERSITY agrees to purchase the CI EQUIPMENT as listed in Attachment A.
2. In consideration for the performance by the UNIVERSITY of the services outlined above, the COUNTY agrees to
reimburse the UNIVERSITY for the CI EQUIPMENT purchase in a lump sum amount equaling the REIlvIBURSEMENT
AMOUNT (as documented in the reimbursement procedures Attachment C) of COUNTY funds authorized in the
ORANGE COUNTY Budget for the 2005-06 fiscal year. COUNTY shall reimburse the UNIVERSITY within thirty
(30) days of receiving an invoice from the UNIVERSITY, after the COUNTY receives reimbursement from the State of
North Carolina
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3. In consideration for the performance by the COUNTY of the services outlined above, the UNIVERSITY agrees to be
bound by the terms and conditions of the Memorandum of Agreement as listed in Attachment B to the extent applicable
to the UNIVERSITY'S selection, ownership and use of the CI EQUIPMENT procured by the UNIVERSITY.
4. All grant expenditures must be spent, invoiced, and submitted to the Orange County Department Of Emergency
Management by August 30, 2006. If at such time the Office of Emergency Management receives notification of a grant
extension from the North Carolina Division of Emergency Management, this will be transmitted in writing to the
UNIVERSITY and serve as a formal amendment to this contract. Reimbursement is contingent upon receipt by the
COUNTY of Homeland Security funds from the Federal and/or State government.
5. The UNIVERSITY agrees to maintain a complete and accurate inventory of the CI EQUIPMENT and any associated
supplies and to maintain a documented list of the general location(s) of the CI EQUIPMENT, which can be produced
upon request by any internal or external agency for the purposes of inspection, inventory, fmancial, or fiscal audits. The
UNIVERSITY further warrants that the CI EQUIPMENT will be used for purposes authorized under the DHS grant.
6. It is understood that the UNIVERSITY will retain custody of the listed property and will assume complete responsibility
and ownership of the CI EQUIPMENT including security, maintenance (preventative or otherwise), insurance, and any
associated expenses for supplies (disposable or reusable), upgrades (software or hazdware), not already included in with
the original purchase and the UNIVERSITY agrees to maintain the listed property in proper working condition per
manufacturer recommendations and requirements.
7. The UNIVERSITY further agrees to provide or make accessible to the extent possible, to the COUNTY, the CI
EQUIPMENT in situations of emergency mutual aid or for incidents involving the need for specialized equipment in
which the listed property would be of use to other public safety agencies within Orange County upon request by
appropriate authorities through the Incident Command System or through a duect request through the COUNTY
Department of Emergency Management.
8. If the iNIVERSITY fails to perform its obligations under this Agreement, or if the UNIVERSITY shall violate any of
the provisions of this Agreement, the COUNTY shall have the right to terminate this Agreement by giving written notice
to the UNIVERSITY of such termination at least thirty (30) days before the effective date of such termination.
9. In connection with the performance of this Agreement, the UNIVERSITY shall not discriminate against any employee,
applicant for employment, or program participant because of race, religion, color, sex, handicap, or national origin.
10. The UNIVERSITY shall maintain all accounts, books, ledgers, journals and records in accordance with generally
accepted accounting principles, practices and procedures applicable to the UNIVERSITY.
11. The UNIVERSITY shall submit to the Orange County Department of Emergency Management, on request, a status report
of all program activities associated with this project.
12. The UNIVERSITY shall have an annual audit, as preformed by the North Carolina State Auditor, of its financial records
and operations performed by an appropriate accounting entity with a copy of such audit and a copy of the financial
records and operations of the UNIVERSITY, as it applies to the annual maintenance and upkeep of the grant funded CI
EQUIPMENT as listed in Attachment A, being available to the ORANGE COUNTY Finance Department by December
31 of each fiscal year.
13. The COUNTY shall be entitled to conduct program evaluations of the ilNIVERSITY's activities as it relates to the
accomplishments of established goals and objectives of this Critical Infrastructure Protection Program and the quality and
impact of services being delivered.
14. All books and records in regazds to this project shall be maintained by the UNIVERSITY for a period of at least three
years from the date of the CI EQUIPMENT purchase under this Agreement and shall be made available for audit or
evaluation upon request during regular business hours of the UNIVERSITY.
15. Official meetings of the UNNERSITY will comply with the open meetings law.
16. The UNIVERSITY has adopted aDrug-Free Workplace Policy in accordance with the Drug-Free Workplace Act of 1988
(41 U.S.C. 701). (See http://www.unc.edu/campus/policies/illegal_drugs.html)
5
17. As a condition of receiving the REIMBURSEMENT AMOUNT from the COUNTY, the UNIVERSITY agrees, to the
extent permitted by North Carolina law, to fully indemnify and hold harmless the COUNTY, the State of North Carolina,
its officers, agents, and employees from and against any and all claims, demands, payments, suits, actions, costs,
recoveries, and judgments of every kind and description brought out of or occurring in connection with, directly or
indirectly, activities funded in part or in whole with funds made available under this Agreement.
18. The COUNTY is in no way responsible for the administration and supervision of the UNIVER.SITY's officers,
employees, and agents, which persons it is agreed are not officers, employees, or agents of the COUNTY
19. This Agreement may only be amended by written amendments mutually agreed upon by and between the COUNTY and
the UNIVERSITY.
20. County shall not use the name of the UNIVERSITY for advertising or promotional purposes without the written
permission of the iNIVERSITY.
IP
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in their name by their duly
authorized officers, their seals to be hereto affixed the day and year first above written.
ORANGE COUNTY UNIVERSITY OF NORTH CAROLINA AT
CHAPEL HILL
County Manager Nancy D. Suttenfield
Vice Chancellor for Finance and Administration
Attest:
Clerk to Board
Approved as to Content:
Emergency Management Director
Approved as to Form and Legality:
County Attorney
Approved as to Legal Sufficiency:
County Attorney
This instrument has been preaudited in the manner
required by the Local Government Budget and
Fiscal Control Act.
Orange County Finance Director
7
US Department of Homeland Security
FY 2003 ODP Homeland Security Grant Program
Critical Infrastructure Protection
Between
Orange County
And
The University of North Carolina at Chapel Hill
Attachment A -Vulnerability Site Purchase Plan
S
UNTTED STATES DEPARTMENT OF HOMELAND SECURITY
.~. ,M
lnforrnation Analysis and infrast-uctnre Protection
Protective Security Division -Protective Measures Section z
BotTer Zone Protection Plan Prvpam • n S`ci`
VULNERABILITY REDUCTION PURCHASING PLAN
VRPP NO. DATE 10124/05
BZPP SITE ADDRESS
ADDi~WNAL ADDITIONAL
BZPP Sl'FE(S) ADRESS{ES)
RESPONSIBLE Oran Courriy Emergency Management ADDRESS Mait P.O. Box 8181 Hough. NC 27278
JURISDICTION Ship:1914 New Hope Chum Road Chapel
ORGANIZATION HiN NC 27514
(RJO)
RJO POC NAME Eric Griffin PHONE 919-988-2050
E-IYUUL .ora .Haas CELL 919-730-3414
EQUIPMENT AND RELATED ITEMS
~TEAA
NO.
AEL N
DESCRIPTION
UNIT COST
QTY.
TOTAL COST
10 14.1.1.6 Survel6ance, Video Assessment 147,000.00 1 547,000.00
10 21.2 Sh 5500.00 1 5500.00
10 21.4 hrstafNation 52,500.00 1 500.00
50.00
VRPP GRANT TOTAL 550,000.00
VRPP LOAN NO. EQUIPMENT RECEIVED/EN ROUTE 10.00
GRAND TOTAL (Ntn ro t=xct:EO sso.ooo 530,000.00
AGENCY/ORGANIZATION NAME Ora a Cou Eme M
~O NAMERiTLE Jack Ba0! Emergency Managerrrerrt Director
REQUEST PHONE NUMBER 3 E-MAIL ADDRESS 919-968 2050/'ba .Haas
GATE 1024/05
AGENCY/ORGAN¢ATION NAME
SHSA NAMEITtTLE
CONCURRENCE PHONE NUMBER & E-MAIL ADDRESS
DATE
pGENCYlORGANIZATION NAME
SAA NAMElTITI.E
CONCURRENCE PHONE NUMBER 8 E-fYlA1L ADDRESS
DATE
NAMEITITLE
ODP PHONE NUMBER i E-MA!! ADDRESS
VERE:ICATION
DATE
IAIPIPSD PHONE NUMBER 3
APPROVAL
NAMERITLE
ODP PHONE NUMBER 3 E-MAIL ADDRESS
APPROVAL --- .
SENSITIVE HOMELAND SECURITY INFORMATION
vr~aa supplemental Form orange Cowrywwc to-2a-os as -FOR OFFICIAL USE ONLY -
3/tr2o05 LAW ENFORCEMENT SENSITVE Page 1 ct 1
-1
US Department of Homeland Security
FY 2003 ODP Homeland Security Grant Program
Critical Infrastructure Protection
Between
Orange County
And
The University of North Carolina at Chapel Hill
Attachment B -Grant Guidance
See Orange County MOA with the State that is attached.
io
MOA#: HS-MU-03-5068
Tax ID #: 566000327A
Fund Code: 1510-5.195
MOA Amount: $50,000
CFDA#: 97.004
MEMORANDUM OF AGREEMENT
BETWEEN THE
DEPARTMENT OF CRIIViE CONTROL AND PUBLIC SAFETY,
DIVISION OF EMERGENCY MANAGEMENT
AND
THE COUNTY OF ORANGE
I. SUBJECT
To ensure adequate prepazedness for a response to an act of'terroxism within the State of'North
Carolina, funding has beeiu allocated for the procurement of equipment. This equipment will be
used for Critical Infi•astruchue Protection (CIP) by first xespondexs, local law enforcement and/or
state personnel in theix• effort to protect human life, property, and the environment.
II. PURPOSE
the Depaztment of'Cxime Control and Public Safety, Division ofEmer•gencyManagement and
the County of'Orange, will enter into an agreement to px•ovide additional funding for
procurement of'equipment for Critical Infiastructuxe Protection Program.
III. PARTIES
The parties to this Memorandum of'Agr•eement (MOA) az•e: North Caznlina. Department of
Crime Control & Public Safety, Division of'Emer•gency Management, henceforth in this
document will be r•efexx~ed to as Grantee and the County of Orange, henceforth in this document
will be refexx•ed to asSub-grantee..
IV. BACKGROUND
The U.S.. Department of'Homeland Security and the Office of'Domestic Prepaz•edness has made
funds available through the State Homeland Security Grant Number: FY 2003 TE-TX-0184 Pazt
Ito implement the State Domestic Prepaz•edness Strategic Plan of April 1, 2003 and FY 2003
State Homeland Security Grant Program II, also know. as the Supplemental Grant Program,.
These prngx•ams were established to provide federal reimbursement to state and local
governments for the costs.associated with purchasing equipment, conducting exercises, training
and planning for CBRNE terrorist events.
The Grantee and the Sub-grantee enter into an arrangement by which the Division of'EM will
provide Federal reimbursement funding to the Sub-grantee for the procurement of CIP
equipment agreed upon in Annex A.
V. AUTHORITY
The pazties enter into this MOA under the authority ofthe following: 1) Public Law 105-277, the
Departments of Commerce, Justice, and State, the Judiciazy, and Related Agencies
Appropriations Act, 1999 (Div. A, Sec..101 (B) at 112 Stat. 2681-50}; 2) Department of Justice
Appropriations Act, 1999 (Div. A, Sec. 101(B), Title I at 112 Stat. 2681-50; 3) Public Law 107-
56, the U.S. Patriot Act o#'2001; 4) Public Law 107-296, the Homeland Security Act of'2002; 4}
Public Law 108-i 1, the Wartime Supplemental Appropriations Act of2003; 5) FY 2003
Omnibus Appropriations Act; 6) FY 2004 Homeland Security Appropriations Act; 7) the
implementing regulations of each Act or Law; 8) The U.S. Depaztment of Justice (USDO.n,
Office of'Justice Programs (OTP), Office of'Domestic Preparedness (ODP), Fiscal Year 2001,
2002, State Domestic Pr•epazedness Program, Program Guidelines and Application Kits, The
USDO.T, Office of Justice Programs, Office of'Domestic Preparedness FY 2003 State Homeland
Security Grant Program II Program Guidelines and Application Kit, and the Fiscal Yeaz• 2004
State Homeland Security Grant Program Guidelines and Application Kit available at
http://www.oip.usdoj. ov/guidelinesinfo.htm ; 9) applicable ODP Information Bulletins; and 10)
The N..C. Emergency Management Act, Chapter 1 b6A of'the North Carolina General Statutes.
VI. DUTIES & RESPONSIBILITIES OF THE DEPARTMENT OF CRIlVIE
CONTROL AND PUBLIC SAFETY, DIVISION OF EMERGENCY MANAGEMENT
The Grantee agrees to provide reimbursement to Sub-grantee for the purchase of CIP equipment
as described in Amxex A,
VII. DUTIES AND RESPONSIBILITIES OF THE SUB-GRANTEE
Sub-grantee agrees to:
A. Procure equipment as indicated in Annex A and as indicated in the applicable USDOJ,
OJP, ODP Program Guidelines and Application Kits, of'this MOA for additional Critical
infrastructure Protection Program enhancement.
B . Sub-grantee will utilize its departmental pmcur•ement procedures and policies of'the
purchase of equipment listed in Annex A, attached and incorporated by r•efer•ence herein,
and follow procurement procedures and policies outlined in the applicable federal regulations
and as outlined in the applicable USDOJ, O.TP, ODP Program Guidelines and Application
Kits and the USDO.J Office of Justice Programs Financial Guide.
C . Procure the equipment as indicated in Annex A and as indicated in the applicable
USDO7, OTP, ODP Program Guidelines and Application Kits, attached and incorporated by
reference herein. Sub-grantee shall order, receive, inspect, and stage the items at its own
Page 2 of 11
~~
facility. The purchase or acquisition ofany additional materials, equipment, accessories or
supplies, or the provision of'any gaining, shall be the sole responsibility of'Sub-grantee and
shall not be reimbursed under this MOA.
D. Sub-grantee shall submit invoice (s) for item (s) received and Payment Package to the
NCEM Homeland Security grants coordinator requesting reimbursement. The Grantee will
reimburse Sub-grantee for eligible costs as outlined in the applicable USDOT, OJP, ODP
Program Guidelines and Application Kits,
E. Maintain inventory control of all items as outlined in the applicable federal regulations,
and the applicable U,S. DOT Office of Justice Programs Financial Guide, attached and
incorporated by reference herein.
F.. Complete the procurement process not later than APRIL 30, 2006,
G. Comply with the applicable federal statutes, regulations, policies, guidelines and
requirements, reporting iequir•ements and certifications as outlined in the applicable USDOJ,
OJP, ODP Program Guidelines and Application Kits and as outlined in the Standard
Assurances.
H, All original records pertinent to this MOA shall be retained by Sub-grantee tlu•ee years
firm the date of the final Financial Status Report as outlined in the applicable USDQT, OJP,
ODP Program Guidelines and Application Kits and the USDOJ.Oflice of'Justice Programs
Financial Guide, with the following exception: If any litigation, claim or audit is started
before the expiration of the three year period and extends beyond the three yeaz• period, the
records will be maintained until all litigation, claims or audit findings involving the records
have been resolved.
VIII. FUNDING AND CUMPENSATIUN
The Grantee will reimburse Sub-grantee for.the actual eligrble costs incurred, not to exceed
$50,000 to prncur~e C]P equipment as described in Annex A ofthis MOA. Funds will be
provided by the Grantee. The allocation of funds will be from the DO.T/DHS/ODP FY 2003 Part
II Statewide Domestic Prepaz~edness Grant.,
Ail terms and conditions of'this Agreement aze dependent upon and subject to the allocation of
funds fzvm DOJ/DHS/ODP and the Department of Crime Control and Public Safety, Division of
Emergency Management for the purposes set forth and the MOA shall automatically terminate if'
funds cease to be available.
Allowable eligible costs shall be determined in accordance with the applicable federal
regulations, including but not limited to, 28 C.F.R Pazts 66, 67, 69 and '70, and the applicable
USDOJ, OJP, ODP Progx•am Guidelines and Application Kits available at
hitp://WWW.OIU.usdoi.eov/~uidelrnesinfo firm ,OMB Circulars A-21, A-87, A-122, A-128 and A-
133, the U..S. DOJ Office of JusticaPrograms Financial Guide available at
htto://www.ojp.usdoj.gov/ FinGuid% aad the approval of'the SAA FOR THE STATE OF
Page 3 of 11
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NORTH CAROLINA, Secx•etary of'Crime Control and Public Safety The applicable USDOJ,
OTP, ODP Pxogr•am Guidelines and Application Kits, include but may not be limited to, the
following: 1) The U..S. Department of.Iustice (USDO.1), Office of'Justice Programs (O.TP),
Office of Domestic Preparedness (ODP), Fiscal Year 2001 State Domestic Prepazedness
Program, Pxograrn Guidelines and Application Kit; 2} Fiscal Yeaz 2002 State Domestic
Pxepar•edness Program, Program Guidelines and Application Kit; 3) The USDOJ, Office of
.Justice Fr•ogtatns, Office of Domestic Px•eparedness FY 2003 State Homeland Security Grant
Program II Program Guidelines and Application Kit; and 4) Fiscal Yeaz 2004 State Homeland
Security Grant Program Guidelines and Application Kit.
The Federal Department of'Homeland Securityy will reimburse the State of North Catalina for
expenses that were approved on Annex A as explained in the applicable USDO.I, OJP, ODP
Program Guidelines and Application Kits. The Grantee will reimburse the Sub-grantee for
eligible expenses that wex•e approved in Annex A
Compensation will be in accordance to Annex B .
]X. MODIFICATION OF THE AGREEMENT
Modifications of'this agreement must be in writing and upon approval of'both parties except as
modified by official USDHS, SLGCP, ODP Federal Grant Adjustment Notice {GAN).
X. PROPERTY
All property furnished under this agreement shall become the property of'the Sub-grantee. the
Sub-grantee shall be responsible for the custody and care of any property furnished for use in
connection with the performance of'this agreement and shall reimburse the Gx•antee for any loss
or damage to said property to the extent permitted by the North Carolina Tort Claims Act. Fhe
Grantee will not be held responsible for any equipment purchased by Sub-gr•antee.•
XL COMMUNICATIONS
T o provide consistent and effective communication between the Sub-grantee and the Gx•antee,
each pazty shall appoint a Principal Representative(s) to serve as its central point of contact
responsible for coordinating and implementing this MOA. The Grantee contacts shall be H.
Douglas Hoell, .Ir., Director; .Toe Fitzpatrick, Branch Manager, Homeland Security and J D..
Hughes, Grant Coordinator, Homeland Security, Phone: 919-715-8000 Ext.. 230, E-mail:
,jdhughes@ncem~org.
All confidential information of either party disclosed to the other party in connection with the
services provided her~eunder• will be treated by the receiving party as confidential and restricted
in its use to only those uses contemplated by the terms of'this Agreement unless otherwise
provided by applicable State and F edex•al law.. Any information which is to be treated as
confidential must be cleazly marked as confidential prior to transmittal to the other party.
Neither patty shall disclose to third parties, the othex• party's confidential information without
written authorization to do so from the other partyy.. Specifically excluded from such confidential
Page 4 of 11
~~
treatment shall be information which: (i} as of'the date of disclosure and/or delivery, is already
known to the patty receiving such information; (ii) is or becomes pazt of'the public domain,
through no fault of the receiving party; (iii) is lawfully disclosed to the receiving party by a third
pazty who is not obligated to retain such information in confidence; or (iv) is independently
developed at the receiving party by someone not privy to the confidential information..
XII. SUBCONTRACTING AND SUBGRANTING
If'the Sub-grantee subcontracts or subgr~ants any or all purchases r•equir•ed under this Agreement,
Sub-grantee agrees to include in the subcontract or subgtant that.the subcontractor/subgrantee is
bound by the terms and conditions of'this MOA. Sub-grantee agrees to include in the
subcontractlsubgtantrhat the subcontractor/subgtantee shall hold the Grantee hazmless against
all claims ofwhatever nature azising out ofthe subcontractor's performance of'woric under this
MOA, to the extent allowed and required by law. If Sub-grantee subcontracts/subgrants, acopy
of'the executed subcontract/subgrant agreement must be forwarded to the Grantee and approval
granted prior to the execution of said subcontract/subgrant. Contractual azr angement shall in no
way relieve Sub-grantee of its responsibilities to ensure that all funds issued pursuant to this
grant be administered in accordance with all state and federal requirements. Sub-grantee is
bound by the terms, conditions and restrictions of'the applicable USDHS, SLGCP, ODP,
Homeland Security and Office of Domestic Preparedness Program Guidelines and Application
Kits refer~ence~d herein.
7~IIII. COMPLIANCE WTi'Ii THE LAW
Sub-grantee shall be wholly responsible for the purchases to be made under this MOA and for
the supervision of its employees and assistants. Sub-grantee shall be responsible for compliance
with all laws, ordinances, codes, rules, regulations, licensing requirements and other regulatory
matters that are applicable to the conduct of'its business and purchase requirements performed
under this MOA, including those of federal requirements and ,State, and local agencies having
appropriate jurisdiction and found in applicable USDOT, OTP, ODP Program Guidelines and
Application Kits..
XIV. WARRANTY
Sub-grantee shall hold the Grantee hazmless for any liability and personal injury that may occur
from or im connection with the performance of'this MOA to the extent permitted by the North
Cazolina Tort Claims Act.
XV. ANTITRUST LAWS
This Agreement is entered into in compliance with all State and Federal antitrust laws.
Page 5 of 11
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XVI. TERMINATION
The termination date is APRIL 30, 2006_ This MOA may be terminated upon submission o#~ a
30-day advance written notice of'ternzination..
Upon approval by USDOJ, ODP and the issuance of the Grant Adjustment Notice, if'this MOA
is extended, the termination date for the extension will be the date listed in the applicable
USDOJ, OJP Grant Adjustment Notice, attached and incorporated by reference herein.
I#'DHS suspends or terminates funding in accordance with 28 C.F.R. §66.43 and the applicable
U.S, Department of'Homeland Security, OJP, ODP Program Guidelines and Application Kits,
attached and incorporated by reference herein, Sub-grantee shall reimburse the Division of
Emergency Management for said property..
I~VII. ENTIRE AGREEMENT
This Agreement and any exhibits and amendments annexed hereto and any documents
incorporated specifically. by reference represents the entire agreement between the parties and
supersede all prior oral and written statements of agreements.
XVIII. EXECUTION
This MOA will become effective upon execution of all parties to the MOA. The date of
execution shall be the date of the last signature which shall be that of'Mr~. Gerald A. Rudisill, Jr.,
Deputy Secretary, NC Department of Crime Control and Public Safety
Page 6 of 11
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CON IRACTING AGENCY:
DIVISION OF EMERGENCY MANAGEMENI
DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFEIY
BY: L~
H. DOU HOELL, JR. , DIiLECTOR
DIVISION OF EMERGENCY MANAGEMENI
DATE: ~~.-bLc
BY:
JO .LINK,
COUNTY MANAGER, ORANGE COUNIY
DATE: ~/ ~~
APPROVED AS TO OCED~ITRES:
s
BY: r..
B AIKEN,CONTROLLER
DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFEIY
DAIE: y/~~~b
BY: ~~ L%C.~
VIN WATERS, CCPS GENERAL COUNSEL
REVIEWED FOR THE DEPARTMENT OF CRIME CONTROL AND PUBLIC SAFETY
BY MARVIN WATT:RS, CCPS GENERAL COUNSEL, TO FULFILL THE PURPOSES
OF THE US DEPARTMENT OF HOMELAND SECURITY STATE SECURITY GRANT
PROGRAM
DAIE: ~ 2~~9/O.S
BY: (~ `
A. RUDISII i , JR., DEPUTY SE Y
NORTH CAROLINA EPART MENT OF CONTROL & PUBLIC SAFETY
DAIE: ~ B OG
PREVIOUSLY APPROVED AS IO FORM FOR TTY US DEPARTMENI OF HOMELAND SECIJRTTY, SIAIE
HOMELAND SECURITY GRANTS, BY THE NORTH CAROLINA DEPARIMENT OF JUSTICE..
Page 7 of 11
i7
ANNEX A
Equipment Purchase Description
To the
Memorandum of Agreement
Between the
Department of Crime Control and Public Safety,
Division of Emergency Management
And
The County of orange
Page 8 of 11
~8 .
UNTIED STATES DEPARTMENT OF HOMELAND SECURITY
Information Analysis and infrastructure Protection ~'y~ Fps,
~~JJ°°~r
Protective Security Division -Protective Measures Section z }
~
~~
Bnlfer Zoe Pretectbn Plan Program
'P c s~~
WLNERABILITY REDUCTION PURCHASING PLAN
VRPP NO. DATE 10/24/05
BZPP SITE ADDRESS
ADDTiONAL ADDITIONAL
BZPP SITE(S) ADRESS{ES)
RESPONSIBLE Orange County Emergenq Management ADDRESS Mail: P.O. Box 8181 FfiBstxxough, NC 27278
JURiSDICTtON Ship:1914 New Hope Church Road Chapel
ORGANIZATION Hill NC 27514
(RJO)
RJO POC NAME EriCGrdfin PHONE 919'968-2050
E-NWL co.ara .nc.us CELL 919-730-3414
EQUIPMENT AND RELATED ITEMS
ITEM
NO.
AEL NO.
DESCRIPTION
UNIT COST
QTY.
TOTAL COST
10 14.1.1.6 SurvelFancs. V'~deo Assessment 547,000.00 1 547.000.00
10 21.2 Sh 5500.00 1 5500.00
10 21.4 Installation 52,500.00 1 S 500.00
50.00
VRPP GRANT TOTAL 530,000.00
VRPP LOAN NO. EQUIPMENT RECEIVED/EN ROUTE 10.00
GRAND TOTAL MOTTO EXCEED Ssgd100 550,000.00
AGENCY/ORGANIZATION MANE Ora a Cou Eme en Ma ameM
~O NAMEAiTLE Jack Belt! Emergency Management Direc3or
REQUEST PHONE NUMBER 8 E-MAIL ADDRESS 919-968-2050/'baN co• .nc.us
DATE 10/24/05
AGENCYlORGANIZATION NAME
SHSA NAMElTITLE
CONCURRENCE PHONE NUMBER 8: EaYIAIL ADDRESS
DATE
AGENCYIORGANIZATION NAME
gpA NAMElTITLE
CONCURRENCE PHONE NUMBER 8 E-MAIL ADORES
DATE
NAME/TITLE
ODP PHONE NUMBER 3 E-MAIL ADDRESS
VERIFICATION
DATE
SENSITIVE HOMELAND SECURITY INFORMATION
vnaa Supplemental Farm orange Counry-uNC to•2aos zb -FOR OFFICU-L USE ONLY -
3/1/2g05 LAW ENFORCEMENT SENSITIVE Page 1011
.. i~
ANNEX B
US Department of Homeland Security
Guidelines
To the
Memorandum of Agreement
Between
Department of Crime Control and Public Safety,
Division of Emergency Management
And
The County of Orange
Page 10 of 11
aD ~ .
Instructions for Submitting Reimbursement Requests
When submitting your reimbursement requests, please use the checklist below as a guideline
on what information should be included with ,your request package .
• Send in your request for reimbursement on State Agency Letterhead..
• Address to: NC Emergency Management.
Attn:.T. D.. Hughes
1830B Tillery Place
Raleigh, NC 27604
• Include the amount requested.
• Identify the agency to which the check is to be mailed.
• Include the address to which. the check is to be sent..
• List ,your tax ID#..
• Attach the deliverables as listed in the approved MOA.
• I need only one hazd copy of the listed deliverables.
• Make a summazy page for requested reimbursements..
• Apply for reimbursement only when purchase is com_plete..
• Include one copy of all invoices or bills (copy (s) need to stay with applicant for audit
ur ~ oses .
• In-house labor will NOT BE ACCEPTED..
• Requested reimbursement shall not be more than the approved amount.
Page I 1 of 11
a-
US Department of Homeland Security
FY 2003 ODP Homeland Security Grant Program
Critical Infrastructure Protection
Between
Orange County
And
The University of North Carolina at Chapel Hill
Attachment C -Reimbursement Procedures
After the completion of all allowable purchases through this sub-grant agreement,
the UNIVERSITY will follow the steps outlined below to ensure timely reimbursement
of expenses:
1. Submit two copies of the Cost Report Form (Attachment D) along with two
copies of the eligible equipment purchase invoices to show total expenses (not
including tax);
2. The Orange County Department of Emergency Management will submit their cost
report form along with the attached invoices and paperwork to the North Carolina
Division of Emergency Management;
3. Once the COUNTY receives the reimbursement check from the State, a Check
will be printed to the UNIVERSITY for the amount requested, not to exceed
$45,000 for all UNIVERSITY incurred expenses.
4. If question arise about specific purchases, the Orange County Department of
Emergency Management will work with North Carolina Division of Emergency
Management and the UNIVERSITY to come to an agreement for
reimbursements. If anon-allowable item was purchased through the
UNIVERSITY, the item may not be reimbursed by the STATE or COUNTY.
Please follow all grant guidance found in Annex B and refer questions to the Point
of Contact with Orange County Emergency Management before purchasing any
questionable items.
US Department of Homeland Security
FY 2003 ODP Homeland Security Grant Program
Critical Infrastructure Protection
Between
Orange County
And
The University of North Carolina at Chapel Hill
Attachment D -County Cost Reuort
Budgeted Amount:
Reimbursement requested by
UNIVERSITY:
Number of Attached Invoices:
Items Purchased:
$ 45.000.00
Certification
I certify that the above are correct, based on sub-grantees official accounting system and records,
consistently applied and maintained, and that expenditures shown above have been made for the purpose of
and in accordance with, applicable grant terms and conditions, and that appropriate documentation to
support these costs and expenditures is available or attached.
UNIVERSIT'I' Authorized Signature
Date
COUNTY EM Authorized Signature
Date
as
COUNTY Finance Authorized Signature Date