HomeMy WebLinkAbout25-Fire Department
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Larry R. Pitzer, Fire Chief
Subject:
Resolution ratifying submittal of a grant
application to the Department of Homeland
Security Federal Emergency Management Agency
for Fiscal Year 2004 Metropolitan Medical
Response System (MMRS).
Dept:
Fire
-al'I'Ut.l~b
~.:
Date:
August 18, 2004
MC/C Meeting Date:
September 7, 2004
Synopsis of Previous Council Action:
04/01102
Resolution #2002-100 authorizing the submittal of a contract proposal for the development and
implementation of a MMRS and accepting funding allocation in the amount of $400,000.
RECOMMENDATION:
Adopt resolution.
Contact Person: Larry R. Pitzer. Fire Chief
Phone: (909) 384-5286
Supporting data attached: StaffReoort. Resolution. & Application
Ward: Citywide
FUNDING REQillREMENTS:
Amount:
$504.800
Source:
(Acct No.) 123-596-XXXX
(Acct. Description) Federal & State Program-Metro
Med Response Fire (Grant Funds)
Finance:
Council Notes:
II (..M:I #: 2mtt- "2.11
~
Agenda Item No. .2S
STAFF REPORT
SUBJECT:
Resolution ratifying submittal of a grant application to the Department of Homeland
Security Federal Emergency Management Agency for Fiscal Year 2004 Metropolitan
Medical Response System (MMRS).
BACKGROUND:
On April I, 2002, the Mayor and Common Council approved resolution #2002-100
authorizing the submittal of a contract (#223-02-0042) proposal for the development and
implementation of a MMRS and accepting funding allocation in the amount of $400,000.
The MMRS program has provided funding and support to develop plans, conduct training
and exercises, and acquire pharmaceuticals and equipment, in order to achieve and
maintain the enhanced capability necessary to respond to a mass casualty event. The
MMRS program enhances our preparedness efforts to respond to a mass casualty event,
whether caused by weapons of mass destruction, epidemic/pandemic disease outbreak,
large scale HAZMAT incident, or natural disaster. The program has provided equipment
and local collaboration to utilize during the vital period when lifesaving and population
protection are most effective, from incident occurrence until significant external resources
arrive.
The core requirement of the MMRS program is the integration of first responder, medical
treatment, public health, and emergency management components into an integrated
system. The concept of operating with local, state, and federal health and medical support
is designed to provide initial on-site response and provide for safe patient transport to
hospital emergency rooms in the event of a mass casualty incident.
On June 30, 2003, the city was notified that it is eligible to be awarded an additional
$200,000, if the initial MMRS contract proposal was modified. Modification number 2
was to change deliverable #11 in the payment schedule and add deliverable #12 to update
the pharmaceuticals and equipment acquisitions and the continuation and sustainment
planning of the MMRS (attachment "B"). This funding provides support for local
jurisdictions to develop/augment plans directed at the early recognition of biological event,
mass immunization/prophylaxis, mass care, mass fatality management, and environmental
surety.
On August 29, 2003, the city was awarded $280,000 for modifications to the MMRS
contract (#223-02-0042). Modification number 3 was the result of the Department of
Health and Humans Services to include deliverable #13. Deliverable #13 requires the city
to include an additional statement of work. The statement of work entails an inventory of
capability report, a sustainment plan, and to submit an operational verification report
(attachment "C").
I
On July 22, 2004, the MMRS National Program Office announced the availability of
approximately $45 million in Fiscal Year, 2004, appropriated funds. These funds are being
provided via grants to the existing 124 MMRS jurisdictions. The deadline for grant
submittal of the Fiscal Year 2004 MMRS grant to the Department of Homeland Security
was August 23, 2004. Consequently, there was not enough time to request Council's
approval prior to submitting the grant.
There are three major components in the Fiscal Year 2004 grants:
1. Capability Focus Areas, available to all 124 jurisdictions, in eight areas: (1)
Radiological medical and health effects preparedness; (2) operational viability of mass
care shelters and medical treatment facilities; (3) emergency alerting
system/emergency public information; (4) National Incident Management System
(N1MS) compatibility; (5) quarantine and isolation preparedness; (6) Geographic
Information Systems; (7) updated MMRS Steering Committee; and (8) pharmaceutical
cache management and status reporting.
2. Sustainment of Enhanced Capabilities is available to jurisdictions that have completed
their baseline capabilities, as specified in previous and current MMRS contracts. The
purpose of this funding is to provide sustainment of enhanced response capabilities in
MMRS jurisdictions gained through completion of baseline grant deliverables (e.g.,
updated planning and procedures, the maintenance of pharmaceuticals/equipment and
supplies caches, ongoing training, and exercise activities); and, optionally, to support
existing, or establish new, expanded MMRS operational areas and/or undertake local-
State cooperative capability enhancement, including enhanced mutual-aid, for response
to a WMD mass casualty event.
3. Special Proiect funding is available to support innovative projects with the potential for
widespread application to improve automated systems and interoperable
communications support to MMRS command decision-making and resource
management, training delivery, and emergency public warning/risk communications.
To be considered for funding of a Special Project MMRS, jurisdictions must submit a
detailed proposal, based on specific criteria, as part of their grant application.
Fire submitted a grant application for all the major components in the grant (attachment
"A''). This grant will further enhance and maintain our jurisdiction integrated systematic
preparedness for mass casualty events. The grant will provide an opportunity to enter into
fixed price contracts for disaster medical response development. The grant requires us to
formulate an implementation plan tailored to our existing system and needs. The plan
includes equipment, supply, pharmaceuticals, and training requirements.
The performance period for the grant will start October 1, 2004, and will end on March 31,
2006.
2
FINANCIAL IMPACT:
The City of San Bernardino will receive funding in the amount of $504,800 from the FY,
2004, MMRS grant (see attached Exhibit "A" for budget detail). There is no match
requirement associated with this grant and is 100% federally funded. Payments for
expenditures approved in the grant will be on a reimbursement basis.
RECOMMENDATION:
Adopt resolution.
3
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RESOLUTI~~
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAt~
BERNARDINO RATIFYING SUBMITTAL OF A GRANT APPLICATION TO THE
DEPARTMENT OF HOMELAND SECURITY FEDERAL EMERGENCY
MA.c1'l/AGEMENT AGENCY FOR FISCAL YEAR 2004 METROPOLITAN MEDICAL
RESPONSE SYSTEM (MMRS).
4
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6
7
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS;
8
9
SECTION 1. The Mayor and Common Council hereby ratify the Fire Chiefs submittal of
the Fiscal Year, 2004, MMRS grant application in the total amount of $504,800. A copy of the
10
grant application is attached as Attachment "A", and incorporated herein by reference.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO RATIFYING SUBMITTAL OF A GRANT APPLICATION TO THE
DEPARTMENT OF HOMELAND SECURITY FEDERAL EMERGENCY
MANAGEMENT AGENCY FOR FISCAL YEAR 2004 METROPOLITAN MEDICAL
RESPONSE SYSTEM (MMRS).
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
the
day of
, 2004, by the following vote, to wit:
Council Members
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
.2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN.
City Attorney
BY~ t-.fe,.,.. '_
. 2
lO
APPLlCA nON FOR
FEDERAL ASSISTANCE
11. TYPE OF SUBMISSION:
Application
U Construction
G.!LCl!!,(;q!!llI!!.~!I.2n..-_--
: 5. APPUCANT INFORMA nON
Legal Name'
i ~:~ATE SUBMI~~_~__..l.D.=.20 ~ o~~~~~canllden1ifier _____
3. DATE RECEIVED BY STATE : Slate Application Identifier
Version 7/03
I
Pre-application ._. .__._u__'_
F C tr t' 4. DATE RECEIVED BY FEDERAL AGENCY I' Federal Identifier
_' ons uc Ion
;~lrJ!~UPp__ ________ ---
-j
Cit
Organizational DUNS: 1 4 3 5 3 2 1 5 3
Address:
Street
niDtional Unit:
Department: F'
1re
D'Yision:
De artment
,___~Q~_~~.t..Jt:.~LStreet
C~y: San Bernardino
~ountV. ._--
Statel' San Bernar?A,'e~e
Ca iforn'
Countty-
[6_ EMPLOVER IDENnFICATlO.N NUMBER (EIN).
[]!~HJ[9[Q][giZJ[]21
8. TYPE OF APPUCA nON:
iX New IT'"] Continuation
f Revision. enter appropriate letter{s) in box(es)
See back of form for description of letters.} 0
1000000r (specify)
10. CATALOG OF FEOERAL DOMESTIC ASSISTANCE NUMBER:
MMRS Program Continuation [][]-~IZJ[Jj
TITLE (Name of Program): Grant
Name and telephone number of person to be contacted on matters
l"yoM" this appUcatton ( Ive area code)
1 Prefix: ; First Name:
j Mr ! RiC"k
: Middle Name
:ilst Name ------..-~
Blackbl1rn
Fax Number (gIVe area cooe)
(909)384-5281
: PhOne Number (give lrea code)
! (909)384-5115
7. TYPE OF APPLICANT: (See bacl< of form fO( Application Types)
r Revision
D
her (specify)
9. NAME OF FEDERAL AGENCV:
Municipal
12. AREAS AFFECTED BV PROJECT (Cilies. Counties. States. etc.);
IS n Bernardino Cit and Count y
i 13. PROPOSED PROJECT
i Sla~ Date: Ending Date:
10 tober 1 2004 March 31,2006
15. ESTIMATED FUNDING:
,
i FEMA
: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
i Metropolitan Medical Response
System (MMRS) Program
Maintenance and Enhancement
o
". Federal $
b. Applicant $
;
c. Stale ~
d, Local ~
e. Other is
,
If. Program Income is
i
E;04.AOO :00
w
14. CONGRESSIONAL DISTRICTS OF:
a_ Applicanl 4 1 s t & 4 3 r d b. ProJed
1st & 43rd
16. IS APPUCATlON SUBJECT TO REVIEW BV STATE EXECUTIVE
RDER 1 37 PR ESS?
,.., THIS PflEAPPLlCA TtONlAPPLICA nON WI'S MADE
a. Ves.:'-' AVAILABLE TO THE STATE EXECUTtVE OROER 12312
PROCESS FOR REVIEW ON
DATE:
b. No. c- PROGRAM IS NOT COVERED BV E_ a. 12372
I i1I OR PROGRAM HAS NOT BEEN SELECTEDBV STATE
FOR REVIEW
17. IS THE APPLICANT DELINQUENT ON ANV FEDERAL DEBT?
g.TOTAl 504,800 -.00 ,OVeslf'Ves'auachanexPlanation. Xl No
18. TO THE BEST OF MV KNOWLEDGE AND BEUEF. ALL DATA IN THIS APPLICATlONIPREAPPLICATION ARE TRUE AND CORRECT. THE
DOCUMENT HAS BEEN DUL V AUTHORIZED BV THE GOVERNING BODV OF THE APPLICANT AND THE APPLICANT WILL COMPL V WITH THE
TTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED.
a,AuhriRr i
1 Prefix
First Name d
Fre
iddle Name
LaslName Wilson
utrlll
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ale Signed 08- 20-04
Standard Form 424 (Rev.~2003)
Prescribed bv OMB Circular A-102
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FEDERAL EMERGENCY MANAGEMENT AGENCY
SUMMARY SHEET FOR ASSURANCES AND CERTIFICATIONS
O.M.S.No.3067~206
Expires February 29, 2004
FOR
FY
CA FOR (Name of Applicant)
City of San Bernardino
2004
This summary sheet indudes Assurances and Certifications that must be read, signed, and submitted as a part oC the
Application Cor Federal Assistance.
An applicant must cbeck each item thatlhey are certifying to:
Part I 0
FEMA Form 20-16A, Assurances-Nonconstruction Programs
Part II 0
Part III 0
FEMA Form 20-168, Assurances-Construction Programs
FEMA Form 20-16C, Certifications Regarding Lobbying;
Debarment, Suspeosion, and Other Responsibility
Matters; and Drug-Free Workplace Requirements
Part IV 0
SF LLL, Disdosure of Lobbying Activities (IC applicable) (Not Applicable)
As the duly authorized representative oC the applicant, I hereby certiCy that the applicant will comply with the ideolified
attached assurances and certificatioos.
Fred wilson
Typed Name of Authorized Representative
City Administrator
Title
08 -20-04
Date Signed
NOTE: By signing the certification regarding debarment, suspension, and other responsibility matters for primary covered
transaction, the applicant agrees 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 debarred, suspended, d"lared ineligible, or voluntarily excluded
from partieipation in this covered transactiont u.nless au.thorized by FEMA entering into this transaction.
The applicant further agrees by submitting this application that it will inolude the clause titled "Certification
Regarding Debarment, Suspension, Ineligibility and Voluntary Exolusion-Lower Tier Covered Transaction," provided by
the FEMA Regional Omce entering into this eovered transaction, without modification, in all lower tier covered transactions
and in all solicitations for lower tier covered transactions. (Refer to 44 CFR Part 17.)
Paperwork Burden Disclosure Notice
"Public: reporting burden for this form is estimated to average 1.7 hours per response. Burden means the time, effort and
financial resources expended by persons to generate, maintain, retain, disclose, or to provide information to us. You may
send comments regarding the burden estimate or any aspect of the form, including suggestions for reducing the burden
to: Information Collections Management, Federal Emergency Management Agency, 500 C Street, SW, Washington, DC 20472,
Paperwork Reduction Project (3067 ~206). You are not required to respond to this collection of information unless a valid
OMB control number appears In the upper right comer of this form. Please do not send your completed Corm to the above
address.
FEMA Form 20-16, FEB 01
FEDERAL EMERGENCY MANAGEMENT AGENCY
ASSURANCES-NON-CONSTRUCTlON PROGRAMS
o
Note: Certain of these assurances may not be applicable to your project or program. If you have any questions, please
contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to
additional assurances. If such is the C3se, you will be notified.
As the duly authorized representative ofthe aPplicant, I certify that the applicant: Ci ty of San Bernardino
I. Has the legal authority to apply for Federal assistance,
and the institutional, managerial and financial capability
(including funds sufficient to pay the non-Federal share of
project costs) to ensure proper planning, management and
completion of the projecl described in this application.
2. Will give the awarding agency, the Complroller
General of the United States, and if appropriate, the Slale,
through any authorized representative, access to and the
right to e~amine all records, books, papers, or documents
related to the award; and will establish a proper accounting
system in accordance with generally accepted accounting
standards or agency directives.
3. Will cstahlish safeguards to prohibit employees from
using their positions for a purpose that constitutes or
presents tbe appearance of personal gain.
o
4. Will initiate and complete the work within the
applicable time frame after receipt of approval of the
awarding agency.
5. Will comply with the Intergovernmental Personnel
Aet of 1970 (42 U.S.c. Section 4728-4763) relating to
prescribed standards for merit syslems for programs
funded under one of the nineteen statutes or regulations
specified in Appendix A of OPM's Standards for a Meril
System of Personnel Administralion) 5 C.F.R. 900,
Subparl F).
o
6. Will comply with all Federal statutes relating to
nondiscrimination. These include but are not limited to:
(a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352)
which prohibits discrimination on the basis of race, color
or national origin; (b) Title IX of the Education Amendments
of 1972, as amended (20 U.S.c. Sections 1681-1683, and
1685-1686), which prohibits discrimination on the basis of
sex; (c) Section 504 oflhe Rehabilitation Act of 1973, as
amended (29 U.S.c. Section 794), which prohibits
discrimination on Ihe basis of handicaps; (d) the Age
Discrimination Acl of 1975, as amended (42 U.S.c.
Seclions 6101,(;107), which prohibits discrimination on the
basis of age; (e) Ihe Drug Abuse omce and Treatment Act
of 1972 (p.L. 92-255), as amended, relating to
nondiscrimination on the basis of drug abuse; (f) tbe
Comprehensive Alcohol Abuse and Aleoholism Prevention,
Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as
amended. relating to nondiscrimination on the basis of
alcohol abuse or alcoholism; (g) Seelions 523 and 527 of
the Publie Health Service Acl of 1912 (42 U.S.C. 29G-dd-3
and 290-e..3), as amended, relating to confidenliality of
alcohol and drug ahuse patient records; (h) Title Vlll ofthe
Civil Rights Acts of 1968 (42 U.S.c. Section 3601 el seq.),
as amended, relating to nondiscrimination in the sale,
rental or finaneing of housing; (i) any other
nondiscrimination provisions in the specific statute(s)
under which applieation for Federal assistance is being
made; and (j) the requirements of any other
nondiscrimination statute(s) which may apply to Ihe
application.
7. Will comply, or has already complied, witb the
requirements of Title 11 and III of the Uniform
Reloeation Assislance and Real Property Acquisition
Policies Act of 1970 (P.L. 91-646) which provide for fair
and equitable treatment of persons displaced or whose
property is acquired as a result of Federal or Federally
assisted programs. These requirements apply to all
interest in real property acquired for project purposes
regardless of Federal participation in purchases.
8. Will comply wilh provisions of the Hatch Aet (5
U.S.C. Seclions 1501-1508 and 7324-7328) which limit
the political activities of employees whose principal
employment activities are Cunded in whole or in part
with Federal funds.
9. Will comply, as applicable, with the pro,'isions of
the Davis-Bacon Acl (40 U.S.c. Seeliolls 276a to 276a-
7), the Copeland Act (40 U.S.c. Section 2760 and 18
U.S.c. Sections 874), and the Contract Work Hours
and Safely Standards Act (40 U.S.c. Sections 327-333),
regarding labor standards for federally assisted
construction subagreements.
10. Will comply, if applicable, with nood insurance
purchase requirements of Section 102(a) of the Flood
Disaster Protection Act of 1973 (p.L. 93-234) which
requires retipients in a special nood hazard area to
participate in the program and to purehase nood
insurance if the total cost of insurable construction and
acquisition is 510,000 or more.
FEMA Form 20.16A, JUN 94
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II. Will comply wilh enviroomentalslandards which may
be prescribed pursuaollo the following: (a) institution
of environmental quality control measures under the
National Environmental Policy Act of 1969 (P.L. 91-190)
and Elecutive Order (EO) 11514; (b) notiCicatioo of violating
facilities pursuant to EO 11738; (c) protection of wellaods
pursuant to EO 11990; (d) evaluation of Dood hazards in
Doodplains io accordance with EO 11988; (e) assurance of
project consistency with the approved State management
program developed under the Coaslal Zone Management
Act of 1972 (16 U.S.c. Section 1451 et seq.); (f) conformity
of Federal actions to State (Clean Air) Implementation
Plans under Section 176(c) of the Clean Air Act of 1955,
as amended (42lJ.S.C. Section 7401 etseq.); (g) proteetion
of underground sourees of drinking water under the Safc
Drinking Water Act of1974, as amended, (p.L. 93-523);
and (h) protection of endangered species under the
Endangered Species Acl of 1973, as amended,
(P. L. 93-205).
12. Will comply with the Wild and Scenic Rivers Act of
1968 (16 U.S.c. Section 1271 et seq.) related to
protecting compoDents or potential compo~ents of
the national wild and scenic rivers system.
13. Will assist the awarding agency in assuring
compliance with Sectioo 106 of the National Historic
Preservalion Acl of 1966, as amended (16 U.S.c. 470),
EO 11593 (identiCication and protection of historic
properties), and the Archaeological and Historic
Preservation Act of 1974 (16 U.S.c. 469a-l etseq.).
14. Will comply with P.L. 93-348 regarding the
protection of human subjects involved in research,
development, and related activities supported by this
award of assistance.
15. Will comply with the Laboratory Animal Welfare Act
of 1966 (P.L. 89-544, as amended, 7 U.S.C.2131 et seq.)
pertaining to the care, handling, and treatment of warm
blooded animals held for research, teaching, or other
activities supported by lhis award of assistance.
16. Will comply witb the Lead-Based Paint Poisoning
Prevention Act (42 U.S.C. Seclion 4801 el seq.) which
prohibil5 the use of lead based paint in construction or
rehabilitation of residence structures.
17. Will eause 10 be performed the required financial
and complianee audits in aceordance with the Single
Audit Act of 1984.
18. Will comply wilh all applieable requirements of all
other Federallaw5. executive orders, regulations and
policies governing this program.
19. 11 will comply with the minimum wage and maximum
hours provisions of the Federal Fair Labor Standards
Act (29 U.S.c. 201), as they apply to employees of
institutions of higher education, hospilals, and olher
non..profit organizations.
FEMA Fo"" 20.16A (BACK)
FEDERAL EMERGENCY MANAGEMENT AGENCY
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
o
Applicants should refer to the regulations cited below to de.ermine the certification to which they are required to attest. Applica..
should also review the instructions for certification included iD the regulations before completing this form. Signature on this
form provides for compliance with ccrtification requirements under 44 eFR Part 18, "New Restrictions on Lobbying; and 28 eFR
Part 17, "Government-wide Debarment and suspension (Nonprocurement) and Government-wide Requirements for Drug-Free
Workplace (Grants)." The certilications shall be treated as a material representation of fact UpOD which reliance will be placed
when the Federal Emcrgency Management Agcncy (FEMA) determines to award the covered transaction, grant, or cooperative
agreement.
1. LOBBYING
A. As required by section 1352. Tille 31 of the U.S. Code, and
implemented al 44 CFR Part 18. for persons entering into a grant
or cooperative agreement over $100,000, as defined at 44 CFR
Part 18. the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be paid.
by or on behalf of the undersigned. to any person for influencing or
attempting to innuence an officer or employee of any agency. a
Member of Congress. an officer or employee of congress. or an
employee of a Member of Congress in connection with the making
of any Federal grant, the entering into of any cooperative agreement,
and the ~xtensjon. continuation. renewal, amendment, or modification
of any Federal grant or cooperative agreement
o
(b) If any other funds than Federal appropnated funds have been
paid or will be paid to any person for influenclOg or attempting to
influence an officer or employee of al'ly agency. a Member or
Congress, an officer or an employee of Congress, or-employee
of a member of Congress in conl'leClion with this Federal grant or
cooperative agreement. the undersigned shall complete and submit
Standard Form LLl, "Disclosure of Lobbying Activities," in
accordance with Its instructions;
(c) The understgned shall require that the language of this certification
be induded in the award documents for all subawards at all tiers
(including subgrants. contracts under grants and cooperative
agreements, and subcontrad(s) and that all subrecipients shall
certify and disclose accordingly.
DStandard Form LLL, "Oisclosure of Lobbying Acti\'ities" attached.
(This form must be attached to certification if nonappropriatea funds
are to be used to influence activities.)
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBIUTY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and Suspension,
and implemented at 44 CFR Part 67, for prospecti"e participants in
primary covered transadions, as defined at 44 CFR Part 17,
Section 17.510~A. ihe applicant certifies that it and its principalS:
o
(a) Are nol presentty debarred, suspended. proposed for debarment.
declared ineligible, sentenced to a denial of Federal benefits by a State
or Federal court, or voluntarily excluded from covered transactions by
any Federal department or agency:
FEMA Foun 20-16C, JUN 9.
(b) Have not within a three-year period preceding this application been
convicted of ar had a civilian judgment rendered against them for
commission of fraud or a criminal offense in connedion with
obtaining, attempting to obtain, or perform a public (Federal, State,
or local) transaction or contract under a public transaction; \'iolation
of Federal or State antitrust statutes or commission of embezzlement,
theft. forgery, bribery. falsification or destruction of records.
making false statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilty
Charged by a governmental entity (Federal. State, or local) with
commission of any of the offenses en~merated in paragraph (l)(b)
of this certification; and
(d) Have not within a three.year period preceding this application
had one or more public t ransadions (Federal, State, or local)
terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements
in this certification, he or shall shall attached an explanation to this
application.
3. DRUG.FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
AS required bylhe Drug.Free Worl<place Act of 1988. and
implemented at 44 CFR Pan 17, Subpart F, for grantees, as defined
a'.. CFR Part 17. Sections 17.615 and 17.620:
A. The applicant certifies that it will continue to privide a drug-
free workplace by:
ea} Publishing a statement nOlifying employees that the unlawful
manufacture. distribution. dispensing, possession. or use of a
controlled substance is prohibited in the grantee's workplace and
specifying the actions tht will be taken against employees for
violation of such prohibition;
(b) Establishing an on-going drug tree awareness program to
inform empoyees about
(1) The dangers of drug abuse in the workplace:
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation. and
employee assistance programs; and
(4) the penaltIes then may be imposed upon employees for
drug abuse violations occurring in the workplace:
o
.
o
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(el Making it a reQuirement that each employee to be engaged in
the performance of Ihe grant to be given a copy of the statement
required by paragraph (a):
(d) Notifying the employee in lhe statement required by
paragraph (a) that. as a condition of employment under the grant,
the employee will:
(1) Abide by the terms of the statement; and
(2) -Notdy the employee in wnting of his or her conviction for a
violation of a criminal drug statute occurring in the workplace no later
than five calendar days after such conviction.
(e) Notifying the agency, in writing, within 10 calendar days after
receiving notice under subparagraph (d)(2) from an employee or
otherwise receiving adual notice of such conviction. Employers of
convicted employees must provide notice. induding position title.
to the applicable FEMA awarding office, i.e., regional office or
FEMA office.
(f) Taking one of the following adions, within 30 calendar days of
receiving notIce under subparagraph (d)(2), with respect to any
employee who is so convicted:
(1) Taking appropriate personnel action against such an empioyee.
up 10 and including termination. consistent with the requirements
of the Rehabilitation Act of 1973, as amended: or
(2) ReqUiring such employee to participate satisfactorily in a
drug abuse assistance or rehabilitation program approved for
such purposes by a Federal. State. or local health. law enforcement.
or other appropnate agency
(9) Making a good faith effort to continue to maln~," a drug free
workplace through implementation of paragrapbs (a), (bl, (c), (d), (e).
and m.
8. the grantee may insert in the space provided below the site(s) for
the performance of wor1t done in connection with the specific grant:
Place of Performance (Street address, City, County, Stale. Zip code)
200 R~~t lrn ~~root
San Bernardino, California 92410
Check Dil there are workplaces on file that are not identified here.
Section 17.630 of the regulations provide that a grantee that is a State
may eled to make one certification in each Federal fiscal year. A copy
ot which should be included WIth each applicatiOn for FEMA funding.
States and State agencies may eiect to use a Statewide certification.
FEMA Form 20-16C (BACK)
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DISCLOSURE OF LOBBYING ACTIVITIES
Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352
See reverse for ublic burden disclosure.
2. Status of Federal Action: 3. Report Type:
:--'a. bid/offer/application ,.----- a. initial filing
~-a....b. initial award La...: b. material change
c. post-award For Material Change Only:
year ____ quarter _
date of last report .
1. Type of Federal Action:
-b"j a. contract
'~b. grant
c. cooperative agreement
d.loan
e. loan guarantee
f. loan insurance
4. Name and Address of Reporting Entity:
[iI Prime 0 Sub.word..
Tier ___' if known:
City of San Bernardino
200 East 3rd Street
San Bernardino, Ca.92410
Con ressional District, if known: 4c
6. Federal Department/Agency:
8. Federal Action Number, if known:
10. a. Name and Address of Lobbying Registrant
(if individual, last name, first name. MI):
Copeland, Lowery, Jacquez, Denton &
Shockey
525 Ninth Street,N.W.,Suite 800
Washington, D.C. 20004
11 l.,rormallQn ~.,ted lhl'Olt9h "IS forI':" is IlIlhol'lUd I)y ~Ile 31 U.SC. MdICln
.1352TPIl5~ofIObO)'Jl'l9Ktl'lllltt.'I'InII"rIIIl~Wtla'loff.d.
upon wI\Id'l rfiijanee....n p1acec1 by lhl tiel' ~wt>en 1ha lr,nUClIorI..... mlIdI
or er.lel'ed Il1lQ. This cl~ ., f*luired pIUI.larll 10 31 U S.C 13$2. ThiS
InlormalIonwillDe'v"I~lofpUl)l",~An'tpeISOllWl'l(l'lllslOlilIIlhe
'eq\.ll'd d1idoaur. $I\aIl" SYbled to. CMl powoally 01 ~ Ins In.... $10,000 end
riot more INn $1DO,lXlO lorlach....cn fa"""..
Federal Use Only:
Approved by OMB
0348,0046
5. If Reporting Entity in No.4 is a Subawardee, Enter Name
and Address of Prime:
Con ressional District. if known:
7. Federal Program Name/Description:
CFDA Number, if applicab/e:
9. Award Amount, if known:
$
b. Individuals Performing Services (including address if
different from No, 10a)
(last name. first name, M/):
Title:
Signature:
Print Name' Fr
City
Telephone No.: 1.9.119J..3.8..4.=.5..t22._____ Date: 08_20_04
Authorized for Loeat Reproduction
Standard Form lLL (Rev. 7.97)
o
Department of Homeland Security
Federal Emergency Management Agency (DHS)
Metropolitan Medical Response Systems Agreement Articles
CONTENTS
.
I
,
ARTICLE 1- AUTHORIZATION
ARTICLE II - PROGRAM NARRATIVE DESCRIPTION
ARTICLE III - PERIOD OF PERFORMANCEIBUDGET PERIOD
ARTICLE IV - AMOUNT OF A WARD
ARTICLE V - RESPONSIBILITIES
(;
ARTICLE VI- PAYMENT
ARTICLE VII - FINANCIAL REPORTS
ARTICLE VIII - PERFORMANCE REPORTS
ARTICLE IX - GRANT MANAGEMENT OFFICIALS
ARTICLE X - GRANT AWARD AMENDMENTS
i
I
I
ARTICLE XI - PREA W ARD COSTS
ARTICLE XII - OTHER TERMS AND CONDITIONS
ARTICLE XIII - AUDIT REQUIREMENTS
ARTICLE XIV - GOVERNING PROVISIONS
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PROGRAM NAME: METROPOLITAN MEDICAL RESPONSE SYSTEM PROGRAM
CFDA: 97.* (In process)
GRANTEE: Ci ty of San Bernardino
AGREEMENT NO.: EMW-2004-
l
\
"
AMENDMENT NO.: Initial Award
ARTICLE 1- AUTHORIZATION:
A. Homeland Security Act of 2002, Public Law 107-296
B. Defense Against Weapons of Mass Destruction Act of 1966
C. National Defense Authorization Act for FY 1997, as amended
ARTICLE 11- PROGRAM NARRATIVE DESCRIPTION
o
The Grantee shall perform the work described in the Program Narrative Statement, which
is included as part of the application package dated
ARTICLE 11I- PERIOD OF PERFORMANCEIBUDGET PERIOD
A. Project Period: The Project Period shall be a maximum of twelve (12) months s
from the effective date ofthis Grant Agreement, and will correspond to the
applicable approved Budget Period unless extensions have been approved.
B. Costs: The Grantee shall only incur costs or obligate funds within the Budget
Period for approved activities or within the approved Period of Performance if
continuation award has been authorized. All additional funding under this
Cooperative Agreement ~ subject to the availability of funds and the needs of the
Federal Government.
o
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EMW-2004-GR-
ARTICLE IV - AMOUNT OF AWARD
A. Approved Budget: The approved budget for year one of this award by category
is:
- ~
; I
I .
OBJECT CLASS
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Contractual
Construction
Other
TOTAL DIRECT
Indirect Charges
TOTAL BUDGET
FEDERAL SHARE
TOTAL
'0
B. There is no cost-share or match required for this funding. The Department of
Homeland Security will pay up to 100% of the costs identified in the approved
budget listed under Article IV. A. Approved Budget. The maximum funding
amount is $ . If costs exceed the maximum amount ofDHS
approved funding, the Grantee shall pay the costs in excess of the approved
budget.
ARTICLE V - RESPONSIBILITIES
A. The purpose of the FY 2004 MMRS Grant is to provide funding for:
1. the creation of new MMRS jurisdictions in those states and territories that
do not have a MMRS;
2. obtaining FY 2004 capability objectives and or processes;
3. sustainment for existing jurisdictions; and
4. special projects, as applicable.
B. Objectives:
I. Preparedness to manage the medical, public health, population protection
and environmental health impacts of a radiological release/nuclear
detonation by terrorists.
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EMW-2004-GR-
2. Compliance with the National Incident Management System (NIMS), as a
condition of the grant award. Preparation of MMRS operational planning
materials.
3. Readiness to establish and enforce quarantine/isolation for a very large
number of persons and sizeable geographic areas.
I
;
ARTICLE VI- REQUEST FOR REIMBURSEMENT
A. FEMA uses the Direct Deposit/Electronic Funds Transfer (DDIEFT) method of
payment to Grantees. To enroll in the DDIEFT, the Recipient must complete a
Standard Form I I 99A, Direct Deposit Form.
.0
I. The Grantee may be paid in advance, or reimbursed by completing the
Standard Form (SF) 270, Request for AdvancelReimbursement. In
accordance with Treasury regulations at 31 CFR Part 205, the Grantee
shall maintain procedures to minimize the time elapsing between the
transfer of funds and the disbursement of said funds. (See 44 CFR Part
13.210) regarding payment of interest earned on advances.
2. The Grantee may use the Internet at www.FEMA.gov/priv/carol.htm to
download the Standard forms ll99A and 270.
B. To request reimbursement, the Grantee shall submit Standard Form (SF) 270.
Each voucher shall show the Grant agreement number, cost for billing period, and
costs to date. The Grantee may submit requests for payments up to the amount
of the estimated cost shown in Article IV. Payment requests which exceed the
estimated cost will not authorized.
C. Each request for payment shall show the Agreement Number and the cumulative
costs to date. The Grantee shall submit an original and on copy of the request for
payment to:
DHSIFEMA
FEMA Regional Office
Alln: Assistance Officer
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EMW-2004-GR-
ARTICLE VII- FINANCIAL REPORTS
A. Annual Report: The Financial Status Report is due 90 days from the expiration
date of the Period of Performance.
.
q
~ .1
~ 1
B. Final Payment/Unexpended Funds: Within 90 days from the expiration date of
the Period of Performance, the Grantee shall pay all unliquidated obligations and
shall report unexpended funds to the Assistance Officer. The Assistance Officer
will process the deobligation of unexpended funds.
C. Report Submission: DHSIFEMA
FEMA Regional Office
Altn: Assistance Officer
ARTICLE VIII - PERFORMANCE REPORTS
o
A. Quarterly Reports: The Grantee shall submit quarterly performance reports that
summarize accomplishments to the DHSIFEMA regional office, within 30 days
after the end of each Federal quarter following the initial award. Reports are due
January 30. April 30, July 30 and October 30.
B. The final progress report is due to DHS within 90 days after the expiration date
of the performance period. The final progress report will consolidate and
summarize all prior reports and include technical reports and other products
developed under this grant award.
C. Report Submission: DHSIFEMA
FEMA Regional Office
Altn: Assistance Officer
ARTICLE IX - GRANT MANAGEMENT OFFICIALS
Officials for the Grant Agreement are as follows:
o
A. Project Manager: The Project Manager (PM), designated by the Grantee, is
responsible for performance of the activities approved in the award:
7
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EMW-2004-GR-
The Project Manager is:
NAME
TITLE
DEPARTMENTIDIVISIONIBRANCH
ADDRESS
TELEPHONE
FAX
EMAIL
Ii
, I
B. DHS Project Officer: The DHS Project Officer (PO) shall be an official who will
be responsible for the technical monitoring of the stages of work and technical
performance of the activities described in the program narrative statement.
o
The DHS Project Officer is: Mr. Dennis Atwood
DHSIFEMA
Preparedness Division
500 C Street, SW, Room
Washington, DC 20472
202-646-
Fax: 202-646-
mmrsadmin(aJ,dhs.gov
c. DUS Assistance Officer: The DHS Assistance Officer (AO) is the DHS official
who has full authority to negotiate, administer and execute all business matters of
the Grant award.
,
The DHS Assistance Officer is: Ms. Sylvia A. Carroll
DUSIFEMA
Grants Management Branch
500 C Street, SW, Room 334
Washington, DC 20472
202-646-3503
Fax: 202-646-4156
S v I via. Carro ll(aJ,dhs. gov
,;
ARTICLE X - GRANT AWARD AMENDMENTS
o
All budget and program plan revisions shall be in compliance with OMB Circular A-102,
Grants and Cooperative Agreement to States and Local Governments, or A-II 0, Uniform
Uniform Administrative Requirements for Grants and Agreements With Institutions of
Higher Education, Hospitals, and Other Non-Profit Organizations, and OMB Circular A-
21 Cost Principles for Educational Institutions, or A-87, Cost Principles for State and
Local Governments, or A-122, Cost Principles for Non-Profit Organizations. In addition
to these requirements, the Grantee shall submit and receive written prior approval before
implementation for the following:
8
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EMW-2004-GR-
A. Budget Revisions:
I. Transfers of funds between direct cost categories in the approved budget when
such cumulative transfers among those direct cost categories exceed ten
percent ofthe total budget.
2. Transfer of funds to entities, except those identified in the approved
application.
3. Need for additional funds. DHS is not obligated to provide additional funds
prior to the submission and approval of consecutive continuation options
based on satisfactory performance and availability of funds.
B. Extension Request:
.0
I. The Grantee may exercise the one-time up to 12-month extension, with a
written notification, that includes supporting reasons and a revised expiration
date, to the Assistance Officer 30 days prior to expiration of the Period of
Performance. There will be no need for a DHS written approval for the one-
time extension if appropriate notification has been submitted to DHS.
2. Requests for additional time extensions to the Period of Performance will be
considered, but will not be granted automatically and must be supported by
adequate justification in order to be processed. The justification is a written
explanation of the reason or reasons for the delay; an outline of remaining
funds available to support the extended period of performance; and a
description of performance measures necessary to complete the project.
3. Except for the one-time up to 12-month extension, extensions to the Period of
Performance shall be authorized only in writing by the DHS Assistance
Officer.
4. There is no DHS obligation to provide additional funding as a result oftime
extensions approved.
5. Financial and Performance Status Reports must be current, and the extension
justification must be submilled or extensions requests will not be processed.
ARTICLE XI - PREA WARD COSTS
o
Preaward costs may be approved for up to ninety (90) calendar days prior to the effective
date of the Cooperative Agreement under the following conditions:
9
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EMW-2004-GR-
A. The costs have been incurred with the understanding that they were incurred at
the Grantee's risk and may not be reimbursed, if adequate funding has not
awarded to cover preaward costs and approved activities to be completed under
the award.
B. The costs must be necessary for the effective and economical conduct of the
project.
C. The costs are in compliance with the appropriate OMB Cost Principles.
D. The costs are supported with source documentation.
ARTICLE XII - OTHER TERMS AND CONDITIONS
The other terms and conditions of the agreement .are as follows:
()
A. Buy America. The Grantee, Sub-grantees and contractors receiving funds from
this grant shall comply with the Buy American Act (41 V.S.C. lOa et seq.) unless it is
determined that it is inconsistent with the public interest, impracticable to comply with
such a requirement or that it would unreasonably increase the cost of articles, materials,
or supplies. The exception shall be noted in the specifications and documentation to
justify the exception will be retained in the grant file for record.
~
.
,
B. Copyright. The Grantee is free to copyright original work developed in the course
of or under this agreement. DHS reserves a royalty-free, nonexclusive and irrevocable
right to .reproduce, publish, or otherwise use, and to authorize others to use, the work
preformed under this award for Government purposes. Publication resulting form work
preformed under this agreement shall include an acknowledgement of financial support
from DHS and include a statement that the publication does not necessarily reflect the
DHS views.
C. Publication and Acknowledgement ofDHS Sponsorship.
I. One copy of each article olanned for publication will be submitted to the DHS
Project Officer simultaneously with its submission for publication. Following
publication, a copy of each published paper shall be submitted to the DHS Project
Officer.
2. The Grantee agrees that when releasing information relating to this Grant, the
release shall include a statement that the project or effort undertaken was or is
sponsored by the Department of Homeland Security.
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EMW-2004-GR-
3. Disclaimer: The Grantee is responsible for assuring that every publication
submission (including World Wide Web pages) based on or developed underthis
award, except scientific articles or papers appearing in scientific, technical or
professional journals, contains the following disclaimer: "Any opinions, findings,
and conclusion or recommendations expressed in this material are those of the
author(s) and do not necessarily reflect the views of the Department of Homeland
security."
4. For the purpose of this requirement, information includes news releases, articles,
manuscripts, brochures, advertisements, still and motion pictures, speeches, trade
association proceedings and symposia.
5. Publications: In compliance with the Section 623 of Treasury, Postal Service, and
General Government Appropriations Act, 1993, and reenacted in Section 621 of
the fiscal year 1994 Appropriations Act requires that all grantees disclose the
amount and percentage of Federal funding and funding form non-governmental
sources when making public announcements about Federally-funded projects in
the amount of$500,000 or more.
o
D. Patent Rights. Grantees are subject to applicable regulations governing patents and
inventions, including government-wide regulations issued by the Department of
Commerce, 37 CFR Part 401,"Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms under Government Grants, Contracts and
Cooperative Agreements."
E. Environmental Standards. By accepting funds under this Grant, the grantee
assures that will:
1. Comply with applicable provisions of the Clean Air Act (42 V.S.C. 7401, et seq.)
and Clean Water Act (33 V.S.C. 1251, et seq.), as implemented by Executive
Order 11738 [3 CFR, 1971-1975 comp., p. 799] and Environmental Protection
Agency (EPA) rules al40 CFR Part 15. In accordance with the EPA rules, the
Grants further agrees that it will:
a. Not use any facility on the EPA's List of Violating Facilities in performing any
award that is nonexempt under 40 CFR 15.5 (awards of less than $100,000,
and certain other awards, exempt from the EP A regulations), as long as the
facility remains on the list.
b. Notify the awarding agency if it intends to use a facility in performing this
award that is on the List of Violating Facilities or the Grantee knows has been
recommended to be placed on the List of Violating Facilities.
o
2. Identify to the awarding agency any impact this award may have on:
11
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EMW-2004-GR-
a. The quality of the human environment, and provide help the agency may need
to comply with the National Environmental Policy Act (NEPA, at 42 U.S.C.
4321, et seq.) and to prepare Environmental Impact (e.g., physical disturbance
of a site such as breaking of ground) until the agency provides written
notification of compliance with environmental impact analysis process.
b. Coastal barriers and provide help the agency may need to comply with Coastal
Barriers Resource Act (16 U.S.c. 3501, et seq.), concerning preservation of
barrier resources.
d
c. Any existing or proposed component of the National Wild and Scenic Rivers
system, and provide help the agency may need to comply with the Wild and
Scenic River Act of 1968 (16 U.S.C. 1271, et seq.).
F. Refunds. The Grantee shall transfer to DHS the appropriate share, based on the
Federal support percentage, of any refund, rebate, credit or other amounts arising form
performance of this agreement, along with accrued interest. The Grantee shall take
necessary action to effect prompt collection of all monies due or which may become
due and to cooperate with DHS in any claim or suit in connection with amounts due.
()
G. Overpayment and Earned Interest.
Overnavment. Within ninety (90) days form the expiration date of the Performance
Period, overpayment of funds shall be remitted to the Assistance Officer by check
payable to DHS. An overpayment represents the difference between allowable actual
expenditures and total DHS payment received by the Grantee.
H. Program Income. Program income is income earned as a result of Grantee or sub-
grantee grant-supported activity, or earned as a result of the grant agreement during
the Period of Performance. Program income shall be added to the award of funds
under this grant and shall be used to expand the approved program activities. The
Grantee shall submit a written list of expanded activities to be accomplished as a result
of the program Income funds. This list shall be submitted to the DHS AD for review
and the approval within 20 days of receipt of program income.
I. Security. The Grantee shall not be granted access to classified information under this
Grant. If security restriction should happen to apply to certain aspects of the proposed
activity, the Grantee will be informed. In the event that the scientific work under this
Grant may either need classification or involve access to or storage of any classified
data, the Government shall make a decision on the need to classify, or require such
access or storage within 30 days after receipt of a written notice from the Grantee. If
the decision is affirmative, the Government may invoke the Termination clause, as
appropriate.
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EMW-2004-GR-
J. Controlled Unclassified Information. The parties understand that infonnation and
materials provided pursuant to or resulting from this Grant may be export controlled,
sensitive, for official use only, or, otherwise protected by law, executive order or
regulation, The Grantee is responsible for compliance with all applicable laws and
regulations. Nothing in this Grant shall be construed to penn it any disclosure in
violation of those restrictions.
"
j
K. Travel. Allowability of Travel Expenses. Expenses for transportation, lodging,
subsistence and related items incurred by project personnel and by outside consultants
employed on the project (GPM) Section 614 who are in travel status on business
related to an DHS-supported project are allowable as prescribed in the governing cost
principles. The requirements for prior approval detained in the governing cost
principles are waived.
L. Cargo Preference. The grantee agrees that it will comply with the Cargo Preference
Act of 1954 (46 U.S.c. 1241), as implemented by Department of Transportation
regulations at 46 CFR 381.7, which require that at least 50 of equipment, materials or
Grant, and which may be transported by ocean vessel, shall be transported on privately
owned U.S.-flag commercial vessels, if available.
o
M. Fly America Act. Preference for U.S. Flag Air Carriers: Travel supported by U.S.
Government funds under this Grant shall use U.S.-flag air carriers (air carriers
holding certificates under 49 U.S.C. 41102) for international air transportation of
people and property to the extent that such service is available, in accordance with
the International Air Transportation Fair Competitive Practices Act of 1974 (49
U.S.C. 40118) and the interpretative guidelines issued by the Comptroller General of
the United States in the March 31, 1981, amendment to Comptroller General
Decision B 138942.
N. Site Visits. DHS, through authorized representatives, has the right, at all reasonable
times, to make site visits to review project accomplishments and management
control systems and to provide such technical assistance as may be required. If any
site visit is made by DHS on the premises of the grantee or a contractor under an
award, the grantee shall provide and shall require its contractors to provide all
reasonable facilities and assistance for the safety and convenience of the Government
representatives in the perfonnance of their duties. All site visits and evaluations
shall be perfonned in such a manner that will not unduly delay the work.
ARTICLE XIII- AUDIT REQUIREMENTS
Grantees and Sub-grantees must follow the audit requirements under OMB Circular A-
133. Non-Federal entities that expend $500,000 or more Federal funds in a year shall
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EMW-2004-GR-
have a single or program-specific audit conducted for that year in accordance with the
provisions of A-133.
ARTICLE XIV - GOVERNING PROVISIONS
The Grantee and any subgrantee shall comply with all applicable laws and regulations. A
non-exclusive list of regulations commonly applicable to DHS grants are listed below:
A. Administrative Requirements
! ~
1. OMB Circular A-I02, State and Local Governments (10/07/94,
amended 08/29/97)
2. OMB Circular A-II 0, Institutions of Higher Education, Hospitals, and
Other Non-Profit Organizations (11/19/93, amended 09/30/99), and
3. 44 CFR Part 13
B. Cost Principles
0."'.
?
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I. OMB Circular A-87, State and Local Governments (05/04/95, amended
08/29/97)
2. OMB Circular A-21, Educational Institutions (08/08/00)
3. OMB Circular A-122, Non Profit Organizations (05/19/98)
C. Audit Requirements.
OMB Circular A-133, States, Local Governments, and Non-Profit
Organizations (06/24/97, includes revisions published in the Federal Register
06/27/03)
Grant award application received and approved by DHS on
with revisions received on NA
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SAN BERNARDINO MMRS
FY04 GRANT APPLICA nON - PROGRAM NARRA nVE
Capability Focus Area
The City of San Bernardino MMRS Program respectfully submits the following Program Narrative for
the FY '04 MMRS Grant Application. San Bernardino's grant proposal is for a total of $504,800.00
which includes a request for $260,000.00 for Capability Focus Areas, $150,000.00 for Sustainment of
(current) MMRS Capabilities, and $94,800.00 for Special Project Funding. The Fire Department's
Disaster Preparedness Division will provide overall project management and will coordinate efforts
with other impacted City and County Departments as well as other emergency support agencies.
Capability Focus Area
San Bernardino's Grant Proposal for the Capability Focus Area for $260,000.00 will
designating funds for trammg, exercises, equipment, GIS technology, and
Education/Awareness. Specific focus areas include the following:
include
Public
Radioloeical and medical health effects oreoaredness
This segment of the program will include preparing first responders and essential emergency
personnel for the effects of a radiological event and its' potential medical health effects through the
development and implementation of training and exercises, and the purchase of Personal Protective
Equipment (PPE), decontamination equipment, and detection equipment.
o
Ooerational viability of mass care shelters and medical treatment facilities
This segment of the program will include preparing for the operational viability of mass care shelters
and medical treatment facilities through the planning for rapid development of Patient Reception
Centers (PRC) including the purchasing of necessary equipment to deploy and sustain the Patient
Reception Centers.
Emereencv Alertine SvstemlEmereencv Public Information
This segment of the program will include planning and preparing first responders, emergency support
personnel, City and County employees, and the general public for potential WMD events through the
preparation and dissemination of public information/awareness messages . through multiple modes of
message dissemination.
Ouarantine and Isolation Preoaredness
This segment of the program will include planning and preparing first responders, emergency support
personnel, law enforcement, and the local medicallhealth care industry for potential Quarantine and
Isolation incidents through the planning and purchasing of necessary and essential equipment
including: Personal Protective Equipment (PPE), decontamination equipment, crowd control
equipment etc.
GeolZraohic Information Svstems
This segment of the program will include the purchase and installation of technological advancement
and equipment enhancement to provide incident commanders and Emergency Operations Center
personnel with effective GIS equipment to respond to WMD incidents.
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Uodated MMRS Steerine Committee
This segment of the program will include coordinating the MMRS project and its' various components
including various printing, travel, project management, and general administrative costs.
o
San Bernardino MMRS
FY '04 Grant Proposal
Budl!et
The budget detailed below is the proposed budget for the San Bernardino,
California FY 2004 MMRS Grant Proposal for the Capability Focus Area.
Capability Focus Area
1
I Category Amount
Equipment / Supplies $75,000
Training 75,000
Personnel 75,000
0 Travel 10,000
Miscellaneous 25,000
TOTAL $260,000
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SAN BERNARDINO MMRS
FY04 GRANT APPLICATION - PROGRAM MILESTONES
CAPABILITY FOCUS AREA
Task
Proposed Date
Begin Perfonnance Period.
October I, 2004
Develop Bid Specifications for equipment for Radiological and
medical health effects preparedness.
Develop Bid Specifications for Patient Reception CenterlMass Care
Shelters equipment.
Develop public infonnation campaign to educate first responders,
emergency support personnel, City and County employees,
and the general public for potential WMD events.
Develop Bid Specifications for Quarantine and Isolation Preparedness
equipment.
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Develop Bid Specifications for Geographic Infonnation Systems
(GIS) equipment/software.
Receive Equipment purchased from various vendors.
Plan, coordinate, and conduct training exercises and courses.
End Perfonnance Period.
March 31, 2006
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SAN BERNARDINO MMRS
FY04 GRANT APPLICATION - PROGRAM NARRATIVE
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Sustainment of MMRS Capabilities
San Bernardino's Grant Proposal for the Sustainment of MMRS Capabilities for $150,000.00
will include: an updated Sustainment Plan; Pharmaceuticals Cache Management; and updated
planning, training, exercising, and equipping for Radiological/Nuclear, Biological, Chemical,
and High-Yield Explosives mass casualty incidents/events. These areas are detailed below.
I. Undated Sustainment Plan
In order to sustain the San Bernardino MMRS program, various human and material resources
will be necessary to sustain and enhance past and current MMRS activities. Specific human
resources will include coordination and cooperation efforts between San Bernardino Fire
Department EMS Division, Training Division, Disaster Preparedness Division, and Hazardous
Materials Response Team. Coordination and cooperation will also occur between San
Bernardino Fire Department and other City Departments including Police Department,
Development Services Department, and Public Services Department. In addition, coordination
and cooperation of human resources will also occur between San Bernardino City Departments
and area hospitals participating in the San Bernardino MMRS Program. Material resources to
sustain and enhance the San Bernardino MMRS Program will include PPE's decontamination
equipment, detection equipment, communications equipment, and training of personnel.
o
San Bernardino's MMRS Steering Committee will meet on a periodic basis to determine goals
and objectives for the program, set priorities, determine funding needs, and complete necessary
deliverables. The cost to sustain the MMRS Committee for the 18 month performance period is
detailed in the attached budget.
San Bernardino's MMRS Planning components will be updated and integrated into the overall
San Bernardino MMRS program as needed. The methodology used to integrate these planning
components will be coordinated through the San Bernardino MMRS Program Officer with
consultation from the San Bernardino MMRS Steering Committee and necessary stakeholders.
The cost to update and integrate MMRS planning components for the 18 month performance
period is detailed in the attached budget.
Attached (Attachment C) is a Sustainment Budget illustrating estimated expenditures for the 18
month performance period, for a total of$150,000.
2. Pharmaceuticals Cache Management
o
The approach used for maintenance and cache rotation of pharmaceuticals will be coordinated
through the MMRS Property Officer. This will include the development and maintenance of a
tracking system, which will ensure that all pharmaceuticals are maintained and rotated
appropriately considering their respective expirations. Where possible, those pharmaceuticals
which are close to expiration and can be rotated, will be rotated through the area hospitals.
SAN BERNARDINO MMRS
FY04 GRANT APPLICATION - PROGRAM NARRATIVE
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Sustainment of MMRS Capabilities (continued)
Pharmaceuticals dispensing will be accomplished based on guidelines set thiough the San
Bernardino MMRS Pharmaceutical Plan and Development Plan Deliverables, and will be
dispensed accordingly. Dispensing during an incident will be coordinated between the MMRS
Property Officer, the MMRS Project Officer, and the local hospitals where the pharmaceuticals
are stored.
,"
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3. Updated planning. training. exercising. and equipping for the following mass casualty
incidents/events in Priority order.
RadiologicallNuclear
Planning, training, exercising, and equipping for a potential RadiologicallNuclear incident will
be coordinated by the MMRS Project Officer in consultation with the MMRS Steering
Committee. Each first responder will be provided with adequate equipment to respond safely
and effectively to all WMD events. Each first responder will be given initial training and
refresher training (including participation in appropriate training exercises) sufficient to meet the
needs of their respective jobs during a WMD incident.
o
Biological
Planning, training, exerclsmg, and equipping for a potential Biological incident will be
coordinated by the MMRS Project Officer in consultation with the MMRS Steering Committee.
Each first responder will be provided with adequate equipment to respond safely and effectively
to all WMD events. Each first responder will be given initial training and refresher training
(including participation in appropriate training exercises) sufficient to meet the needs of their
respective jobs during a WMD incident.
~
Chemical
Planning, trammg, exerclsmg, and equipping for a potential Chemical incident will be
coordinated by the MMRS Project Officer in consultation with the MMRS Steering Committee.
Each first responder will be provided with adequate equipment to respond safely and effectively
to all WMD events. Each first responder will be given initial training and refresher training
(including participation in appropriate training exercises) sufficient to meet the needs of their
respective jobs during a WMD incident.
o
High-Yield Explosives
Planning, training, exercising, and equipping for a potential High-Yield Explosive incident will
be coordinated by the MMRS Project Officer in consultation with the MMRS Steering
Committee. Each first responder will be provided with adequate equipment to respond safely
and effectively to all WMD events. Each first responder will be given initial training and
refresher training (including participation in appropriate training exercises) sufficient to meet the
needs of their respective jobs during a WMD incident.
;
rant rODosal . ustainment Budaet
Cumulative
Year 1 Year 2 Totals
Pharmaceuticals
Doxycycline $0
Ciprofloxacin $0
2 PAM $0
Repacking bollles for tablets $0
Mark I Trainer Kits $0
Mark I Kits $0
Valium $0
Atropine $0
Diazeoam Auto I niector $0
Thermo Luminescent Dosimetrv Badoe $0
Thvroid Blocker $0
Other $30,000 $30,000 $60,000
Pharmaceutical Total $30,000 $30,000 $60,000
Equipment
Decon eouioment $0
PPE $0
Surveillance/aoent 10 (test strips\ $0
Warrantv $0
Other $10,000 $10,000 $20,000
Equipment Total $10,000 $10,000 $20,000
Training
HAZMAT Tech $0
Emeroencv Medical Technician $0
NBCIWMD detection/monitorino eouioment $0
Self-contained breathino apparatus $0
Chemical Protective Clothino $0
Firefiohter Academv $1,000 $1,000 $2,000
Police Academv $0
CPR certification $1,000 $1,000 $2,000
First Aid Certification $1,000 $1,000 $2,000
Confined Space $1,000 $1,000 $2,000
Safety Officer $1.000 $1,000 $2,000
Appropriate Medical Trainino (M,D.. R.N" Paramedic, etc,) $1,000 $1,000 $2,000
Hosoital $0
Law Enforcement Trainino $20,000
Incident Commander Trainino $7,000 $7,000 $20,000
Exercises
Team Activation $0
Team Intemal Communication $0
Full Scale Exercise $5,000 $5,000 $10,000
Multiple Casualtv Incident Exercise $0
HAZMA T Mutual Aid Exercise $5,000 $5,000 $10,000
T ri-annual seldom used skills $0
Other $2,000 $2,000 $4,000
Training/Exercise Total $25,000 $25,000 $50,000
MMRS Planning Maintenance (quarterly steering committee
meetinos, plan uodates, salaries etc.) $10,000 $10,000 $20,000
._-. -- "----- --. .-- --- --.-----------.------ .- -- -- - -.-.-----.-- ------- -------
Yearly Totals $75,000 $75,000 $150,000
City of San Bernardino MMRS
FY 2004 G P S
Appendix C
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8/18/2004
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SAN BERNARDINO MMRS
FY04 GRANT APPLICATION - PROGRAM NARRATIVE
Special Project Focus Area
The City of San Bernardino MMRS Program respectfully submits the following Program
Narrative for the FY '04 MMRS Grant Application for $94,800 for Special Project
Funding. San Bernardino's Grant Proposal for the Special Project Focus Area for
$94,800.00 will include designating funds for the purchase of communications equipment
to ensure effective communications between multiple agencies during a WMD incident.
In responding to major events where multiple agencies are involved, similar to the
wildfires experienced by San Bernardino in October 2003, multiple agencies responded
to assist San Bernardino Fire Department in fighting these horrific wildfires. These
wildfires consumed over 90,000 acres, destroyed hundreds of homes, forced the
evacuation of over 100,000 people, and involved 350 fire departments and over 4,200
personnel. Unfortunately, firefighting efforts were hampered during this incident due to
lack of coordinated communications between various agencies. Specifically, agencies
were not able to communicate with each other effectively with different agencies utilizing
different radio communications equipment.
o
The City of San Bernardino is the largest City in San Bernardino County, encompassing
64 square miles, and serving a population of approximately 200,000. With the entire
Inland Empire of Southern California rapidly growing with businesses (including
industrial and high-target industry) moving into the San Bernardino area, the potential for
a WMD incident grows daily. To ensure that during a WMD incident involving multiple
agencies assisting San Bernardino in their response efforts will be able to effectively
respond to an incident, better and more standardized communications equipment is
needed. Providing funding for this Special Project Grant will ensure that the citizens in
the San Bernardino area are effectively served and protected during potential WMD
events. Equipment needs for a WMD event have been determined and prioritized by Fire
Department management to include the availability of effective and standardized hand-
held radios for use by assisting agencies in a major WMD incident.
The Fire Department's Disaster Preparedness Division will provide overall project
management and will coordinate efforts with Fire Department Operations, Fire Dispatch,
and other impacted City (and County) Departments as well as other emergency support
agencies.
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San Bernardino MMRS
FY '04 Grant Proposal
i I
Budeet
The budget detailed below is the proposed budget for the San Bernardino,
California FY 2004 MMRS Grant Proposal for the Special Project Area.
The purpose of this special project is to increase and enhance the
effectiveness of interoperable communications during WMD incidents,
especially where outside mutual aid agencies are required to be integrated
into an effective command structure to combat major incidents.
Special Proiect Area
Category
Amount
;0
Equipment / Supplies
20 - 800 Mhz Radios for four Command VehicIes
(5 each) @ $4,300 each. Total - $86,000.
$94,800
6 - Bendix King Radios for Fire / Police Dispatch
and Fire Command@ $1,300 each. Total- $7,800.
Training
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Personnel
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Travel
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Miscellaneous
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TOTAL
$94,800
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DEPARTMENT OF HEALTH & HUMA.... SERVICES
June 30, 2003
Miguel Ascarrunz
MMRS Project Coordinator
City of San Bernardino, Fire Department
300 North D Street
San Bernardino, CA 92418
Dear Mr. Ascarrunz:
--------..........'- D
Program Support Center
DIVISion of AcquIsition Managemen
Room 5.101, Park lawn BuildUlg
5600 F Ishm Lane
Rockville, MD 20857
The purpose of this letter is to request a proposal to modify the
MMRS contract. Enclosed are the proposed changes. The Government
has $200,000 available for this effort. You are requested to
review the proposed changes and provide this office with an
original and two (2) copies of a cost proposal (budget). Please
provide me with the required copies of the proposal no later than
July 30, 2003.
If any additional information is needed, please contact me at the
above address or telephone (301) 443-2475, facsimile (301) 443-3849,
voice mail (301) 443-1658, e-mail: mtrotter@Dsc.oOV.
Sincerely yours,
Michele Trotter
Contracting Officer
Enclosure
1
10
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AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT I' CONTAACTOOCOQE 1- PA~E
2 AMENOMENTIMQO'FICATlQN NO 3. EFFECTIVE CATE 4. RECUI$ITtON/PURCHASE REO. NO 15. PROJECT NO. (If ~'cao.
MODIFICATION # 2 08/06/03 000125
6. ISSUED BY 7. ADMINISTERED BY (" oIher 1tI011'l "em 6) CODE L
CODE
OHHSlProgram SUpport Center OMB No, 0990-0115
Division of Acquisiton Management. ADS
5600 Fishers larie
Parklawn Building, Room Sol 0 I
Rockville, MO'20857
e. NAME AND ADDRESS Of CONTRACTOR (No., ~ CEUJty, Slate, MId lJP CoI:>>) .J& 9A. AMENDMENT OF SOUCITATION NO.
City of San Bernardino
300 North "0" Street
San Bernardino, CA 92418 98. Do\TED (SEE ITEAlII)
lOA. MOOIFICATIOHOf COHTRACTIORDER NO.
233-02-0042
X
tOB. DATED {Sftltem 13}
co OS/2412002
11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICIT A nONS
o The above numbered solicitation is amended as sel fofthin lIem 14. The hour and date specified lor receipt cI Offers Disextended. Oisnotextended.
Offers must acknowledge receipt of this amendment prior 10 the hour and date specifted i1 the solicitation or as amended, by one oIlhe foIk1wing melhods:
(I) By completing 1Ient$ 8 and 15. and returning _ copies 01 the amendment; (b) By acknowledging receipt of ttiis amendment on each copy of &he offer SUbml
By separate letter or telegram which includes: it reference 10 the solk:itation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVE
PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND OA TE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER "by v
amendmenl you desire 10 change an offer already submiIIed. such change may be made by tetegram 01 tener. provided each telegram or tenet makes reference to the
and this amendment. and ., received prior to the openng hou" and date specified.
12. ACCOUNTINGANOAPPROPRIATIONDATA Pf~
Appro, No.: 7030700.001
CAN: 3H974438
OBJ. Class: 25.2Z
increase: S
200,000,(
13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.
IT MODIFIES THE CONTRACTJORDER NO. AS DESCRIBED IN ITEM 14.
-.1.!l A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (~Ntwriy) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM lOA.
B. TliE ABOVE NUMBERED CONTRACTIORDER IS MODIfIED TO REFLECT THE ADMINISTRATlVE CHANGES (such.s changrs in /Mying cIb. ~t;on~. etc.) SET FORTH I
rYE". 14. PURSUAHT TO THE AlJ1lfC)RrTY OF FAR 43.103(b}.
C. THIS SUPPlEMENTAl. AGREEMENT IS ENTERED INTO PURSUAHT TO AUTHORITY OF:
X FAR 52.243-1 Chaos" - Fixed Price (AUG 19S7) Alternate' (APR 1984)
D.OTHER (~typeol.....4~.IItd~)
E. IMPORTANT: Contrac;lor 0 is not. IXJ is required to sign Ulis document and rei,," --L- c;opie$ 10 !he issuing offICe.
14. OESCRIPTtON OF ~ENONEHT/MOOIFJCATJON (eJrv.,;Z<<I by UCF SKtIon I'Iemirl}.s. i'Jc:Iul:fnsJ....IOIfo:lnfrac:r sut;Kf INII..,.,. teo.,.,..)
See allached pages,
Except as provided herein. all terms and conditions of the document referenced in item 9A or 10A. as heretofore changed. remains unchanged and in full force and e"ed.
15A. NAME ANO T1n.E Of SIGNER (TYJW(7pritt} 16A. NAME AND TITLE OF CONTRACTING OFFICER (Tn-OIprlttlJ
Michele Troller
158. CONTRACTORlOFFEROR
I&C. DATE 51
15C. DATE SIGNED
158. UNITED STATES OF AMERICA
NSN 7540.0t-I52.8070
PREVIOUS EomON UNUSABLE
STANDARD FOR" 30 (REV
Prescnbed by GSA
-.- ..- ---..- _.-
2
,
Modification Number 2
Contract Number 233-02-0042
Page 2 of 5
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The purpose of the above referenced modification is to change
item 11 in the payment schedule, statement of work, and delivery
schedule and to add item 12 to the payment schedule, statement of
work and delivery schedule as follows:
1. Section B - Supplies or Services and Prices/Costs, B.1.
Consideration, Deliverables 8, 9, 10, and 11 are deleted in
their entirety and replaced with the following:
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ITEM
AMOUNT OF PAYMENT
Deliverables 8, 9, 10, and 11
Component MMRS plan for Local
Hospitals and Healthcare Systems
S 160.000
MMRS Training Plan (includes
initial and refresher training
requirements)
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MMRS Equipment Plan
Progress Reports (This should be
a brief monthly status report)
2. Section B - Supplies and Services and Prices/Costs, B.1.
Consideration, the following item is added:
ITEM
AMOUNT OF PAYMENT
12. Updated Detailed List of
Pharmaceuticals
and Equipment Acquisitions
S 200.000
Continuation and Sustainment
Planning Template
Final Operational Report
o
3. Section C - Description/Specification/Work Statement, 3.
Statement of Work, item 11 is deleted in its entirety and
replaced with the following:
3
Modification Number 2
Contract Number 233-02-0042
Page 3 of 5
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11. Provide monthly progress reports that describe
activities undertaken the previous month and the
progress on the contract deliverables. By the
fifteenth (15th) of each month, these reports shall be
sent to the Project Officer, the Program Support Center
(PSC) Contracting Officer, and to the Metropolitan
Medical Response System Program Office. These reports
shall describe successful endeavors and barriers
encountered. Any barrier encountered shall be
accompanied with a plan to resolve the issues. Include
all meeting minutes that relate to MMRS development.
4. Section C - Description/Specification/Work Statement, 3.
Statement of Work, the following item 12 is added:
NOTE: 11 Equipment purchases under this contract shall be
harmonized with equipment received from all
Federal and State programs.
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NOTE: 12 No equipment, pharmaceuticals, or antidotes may be
purchased under this contract until these listed
items are submitted and approved by the Project
Officer.
NOTE: 13 These deliverables will be compared to the
Statement of Work (SOW) requirements as
articulated in the attached Evaluation Instrument
(Appendix C).
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12. Continue MMRS planning efforts to ensure that the MMRS
is operational, including acquisition of
pharmaceuticals and equipment as identified, planned
and approved in deliverable number 2a and 10. Continue
to submit brief monthly progress reports and a final
report at the end of the contract period. The final
report must constitute an assessment of response
capabilities (enhanced or created) that exist now as a
result of the MMRS planning effort. The report shall
identify actual equipment and pharmaceuticals procured
and received under the contract. Identify additional
assets/requirements that you will look to the Federal
Government to provide. These additional assets must be
addressed in an addendum to the basic MMRS Plan.
4
Modification Number 2
Contract Number 233-02-0042
Page 4 of 5
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Complete the Five-Year MMRS Continuation Planning
Template provided by Metropolitan Medical Response
System Program Office (see Appendix D). This
information will be useful for possible future planning
purposes. The broad categories for continuation
planning are MMRS Maintenance, Pharmaceuticals,
Equipment, and Training. Do not consider this template
to be all-inclusive. Add items to the template as
needed.
The final report shall include a statement that the
MMRS has achieved operational status. The final report
shall be presented to the Project Officer at the end of
the contract period.
5. Section F - Deliverables or Performance, F.l. Period of
Performance is changed as follows:
o
The period of performance for this contract is June. 24,
2002, through October 30, 2004, unless extended by
modification.
6. Section F - Deliverables or Performance, F.2. Reporting
Requirements and Deliverables the following item 11 is
deleted in its entirety and replaced with the following:
Item Description
Ouantity
Due Date
11. Progress Reports(This should
be brief monthly status
report)
4*
15~ day
of each
month
*Provide electronic versions (disk, CD, or email)
NOTE:
All deliverables shall contain the number of the
contract.
One copy of all deliverables shall be furnished to the State
Health Department or otherwise identified Governor's point
of contact.
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One copy of all deliverables shall be furnished to the
Project Officer.
5
Modification Number 2
Contract Number 233-02-0042
Page 5 of 5
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One copy of all deliverables shall be furnished to Mr.
Dennis Atwood, MMRS Program Manager, Metropolitan.Medical
Response System Program, Emergency Preparedness and Response
Directorate, u.S. Department of Homeland Security, 500 C
Street, S.W., Washington, D.C. 20472. Mr. Atwood may be
reached bye-mail at: mmrsadmin@fema.Qov.
One copy of all progress reports and the final report shall
be furnished to Michele Trotter, Contracting Officer,
AOS/PSC/DHHS, 5600 Fishers Lane, Room 5-101, Rockville, MD
20857. Ms. Trotter may be reached bye-mail at:
mtrotter@psc.QOV.
7. Section F - Deliverables or Performance, F.2. Reporting
Requirements and Deliverables the following item is added:
Item Description
Quantitv Due Date
12
Updated Detailed List of
Pharmaceuticals and
Equipment Acquisitions
3
Sept. 30, 2004
o
Continuation and
Sustainment Planning
Template
3
Sept. 30, 2004
Final Operational Report
4
Sept. 30, 2004
8. Section J - List of Attachment, Item 3, Appendix C is added
as follows:
2. Appendix C - 2002 MMRS Contract Deliverable Evaluation
Instrument for Item 12 (page 1 of 1)
9. Section J - List of Attachment, Item 4, Appendix D is added
as follows:
3. Appendix 0 - Five - Year MMRS Continuation and
Sustainment Planning Template (page 1 of 1)
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10. All other terms and conditions remain the same.
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1
. APPENDIX C
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7
I 12.01 0
0
12.02 0
12.03 0
12.04 0
12.05 0
12.06 0
12.07 0
12.08
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Evaluator
Date
12 Deliverable #12: Continue Progress Reports. Detailed list of pharmaceutical and equipment
acquisitions. Final Operational Report (Include as an appendix to the Basic MMRS Plan).
Contract Reference: (2001 Statement of Work #12)
When this modification is implemented, disregard the final report requirements detailed in SOW 11.
(Deliverable # 11)
Continue MMRS planning efforts to ensure that the MMRS is operational, including an updated
acquisition list of pharmaceuticals and equipment as identified, planned and approved in deliverable
#10. Continue to submit brief monthly progress reports and a final report at the end of the contract
period. The final report must constitute an assessment of response capabilities (enhanced or
created) that exist now as a result of the MMRS planning effort. The report shall identify actual
equipment and pharmaceuticals procured and received under the contract. Identify additional
assets/requirements that the jurisdiction will look to the Federal Government to provide. These
additional assets must be addressed in an addendum to the Basic MMRS Plan. Complete the Five-
Year MMRS Continuation Planning Template provided by DHS. This information will be useful for
possible future planning purposes. The broad categories for continuation planning are MMRS
Planning, Maintenance of Pharmaceuticals/Equipment, Training, and Exercises. Do not consider this
template to be all-inclusive. Add items to the template as needed. The final.report shall include a
statement that the MMRS has achieved operational status. The final report shall be presented to the
Project Officer at the end of the contract period.
Indicators of Fulfillment:
Does the final report constitute an assessment of response capabilities (enhanced or created)
that exist now as a result of the MMRS planning effort?
Does the final report identify an updated list of actual equipment and pharmaceuticals procured
and received under this contract?
Does the final report identify additional assets/requirements that the jurisdiction will look to the
Federal Government to provide?
Are the additional assets included in an addendum to the Basic MMRS Plan?
Has the Five-Year MMRS Continuation Planning Template been completed and provided in the
final report?
Does the final report include a statement that the MMRS has achieved operational status?
Does the final report include an electronic copy in Microsoft Word Format? (Reference F.2
Reporting Requirements And Deliverables, Item #12)
Notes:
8
. 2001 MMRS Contract Deliverable Evaluation Instrument
Page 1 01 ,
o
APPENDIX D
o
o
9
City
2000 PopulatIOn
PrOf8Cled &lsl","menl C05\l
o
Y...,1 y...,2 Y....3 Y..... Yo,S C.........Uv.Totals
-.
SO
C '"'" SO
2..... SO
boIIIltslortablels SO
Maltr.ITranerK-. SO
MarlIlKitl SO
v_ SO
~L..~_""~ SO
SO
SO
.- SO
""'"
PttannaceuIicaITotaI SO SO SO SO SO
= SO
... SO
III I. SO
W
""'"
E T... SO SO SO SO SO
T
HAlMATTecfI SO
E MldtIllT~ SO
NBOMOID ~ SO
W~ . j
~-
- SO
c..._ SO
FnI Aid c.tIcaIion SO
~ SO
~CIbo SO
."bll~ .. M.D., R.N.. ParwMtIt,'-: SO
SO
Uw~T.'
IncidWIt~T
..-
T....Ae1IfaliDn SO
T....InWnIII~ SO
N115r* EJIIfICiIe SO
lncidInI Edn::iM SO
HAZMAT..... Aid EAICiIe 10
ri-amuIII MIdDm l.-cl skill 10
""'"
T ..... Total 10 10 SO 10 10 SO
MMM Ibl h. .. - .... ......- 10 SO 10 10
-'"
T. T_ 10 10 SO SO SO SO
o
o
&l1912ooJ
10
'"'t"..t"..U....U..IUC..L L
/,,-.... ..
. ( ~DEPARTMENT OF HEALTH & HUMAN SERVICES
'S!-
O
Program Support Center
Division of Acquisilion Management. AOS
Room 5-10 I, Parklawn Building
5600 Fishers Lane
Rock.iIIe, MD 20857
A~ 2 9 am
Mr. Miguel Ascarrunz
MMRS Project Coordinator
300 North D Street
San Bernardino, CA 92418
Dear Mr. Ascarrunz:
Enclosed is Modification Number 3 to Contract Number 233-02-
0042. This modification is issued unilaterally. You are
authorized to begin work immediately. You are not required to
sign this modification but please acknowledge its receipt by e-
mail to: mtrotter@psc.gov.
o
You are requested to review the Statement of Work and Schedule
of Deliverables and provide this office with an original and two
copies of a technical and cost proposal (budget).
please provide this office with your proposals no later than
~FP '6 xn~ Once discussions are completed, a
modification finalizing the award will be forwarded for your
signature.
If any additional information is required, please contact me on
(301l 443-1658.
Sincerely yours,
;(}~!~U
Michele Trotter
Contracting Officer
Enclosures
,0
II
II
II
"
:I
1
1, CONTRACT /0 CODE
PAGES
12
AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT
MODlFICA nON #
3
4. REQUISmoNIPURCHASE REO. NO.
000135
7. AOMINlSTERED8Y(lIothwlhanlIern6)
2. AMENDUENTIMOOtfICATlON HQ.
3. EFFECTfVE OA TE
o · I=~;:rogwn Support Center CODE
Division or Acquisiton Management, ADS
5600 Fishm Lane
Parklawn Building, Room 5-( 0 I
Rockville, MD 20857
1I. NAME AND ADDRESS Of CONTRACTOR (No.. sIteef, CXJUnIy. S,.,., Md lIP Code)
City of San Berardino
300 North "D" Slreet
San Bernardino, CA 92418
OMB No. 0990-0115
x
9A. AMENDMENT Of soucrrATIONNO.
98. OATED (SEE ITEM II}
10A. MODIFICATION OF CONTRACTIORDER NO.
233-02-0042
x
CODE
108. W.1ED (8ftlem U)
. 05n4n002
I I. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS
o The above numbefed solicitation is amended asset forth in lIem 14. The hcuanddate lpecified for receip1 of Otfel'1 Ois extended. 0 is not extended.
OHers must aduMMtedge receipt of this amendment prior to the hour and date specified In Ihe soficitetion or al amended. by one of the fo/Iowing methods:
(a) By campIeIng Items e and 15. and retum~ _ copies 01 tho _~ (b) By adu-"'<lging _1pI 01 this amendment on each copy '" tho 011. subm_; or (c)
By sepa.... _ orlalagram wI1idl include. a ..farence 10 tho _ and _nt ...mbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE
PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR ANO DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER W by virtue of thi.
_ you _00 dIanga an oil. aIrady _, such chango may be __ by "Iogram orlan.. providad each IeIogram orlan. _ .._10 tho _,ion
and this ~,_odo"...L and is _ prior 10 tho open~ hour and do.. spocified.
12. o\CCOUNTING AND APPROPRIATION DATA C- ~.,)
Appro. No.: 7030700
s
280,000.00
CAN: H974438 OBJ. Class: 252Z
13. THIS ITEM APPLIES ONLY TO MOlliFICATIONS OF CONTRACTSIORDERS.
IT MODIFIES THE CONTRACTIORDER NO. AS DESCRIBED IN ITEM 14.
_(!l A. THlS CHANGE ORDER IS iSSUED PURSUANT TO: (SpKIy aAItonIy) THE CHANGES SET FORTH IN ""EM 14 ARE MADE IN TliE CONTRACT ORDER NO. IN ITEM 10A.
X Unilateral FAR 52.243-1 Changel.Fixed Price (AUG 19&7) AI1cma1e I (APR 19&4)
B. TlfE ABOVE NUMBERED COHTRACTIORDER ~ MODtFIEO TO REflECT THE ADMINISTRATIVE CHANGES (sudI as c:IYnti1es.. IMy;ng orT'a. apptr:1ptiatiOn date. tie) SET FORni IN
ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).
C. THIS SUPPlEMENTAL AGREEMENT IS ENTERED INTO PURSUAHT TO AUTHORITY OF:
0.0"'''' 1_"""'_"'_1
E.IMPORTANT:Contrac:lOr Illlisnol. 0 Is requirad 10 sign Ihisclocumentand_ _ copie$lolhalssuingoll\ce.
14. OESCRJPTlONOFAMENOMENTJUOOFICATION IClrpJiuctbyUCF.NdianhNdngs....... - ~ "- .tond$&AJect"."..."...ruMlIe.}
See attached pages.
Except as provided herein, .1 terms and conditions of the document referenced in item 9A or 1OA.. as heretofore changed. remains und1anged and in full force and effect
O. 1SA. NAMEANDTlTlEOFSIGHER (Typeorptitll) 1M. NAME AHDTITtEOF CONTRACTING OfFCER (Typeortml)
Michele Trotter
158, CONTRACTORIOFFEROR
15C. DATE SIGNED
161,," UNltSD STATE' OF AMERICA :
(I,: .
.~-~.I ,~..' ~/(../...!..
-~-I'
. /fr""/.:'.'>.'.~ ..'
,&C. DATE SIGNED
I
",.! .' ".; ....;.-
'.' ......
NSN 7540.01.,52.8070
PR~IJc:. ~nITV"'I" 1.1oI.lc...a.!::
STANDARD FORM 30 (REV. 10-83)
Prescnbed by GSA
o
Modification Number 3
Contract Number 282-02-0042
Page 2 of 12
The purpose of the above referenced modification is to add item
13 to the payment schedule, statement of work, and delivery
schedule as follows:
1. Section B - Supplies and Services and Prices/Costs, B.1.
Consideration, the following item is added:
ITEM
AMOUNT OP PAYMENT
SOW #1 Inventory of Capability
Report
$ 50,000
SOW #2 Sustainment Plan
$150,000
SOW #3 Submit an Operational $ 80,000
Verification Report and
sow #4 Document MMRS
Expansion Efforts (Optional)
2.
Section C - Description/Specification/Work Statement, 3.
Statement of Work, item 11 is deleted in its entirety and
replaced with the following:
o
11. Provide monthly progress reports that describe
activities undertaken the previous month and the
progress of contract deliverables, as provided, below.
By the fifteenth (15th) of each month, these reports
shall be sent to the Program Support Center (PSC)
Contracting Officer, and to the Project Officer,
Emergency Preparedness and Response Directorate, U.S.
Department of Homeland Security. These reports shall
describe successful endeavors and encountered barriers.
Any barrier encountered shall be accompanied with a
plan to resolve the issues. Include all meeting
minutes that relate to MMRS development.
3. Section C - Description/Specification/Work Statement, 3.
Statement of Work, the following item 13 is added:
o
NOTE: 14 These deliverables will be compared to the
Statement of Work (SOW) requirements listed below,
and as articulated in the attached Evaluation
Instrument (Appendix E) and Template (Appendix
F) .
3
o
Modification Number 3
Contract Number 282-02-0042
Page 3 of 12
13. Submit an inventory of capabilities (Deliverable 1).
This report shall constitute an inventory of response
capabilities (existing, enhanced and expanded) ,that are
a result of your MMRS planning, equipping, training,
and exercising efforts. This report shall discuss your
response capabilities such as system linkages,
personnel, and enhancements or increases in response
area coverage. Additionally, this report shall
identify all equipment and pharmaceuticals that you
currently have available to respond to a WMD event.
Multiple funding sources shall be identified as well as
the assets acquired from each source. Note: Include
equipment and pharmaceuticals funded/procured from MMRS
contracts, DOJ grants, .DHHS grants, DOD grants, FEMA
grants, DHS and State/local purchases. Present the
equipment and pharmaceutical information in a
spreadsheet format that identifies your assets and
sources. This report shall be based on your MMRS
planning components and identify additional
assets/requirements that you expect the Federal
Government to provide (e.g., the SNS, NOMS resources,
etc.) and additional health care professionals required
to implement a local mass casualty/surge care response
to a WMD event.
I
I
o
o
This MMRS inventory of capabilities should also
incorporate:
.
the activities of other applicable Federal
programs. If this MMRS inventory of response
capabilities does not incorporate such Federal
programs, an explanation should be provided
describing the obstacles and challenges preventing
coordination with existing MMRS capabilities, and
this explanation should also provide
recommendations on how to resolve these obstacles
and challenges.
the activities of applicable State/regional
response programs, including, but not limited to:
alert and notification protocols, threat event
assessments, available resources and current
intra-State and inter-State working agreements,
the identification of Statewide training, etc. If
this MMRS inventory of response capabilities does
.
4
o
Modification Number 3
Contract Number 282-02-0042
Page 4 of 12
o
not incorporate such State/regional programs, an
explanation should be provided describing the
obstacles and challenges preventing coordination
with existing MMRS capabilities, and this
explanation should also provide recommendations on
how to resolve these obstacles and challenges.
· a description of the geographical area included in
MMRS planning and preparedness, including mutual-
aid and other cooperative agreements for the
existing, enhanced, or expanded MMRS
jurisdictional area. This description can be
subdivided by functional capability, as required.
For example, the MMRS hospital planning and
preparedness geographical area may extend beyond
the geographical planning area for other WMD
functional response capabilities. The intent of
this description is to include neighboring
jurisdictions, as appropriate (even if such
planning areas expand prior MMRS jurisdictional
planning areas). MMRS jurisdictions are
encouraged to define not only existing planning
areas, but also to consider expanding planning and
preparedness needs, as necessary.
Submit a Sustainment Plan (Deliverable 2). This
Sustainment Plan should include estimates of the
resources (human and material) necessary to sustain and
enhance MMRS activities in your MMRS jurisdictional
area for a period of two years. The first year should
correspond to Federal fiscal year 2004 (October 1, 2003
through September 30, 2004). The second year should
correspond to Federal fiscal year 2005 (October 1, 2004
through September 30, 2005).
The first year is intended as the sustainment execution
year - when you will procure, utilize, and implement
sustainment activities and resources. The second year
is intended as the sustainment planning year where you
should project your jurisdiction's sustainment needs
and provide information needed for national MMRS
program planning.
o
There are four broad categories to include in this
Sustainment Plan: Response Plan Maintenance,
5
o
Modification Number 3
Contract Number 282-02-0042
Page 5 of 12
Pharmaceuticals/Equipment Cache Maintenance, Training,
and Exercises. The discussion for the Sustainment plan
should reference your MMRS planning components as the
basis for your planned sustainment efforts. The
Sustainment plan discussion should include, in detail,
the new and increased costs incurred to support a MMRS
jurisdiction's existing WMD response capabilities.
These costs should be identified as increases in units
of resources (such as for equipment, personnel hours,
training material, etc). Additionally, this
Sustainment plan should include a discussion, by
category, that explains, in detail, for each line item,
the total amount of projected funding required to
sustain existing MMRS capabilities for the period of
two years.
o
Many jurisdictions have received resources from local,
State and Federal sources. Your jurisdiction may have
received funding from some or all of these program
sources for your WMD planning and preparedness efforts.
Ultimately, these resources were integrated in support
of your MMRS planning components. In your Sustainment
Plan, these local, State and Federal resources should
be identified, by program, and included, in a
spreadsheet format, as an attachment to this
Sustainment Plan. The following information should
also included in this Sustainment Plan deliverable:
A. A discussion on the ongoing process of preserving
integrated MMRS planning activities, including
expanded efforts to incorporate new partnerships.
This discussion should include:
.
frequency and cost of existing and expanded
steering committee meetings with an updated
membership roster (e.g., existing and
potentially expanded participation);
frequency, cost and methods you will use to
update and integrate your MMRS planning
components into your jurisdiction'S and your
State's emergency operations plans and
related documents (including mutual-aid
agreements, etc.) and any additional planning
.
o
6
o
Modification Number 3
Contract Number 282-02-0042
Page 6 of 12
efforts you identify as required to
specifically sustain your MMRS; and
. an updated budget showing estimated vs.
actual expenditures of original MMRS funds
(e.g., $600,000, special project funding,
etc.) and
. information on individual salaries needed to
support this SOW; and
. any additional planning efforts you identify
as required to specifically maintain,
enhance, or expand the MMRS.
B. The Sustainment Plan should clearly identify the
expenses, above prior existing response programs
(e.g., USAR, HazMat, etc.) to procure and sustain
MMRS pharmaceutical and equipment needs and a two-
year phased approach to maintaining and rotating
these supplies (e.g., including chain-of-custody
costs, etc.). In particular, this discussion
should:
o
.
include reference to your MMRS planning
components and a discussion of methods you
have implemented, or you propose to
implement, that reduce the cost burden of
pharmaceutical rotation; and
in the event of a bioterrorism event, include
those planning and response capabilities"and
applicable costs, required to support the
effective receipt and distribution of
Strategic National Stockpile (SNS)
commodities.
.
C.
In the training category, your MMRS training plan
components shall be referenced for proposed
sustained training methods. Discussion
considerations shall be given to the applicability
of your proposed Sustainment Plan to two broad
sub-categories: ongoing training and exercises.
Within the ongoing training category, include a
plan to address the continuous turnover of
personnel and the attendant requirements to
maintain a cadre of trained personnel from all
agencies. The scope of personnel trained to
o
7
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Modification Number 3
Contract Number 282-02-0042
Page 7 of 12
support and sustain your MMRS planning and
preparedness activities shall include public
health agency staff, community public affairs
personnel, health care providers, first
responders, emergency management personnel, and
others (as applicable) .
o
When discussing the sustainment of exercises,
information should be provided on the frequency,
type of exercise(s), and any innovative methods
that you have developed to support your exercise
program. Your discussion should clearly identify
the incremental costs that exercising the MMRS
would incur above existing required exercise
programs for your response community: e.g., first
responders, health care providers, hospitals,
public health-officials, emergency managers, and
others (as applicable), etc. Other community-
based exercises may be referenced when discussing
the sustainment of exercises. For example, the
Community Hazards Emergency Response Capability
Assurance Program (CHER-CAP), formerly the
Comprehensive HazMat Emergency Response Capability
Assessment Program, can be utilized to support the
MMRS Program. CHER-CAP Program methodologies may
assure and validate MMRS and MMRT capability
enhancements and key program components including,
but not limited to: activation/notification
procedures, a Concept of Operations Plan, a
Bioterrorism Plan, specially trained responders
and equipment, public information, coordination
protocols, customized pharmaceuticals, plans for
the prophylaxis of an affected population, etc.
Your Sustainment Plan shall include an appendix
(Appendix F is included as an example) that
contains a two-year planning template. Each
jurisdiction has approached MMRS planning from a
unique perspective; this template is to be
considered as a minimum example and shall be
adjusted according to individual MMRS needs.
o
Submit an Operational Verification Report (Deliverable
3). The Operational Verification Report should
8
o
Modification Number 3
Contract Number 282-02-0042
Page 8 of 12
reference your MMRS planning components, and should
describe how your MMRS shall manage the coordination of
response to a biological WMD event, including BioWatch
sensor reports for those jurisdictions which have this
capability, and provide examples supporting that your
biological plan has achieved operational capability.
This report should also provide detailed documentation
citing examples supporting the statement that your MMRS
has achieved an operational response capability to a
chemical, biological, radiological, nuclear and high
explosive WMD event(s). Your examples may include
full-scale exercises, tabletop exercises or actual
response activities (e.g., HazMat incidents, surge
care/mass casualty events) that demonstrate an MMRS
planning component operational capability. Your
Sustainment Plan (Deliverable 2) should support a
continued assessment of this operational capability.
o
Document MMRS Expansion Efforts (Deliverable 4;
Optional). Contract funding is available to support
operational area expansion of current MMRS
jurisdictions incorporating additional, contiguous
jurisdictions within their MMRS planning, preparedness
and response geographical area and for WMD planning,
preparedness and response initiatives with
State/regional governments/organizations. This
"regional" approach is a hallmark of the MMRS Program
and achieves efficiency and economy by providing
protection for a greater at-risk population, and by
incorporating more highly trained response personnel
(e.g., hospitals, etc.) and special-purpose resources
(e.g., pharmaceuticals, equipment, etc.). Some States
have already achieved, or are initiating efforts to
achieve, State-wide/MMRS planning and preparedness. To
complete this deliverable, the documentation for MMRS
area expansion efforts should include:
.
Name(s) of new jurisdiction(s) to be
incorporated in MMRS planning and
preparedness;
Name, title, and contact information (e.g.,
daytime telephone number, mailing address and
email address, etc.) for a point-of-contact
by each added jurisdiction;
.
o
9
o
Modification Number 3
Contract Number 282-02-0042
Page 9 of 12
o
· A statement from both the existing MMRS
jurisdiction and the new "partnering"
jurisdiction(s) that they are both committed
to achieving this expanded MMRS planning and
preparedness area;
· A statement detailing the assistance to be
provided by the existing MMRS jurisdiction to
the "partnering" MMRS jurisdiction(s) and the
assistance to be provided by the "partnering"
MMRS jurisdiction(s) to the existing MMRS
jurisdiction (e.g., the resources each
jurisdiction will commit, to include, but not
be limited to: first responder units,
medical treatment facilities, emergency
management/emergency operation center
support, qualified specialists, planning and
preparedness development and maintenance,
joint training/exercises, etc.);
· A statement that mutual aid/mutual assistance
agreements exist, or that they will be
developed, to provide for first responder and
medical treatment personnel reciprocity and
liability protection;
· A statement that the plans, policies, and
procedures of the expanded operational area
will be compatible with the Department of
Homeland Security National Incident
Management System; and
· A two-year estimate of MMRS program costs for
(a) the parent jurisdiction and (b) the new
"partnering" jurisdiction(s) for achieving
WMD operational capabilities in the
designated expanded MMRS planning and
preparedness area.
If discussing MMRS existing jurisdictional expansion
and State capability enhancement, this deliverable
should include:
.
Name(s) of new State jurisdiction(s) and
State organizations to be incorporated in
MMRS planning and preparedness;
Name, title, and contact information (e.g.,
daytime telephone number, mailing address and
.
o
10
,~j,
o
Modification Number 3
Contract Number 282-02-0042
Page 10 of 12
o
email address, etc.) for a point-of-contact
by each added State jurisdiction and State
organization;
. A statement describing the scheduled
activities and expected outcomes in the first
year of cooperative engagement;
. A two-year cost estimate to include the new
State jurisdictionls) and State
organizationls) planning and preparedness;
. A statement that the plans, policies, and
procedures developed will be compatible with
the Department of Homeland Security National
Incident Management System;
. A statement that the State jurisdictionls)
and State organizationls) will comply with
Department of Homeland Security, and other
Federal Government guidance regarding
communications interoperability,
chemical/biological/nuclear/radiological
detection and identification protocols, and
other operational capability enhancement
activities.
Duplication of Federal Benefits
Jurisdictions are advised that there is to be no duplication
of Federal benefits in executing these MMRS contracts. No
other Federal funding, from the Department of Homeland
Security, or any other Federal executive branch entity, may
be used to pay for the same services and commodities paid
for under this contract.
4. Section F - Deliverables or Performance, F.1. Period of
Performance will be changed as follows:
The period of performance for this contract shall be May 24,
2002, through November 24, 2005, unless extended by
modification.
5.
Section F - Deliverables or Performance, F.2. Reporting
Requirements and Deliverables the following item 11 is
deleted in its entirety and replaced with the following:
,
,
,
,
I
I
I
I
!O
I
!
11
,0
Modification Number 3
Contract Number 282-02-0042
Page 11 of 12
Item Description
Ouantitv
Due Date
11. Progress Reports(This should
be brief monthly status
report)
3*
15th day
of each
month
*Provide electronic versions (disk, CD, or email)
NOTE:
All deliverables shall contain the number of the
contract.
One copy of all deliverables shall be furnished to Mr.
Dennis Atwood, Project Officer, Metropolitan Medical
Response System Program, Preparedness Division, Emergency
Preparedness and Response Directorate, U.S. Department of
Homeland Security, 500 C Street, S.W., Washington, D.C.
20472. Mr. Atwood may be reached bye-mail at:
mmrsadmin@fema.qov. .
o
One copy of all progress reports and the final report shall
be furnished to Michele Trotter, Contracting Officer,
AOS/PSC/DHHS, 5600 Fishers Lane, Room 5-101, Rockville, MD
20857. Ms Trotter may be reached bye-mail at:
mtrotter@osc.qOV.
6.
Section F - Deliverables or Performance, F.2. Reporting
Requirements and Deliverables the following item is added:
Item Description
Ouantitv
Due Date
13
SOW #1 Inventory of
Capability Report
2
45 days
SOW #2 Sustainment Plan
(Includes Planning Template)
2
120 days
SOW #3 Submit an Operational
Verification Report
2
270 days
SOW #4 Document MMRS Expansion
Efforts (Optional)
2
270 days
o
12
o
Modification Number 3
Contract Number 282-02-0042
7. Section J - List of Attachment, Item 3, Appendix E is added
as follows:
Page 12 of 12
4. Appendix E - Two-Year Sustainment Planning Evaluation
Instrument for Item 13
8. Section J - List of Attachment, Item 4, Appendix F is added
as follows:
5. Appendix F - Sustainment Template
9.
The total contract amount is increased from $600,000 by
$280,000 to $880,000.
10. All other terms and conditions remain the same.
o
o
13
'0
APPENDIX E
o
o
14
Appendix E
o
o
Two-Year
Sustainment
Planning
Evaluation
Instrument
'I
Jurisdiction Evaluated:
o
1
15
Deliverable # 1: Assessment of Capability
o Reference: SOW #1.
Submit an inventory of capabilities.
To complete SOW #1, DHS requires a report that constiMes an inventory of MMRS
response capabilities (existing, enhanced and expanded) that are a result of your
MMRS planning, equipping, training and exercising efforts.
Specifically, this report should include a discussion on:
1.01 0 Response capabilities, such as system linkages and personnel.
1.02 0 Enhancements or increases in response area coverage.
1.03 0 The identification of all equipment and pharmaceuticals that you currently
have available to respond to a WMD event. This information should be provided
in a spreadsheet format that identities assets acquired from multiple funding
sources: e.g. equipment/pharmaceuticals purchased/procured from MMRS
contracts, DoJ grants, DHHS grants, DoD grants, FEMA grants, DHS allocations
and Statelloeal and Statellocal purchases.
1.04 0 The identitication of additional assets/requirements that you expect the
Federal Government to provide (e.g., the SNS, NOMS resources) and any
additional health care professionals required to implement a local mass
casualty/surge care response to a WMD event.
o
1.05
1.06
o
o The activities of other applicable Federal programs (Note: if this MMRS
inventory of response capabilities does not incorporate such Federal programs,
an explanation should be provided describing the obstacles and challenges
preventing coordination with existing MMRS capabilities, and this explanation
should also provide recommendations on how to resolve these obstacles and
challenges).
o The activities of applicable Statelregional response programs, including
but not limited to: alert and notification protocols, threat event assessments,
available resources and current intra-State and inter-State working agreements,
the identification of Statewide training, etc. If this MMRS inventory of response
capabilities does not incorporate such Statelregional programs, an explanation
should be provided describing the obstacles and challenges preventing
coordination with existing MMRS capabilities and recommendations should be
provided that intend to resolve these obstacles and challenges.
2
16
o
1.07 0 The identification, including a description, of the geographical area
included in MMRS planning and preparedness, including mutual-aid and other
cooperative agreements for the existing, enhanced, or expanded MMRS
jurisdictional area. (Note: this description can be subdivided by functional
. capability, as required. For example. the MMRS hospital planning and
preparedness geographical area may extend beyond the geographical planning
area for other WMD functional response capabilities. The intent of this
description i:; to include neighboring jurisdictions, as appropriste, even if such
planning areas expand prior MMRS jurisdictional planning areas. MMRS
jurisdictions are encouraged to define not only existing planning areas, but also
to consider expanding planning and preparedness needs, as necessary.)
Deliverable # 2: A Completed One -Year MMRS Sustainment Plan
Reference: SOW #2.
ResDonse Continuation Plan Maintenance.
To complete SOW #2, DHS requires a plan, with estimates of the resources (human
and material) necessary to sustain MMRS planning activities in your MMRS
jurisdictional area for a period of two years. The first year should correspond to Federal
fiscal year 2004 (October 1, 2003 through September 30,2004). The second year
should correspond to Federal fiscal year 2005 (October 1, 2004 through September 30,
2005).
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The first year is intended as the sustainment execution year - when you will procure,
utilize, and implement sustainment activities and resources. The second year is
intended as the sustainment planning year and is where you should project your
jurisdiction's sustainment needs and provide information needed for national MMRS
program planning.
There are four broad categories to include in this MMRS Sustainment Plan: Response
Plan Maintenance, PharmaceuticalslEquipment Cache Maintenance, Training and
Exercises. The discussion for the Sustainment Plan should reference your MMRS
planning components as the basis of your planned sustainment efforts. The
Sustainment Plan discussion should include, in detail, the new and increased costs
incurred to support a MMRS jurisdiction's existing WMD response capabilities. These
additional costs should be identified as increases in units of resources (such as for
equipment, personnel hours, training material, etc). Additionally, this Sustainment Plan
should include a discussion, by category that explains, in detail, for each line item, the
tolal amount of projected funding required to sustain existing MMRS capabilities for the
period of two years.
Many jurisdictions have received resources from local, State and Federal sources. Your
jurisdiction may have received funding from some or all of these program sources for
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your WMD planning and preparedness efforts. Ultimately, these resources were
integrated in support of your MMRS planning components. In your Sustainment Plan,
these local, State and Federal resources should be identified, by program, and included,
in a spreadsheet format, as an attachment to this Sustainment Plan.
A. - The Sustainment Plan should also contain a discussion on the ongoing process
of preserving integrated MMRS planning activities, including expanded efforts to
incorporate new partnerships This discussion should include:
2.01 0 The frequency and cost of existing and expanded steering committee
meetings with an updated membership roster (existing and expanding
participants).
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2.02 0 The frequency, cost and methods you will use to update and integrate
your MMRS planning components into your jurisdiction's and your State's
emergency operations plans, and any additional planning efforts you identify as
required to specifically sustain your MMRS.
2.03 0 An updated budget showing estimated vs. actual expenditures of original
MMRS funding (e.g., $600,000.00, special project funding, etc.).
2.04 0 Information on individual salaries needed to support this SOW.
2.05 0 Any additional planning efforts you identify as required to specifically
maintain, enhance, or expand the MMRS.
B. The Sustainment Plan should clearly identify the expenses, above prior existing
response programs (e.g., USAR, HazMat, etc.) to procure and sustain MMRS
pharmaceutical and equipment needs and a two-year phased approach to maintaining
and rotating these supplies (e.g., including chain-of~ustody costs, etc.). This discussion
should also include:
2.06 0 Methods you have implemented, or methods you propose to implement,
that reduce the cost burden of pharmaceutical rotation, with specific attention to:
Pharmaceuticals
o Doxycycline
o Ciprofloxacin
o 2 PAM
o Repacking bottles for tablets
o Mark I Trainer Kits
o Mark I Kits
o Valium
o Atropine
o Diazepam Auto Injector
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Thermo Luminescent Dosimetry Badge
Thyroid Blocker
Other (please document)
Eauioment
o Decon Equipment
o PPE
o Surveillance/agent ID (test strips)
o Warranty
o Other (please document)
2.07 0 Identify those planning and response capabilities, and applicable costs,
required to support the effective receipt and distribution of Strategic National
Stockpile (SNS) commodities.
C To sustain training, the Sustainment Plan should reference your MMRS training
plan components for proposed sustained training methods. Discussion considerations
should incorporate two broad sub-categories: ongoing training and exercises. Within
the training category, your discussion should include:
2,08 0 A plan to address the continuous turnover of personnel and the attendant
requirements to maintain a cadre of trained personnel from all agencies.
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2.09 0 The scope of personnel trained to support and sustain your MMRS
planning and preparedness (to include public health agency staff, community
public affairs personnel, community health care providers, first responders,
emergency management personnel, and others, as applicable). Specifically;
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HazMat Tech
Emergency Medical Technician
NBCIWMD detection/monitoring equipment
Self-contained breathing apparatus
Chemical protective clothing .
Firefighter Academy
Police Academy
CPR certification
First Aid certification
Confined space
Safety Officer
Appropriate medical training (M.D., R.N., Paramedic, etc)
Hospital
Law enforcement
Incident Command
Pia
Bomb Squad
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o Other
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2.10 0 Information on the frequency, type of exercise{s), and other innovative
methods that you have developed to support your exercise program.
2.11 0 Identification of the incremental costs that exercising the MMRS would
incur above existing required exercise programs for first responderS, health care
provider:;, hospitals, public health officials, emergency mailagers, and others, as
applicable. Other community-based exercises may be referenced when
discussing the sustainment of exercises. For example, the Community Hazards
Emergency Response Capability Assurance Program (CHER-CAP), formerly the
Comprehensive HazMat Emergency Response Capability Assessment Program,
can be utilized to support the MMRS Program. CHER-CAP Program
methodologies may assure and validate MMRS and MMRS capability
enhancements and key program components including, but not limited to:
activation/notification procedures, a Concept of Operations Plan, a Bioterrorism
Plan, specially trained responders and equipment, public information,
coordination protocols, customized pharmaceuticals, plans for the prophylaxis of
an affected population; etc.
2.12 0
Completion of a two-year planning template.
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(Note: Attachment F is included as an example template. Each jurisdiction has
approached MMRS planning from a unique perspective; this template is to be
considered as a minimum example, adjusted according to individual MMRS
needs.)
Deliverable # 3: Operational Verification
Reference: SOW #3.
To complete SOW #3, DHS requires you to submit a report, referencing your MMRS
planning components that describes how your MMRS manages the coordination of a
response to a biological WMD event, including BioWatch sensor reports for those
jurisdictions which have this capability. This report should also provide detailed
documentation citing examples supporting the statement that your MMRS has achieved
an operational response capability to a chemical, biological, radiological, nuclear and
high explosive WMD event(s).
Specifically, this report should include:
3.01 0 Examples of full-scale exercises, tabletop exercises or actual response
activities (HazMat incidents, surge care/mass casualty events) that demonstrate an
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integrated MMRS planning component operational capability. The Sustainment Plan
(Deliverable 2) should support the continued assessment of this operational capability.
o Deliverable # 4: MMRS Expansion Efforts (Optional)
To cpmplete SOW #4, DHS requests that you document the contract funding that is
available to support operational area expansion of current MMRS jurisdictions
incorporating additional, contiguous jurisdictions within their MMRS planning,
preparedness and response geographical area and for WMD planning, preparedness
and response initiatves with State/regional govemmentsforganizations. This "regional"
approach is a hallmark of the MMRS Program and achieves efficiency and economy by
providing protection for a greater at-risk population, and by incorporating more highly
trained response personnel (e.g., hospitals. etc.) and special-purpose resources (e.g.,
pharmaceuticals, equipment. etc.). Some States have already achieved, or are initiating
efforts to achieve, State-widefMMRS planning and preparedness. To complete this
deliverable, the documentation for MMRS area expansion efforts should include:
4.01 0 Name(s) of new jurisdictions to be incorporated in MMRS planning and
preparedness.
4.02 0 Name, title, and contact information (e.g., daytime telephone number,
mailing address and email address, etc.) for a point-of-contact by each added
jurisdiction.
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4.03 0 A statement from both the existing MMRS jurisdiction and the new
.partnering" jurisdiction(s) that they are both committed to achieving this expanded
MMRS planning and preparedness area.
4.04 0 A statement detailing the assistance to be provided by the existing MMRS
jurisdiction to the 'partnering" MMRS jurisdiction(s) and the assistance to be provided
by the "partnering" jurisdiction (e.g., the resources each jurisdiction will commit, to
include, but not be limited to first responser units, medical treatment facilities,
emergency managemenVemergency operation center support, qualified specialists,
planning and preparedness development and maintenance, joint trainingfexercises,
etc.).
4.05 0 A statement that mutual aidfmutual assistance agreements exist, or that
they will be developed, to provide for first responder and medical treatment personnel
reciprocity and liability protection.
4.06 0 A statement that plans, policies, and procedures of the expanded
operational area will be compatible with the Department of Homeland Security National
Incident Management System.
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4.06 0 A two-year estimate of MMRS program costs for (a) the parent jurisdiction
and (b) the new .partnering" jurisdiction(s) for achieving WMD operational capabilities in
the designated expanded MMRS planning and preparedness area.
If discussing MMRS existing jurisdictional expansion and State capability enhancement,
this deliverable should include:
4.07 0 Name(s) of new State jurisdictioi1(s) and State organizations to be
incorporated in MMRS planning and preparedness.
4.08 0 Name title, and contact information (e.g., daytime telephone number,
mailing address and email address, etc.) for a point-of-contact by each added State
jurisdiction and State organization.
4.09 0 A statement describing the scheduled activities and expected outcomes in
the first year of cooperative engagement.
4.10 0 A two-year estimate to include the new State jurisdiction(s) and State
organization(s) planning and 'preparedness.
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4.11 0 A statement that the plans, policies. and procedures developed will be
compatible with the Department of Homeland Security National Incident Management
System.
4.12 0 A statement that the State jurisdiction(s) and State organization(s) will
comply with Department of Homeland Security, and other Federal Government
guidance regarding communications interoperability,
chemicaVbiologicaUnuclear/radiological detection and identification protocols, and other
operational capability enhancement activities.
Note: Duplication of Federal Benefits
Jurisdictions are advised that there Is to be no duplication of Federal benefits in
executing these MMRS contracts. No other Federal funding, from the Department of
Homeland Security, or any other Federal executive branch entity, may be used to pay
for the same services and commodities paid for under this contract.
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APPENDIX F
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Appendix F Oraft Template
Vear1 Year 2 Cumulatiye Totals
Pharmaceuticals
Dol<VC>dne SO
Ctoroftoxacin SO
2 PAM SO
RI~d<i~ItIe. for lablets $0
Mark I Trailer KiIS $01
Mark I Kils $0
alum SO
~CIlline SO
Dlazellam Aul0lniedOl SO
~l_cenl DoslmlllV Badal SO
Blodler SO
011111 SO
Pharmaceutical Tola/I $!!L SOl $!!J
EaulDmlnt
Decon 1K1_.... SO
PPE SO
SIIMliIIllllCe/ogenllD Istrio~ SO
WarrolllY SO
OIlIer SO
EqL!i>r!Lenl Totall SOi SOl $Qj
Training
azMat Tech $0
Nelfal T_n SO
NBCIWMD delocllonlmoniloto,g ,qUlllllll'" SO
Selkonlailed aDDaratus ~
Chemicol Pnlledlve Clolh~
F"n1lgTVer Ac:lI!LetTI\'.
Pallce 1a $0
. CPR certj(lCBion SO
FIBI AId Cer1Ificalion SO
anllned soa.. $0
Safe\'{ Oftlcer SO
MecflCll Tra .0. R.N. Paramed"oc etc.} $0
_I $0
law EnIon:em.... Training $0
Incident Commander Tra;,o,g $0
other SO
Exercises
T.am _ion SO
Team InIemaI CommI.nk:a1lon SO
FUI Scale ERrd$e SO
MIMi"", C._1nddent ERrol.. SO
HAZMA T Ml.Utaf AId Exettis, =!
Trl-onnual seldom used skils
Other
Train dse T oIall SO..L SOl SOl
MNRS Planni!19..Malnl8nanel faua~steerina c:ammalee
meelings. plan~jldates. salarie. ete] 1 S!!L SOl 501
Other .J $01 SOl $QJ
Y,arty Tatalsl $01 $01 sol
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Exhibit "A"
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San Bernardino MMRS
FY '04 Grant Proposal
Budl!et
The budget detailed below is the proposed budget for the San Bernardino,
California FY 2004 MMRS Grant Proposal for the Capability Focus Area.
Capability Focus Area
CatelZorv Amount
Equipment / Supplies $75,000
Training 75,000
Personnel 75,000
0 Travel lO,OOO
Miscellaneous
25,000
TOTAL $260,000
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FY 2004 Grant Proposal - ustamment u:lae
Cumulative
Year 1 Year 2 Totals
Pharmaceuticals
Doxycvcline $0
Ciorofloxacin $0
2 PAM $0
Reoackino bottles for tablets $0
Mark I Trainer Kits $0
Mark I Kits $0
Valium $0
Atrooine $0
Diazeoam Auto Iniector $0
Thermo luminescent Dosimetrv Badae $0
Thyroid Blocker $0
Other $30,000 $30,000 $60,000
Pharmaceutical Total $30,000 $30,000 $60,000
EaulDment
Decon eauioment $0
PPE $0
Surveillance/aaentlD (test strios) $0
Warrantv $0
Other $10,000 $10,000 $20.000
Equipment Total $10,000 $10,000 $20,000
Tralnina
HAZMAT Tech $0
Emeraencv Medical Technician $0
NBCIWMD detection/monitorina eauioment $0
Self-contained breathina aooaratus $0
Chemical Protective Clothina $0
Firefiohter Academv $1,000 $1,000 $2,000
Police Academy $0
CPR certification $1,000 $1,000 $2,000
First Aid Certification $1.000 $1,000 $2 000
Confined Soace $1,000 $1,000 $2.000
Safetv Officer $1,000 $1,000 $2,000
Aoorooriate Medical Training (M.D., R.N., Paramedic, etc.) $1.000 $1,000 $2,000
Hosoital $0
law Enforcement Trainina $20,000
Incident Commander Trainino $7,000 $7,000 $20,000
Exercises
Team Activation $0
Team Internal Communication $0
Full Scale Exercise $5,000 $5,000 $10,000
Multiole Casualtv Incident Exercise $0
HAZMATMutual Aid Exercise $5,000 $5,000 $10,000
T ri-annual seldom used skills $0
Other $2,000 $2,000 $4,000
Training/Exercise Total $25,000 $25,000 $50,000
MMRS Planning Maintenance (quarterly steering committee
meetin~s, olan uodates, salaries etc. \ $10,000 $10,000 $20,000
Yearly Totals $75,000 $75.000 $150.000
City of San Bernardino MMRS
S' B d t
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8/18/2004
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San Bernardino MMRS
FY '04 Grant Proposal
Bud!!et
The budget detailed below is the proposed budget for the San Bernardino,
California FY 2004 MMRS Grant Proposal for the Special Project Area.
The purpose of this special project is to increase and enhance the
effectiveness of interoperable communications during WMD incidents,
especially where outside mutual aid agencies are required to be integrated
. into an effective command structure to combat major incidents.
Special Proiect Area
Category
Amount
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Equipment / Supplies
20 - 800 Mhz Radios for four Command Vehicles
(5 each) @ $4,300 each. Total - $86,000.
$82,400
6 - Bendix King Radios for Fire / Police Dispatch
and Fire Command @ $1,300 each. Total- $7,800.
Training 0
Personnel 0
Travel 0
Miscellaneous 0
TOTAL $94,800
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