HomeMy WebLinkAboutAgreement - City and County of San Francisco - Contract No. 25ADM0063 - Signed: 7/15/2025
FY 23 UASI – City of Gilroy Page 1 of 21 July 15, 2025
AGREEMENT BETWEEN THE CITY AND COUNTY OF
SAN FRANCISCO AND THE CITY OF GILROY
FOR THE DISTRIBUTION OF FY 2023 UASI GRANT FUNDS
THIS AGREEMENT is made this JULY 15, 2025 in the City and County of San Francisco, State of
California, by and between the CITY OF GILROY (“SUBRECIPIENT") and the CITY
AND COUNTY OF SAN FRANCISCO, a municipal corporation (“San Francisco" or "City"), in its
capacity as fiscal agent for the Approval Authority, as defined below, acting by and through the San
Francisco Department of Emergency Management (“DEM”).
RECITALS
WHEREAS, The United States Department of Homeland Security (“DHS”) consolidated the separate San
Jose, Oakland, and San Francisco Urban Areas into a combined Bay Area Urban Area (“UASI Region”)
for the purpose of application for and allocation and distribution of federal Urban Areas Security
Initiative (“UASI”) program grant funds; and
WHEREAS, The Bay Area Urban Area Approval Authority (“Approval Authority”) was established as
the Urban Area Working Group (“UAWG”) for the UASI Region, to provide overall governance of the
homeland security grant program across the UASI Region, to coordinate development and
implementation of all UASI program initiatives, and to ensure compliance with all UASI program
requirements; and
WHEREAS, The UASI General Manager is responsible for implementing and managing the policy and
program decisions of the Approval Authority, directing the work of the UASI Management Team
personnel, and performing other duties as determined and directed by the Approval Authority, and
WHEREAS, San Francisco has been designated as the grantee for UASI funds granted by the DHS
through the California Office of Emergency Services (“Cal OES”) to the UASI Region, with
responsibility to establish procedures and execute subgrant agreements for the distribution of UASI
program grant funds to jurisdictions selected by the Approval Authority to receive grant funding; and
WHEREAS, San Francisco has been designated to serve as the fiscal agent for the Approval Authority,
and to establish procedures and provide all financial services for distribution of UASI program grant
funds within the UASI Region; and
WHEREAS, Pursuant to grant allocation decisions by the Approval Authority, the UASI Management
Team has asked San Francisco to distribute a portion of the regional UASI grant funds to
SUBRECIPIENT on the terms and conditions set forth herein;
NOW, THEREFORE, in consideration of the premises and the mutual covenants contained in this
Agreement and for other good and valuable consideration, the receipt and adequacy of which is hereby
acknowledged, the parties hereto agree as follows:
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ARTICLE 1
DEFINITIONS
1.1 Specific Terms. Unless the context requires otherwise, the following capitalized terms (whether
singular or plural) shall have the meanings set forth below:
(a) “ADA” shall mean the Americans with Disabilities Act (including all rules and
regulations there under) and all other applicable federal, state and local disability rights legislation, as the
same may be amended, modified or supplemented from time to time.
(b) “Authorized Expenditures” shall mean expenditures for those purposes identified and
budgeted in Appendix A, attached hereto and incorporated by reference as though fully set forth herein.
(c) “Event of Default” shall have the meaning set forth in Section 7.1.
(d) “Fiscal Quarter” shall mean each period of three calendar months commencing on July
1, October 1, January 1, and April 1, respectively.
(e) “Grant Funds” shall mean any and all funds allocated or disbursed to City of Gilroy
(Unique Entity ID: CBM1U23HUPK5) under this Agreement. This Agreement shall specifically cover
funds allocated or disbursed from Cal OES Grant No. 2023-0042, Cal OES ID No. 075-95017, CFDA
No. 97.067, per Cal OES award notice dated October 18, 2023
(f) “Grant Plan” shall mean the plans, performances, events, exhibitions, acquisitions or
other activities or matter, and the budget and requirements, described in Appendix A and the WebGrants
system. If SUBRECIPIENT requests any modification to the Grant Plan, SUBRECIPIENT shall submit a
written request to the UASI General Manager with the following information: Scope of change
requested, reason for change, proposed plan for change, summary of approved and requested
modifications to the Grant Plan, and any necessary approvals in support of change (e.g., EHP).
(g) “Indemnified Parties” shall mean: (i) San Francisco, including all commissions,
departments including DEM, agencies, and other subdivisions of San Francisco; (ii) San Francisco’s
elected officials, directors, officers, employees, agents, successors, and assigns; and (iii) all persons or
entities acting on behalf of the foregoing.
(h) “Losses” shall mean any and all liabilities, obligations, losses, damages, penalties,
claims, actions, suits, judgments, fees, expenses and costs of whatsoever kind and nature (including legal
fees and expenses and costs of investigation, of prosecuting or defending any Loss described above)
whether or not such Loss be founded or unfounded, of whatsoever kind and nature.
(i) “Reimbursement Request” shall have the meaning set forth in Section 3.10(a).
1.2 Additional Terms. The terms “as directed,” “as required” or “as permitted” and similar terms
shall refer to the direction, requirement, or permission of City. The terms “sufficient,” “necessary” or
“proper” and similar terms shall mean sufficient, necessary or proper in the sole judgment of City. The
terms “approval,” “acceptable” or “satisfactory” or similar terms shall mean approved by, or acceptable or
satisfactory to, City. The terms “include,” “included” or “including” and similar terms shall be deemed to
be followed by the words “without limitation.” The use of the term “subcontractor,” “subgrantee,”
“successor” or “assign” herein refers only to a subcontractor, subgrantee, successor or assign expressly
permitted under Article 8.
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1.3 References to this Agreement. References to this Agreement include: (a) any and all
appendices, exhibits, schedules, and attachments hereto; (b) any and all statutes, ordinances, regulations
or other documents expressly incorporated by reference herein; and (c) any and all amendments,
modifications or supplements hereto made in accordance with Section 10.2. References to articles,
sections, subsections or appendices refer to articles, sections or subsections of or appendices to this
Agreement, unless otherwise expressly stated. Terms such as “hereunder,” “herein” or “hereto” refer to
this Agreement as a whole.
1.4 Reference to laws. Any reference in this Agreement to a federal or state statute, regulation,
executive order, requirement, policy, guide, guideline, information bulletin, or instruction shall mean that
statute, regulation, executive order, requirement, policy, guide, guideline, information bulletin, or
instruction as is currently in effect and as may be amended, modified or supplemented from time to time.
ARTICLE 2
ALLOCATION AND CERTIFICATION OF GRANT FUNDS;
LIMITATIONS ON SAN FRANCISCO'S OBLIGATIONS
2.1 Risk of Non-Allocation of Grant Funds. This Agreement is subject to all federal and state grant
requirements and guidelines, including DHS and Cal OES requirements, guidelines, information bulletins,
and instructions, the decision-making of the Cal OES and the Approval Authority, the terms and
conditions of the grant award; the approved application, and to the extent applicable the budget and fiscal
provisions of the San Francisco Charter. The Approval Authority shall have no obligation to allocate or
direct disbursement of funds for this Agreement in lieu of allocations for new or other agreements.
SUBRECIPIENT acknowledges and agrees that grant decisions are subject to the discretion of the Cal
OES and Approval Authority. Further, SUBRECIPIENT acknowledges and agrees that the City shall
have no obligation to disburse grant funds to SUBRECIPIENT until City and SUBRECIPIENT have fully
and finally executed this Agreement. SUBRECIPIENT acknowledges and agrees that if it takes any
action, informal or formal, to appropriate, encumber or expend Grant Funds before final allocation
decisions by Cal OES and the Approval Authority, and before this Agreement is fully and finally
executed, it assumes all risk of possible non-allocation or non-reimbursement of funds, and such
acknowledgement and agreement is part of the consideration of this Agreement.
2.2 Certification of Controller; Guaranteed Maximum Costs. No funds shall be available under
this Agreement without prior written authorization certified by the San Francisco Controller. In addition,
as set forth in Section 21.19 of the San Francisco Administrative Code:
(a) San Francisco's obligations hereunder shall not at any time exceed the amount approved
in the grant award and/or by the Approval Authority, and certified by the Controller for the purpose and
period stated in such certification.
(b) Except as may be provided by San Francisco ordinances governing emergency
conditions, San Francisco and its employees and officers, and the UASI Management Team and its
personnel, are not authorized to request SUBRECIPIENT to perform services or to provide materials,
equipment and supplies that would result in SUBRECIPIENT performing services or providing materials,
equipment and supplies that are beyond the scope of the services, materials, equipment and supplies
specified in this Agreement, unless this Agreement is amended in writing and approved as required by
law to authorize the additional services, materials, equipment or supplies. San Francisco is not required
to pay SUBRECIPIENT for services, materials, equipment or supplies that are provided by
SUBRECIPIENT that are beyond the scope of the services, materials, equipment and supplies agreed
upon herein and which were not approved by a written amendment to this Agreement having been
lawfully executed by San Francisco.
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(c) San Francisco and its employees and officers, and the UASI Management Team and its
personnel, are not authorized to offer or promise to SUBRECIPIENT additional funding for this
Agreement that would exceed the maximum amount of funding provided for herein. Additional funding
for this Agreement in excess of the maximum provided herein shall require lawful approval and
certification by the Controller. San Francisco is not required to honor any offered or promised additional
funding that exceeds the maximum provided in this Agreement that requires lawful approval and
certification of the Controller when the lawful approval and certification by the Controller has not been
obtained.
(d) The Controller is not authorized to make payments on any agreement for which funds
have not been certified as available in the budget or by supplemental appropriation.
2.3 SUPERSEDURE OF CONFLICTING PROVISIONS. IN THE EVENT OF ANY
CONFLICT BETWEEN ANY OF THE PROVISIONS OF THIS ARTICLE 2 AND ANY OTHER
PROVISION OF THIS AGREEMENT, THE APPLICATION DOCUMENTS OR ANY OTHER
DOCUMENT OR COMMUNICATION RELATING TO THIS AGREEMENT, THE TERMS OF THIS
ARTICLE 2 SHALL GOVERN.
ARTICLE 3
PERFORMANCE OF THE AGREEMENT
3.1 Duration of Term. The term of this Agreement shall commence on JULY 15, 2025 and shall
end at 11:59 p.m. San Francisco time on DECEMBER 31, 2025.
3.2 Maximum Amount of Funds. In no event shall the amount of Grant Funds disbursed hereunder
exceed TWENTY THOUSAND DOLLARS ($20, 000). The City will not automatically transfer Grant
Funds to SUBRECIPIENT upon execution of this Agreement. SUBRECIPIENT must submit a
Reimbursement Request under Section 3.10 of this Agreement, approved by the UASI Management
Team and City, before the City will disburse Grant Funds to SUBRECIPIENT.
3.3 Use of Funds.
(a) General Requirements. SUBRECIPIENT shall use the Grant Funds received under this
Agreement for the purposes and in the amounts set forth in the Grant Plan. SUBRECIPIENT shall not
use or expend Grant Funds for any other purpose, including but not limited to, for matching funds for
other federal grants/cooperative agreements, lobbying or intervention in federal regulatory or adjudicatory
proceedings, or to sue the federal government or any other government entity. SUBRECIPIENT shall not
permit any federal employee to receive Grant Funds.
(b) Modification of Grant Plan. Under Sections 1.1(f) and 10.2 of this Agreement,
SUBRECIPIENT may submit a written request to modify the Grant Plan. SUBRECIPIENT shall not
appropriate, encumber or expend any additional or reallocated Grant Funds pursuant to such a request for
modification until (1) the General Manager or designee has provided written approval for the request and
(2) the parties have finally executed a modification of this Agreement under Section 10.2, to reflect the
modified Grant Plan. In addition, if the modification request requires approval from the Approval
Authority and/or Cal OES, as determined by the General Manager, SUBRECIPIENT shall not
appropriate, encumber or expend any additional or reallocated Grant Funds pursuant to the modification
request without approval from the Approval Authority and/or Cal OES.
(c) No Supplanting. SUBRECIPIENT shall use Grant Funds to supplement existing funds,
and not replace (supplant) funds that have been appropriated for the same purpose.
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(d) Obligations. SUBRECIPIENT must expend Grant Funds in a timely manner consistent
with the grant milestones, guidance and assurances; and make satisfactory progress toward the goals,
objectives, milestones and deliverables in this Agreement.
3.4 Grant Assurances; Other Requirements; Cooperation with Monitoring.
(a) SUBRECIPIENT shall comply with all Grant Assurances included in Appendix B,
attached hereto and incorporated by reference as though fully set forth herein. SUBRECIPIENT shall
require all subgrantees, contractors and other entities receiving Grant Funds through or from
SUBRECIPIENT to execute a copy of the Grant Assurances, and shall ensure that they comply with those
Grant Assurances.
(b) In addition to complying with all Grant Assurances, SUBRECIPIENT shall comply with
all applicable statutes, regulations, executive orders, requirements, policies, guides, guidelines,
information bulletins, Cal OES grant management memos, and instructions; the terms and conditions of
the grant award; the approved application, and any conditions imposed by Cal OES or the Approval
Authority. SUBRECIPIENT shall require and ensure that all subgrantees, contractors and other entities
receiving Grant Funds through or from SUBRECIPIENT comply with all applicable statutes, regulations,
executive orders, requirements, policies, guides, guidelines, information bulletins, Cal OES grant
management memos, and instructions; the terms and conditions of the grant award; the approved
application, and any conditions imposed by Cal OES or the Approval Authority.
(c) SUBRECIPIENT shall promptly comply with all standards, specifications and formats of
San Francisco and the UASI Management Team, as they may from time to time exist, related to
evaluation, planning and monitoring of the Grant Plan and compliance with this Agreement.
SUBRECIPIENT shall cooperate in good faith with San Francisco and the UASI Management Team in
any evaluation, inspection, planning or monitoring activities conducted or authorized by DHS, Cal OES,
San Francisco or the UASI Management Team. For ensuring compliance with non-supplanting
requirements, upon request by City or the UASI Management Team, SUBRECIPIENT shall supply
documentation certifying that a reduction of non-federal resources occurred for reasons other than the
receipt or expected receipt of Grant Funds.
3.5 Administrative, Programmatic and Financial Management Requirements. SUBRECIPIENT
shall establish and maintain administrative, programmatic and financial management systems and records
in accordance with federal and State of California requirements. This provision requires, at a minimum,
that SUBRECIPIENT comply with the following non-exclusive list of regulations commonly applicable
to DHS grants, as applicable to this Agreement and the Grant Plan:
(a) Administrative Requirements:
1. 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards (formerly 44 CFR Part 13, OMB Circulars A-21,
A-87, A-89, A-102, A-110, A-122, and A-133).
(b) Cost Principles:
1. 2 CFR Part 200, Subpart E - Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (formerly 44 CFR Part 13, OMB
Circulars A-21, A-87, A-89, A-102, A-110, A-122, and A-133);
2. Federal Acquisition Regulations (FAR), Part 31.2 Contract Principles and
Procedures, Contracts with Commercial Organizations.
(c) Audit Requirements:
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1. 2 CFR Part 200 Subpart F - Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards (formerly 44 CFR Part 13, OMB
Circulars A-21, A-87, A-89, A-102, A-110, A-122, and A-133).
3.6 Technology Requirements.
(a) National Information Exchange Model ("NIEM"). SUBRECIPIENT shall use the latest
NIEM specifications and guidelines regarding the use of Extensible Markup Language ("XML") for all
awards of Grant Funds.
(b) Geospatial Guidance. SUBRECIPIENT is encouraged to use Geospatial technologies,
which can capture, store, analyze, transmit and/or display location-based information (i.e., information
linked to a latitude and longitude), and to align any geospacial activities with the guidance available on
the Federal Emergency Management Agency (“FEMA”) website.
(c) Criminal Intelligence Systems Operating Policies. Any information technology system
funded or supported by Grant Funds shall comply with 28 CFR Part 23, Criminal Intelligence Systems
Operating Policies, if applicable.
(d) SUBRECIPIENT is encouraged to use the DHS guidance in Best Practices for
Government Use of CCTV: Implementing the Fair Information Practice Principles, if Grant Funds are
used to purchase or install closed circuit television (CCTV) systems or to support operational CCTV
systems.
3.7 Procurement Requirements.
(a) General Requirements. SUBRECIPIENT shall follow its own procurement requirements
as long as those requirements comply with all applicable federal and State of California statutes,
regulations, requirements, policies, guides, guidelines and instructions.
(b) Specific Purchases. If SUBRECIPIENT is using Grant Funds to purchase interoperable
communication equipment, SUBRECIPIENT shall consult DHS’s SAFECOM’s coordinated grant
guidance, which outlines standards and equipment information to enhance interoperable communication.
If SUBRECIPIENT is using Grant Funds to acquire critical emergency supplies, prior to expending any
Grant Funds, SUBRECIPIENT shall submit to the UASI Management Team for approval by Cal OES a
viable inventory management plan, an effective distribution strategy, sustainment costs for such an effort,
and logistics expertise to avoid situations where funds are wasted because supplies are rendered
ineffective due to lack of planning.
(c) Bond requirement. SUBRECIPIENT shall obtain a performance bond for any equipment
items over $250,000 or any vehicle, aircraft or watercraft financed with Grant Funds.
3.8 Subgrantee and Contractor Requirements.
(a) SUBRECIPIENT shall ensure and independently verify that any subgrantee, contractor or
other entity receiving Grant Funds through or from SUBRECIPIENT is not debarred, suspended, or
otherwise excluded from or ineligible for participation in federal assistance programs, under Executive
Orders 12549 and 12689, as implemented at 2 CFR Part 3000. SUBRECIPIENT shall obtain
documentation of eligibility before disbursing Grant Funds to any subgrantee, contractor or other entity.
SUBRECIPIENT shall maintain documentary proof of this verification in its files. SUBRECIPIENT shall
establish procedures for the effective use of the “Excluded Parties List System,” to assure that it does not
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provide Grant Funds to excluded parties. SUBRECIPIENT shall also establish procedures to provide for
effective use and/or dissemination of the list to assure that its grantees and subgrantees, including
contractors, at any tier do not make awards in violation of the non-procurement debarment and suspension
common rule.
(b) SUBRECIPIENT shall ensure that any subgrantee, contractor or other entity receiving
Grant Funds through or from SUBRECIPIENT complies with the requirements of 44 CFR Part 18, New
Restrictions on Lobbying; and
(c) SUBRECIPIENT shall ensure that any subgrantee, contractor or other entity receiving
Grant Funds through or from SUBRECIPIENT complies with the requirements of 2 CFR Part 3001,
Requirements for Drug-Free Workplace (Financial Assistance).
3.9 Monitoring Grant Performance.
(a) City and the UASI Management Team are both authorized to perform periodic monitoring
reviews of SUBRECIPIENT’s performance under this Agreement, to ensure that the Grant Plan goals,
objectives, performance requirements, timelines, milestone completion, budgets and other criteria are
being met. Programmatic monitoring may include the Regional Federal Preparedness Coordinators, or
other federal or state personnel, when appropriate. Monitoring may involve a combination of desk-based
reviews and on-site monitoring visits, inspection of records, and verifications of grant activities. These
reviews will involve a review and analysis of the financial, programmatic, performance and
administrative issues relative to each program and will identify areas where technical assistance and other
support may be needed. The reviews may include, but are not limited to:
1. Evaluating eligibility of expenditures;
2. Comparing actual grant activities to those approved by the Approval Authority and
specified in the Grant Plan;
3. Ensuring that any advances have been deposited in an interest bearing account and
disbursed in accordance with applicable guidelines; and
4. Confirming compliance with: Grant Assurances; information provided on
performance reports and payment requests; and needs and threat assessments and
strategies.
(b) SUBRECIPIENT is responsible for monitoring and auditing the grant activities of any
subgrantee, contractor or other entity receiving Grant Funds through or from SUBRECIPIENT. This
requirement includes but is not limited to mandatory on-site verification visits.
(c) If after any monitoring review, the DHS or Cal OES makes findings that require a
Corrective Action Plan by SUBRECIPIENT, the City shall place a hold on all Reimbursement Requests
from SUBRECIPIENT until the findings are resolved.
3.10 Disbursement Procedures. San Francisco shall disburse Grant Funds to SUBRECIPIENT as
follows:
(a) SUBRECIPIENT shall submit to the UASI Management Team, in the manner specified
for notices pursuant to Article 9, a document ("Reimbursement Request") substantially in the form
attached as Appendix C, attached hereto and incorporated by reference as though fully set forth herein.
The UASI Management Team shall serve as the primary contact for SUBRECIPIENT regarding any
Reimbursement Request.
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(b) The UASI Management Team will review all Reimbursement Requests for compliance
with this Agreement and all applicable guidelines and requirements. The UASI Management Team will
return to SUBRECIPIENT any Reimbursement Request that is submitted and not approved by the UASI
Management Team, with a brief statement of the reason for the rejection of the Reimbursement Request.
(c) The UASI Management Team will submit any Reimbursement Request that is approved
by the UASI Management Team to DEM. City through DEM shall review the Reimbursement Request
for compliance with this Agreement and all applicable guidelines and requirements. City shall return to
the UASI Management Team any Reimbursement Request that is not approved by City, with a brief
explanation of the reason for the rejection of the Reimbursement Request.
(d) If a rejection relates only to a portion of the expenditures itemized in any Reimbursement
Request, City shall have no obligation to disburse any Grant Funds for any other expenditures itemized in
such Reimbursement Request unless and until SUBRECIPIENT submits a Reimbursement Request that is
in all respects acceptable to the UASI Management Team and to City.
(e) If SUBRECIPIENT is not in compliance with any provision of this Agreement, City may
withhold disbursement of Grant Funds until SUBRECIPIENT has taken corrective action and currently
complies with all terms and conditions of the Agreement.
3.11 Disallowance. SUBRECIPIENT agrees that if it claims or receives reimbursement from City for
an expenditure that is later disallowed by the State of California or the federal government,
SUBRECIPIENT shall promptly refund the disallowed amount to City upon City’s written request. At its
option, City may offset all or any portion of the disallowed amount against any other payment due to
SUBRECIPIENT hereunder or under any other Agreement with SUBRECIPIENT. Any such offset with
respect to a portion of the disallowed amount shall not release SUBRECIPIENT from SUBRECIPIENT’s
obligation hereunder to refund the remainder of the disallowed amount.
3.12 Sustainability. Grant Funded programs that contain continuing personnel and operating
expenses, over and above planning and implementation costs, must be sustained once the Grant Funding
ends. If Equipment is purchased with grant funds the equipment must be sustained through the useful life
of equipment. By executing this Agreement, SUBRECIPIENT acknowledges its responsibility and agrees
to sustain continuing programs beyond the Grant Funding period. SUBRECIPIENT acknowledges and
agrees that this sustainability requirement is a material term of the Agreement.
3.13 EHP Requirements.
(a) Grant Funded projects must comply with the federal Environmental and Historic
Preservation ("EHP") program. SUBRECIPIENT shall not initiate any project with the potential to impact
environmental or historic properties or resources until Cal OES and FEMA have completed EHP reviews
and approved the project. Examples of projects that may impact EHP resources include: communications
towers, physical security enhancements, new construction, and modifications to buildings, structures and
objects that are 50 years old or greater. SUBRECIPIENT shall notify the UASI Management Team of
any project that may require an EHP review. SUBRECIPIENT agrees to provide detailed project
information to FEMA, Cal OES and/or the UASI Management Team, to cooperate fully in the review,
and to prepare any documents requested for the review. SUBRECIPIENT shall comply with all
conditions placed on the project as the result of the EHP review, and implement any treatment or
mitigation measures deemed necessary to address potential adverse impacts. With prior approval of the
UASI Management Team, SUBRECIPIENT may use Grant Funds toward the costs of preparing
documents and/or implementing treatment or mitigation measures. Any change to the approved project
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scope of work will require re-evaluation for compliance with EHP requirements. If ground disturbing
activities occur during project implementation, SUBRECIPIENT shall notify the UASI Management
Team and ensure monitoring of ground disturbance. If any potential archeological resources are
discovered, SUBRECIPIENT shall immediately cease construction in that area and notify the UASI
Management Team, which will notify the appropriate State Historic Preservation Office. If
SUBRECIPIENT is using Grant Funds for a communication tower project, SUBRECIPIENT shall
complete its Federal Communication Commission (“FCC”) EHP process before preparing its Cal
OES/FEMA EHP materials, and shall include the FCC EHP materials in the Cal OES/FEMA submission.
(b) Any construction or other project that SUBRECIPIENT initiates without the necessary
EHP review and approval will not be eligible for reimbursement. Failure of SUBRECIPIENT to meet
federal, State, and local EHP requirements, obtain applicable permits, or comply with any conditions that
may be placed on the project as the result of FEMA’s and/or Cal OES's EHP review will result in the
denial of Reimbursement Requests.
3.14 National Energy Conservation Policy and Energy Policy Acts. SUBRECIPIENT shall
comply with the following requirements:
(a) Grant Funds may not be used in contravention of the Federal buildings performance and
reporting requirements of Executive Order 13123, part 3 of Title V of the National Energy Conservation
Policy Act (42 USC §8251 et seq.), or Subtitle A of Title I of the Energy Policy Act of 2005; and
(b) Grant Funds may not be used in contravention of Section 303 of the Energy Policy Act of
1992 (42 USC §13212).
3.15 Royalty-Free License. SUBRECIPIENT understands and agrees that FEMA reserves a royalty-
free, non-exclusive and irrevocable license to reproduce, publish or otherwise use, and authorize others to
use, for federal government purposes: (a) the copyright in any work developed using Grant Funds; and (b)
any rights of copyright that SUBRECIPIENT purchases or acquires using Grant Funds. SUBRECIPIENT
shall consult with the UASI Management Team and FEMA regarding the allocation of any patent rights
that arise from, or are purchased with, Grant Funds.
3.16 Publication Statements. SUBRECIPIENT shall ensure that all publications created or developed
under this Agreement prominently contain the following statement: “This document was prepared under a
grant from the Federal Emergency Management Agencies Grant Programs Directorate (FEMA/GPD)
within the US Department of Homeland Security. Points of view or opinions expressed in this document
are those of the authors and do not necessarily represent the official position or policies of FEMA/GPD or
the US Department of Homeland Security.”
ARTICLE 4
REPORTING REQUIREMENTS; AUDITS
4.1 Regular Reports. SUBRECIPIENT shall provide, in a prompt and timely manner, financial,
operational and other reports, as requested by the UASI Management Team or by City, in form and
substance satisfactory to the UASI Management Team or City. Such reports, including any copies, shall
be submitted on recycled paper and printed on double-sided pages, to the maximum extent possible.
4.2 Notification of Defaults or Changes in Circumstances. SUBRECIPIENT shall notify the
UASI Management Team and City immediately of (a) any Event of Default or event that, with the
passage of time, would constitute an Event of Default; (b) any change of circumstances that would cause
any of the representations or warranties contained in Article 5 to be false or misleading at any time during
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the term of this Agreement; and (c) any change of circumstances or events that would cause
SUBRECIPIENT to be out of compliance with the Grant Assurances in Appendix B.
4.3 Books and Records. SUBRECIPIENT shall establish and maintain accurate files and records of
all aspects of the Grant Plan and the matters funded in whole or in part with Grant Funds. Without
limiting the scope of the foregoing, SUBRECIPIENT shall establish and maintain accurate financial
books and accounting records relating to Authorized Expenditures and to Grant Funds received and
expended under this Agreement, together with all invoices, documents, payrolls, time records and other
data related to the matters covered by this Agreement, whether funded in whole or in part with Grant
Funds. SUBRECIPIENT shall maintain all of the files, records, books, invoices, documents, payrolls and
other data required to be maintained under this Section in a readily accessible location and condition for a
period of not less than three (3) years after expiration of this Agreement or until any final audit by Cal
OES has been fully completed, whichever is later.
4.4 Inspection and Audit. SUBRECIPIENT shall make available to the UASI Management Team
and to City, and to UASI Management Team and City employees and authorized representatives, during
regular business hours, all of the files, records, books, invoices, documents, payrolls and other data
required to be established and maintained by SUBRECIPIENT under Section 4.3, and allow access and
the right to examine those items. SUBRECIPIENT shall permit the UASI Management Team and City,
and UASI Management Team and City employees and authorized representatives, to inspect, audit,
examine and make excerpts and transcripts from any of the foregoing. The rights of the UASI
Management Team and City pursuant to this Section shall remain in effect so long as SUBRECIPIENT
has the obligation to maintain such files, records, books, invoices, documents, payrolls and other data
under this Article 4. The DHS, the Comptroller General of the United States or designee, and Cal OES
shall have the same inspection and audit rights as the City and UASI Management Team.
SUBRECIPIENT shall cooperate with any federal or state audit.
4.5 Audit Report. If the amount specified in Section 3.2 of this agreement is $750,000 or more,
SUBRECIPIENT shall submit an organization-wide financial and compliance audit report. The audit
must be performed in accordance with GAO’s Government Auditing Standards, and 2 CFR Part 200
Subpart F - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards. SUBRECIPIENT shall submit its audit report to the UASI Management Team no later than six
months after the end of SUBRECIPIENT’s fiscal year.
ARTICLE 5
REPRESENTATIONS AND WARRANTIES
SUBRECIPIENT represents and warrants each of the following as of the date of this Agreement and at all
times throughout the term of this Agreement:
5.1 No Misstatements. No document furnished or to be furnished by SUBRECIPIENT to the UASI
Management Team or to City in connection with this Agreement, any Reimbursement Request or any
other document relating to any of the foregoing, contains or will contain any untrue statement of material
fact or omits or will omit a material fact necessary to make the statements contained therein not
misleading, under the circumstances under which any such statement shall have been made.
5.2 Eligibility to Receive Federal Funds. By executing this Agreement, SUBRECIPIENT certifies
that it is eligible to receive federal funds, and specifically certifies as follows:
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(a) SUBRECIPIENT is not suspended, debarred or otherwise excluded from participation in
federal assistance programs, as required by Executive Order 12549 and 12689, “Debarment and
Suspension” and implemented at 2 CFR Part 3000.
(b) SUBRECIPIENT complies with 31 U.S.C. §1352, Limitation on use of appropriated funds
to influence federal contracting and financial transactions, as implemented at 44 CFR Part 18 and 6 CFR
Part 9.
(c) SUBRECIPIENT complies with the Drug-Free Workplace Act of 1988, as amended, 41
U.S.C. §701 et seq., as implemented in 2 CFR Part 3001, and will continue to provide a drug-free
workplace as required under that Act and implementing regulations.
(d) SUBRECIPIENT is not delinquent in the repayment of any federal debt. See OMB
Circular A-129.
SUBRECIPIENT acknowledges that these certifications of eligibility to receive federal funds are material
terms of the Agreement.
5.3 NIMS Compliance. To be eligible to receive Grant Funds, SUBRECIPIENT must meet National
Incident Management System ("NIMS") compliance requirements, and report full NIMS compliance via
the National Incident Management System Capability Assessment Support Tool ("NIMSCAST"). By
executing this Agreement, SUBRECIPIENT certifies that it is in full NIMS compliance, and that it has
reported that compliance via the NIMSCAST. SUBRECIPIENT shall provide documentation of its
NIMS compliance to the UASI Management Team. SUBRECIPIENT acknowledges that this
certification is a material term of the Agreement.
ARTICLE 6
INDEMNIFICATION AND GENERAL LIABILITY
6.1 Indemnification. SUBRECIPIENT shall indemnify, protect, defend and hold harmless each of
the Indemnified Parties from and against any and all Losses arising from, in connection with or caused by
SUBRECIPIENT’s performance of this Agreement, including, but not limited to, the following: (a) a
material breach of this Agreement SUBRECIPIENT; (b) a material breach of any representation or
warranty of SUBRECIPIENT contained in this Agreement; (c) any personal injury or death caused,
directly or indirectly, by any act or omission of SUBRECIPIENT or its employees, subgrantees or agents;
(d) any loss of or damage to property caused, directly or indirectly, by any act or omission of
SUBRECIPIENT or its employees, subgrantees or agents; (e) the use, misuse or failure of any equipment
or facility used by SUBRECIPIENT, or by any of its employees, subgrantees or agents, regardless of
whether such equipment or facility is furnished, rented or loaned to SUBRECIPIENT by an Indemnified
Party; (f) any tax, fee, assessment or other charge for which SUBRECIPIENT is responsible under
Section 10.4; or (g) any infringement of patent rights, copyright, trade secret or any other proprietary right
or trademark of any person or entity in consequence of the use by any Indemnified Party of any goods or
services furnished by SUBRECIPIENT or its employees, subgrantees or agents to such Indemnified Party
in connection with this Agreement. The foregoing indemnity shall include, without limitation, reasonable
fees of attorneys, consultants and experts and related costs and San Francisco’s costs of investigating any
claims against San Francisco.
6.2 Duty to Defend; Notice of Loss. SUBRECIPIENT acknowledges and agrees that its obligation
to defend the Indemnified Parties under Section 6.1: (a) is an immediate obligation, independent of its
other obligations hereunder; (b) applies to any Loss which actually or potentially falls within the scope of
Section 6.1, regardless of whether the allegations asserted in connection with such Loss are or may be
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groundless, false or fraudulent; and (c) arises at the time the Loss is tendered to SUBRECIPIENT by the
Indemnified Party and continues at all times thereafter. The Indemnified Party shall give
SUBRECIPIENT prompt notice of any Loss under Section 6.1 and SUBRECIPIENT shall have the right
to defend, settle and compromise any such Loss; provided, however, that the Indemnified Party shall have
the right to retain its own counsel at the expense of SUBRECIPIENT if representation of such
Indemnified Party by the counsel retained by SUBRECIPIENT would be inappropriate due to conflicts of
interest between such Indemnified Party and SUBRECIPIENT. An Indemnified Party's failure to notify
SUBRECIPIENT promptly of any Loss shall not relieve SUBRECIPIENT of any liability to such
Indemnified Party pursuant to Section 6.1, unless such failure materially impairs SUBRECIPIENT’s
ability to defend such Loss. SUBRECIPIENT shall seek the Indemnified Party's prior written consent to
settle or compromise any Loss if SUBRECIPIENT contends that such Indemnified Party shares in
liability with respect thereto.
6.3 Incidental and Consequential Damages. Losses covered under this Article 6 shall include any
and all incidental and consequential damages resulting in whole or in part from SUBRECIPIENT’s acts
or omissions. Nothing in this Agreement shall constitute a waiver or limitation of any rights that any
Indemnified Party may have under applicable law with respect to such damages.
6.4 LIMITATION ON LIABILITY OF SAN FRANCISCO. CITY’S OBLIGATIONS UNDER
THIS AGREEMENT SHALL BE LIMITED TO THE AGGREGATE AMOUNT OF GRANT FUNDS
ACTUALLY DISBURSED HEREUNDER. NOTWITHSTANDING ANY OTHER PROVISION
CONTAINED IN THIS AGREEMENT OR ANY OTHER DOCUMENT OR COMMUNICATION
RELATING TO THIS AGREEMENT, IN NO EVENT SHALL CITY BE LIABLE, REGARDLESS OF
WHETHER ANY CLAIM IS BASED ON CONTRACT OR TORT, FOR ANY SPECIAL,
CONSEQUENTIAL, INDIRECT OR INCIDENTAL DAMAGES, INCLUDING LOST PROFITS,
ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, THE GRANT FUNDS, THE
GRANT PLAN OR ANY ACTIVITIES PERFORMED IN CONNECTION WITH THIS AGREEMENT.
ARTICLE 7
EVENTS OF DEFAULT AND REMEDIES; TERMINATION FOR CONVENIENCE
7.1 Events of Default. The occurrence of any one or more of the following events shall constitute an
"Event of Default" under this Agreement:
(a) False Statement. Any statement, representation, certification or warranty contained in
this Agreement, in any Reimbursement Request, or in any other document submitted to the UASI
Management Team or to City under this Agreement is found by the UASI Management Team or by City
to be false or misleading.
(b) Failure to Perform Other Covenants. SUBRECIPIENT fails to perform or breaches
any provision or covenant of this Agreement to be performed or observed by SUBRECIPIENT as and
when performance or observance is due and such failure or breach continues for a period of ten (10) days
after the date on which such performance or observance is due.
(c) Failure to Comply with Applicable Laws. SUBRECIPIENT fails to perform or
breaches any of the terms or provisions of Article 12.
(d) Voluntary Insolvency. SUBRECIPIENT (i) is generally not paying its debts as they
become due, (ii) files, or consents by answer or otherwise to the filing against it of, a petition for relief or
reorganization or arrangement or any other petition in bankruptcy or for liquidation or to take advantage
of any bankruptcy, insolvency or other debtors' relief law of any jurisdiction, (iii) makes an assignment
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for the benefit of its creditors, (iv) consents to the appointment of a custodian, receiver, trustee or other
officer with similar powers of SUBRECIPIENT or of any substantial part of SUBRECIPIENT’s property
or (v) takes action for the purpose of any of the foregoing.
(e) Involuntary Insolvency. Without consent by SUBRECIPIENT, a court or government
authority enters an order, and such order is not vacated within ten (10) days, (i) appointing a custodian,
receiver, trustee or other officer with similar powers with respect to SUBRECIPIENT or with respect to
any substantial part of SUBRECIPIENT’s property, (ii) constituting an order for relief or approving a
petition for relief or reorganization or arrangement or any other petition in bankruptcy or for liquidation
or to take advantage of any bankruptcy, insolvency or other debtors' relief law of any jurisdiction or
(iii) ordering the dissolution, winding-up or liquidation of SUBRECIPIENT.
7.2 Remedies upon Event of Default. Upon and during the continuance of an Event of Default, City
may do any of the following, individually or in combination with any other remedy:
(a) Termination. City may terminate this Agreement by giving a written termination notice
to SUBRECIPIENT and, on the date specified in such notice, this Agreement shall terminate and all
rights of SUBRECIPIENT hereunder shall be extinguished. In the event of such termination, City will
pay SUBRECIPIENT for Authorized Expenditures in any Reimbursement Request that was submitted
and approved by the UASI Management Team and by City prior to the date of termination specified in
such notice.
(b) Withholding of Grant Funds. City may withhold all or any portion of Grant Funds not
yet disbursed hereunder, regardless of whether SUBRECIPIENT has previously submitted a
Reimbursement Request or whether the UASI Management Team and/or City has approved the
disbursement of the Grant Funds requested in any Reimbursement Request. Any Grant Funds withheld
pursuant to this Section and subsequently disbursed to SUBRECIPIENT after cure of applicable Events
of Default shall be disbursed without interest.
(c) Return of Grant Funds. City may demand the immediate return of any previously
disbursed Grant Funds that have been claimed or expended by SUBRECIPIENT in breach of the terms of
this Agreement, together with interest thereon from the date of disbursement at the maximum rate
permitted under applicable law.
7.3 Termination for Convenience.
(a) City shall have the option, in its sole discretion, to terminate this Agreement, at any time
during the term hereof, for convenience and without cause. City shall exercise this option by giving
SUBRECIPIENT written notice of termination. The notice shall specify the date on which termination
shall become effective.
(b) Upon receipt of the notice, SUBRECIPIENT shall commence and perform, with
diligence, all actions necessary on the part of SUBRECIPIENT to effect the termination of this
Agreement on the date specified by City and to minimize the liability of SUBRECIPIENT and City to
third parties as a result of termination. All such actions shall be subject to the prior approval of the UASI
Management Team.
(c) Within 30 days after the specified termination date, SUBRECIPIENT shall submit to the
UASI Management Team an invoice for all Authorized Expenses incurred through the termination date.
For Authorized Expenses incurred after receipt of the notice of termination, City will only reimburse
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SUBRECIPIENT if the Authorized Expenses received prior approval from the UASI Management Team
as specified in subparagraph (b).
(d) In no event shall City be liable for costs incurred by SUBRECIPIENT or any of its
contractors or subgrantees after the termination date specified by City.
(e) City’s payment obligation under this Section shall survive termination of this Agreement.
7.4 Remedies Nonexclusive. Each of the remedies provided for in this Agreement may be exercised
individually or in combination with any other remedy available hereunder or under applicable laws, rules
and regulations. The remedies contained herein are in addition to all other remedies available to City at
law or in equity by statute or otherwise and the exercise of any such remedy shall not preclude or in any
way be deemed to waive any other remedy.
ARTICLE 8
ASSIGNMENTS
8.1 No Assignment by SUBRECIPIENT. SUBRECIPIENT shall not, either directly or indirectly,
assign, transfer, hypothecate, subcontract or delegate all or any portion of this Agreement or any rights,
duties or obligations of SUBRECIPIENT hereunder without the prior written consent of the UASI
Management Team; provided, however, that any contractor or subgrantee specifically referenced in
Appendix A shall not require the consent of Management Team. This Agreement shall not, nor shall any
interest herein, be assignable as to the interest of SUBRECIPIENT involuntarily or by operation of law
without the prior written consent of City. A change of ownership or control of SUBRECIPIENT or a sale
or transfer of substantially all of the assets of SUBRECIPIENT shall be deemed an assignment for
purposes of this Agreement.
8.2 Agreement Made in Violation of this Article. Any agreement made in violation of Section 8.1
shall confer no rights on any person or entity and shall automatically be null and void.
8.3 SUBRECIPIENT Retains Responsibility. SUBRECIPIENT shall in all events remain liable for
the performance by any subgrantee contractor, or assignee of all of the covenants, terms and conditions in
this Agreement.
ARTICLE 9
NOTICES AND OTHER COMMUNICATIONS
9.1 Requirements. Unless otherwise specifically provided herein, all notices, consents, directions,
approvals, instructions, requests and other communications hereunder shall be in writing, shall be
addressed to the person and address set forth below and shall be (a) deposited in the U.S. mail, first class,
certified with return receipt requested and with appropriate postage, (b) hand delivered or (c) sent via e-
mail:
If to San Francisco:
San Francisco Department of Emergency Management
City Hall - 1 Dr Carlton B Goodlett Pl, Room 344
San Francisco, CA 94102
Attn: Mary Ellen Carroll, Executive Director
maryellen.carroll@sfgov.org
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If to the UASI Management Team:
UASI Management Team
1663 Mission Street, Suite #320
San Francisco, CA 94103
Attn: Mikyung Kim-Molina, Interim General Manager
mikyung.kim-molina@sfgov.org
If to SUBRECIPIENT:
City of Gilroy
7351 Rosanna Street
Gilroy, Ca, 95020
Attn: Jimmy Forbis, City Administrator
Jimmy.Forbis@cityofgilroy.org
9.2 Effective Date. All communications sent in accordance with Section 9.1 shall become effective
on the date of receipt. Such date of receipt shall be determined by: (a) if mailed, the return receipt,
completed by the U.S. postal service; (b) if sent via hand delivery, a receipt executed by a duly authorized
agent of the party to whom the notice was sent; or (c) if sent via email, with the sender using the receipt
notice feature.
9.3 Change of Address. From time to time any party hereto may designate a new address or
recipient for notice for purposes of this Article 9 by written notice to the other party and the UASI
Management Team.
ARTICLE 10
MISCELLANEOUS
10.1 No Waiver. No waiver by San Francisco of any default or breach of this Agreement shall be
implied from any failure by the UASI Management Team or San Francisco to take action on account of
such default if such default persists or is repeated. No express waiver by San Francisco shall affect any
default other than the default specified in the waiver and shall be operative only for the time and to the
extent therein stated. Waivers by San Francisco of any covenant, term or condition contained herein shall
not be construed as a waiver of any subsequent breach of the same covenant, term or condition. The
consent or approval by the UASI Management Team or San Francisco of any action requiring further
consent or approval shall not be deemed to waive or render unnecessary the consent or approval to or of
any subsequent similar act.
10.2 Modification. This Agreement may not be modified, nor may compliance with any of its terms
be waived, except by written instrument executed and approved in the same manner as this Agreement;
provided, however, that the General Manager or designee may establish alternate procedures for
modification of the Appendix A and the Grant Plan.
10.3 Governing Law; Venue. The formation, interpretation and performance of this Agreement shall
be governed by the laws of the State of California, without regard to its conflict of laws principles. Venue
for all litigation relative to the formation, interpretation and performance of this Agreement shall be in
San Francisco.
10.4 SUBRECIPIENT to Pay All Taxes. SUBRECIPIENT shall pay to the appropriate
governmental authority, as and when due, any and all taxes, fees, assessments or other governmental
charges, including possessory interest taxes and California sales and use taxes, levied upon or in
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connection with this Agreement, the Grant Plan, the Grant Funds or any of the activities contemplated by
this Agreement.
10.5 Headings. All article and section headings and captions contained in this Agreement are for
reference only and shall not be considered in construing this Agreement.
10.6 Entire Agreement. This Agreement sets forth the entire Agreement between the parties, and
supersedes all other oral or written provisions. The following Appendices are attached to and a part of
this Agreement:
• Appendix A, Authorized Expenditures and Timelines
• Appendix B, Grant Assurances
• Appendix C, Form of Reimbursement Request
10.7 Certified Resolution of Signatory Authority. Upon request of San Francisco, SUBRECIPIENT
shall deliver to San Francisco a copy of the corporate resolution(s) authorizing the execution, delivery and
performance of this Agreement, certified as true, accurate and complete by the appropriate authorized
representative of SUBRECIPIENT.
10.8 Severability. Should the application of any provision of this Agreement to any particular facts or
circumstances be found by a court of competent jurisdiction to be invalid or unenforceable, then (a) the
validity of other provisions of this Agreement shall not be affected or impaired thereby, and (b) such
provision shall be enforced to the maximum extent possible so as to effect the intent of the parties and
shall be reformed without further action by the parties to the extent necessary to make such provision
valid and enforceable.
10.9 Successors; No Third-Party Beneficiaries. Subject to the terms of Article 8, the terms of this
Agreement shall be binding upon, and inure to the benefit of, the parties hereto and their successors and
assigns. Nothing in this Agreement, whether express or implied, shall be construed to give any person or
entity (other than the parties hereto and their respective successors and assigns and, in the case of
Article 6, the Indemnified Parties) any legal or equitable right, remedy or claim under or in respect of this
Agreement or any covenants, conditions or provisions contained herein.
10.10 Survival of Terms. The obligations of SUBRECIPIENT and the terms of the following
provisions of this Agreement shall survive and continue following expiration or termination of this
Agreement: Sections 4.3 and 4.4, Article 6, this Article 10, and the Grant Assurances of Appendix B.
10.11 Further Assurances. From and after the date of this Agreement, SUBRECIPIENT agrees to do
such things, perform such acts, and make, execute, acknowledge and deliver such documents as may be
reasonably necessary or proper and usual to complete the transactions contemplated by this Agreement
and to carry out the purpose of this Agreement in accordance with this Agreement.
10.12 Disclosure of Subawards and Executive Compensation. Pursuant to the Federal Funding
Accountability and Transparency Act (FFATA) (P.L. 109-282) as amended by Section 6202(a) of the
Government Funding Transparency Act of 2008 (P.L. 110-252), full disclosure to the public of entities or
organizations receiving federal funds is now required. As defined by the Office of Management and
Budget (OMB), all new Federal awards of $25,000 or more as of October 1, 2010, are subject to FFATA
reporting requirements. The Transparency Act definition of “Federal awards” includes not only prime
awards for grantees, cooperators, and contractors, but also awards to sub-recipients. If applicable,
SUBRECIPIENT must provide the following information on SUBRECIPIENT letterhead within 30 days
of receipt of this Agreement.
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1. Subawards greater than $25,000:
a) Name of entity receiving award;
b) Amount of award;
c) Funding agency;
d) The Catalog of Federal Domestic Assistance program number;
e) Award title (descriptive of the purpose of the funding action);
f) Location of the entity and primary location of performance including city, state, and
Congressional district;
g) Dun & Bradstreet (D&B) DUNS Number of the entity, and its parent if applicable; and,
h) Total compensation and names of top five executives (same thresholds as for prime
recipients).
2. The Total compensation and names of the top five executives if:
a) 80% or more of annual gross revenues are from Federal awards (contracts, sub-contracts
and Federal financial assistance), and $25,000,000 or more in annual gross revenues from
Federal awards; and,
b) Compensation information is not already available through reporting to the Securities and
Exchange Commission.
10.13 Cooperation with UASI Programs and Activities.
(a) Subject to reasonable terms and conditions, SUBRECIPIENT agrees to participate in
UASI-sponsored exercises, and to make available equipment acquired with Grant Funds for use as part of
such exercises.
(b) To the extent permitted by law, SUBRECIPIENT agrees to share with the Approval
Authority informational work products (such as plans, reports, data, etc.) created or acquired using Grant
Funds.
(c) SUBRECIPIENT agrees to provide input towards the development of the regional
Threat and Hazard Identification and Risk Assessment (THIRA) and Stakeholder Preparedness Review
(SPR) as requested by UASI.
(d) SUBRECIPIENT agrees to complete the 2024 Nationwide Cybersecurity Review
(NCSR), enabling agencies to benchmark and measure progress of improving their cybersecurity posture.
The Chief Information Officer (CIO), Chief Information Security Officer (CISO) or equivalent for each
recipient should complete the NCSR. If there is no CIO or CISO, the most senior cybersecurity
professional should complete the assessment.
(e) SUBRECIPIENT agrees to provide a preference for the purchase of goods, products or
materials produced in the United States in accordance with 2 CFR Part 200, Section 322.
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ARTICLE 11
INSURANCE
11.1 Types and Amounts of Coverage. Without limiting SUBRECIPIENT’s liability pursuant to
Article 6 of this Agreement, SUBRECIPIENT shall maintain in force, during the full term of the
Agreement, insurance in the following amounts and coverages:
(a) Workers’ Compensation, in statutory amounts, with Employers’ Liability Limits not less
than $1,000,000 each accident, injury, or illness; and
(b) Commercial General Liability Insurance with limits not less than $1,000,000 each
occurrence Combined Single Limit for Bodily Injury and Property Damage, including Contractual Liability,
Personal Injury, Products and Completed Operations; and
(c) Commercial Automobile Liability Insurance with limits not less than $1,000,000 each
occurrence Combined Single Limit for Bodily Injury and Property Damage, including Owned, Non-Owned
and Hired auto coverage, as applicable.
11.2 Additional Requirements for General and Automobile Coverage. Commercial General
Liability and Commercial Automobile Liability Insurance policies must be endorsed to provide:
(a) Name as Additional Insured the City and County of San Francisco, its Officers, Agents,
and Employees.
(b) That such policies are primary insurance to any other insurance available to the
Additional Insureds, with respect to any claims arising out of this Agreement, and that insurance applies
separately to each insured against whom claim is made or suit is brought.
11.3 Additional Requirements Regarding Workers' Compensation. Regarding Workers’
Compensation, SUBRECIPIENT hereby agrees to waive subrogation which any insurer of
SUBRECIPIENT may acquire from SUBRECIPIENT by virtue of the payment of any loss.
SUBRECIPIENT agrees to obtain any endorsement that may be necessary to effect this waiver of
subrogation. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of
the City for all work performed by the SUBRECIPIENT, its employees, agents and subcontractors.
11.4 Additional Requirements for All Policies. All policies shall provide thirty days’ advance
written notice to the City of reduction or nonrenewal of coverages or cancellation of coverages for any
reason. Notices shall be sent to the City address in Article 9, Notices and Other Communications.
11.5 Required Post-Expiration Coverage. Should any of the required insurance be provided under a
claims-made form, SUBRECIPIENT shall maintain such coverage continuously throughout the term of this
Agreement and, without lapse, for a period of three years beyond the expiration of this Agreement, to the
effect that, should occurrences during the Agreement term give rise to claims made after expiration of the
Agreement, such claims shall be covered by such claims-made policies.
11.6 General Annual Aggregate Limit/Inclusion of Claims Investigation or Legal Defense Costs.
Should any of the required insurance be provided under a form of coverage that includes a general annual
aggregate limit or provides that claims investigation or legal defense costs be included in such general
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annual aggregate limit, such general annual aggregate limit shall be double the occurrence or claims limits
specified above.
11.7 Lapse in Insurance. Should any required insurance lapse during the term of this Agreement,
requests for reimbursement originating after such lapse may not be processed, in the City's sole discretion,
until the City receives satisfactory evidence of reinstated coverage as required by this Agreement, effective
as of the lapse date. If insurance is not reinstated, the City may, at its sole option, terminate this Agreement
effective on the date of such lapse of insurance.
11.8 Evidence of Insurance. Before commencing any operations or expending any Grant Funds under
this Agreement, SUBRECIPIENT shall furnish to City certificates of insurance and additional insured
policy endorsements with insurers with ratings comparable to A-, VIII or higher, that are authorized to do
business in the State of California, and that are satisfactory to City, in form evidencing all coverages set
forth above. Failure to maintain insurance shall constitute a material breach of this Agreement.
11.9 Effect of Approval. Approval of the insurance by City shall not relieve or decrease the liability
of SUBRECIPIENT hereunder.
11.10 Insurance for Subcontractors and Evidence of this Insurance. If a subcontractor or
subgrantee will be used to complete any portion of this Agreement, SUBRECIPIENT shall ensure that the
subcontractor or subgrantee shall provide all necessary insurance and shall name the City and County of
San Francisco, its officers, agents and employees and the SUBRECIPIENT as additional insureds.
11.11 Authority to Self-Insure. Nothing in this Agreement shall preclude SUBRECIPIENT from self-
insuring all or part of the insurance requirement in this Article. However, SUBRECIPIENT shall provide
proof of self-insurance, in a form acceptable to San Francisco, in the amounts of each line of self-insurance.
ARTICLE 12
COMPLIANCE
12.1 Nondiscrimination. In the performance of this Agreement, SUBRECIPIENT agrees not to
discriminate against any employee, San Francisco employee working with SUBRECIPIENT or any
subgrantee of SUBRECIPIENT, applicant for employment with SUBRECIPIENT or subgrantee of
SUBRECIPIENT, or against any person seeking accommodations, advantages, facilities, privileges,
services, or membership in all business, social, or other establishments or organizations, on the basis of
the fact or perception of a person’s race, color, creed, religion, national origin, ancestry, age, height,
weight, sex, sexual orientation, gender identity, domestic partner status, marital status, disability or
Acquired Immune Deficiency Syndrome or HIV status (AIDS/HIV status), or association with members
of such protected classes, or in retaliation for opposition to discrimination against such classes.
12.2 Conflict of Interest. Through its execution of this Agreement, SUBRECIPIENT acknowledges
that it is familiar with the provisions of Section 87100 et seq. and Section 1090 et seq. of the Government
Code of the State of California, and certifies that it does not know of any facts which constitutes a
violation of said provisions and agrees that it will immediately notify City if it becomes aware of any
such fact during the term of this Agreement. SUBRECIPIENT agrees that it will promptly notify City in
writing of all violations of State or Federal criminal law involving fraud, bribery, or gratuities affecting or
involving the use of Grant Funds.
12.3 Compliance with ADA. SUBRECIPIENT acknowledges that, pursuant to the ADA, programs,
services and other activities provided by a public entity to the public, whether directly or through a
grantee or contractor, must be accessible to the disabled public. SUBRECIPIENT shall not discriminate
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against any person protected under the ADA in connection with all or any portion of the Grant Plan and
shall comply at all times with the provisions of the ADA.
12.4 Prohibition on Political Activity with City Funds. In accordance with San Francisco
Administrative Code Chapter 12G, SUBRECIPIENT may not participate in, support, or attempt to
influence any political campaign for a candidate or for a ballot measure (collectively, “Political Activity”)
in the performance of the services provided under this Agreement. SUBRECIPIENT agrees to comply
with San Francisco Administrative Code Chapter 12G and any implementing rules and regulations
promulgated by San Francisco’s Controller. The terms and provisions of Chapter 12G are incorporated
herein by this reference. In the event Contractor violates the provisions of this section, San Francisco
may, in addition to any other rights or remedies available hereunder, (i) terminate this Agreement, and
(ii) prohibit SUBRECIPIENT from bidding on or receiving any new City contract for a period of two (2)
years. The Controller will not consider SUBRECIPIENT’s use of profit as a violation of this section.
12.5 Submitting False Claims; Monetary Penalties. Pursuant to San Francisco Administrative
Code §21.35, any contractor, subcontractor or consultant who submits a false claim shall be liable to the
City for the statutory penalties set forth in that section. A contractor, subcontractor or consultant will be
deemed to have submitted a false claim to the City if the contractor, subcontractor or consultant: (a)
knowingly presents or causes to be presented to an officer or employee of the City a false claim or request
for payment or approval; (b) knowingly makes, uses, or causes to be made or used a false record or
statement to get a false claim paid or approved by the City; (c) conspires to defraud the City by getting a
false claim allowed or paid by the City; (d) knowingly makes, uses, or causes to be made or used a false
record or statement to conceal, avoid, or decrease an obligation to pay or transmit money or property to
the City; or (e) is a beneficiary of an inadvertent submission of a false claim to the City, subsequently
discovers the falsity of the claim, and fails to disclose the false claim to the City within a reasonable time
after discovery of the false claim.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the
date first specified herein.
CITY AND COUNTY OF SAN FRANCISCO:
SAN FRANCISCO DEPARTMENT OF
EMERGENCY MANAGEMENT
By:
MIKYUNG KIM-MOLINA
INTERIM GENERAL MANAGER, BAY AREA
UASI ON BEHALF OF
MARY ELLEN CARROLL
EXECUTIVE DIRECTOR, SAN FRANCISCO
DEPARTMENT OF EMERGENCY
MANAGEMENT
Approved as to Form:
David Chiu
City Attorney
By: __________________________________
CHRISTINA FLETES-ROMO
DEPUTY CITY ATTORNEY
CITY OF GILROY
By:
JIMMY FORBIS
CITY ADMINISTRATOR
Federal Tax ID #: 94-6000340
Attachments:
Appendix A- Authorized Expenditures and Timelines
Appendix B- Grant Assurances
Appendix C- Form of Reimbursement Request
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7/16/20257/16/2025
7/21/2025
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City Clerk
Kim Mancera
7/24/2025
Attest:
FY 23 UASI – City of Gilroy A-1 July 15, 2025
Appendix A — Authorized Expenditures and Timelines
ENTITY: City of Gilroy
Total allocation to be spent on the following solution areas:
Webgrants Grants
Number Program Description Due Dates
Solution Areas Amount
Project Title:
Community Emergency Response Team (CERT) Equipment
26940 Funds to purchase equipment Citizen Corps
Project
Completion date:
12/31/2025
Solution Area (e.g.
Equipment etc.):
AEL# 21GN-00-CCEQ
PROJECT
NOT TO
EXCEED
$20,000
TOTAL
ALLOCATION
TOTAL NOT
TO EXCEED:
$20,000
PLANNING
Reimbursement for Planning Requires:
• Personnel – Prior to any expenditure for personnel, SUBRECIPIENT must submit completed job descriptions to the UASI
detailing the planning activities the personnel will complete and the deliverables to be produced. Prior to reimbursement,
SUBRECIPIENT must submit the following: all functional time sheets, payroll documentation showing payment of salaries
and benefits, or cancelled checks; work product or certification that work was completed including a statement of completed
activities.
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• Contracts – All contracts must be pre-approved by the UASI prior to execution. In addition, SUBRECIPIENT must satisfy the
following guidelines:
o Procurement of contractual services must follow local policies and procedures for competitive purchasing (provided they are
not in conflict with Federal regulations which supersede them). If sole source approval is needed, including when competitive
solicitations result in only one bid for contract more than $250,000, SUBRECIPIENT must transmit a sole source request to
the UASI for submission to the State and approval must be obtained from the State prior to making the purchase. Please note
that sole source requirements from the State may be stricter than your local sole source policy.
o The contract must have a clearly stated scope of work and deliverables, deadlines for completion of work, and a schedule of
contract payments.
o All services must be performed and paid within the grant performance period.
• Travel - travel for planning activities must be pre-approved in accordance with the Bay Area UASI Travel Policy (adopted by
the Approval Authority in August 2017) prior to scheduling. Invoices must include all backup documentation, including
conference agendas, programs, brochures, lodging receipts, per diem calculations, airfare receipts/boarding passes, mileage
calculations, other transportation receipts, and proof of payment.
ORGANIZATION
Reimbursement for Organization Requires:
• Personnel – Prior to any expenditure for personnel, SUBRECIPIENT must submit completed job descriptions to the UASI
detailing the planning activities the personnel will complete and the deliverables to be produced. Prior to reimbursement,
SUBRECIPIENT must submit the following: all functional time sheets, payroll documentation showing payment of salaries
and benefits, or cancelled checks; work product or certification that work was completed including a statement of completed
activities.
• Contracts – All contracts must be pre-approved by the UASI prior to execution. In addition, SUBRECIPIENT must satisfy the
following guidelines:
o Procurement of contractual services must follow local policies and procedures for competitive purchasing (provided they are
not in conflict with Federal regulations which supersede them). If sole source approval is needed, SUBRECIPIENT must
transmit a sole source request to the UASI for submission to the State.
o The contract must have a clearly stated scope of work and deliverables, deadlines for completion of work, and a schedule of
contract payments.
o All services must be performed and paid within the grant performance period.
• Travel - travel for planning activities must be pre-approved in accordance with the Bay Area UASI Travel Policy (adopted by
the Approval Authority in August 2017) prior to scheduling. Invoices must include all backup documentation, including
conference agendas, programs, brochures, lodging receipts, per diem calculations, airfare receipts/boarding passes, mileage
calculations, other transportation receipts, and proof of payment.
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EQUIPMENT
Reimbursement for Equipment Requires:
• An approved EHP memo, if applicable.
• A performance bond is required for any equipment item that exceeds $250,000, or for any vehicle, aircraft, or watercraft,
regardless of the cost. Failure to obtain and submit a performance bond to the UASI may result in disallowance of cost.
• As allowable under Federal guidelines, procurement of equipment must follow local policies and procedures for competitive
purchasing (provided they are not in conflict with Federal regulations which supersede them). If sole source approval is
needed, including when competitive solicitations result in only one bid for contract more than $250,000, SUBRECIPIENT
must transmit the request to the UASI for request to the State and approval must be obtained by the State prior to making the
purchase. Please note that sole source requirements from the State may be stricter than your local sole source policy.
• Prior to reimbursement, SUBRECIPIENT must submit all invoices, AEL numbers, and a list of all equipment ID numbers and
the deployed locations.
• SUBRECIPIENT must inventory, type, organize and track all equipment purchased in order to facilitate the dispatch,
deployment, and recovery of resources before, during, and after an incident.
TRAINING
Reimbursement for Training Requires:
• An approved EHP memo, if applicable.
• Training course expenses may include backfill/overtime, travel, tuition, per diem or other grant eligible expenses. Grant
eligible training expenses are published in the FY 2025 Homeland Security Grant Program Guidance.
• As allowable under Federal guidelines, procurement of training must follow local policies and procedures for competitive
purchasing (provided they are not in conflict with Federal regulations which supersede them). If sole source approval is
needed, including when competitive solicitations result in only one bid- regardless of the contract amount, SUBRECIPIENT
must transmit the request to the UASI for request to the State and approval must be obtained by the State prior to making the
purchase.. Please note that sole source requirements from the State may be stricter than your local sole source policy.
• When seeking reimbursement for grant eligible training expenses, SUBRECIPIENT must submit completed ledger page
indicating course title, feedback number from the State, sub category (e.g., OT, BF, Course Development).
• Provide registration receipts and agendas.
• Provide copies of sign in sheets (must have supervisor’s signature).
EXERCISE
Reimbursement for Exercise Requires:
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• An approved EHP memo, if applicable.
• An approved Food and Beverage Request from the State, if applicable.
• Exercise expenses may include backfill/overtime, travel, exercise planning, or other ancillary expenses needed to
successfully complete the exercise. Eligible exercise expenses are published in the FY 2025Homeland Security Grant
Program Guidance.
• An After Action Report (AAR) must be completed within 90 calendar days of the exercise. SUBRECIPIENT must submit a
copy of the AAR report and proof of transmittal to the HSEEP web portal with the final request for reimbursement.
SUBRECIPIENT must submit a public-facing Executive Summary of the AAR to the UASI
• Documentation of exercise participants, such as a sign-in sheet with participant contact information.
• As allowable under Federal guidelines, procurement of exercise services must follow local policies and procedures for
competitive purchasing (provided they are not in conflict with Federal regulations which supersede them). If sole source
approval is needed, including when competitive solicitations result in only one bid for contract more than $250,000,
SUBRECIPIENT must transmit the request to the UASI for request to the State and approval must be obtained by the State
prior to making the purchase. Please note that sole source requirements from the State may be stricter than your local sole
source policy
________________________________________________________________________________________________________
• All requests for reimbursements must be submitted within 30 days of project completion unless an earlier
deadline is set in this Appendix. SUBRECIPIENT should submit reimbursement requests on a quarterly basis, as
applicable.
• Authorized expenditures must fall into one of the following categories: Planning, Organization, Equipment,
Training, or Exercises. Descriptions of authorized expenditures are in the following documents:
• FY 2023 Homeland Security Grant Program Notice of Funding Opportunity:
https://www.fema.gov/grants/preparedness/homeland-security/fy-23-nofo
• California Supplement to the Federal Funding Opportunity Announcement, dated October 2023, available at
https://www.caloes.ca.gov/wp-content/uploads/Grants/Documents/FY2023-HSGP-State-Supplement.pdf as “FY 2023
Homeland Security Grant Program California Supplement to the Federal Notice of Funding Opportunity.”
• Authorized Equipment List: http://www.fema.gov/authorized-equipment-list
• Cal OES Rules and Regulations, including the Recipient Handbook: https://www.caloes.ca.gov/wp-
content/uploads/Grants/Documents/2023_Subrecipient_Handbook.pdf
• Any equipment purchased under this Agreement must match the UASI 2023 Grant Application Workbook. Any
modification to the inventory list in that Workbook must receive prior written approval from by the Bay Area UASI
Program Manager.
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• No Management and Administration expenses are allowed, unless expressly identified and authorized in this
Appendix.
• Sustainability requirements may apply to some or all of the grant funded projects or programs authorized in this
Appendix. See Agreement, ¶3.12.
• All EHP documentation must be submitted and approved prior to any expenditure of funds requiring EHP
submission.
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Appendix B-- Grant Assurances
Name of Jurisdiction: CITY OF GILROY (“SUBRECIPIENT”)
Name of Authorized Agent: Jimmy Forbis Title: City Administrator
Address: 7351 Rosanna Street
City: Gilroy State: CA Zip Code: 95020
Telephone Number: 408 846 0211
E-Mail Address: Jimmy.Forbis@cityofgilroy.org
As the duly authorized representative of the SUBRECIPIENT, I hereby certify that the SUBRECIPIENT has
the legal authority to apply for federal assistance and the institutional, managerial, and financial capability
(including funds sufficient to pay any non-federal share of project cost) to ensure proper planning, management, and
completion of the project described in this application, within prescribed timelines.
The requirements outlined in these assurances apply to SUBRECIPIENT and any of its subrecipients.
I further acknowledge that the SUBRECIPIENT is responsible for reviewing and adhering to all
requirements within the:
(a) Applicable Federal Regulations (see below);
(b) Federal Program Notice of Funding Opportunity (NOFO);
(c) Federal Preparedness Grants Manual;
(d) California Supplement to the NOFO; and
(e) Federal and State Grant Program Guidelines.
Federal Regulations
Government cost principles, uniform administrative requirements, and audit requirements for federal grant
programs are set forth in Title 2, Part 200 of the Code of Federal Regulations (C.F.R.). Updates are issued by the
Office of Management and Budget (OMB) and can be found at http://www.whitehouse.gov/omb/.
In the event Cal OES determines that changes are necessary to the subaward after a subaward has been made,
including changes to period of performance or terms and conditions, SUBRECIPIENTs will be notified of the
changes in writing. Once notification has been made, any subsequent request for funds will indicate
SUBRECIPIENT acceptance of the changes to the subaward.
State and federal grant award requirements are set forth below. The SUBRECIPIENT hereby agrees to
comply with the following:
1. Proof of Authority
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The SUBRECIPIENT will obtain proof of authority from the city council, governing board, or authorized body
in support of this project. This written authorization must specify that the SUBRECIPIENT and the city council,
governing board, or authorized body agree:
(a) To provide all matching funds required for the grant project and that any cash match will be appropriated
as required;
(b) Any liability arising out of the performance of this agreement shall be the responsibility of the
SUBRECIPIENT and the city council, governing board, or authorized body;
(c) Grant funds shall not be used to supplant expenditures controlled by the city council, governing
board, or authorized body;
(d) The SUBRECIPIENT is authorized by the city council, governing board, or authorized body to apply
for federal assistance, and the institutional, managerial and financial capability (including funds
sufficient to pay the non-federal share of project cost, if any) to ensure proper planning, management
and completion of the project described in this application; and
(e) The official executing this agreement is authorized by the SUBRECIPIENT.
This Proof of Authority must be maintained on file and readily available upon request.
2. Period of Performance
The period of performance is specified in the Award. The SUBRECIPIENT is only authorized to perform
allowable activities approved under the award, within the period of performance.
3. Lobbying and Political Activities
As required by Section 1352, Title 31 of the United States Code (U.S.C.), for persons entering into a contract,
grant, loan, or cooperative agreement from an agency or requests or receives from an agency a commitment
providing for the United States to insure or guarantee a loan, the SUBRECIPIENT 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 influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with the awarding of any Federal contract, the making of any federal grant, the making of any federal
loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
(b) If any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence 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 this
federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit
Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
(c) The SUBRECIPIENT shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
The SUBRECIPIENT will also comply with provisions of the Hatch Act (5 U.S.C. §§ 1501- 1508 and §§ 7324-
7328) which limit the political activities of employees whose principle employment activities are funded in
whole or in part with federal funds.
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Finally, the SUBRECIPIENT agrees that federal funds will not be used, directly or indirectly, to support the
enactment, repeal, modification or adoption of any law, regulation or policy without the express written
approval from the California Governor’s Office of Emergency Services (Cal OES) or the federal awarding
agency.
4. Debarment and Suspension
As required by Executive Orders 12549 and 12689, and 2 C.F.R. § 200.214 and codified in 2 C.F.R. Part 180,
Debarment and Suspension, the SUBRECIPIENT will provide protection against waste, fraud, and abuse by
debarring or suspending those persons deemed irresponsible in their dealings with the federal government. The
SUBRECIPIENT certifies that it and its subrecipients:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any federal department or agency;
(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment
rendered against them for commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a
public transaction; violation 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 civilly charged by a governmental entity
(federal, state, or local) with commission of any of the offenses enumerated in paragraph (4)(b) of
this certification; and
(d) Have not within a three-year period preceding this application had one or more public transaction
(federal, state, or local) terminated for cause or default.
Where the SUBRECIPIENT is unable to certify to any of the statements in this certification, he or she shall
attach an explanation to this application.
5. Non-Discrimination and Equal Employment Opportunity
The SUBRECIPIENT will comply with all state and federal statutes relating to non- discrimination, including:
(a) Title VI of the Civil Rights Act of 1964 (Public Law (P.L.) 88-352 and 42 U.S.C.
§ 2000d et. seq.) which prohibits discrimination on the basis of race, color, or national origin and
requires that recipients of federal financial assistance take reasonable steps to provide meaningful access
to persons with limited English proficiency (LEP) to their programs and services;
(b) Title IX of the Education Amendments of 1972, (20 U.S.C. §§ 1681-1683, and 1685-1686), which
prohibits discrimination on the basis of sex in any federally funded educational program or activity;
(c) Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794), which prohibits discrimination
against those with disabilities or access and functional needs;
(d) Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. § 12101et seq.), which prohibits
discrimination on the basis of disability and requires buildings and structures be accessible to those
with disabilities and access and functional needs;
(e) Age Discrimination Act of 1975, (42 U.S.C. §§ 6101-6107), which prohibits discrimination
on the basis of age;
(f) Public Health Service Act of 1912 (42 U.S.C. §§ 290 dd—2), relating to confidentiality of
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patient records regarding substance abuse treatment;
(g) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), relating to nondiscrimination in
the sale, rental or financing of housing as implemented by the Department of Housing and Urban
Development at 24 C.F.R. Part100. The prohibition on disability discrimination includes the
requirement that new multifamily housing with four or more dwelling units—i.e., the public and
common use areas and individual apartment units (all units in buildings with elevators and ground-
floor units in buildings without elevators) be designed and constructed with certain accessible features
(See 24 C.F.R. § 100.201);
(h) Executive Order 11246, which prohibits federal contractors and federally assisted construction
contractors and subcontractors, who do over $10,000 in Government business in one year from
discriminating in employment decisions on the basis of race, color, religion, sex, sexual orientation,
gender identification or national origin;
(i) Executive Order 11375, which bans discrimination on the basis of race, color, religion, sex, sexual
orientation, gender identification, or national origin in hiring and employment in both the United States
federal workforce and on the part of government contractors;
(j) California Public Contract Code § 10295.3, which prohibits discrimination based on domestic
partnerships and those in same sex marriages;
(k) Department of Homeland Security (DHS) policy to ensure the equal treatment of faith-based
organizations, under which the SUBRECIPIENT must comply with equal treatment policies and
requirements contained in 6 C.F.R. Part 19;
(l) The SUBRECIPIENT will comply with California’s Fair Employment and Housing Act (FEHA)
(California Government Code §§12940-12957), as applicable. FEHA prohibits harassment and
discrimination in employment because of ancestry, familial status, race, color, religious creed
(including religious dress and grooming practices), sex (which includes pregnancy, childbirth,
breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender
identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and
physical disability, genetic information, medical condition, age, pregnancy, denial of medical and
family care leave, or pregnancy disability leave, military and veteran status, and/or retaliation for
protesting illegal discrimination related to one of these categories, or for reporting patient abuse in tax
supported institutions;
(m) Any other nondiscrimination provisions in the specific statute(s) under which application for
federal assistance is being made; and
(n) The requirements of any other nondiscrimination statute(s) that may apply to this application.
6. Drug-Free Workplace
As required by the Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.),the SUBRECIPIENT certifies
that it will maintain a drug-free workplace and a drug-free awareness program as outlined in the Act.
7. Environmental Standards
The SUBRECIPIENT will comply with state and federal environmental standards, including:
(a) California Environmental Quality Act (CEQA) (California Public Resources Code
§§ 21000-21177), to include coordination with the city or county planning agency;
(b) CEQA Guidelines (California Code of Regulations, Title 14, Division 6, Chapter 3,
§§ 15000-15387);
(c) Federal Clean Water Act (CWA) (33 U.S.C. § 1251 et seq.), which establishes the basic structure for
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regulating discharges of pollutants into the waters of the United States and regulating quality standards
for surface waters;
(d) Federal Clean Air Act of 1955 (42 U.S.C. § 7401) which regulates air emissions from stationary and
mobile sources;
(e) Institution of environmental quality control measures under the National Environmental Policy Act
(NEPA) of 1969 (P.L. 91-190); the Council on Environmental Quality Regulations for Implementing
the Procedural Provisions of NEPA; and Executive Order 12898 which focuses on the environmental
and human health effects of federal actions on minority and low-income populations with the goal of
achieving environmental protection for all communities;
(f) Evaluation of flood hazards in floodplains in accordance with Executive Order 11988;
(g) Executive Order 11514 which sets forth national environmental standards;
(h) Executive Order 11738 instituted to assure that each federal agency empowered to enter into contracts
for the procurement of goods, materials, or services and each federal agency empowered to extend
federal assistance by way of grant, loan, or contract shall undertake such procurement and assistance
activities in a manner that will result in effective enforcement of the Clean Air Act and the Federal
Water Pollution Control Act Executive Order 11990 which requires preservation of wetlands;
(i) The Safe Drinking Water Act of 1974, (P.L. 93-523);
(j) The Endangered Species Act of 1973, (P.L. 93-205);
(k) Assurance of project consistency with the approved state management program developed under
the Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.);
(l) Conformity of Federal Actions to State (Clear Air) Implementation Plans under Section 176(c) of the
Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); and
(m) Wild and Scenic Rivers Act of 1968 (16 U.S.C. § 1271 et seq.) related to protecting components
or potential components of the national wild and scenic rivers system.
The SUBRECIPIENT shall not be: (1) in violation of any order or resolution promulgated by the State Air
Resources Board or an air pollution district; 2) subject to a cease-and- desist order pursuant to section 13301 of
the California Water Code for violation of waste discharge requirements or discharge prohibitions; or 3)
determined to be in violation of federal law relating to air or water pollution.
8. Audits
For subrecipients expending $750,000 or more in federal grant funds annually, the SUBRECIPIENT will
perform the required financial and compliance audits in accordance with the Single Audit Act Amendments of
1996 and 2 C.F.R., Part 200, Subpart F Audit Requirements.
9. Cooperation and Access to Records
The SUBRECIPIENT must cooperate with any compliance reviews or investigations conducted by DHS. In
accordance with 2 C.F.R. § 200.337, the SUBRECIPIENT will give the awarding agency, the Comptroller
General of the United States and, if appropriate, the state, through any authorized representative, access to and
the right to examine all records, books, papers, or documents related to the award. The SUBRECIPIENT will
require any subrecipients, contractors, successors, transferees and assignees to acknowledge and agree to
comply with this provision.
10. Conflict of Interest
The SUBRECIPIENT will establish safeguards to prohibit the SUBRECIPIENT’s employees from using their
positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of
interest, or personal gain.
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11. Financial Management
False Claims for Payment - The SUBRECIPIENT will comply with 31 U.S.C §§ 3729-3733 which provides
that SUBRECIPIENT shall not submit a false claim for payment, reimbursement, or advance.
12. Reporting - Accountability
The SUBRECIPIENT agrees to comply with applicable provisions of the Federal Funding Accountability and
Transparency Act (FFATA) (P.L. 109-282), including but not limited to (a) the reporting of subawards
obligating $30,000 or more in federal funds, and (b) executive compensation data for first-tier subawards as set
forth in 2 C.F.R. Part 170, Appendix A. The SUBRECIPIENT also agrees to comply with the requirements set
forth in the government-wide financial assistance award term regarding the System for Award Management and
Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A.
13. Whistleblower Protections
The SUBRECIPIENT must comply with statutory requirements for whistleblower protections at 10 U.S.C. §
2409, 41 U.S.C. § 4712, and 10 U.S.C. § 2324, 41 U.S.C. § 4304 and § 4310.
14. Human Trafficking
The SUBRECIPIENT will comply with the requirements of Section 106(g) of the Trafficking Victims
Protection Act of 2000, as amended (22 U.S.C. § 7104) which prohibits the SUBRECIPIENT or its
subrecipients from: (1) engaging in trafficking in persons during the period of time that the award is in effect;
(2) procuring a commercial sex act during the period of time that the award is in effect; or (3) using forced labor
in the performance of the award or subawards under the award.
15. Labor Standards
The SUBRECIPIENT will comply with the following federal labor standards:
(a) The Davis-Bacon Act (40 U.S.C. §§ 276a to 276a-7), as applicable, and the Copeland Act (40
U.S.C. § 3145 and 18 U.S.C. § 874) and the Contract Work Hours and Safety Standards Act (40
U.S.C. §§ 327-333), regarding labor standards for federally-assisted construction contracts or
subcontracts, and
(b) The Federal Fair Labor Standards Act (29 U.S.C. § 201 et seq.) as they apply to employees of
institutes of higher learning (IHE), hospitals and other non- profit organizations.
16. Worker’s Compensation
The SUBRECIPIENT must comply with provisions which require every employer to be insured to protect
workers who may be injured on the job at all times during the performance of the work of this Agreement, as
per the workers compensation laws set forth in California Labor Code §§ 3700 et seq.
17. Property-Related
If applicable to the type of project funded by this federal award, the SUBRECIPIENT will:
(a) Comply with the requirements of Titles II and III of the Uniform Relocation Assistance and
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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 interests in real property acquired
for project purposes regardless of federal participation in purchase;
(b) Comply with flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection
Act of 1973 (P.L. 93-234) which requires federal award subrecipients in a special flood hazard area to
participate in the program and to purchase flood insurance if the total cost of insurable construction
and acquisition is $10,000 or more;
(c) Assist the awarding agency in assuring compliance with Section 106 of the National Historic
Preservation Act of 1966, as amended (16 U.S.C. § 470), Executive Order 11593 (identification and
protection of historic properties), and the Archaeological and Historic Preservation Act of 1974 (16
U.S.C. § 469a-1 et seq.); and
(d) Comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. § 4831 and 24 CFR Part 35)
which prohibits the use of lead-based paint in construction or rehabilitation of residence structures.
18. Certifications Applicable Only to Federally-Funded Construction Projects
For all construction projects, the SUBRECIPIENT will:
(a) Not dispose of, modify the use of, or change the terms of the real property title or other interest in the
site and facilities without permission and instructions from the awarding agency. Will record the federal
awarding agency directives and will include a covenant in the title of real property acquired in whole or
in part with federal assistance funds to assure nondiscrimination during the useful life of the project;
(b) Comply with the requirements of the awarding agency with regard to the drafting, review and
approval of construction plans and specifications; and
(c) Provide and maintain competent and adequate engineering supervision at the construction site to
ensure that the complete work conforms with the approved plans and specifications and will furnish
progressive reports and such other information as may be required by the assistance awarding agency
or State.
19. Use of Cellular Device While Driving is Prohibited
The SUBRECIPIENT is required to comply with California Vehicle Code sections 23123 and 23123.5. These
laws prohibit driving motor vehicle while using an electronic wireless communications device to write, send, or
read a text-based communication.
Drivers are also prohibited from the use of a wireless telephone without hands-free listening and talking, unless
to make an emergency call to 911, law enforcement, or similar services.
20. California Public Records Act and Freedom of Information Act
The SUBRECIPIENT acknowledges that all information submitted in the course of applying for funding under
this program, or provided in the course of an entity’s grant management activities that are under Federal
control, is subject to the Freedom of Information Act (FOIA), 5 U.S.C. § 552, and the California Public
Records Act, California Government Code §7920.000 et seq. The SUBRECIPIENT should consider these laws
and consult its own State and local laws and regulations regarding the release of information when reporting
sensitive matters in the grant application, needs assessment, and strategic planning process.
HOMELAND SECURITY GRANT PROGRAM (HSGP) –
PROGRAM SPECIFIC ASSURANCES / CERTIFICATIONS
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21. Acknowledgment of Federal Funding from DHS
The SUBRECIPIENT must acknowledge its use of federal funding when issuing statements, press releases,
requests for proposals, bid invitations, and other documents describing projects or programs funded in whole or
in part with federal funds.
22. Activities Conducted Abroad
The SUBRECIPIENT must ensure that project activities carried on outside the United States are coordinated as
necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are
obtained.
23. Best Practices for Collection and Use of Personally Identifiable Information (PII)
DHS defines personally identifiable information (PII) as any information that permits the identity of an individual
to be directly or indirectly inferred, including any information that is linked or linkable to that individual. If the
SUBRECIPIENT collects PII, the SUBRECIPIENT is required to have a publicly-available privacy policy that
describes standards on the usage and maintenance of PII they collect. The SUBRECIPIENT may refer to the
DHS Privacy Impact Assessments: Privacy Guidance and Privacy template as a useful resource.
24. Copyright
The SUBRECIPIENT must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 and an
acknowledgement of United States Government sponsorship (including the award number) to any work first
produced under federal financial assistance awards.
25. Duplication of Benefits
Any cost allocable to a particular federal financial assistance award provided for in 2 C.F.R. Part 200, Subpart
E may not be charged to other federal financial assistance awards to overcome fund deficiencies, to avoid
restrictions imposed by federal statutes, regulations, or federal financial assistance award terms and conditions,
or for other reasons. However, these prohibitions would not preclude the SUBRECIPIENT from shifting costs
that are allowable under two or more awards in accordance with existing federal statutes, regulations, or the
federal financial assistance award terms and conditions.
26. Energy Policy and Conservation Act
The SUBRECIPIENT must comply with the requirements of 42 U.S.C. § 6201 which contain policies relating to
energy efficiency that are defined in the state energy conservation plan issued in compliance with this Act.
27. Federal Debt Status
The SUBRECIPIENT is required to be non-delinquent in its repayment of any federal debt. Examples of
relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See
OMB Circular A-129.
28. Fly America Act of 1974
The SUBRECIPIENT must comply with Preference for United States 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.
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29. Hotel and Motel Fire Safety Act of 1990
In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, the SUBRECIPIENT must ensure
that all conference, meeting, convention, or training space funded in whole or in part with federal funds complies
with the fire prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974, as
amended, 15 U.S.C. § 2225a.
30. Non-supplanting Requirement
If the SUBRECIPIENT receives federal financial assistance awards made under programs that prohibit
supplanting by law, the SUBRECIPIENT must ensure that federal funds do not replace (supplant) funds that
have been budgeted for the same purpose through non- federal sources.
31. Patents and Intellectual Property Rights
Unless otherwise provided by law, the SUBRECIPIENT is subject to the Bayh-Dole Act, Pub.
L. No. 96-517, as amended, and codified in 35 U.S.C. § 200 et seq. The SUBRECIPIENT is subject to the
specific requirements governing the development, reporting, and disposition of rights to inventions and patents
resulting from financial assistance awards located at 37 C.F.R. Part 401 and the standard patent rights clause
located at 37 C.F.R. § 401.14.
32. SAFECOM
If the SUBRECIPIENT receives federal financial assistance awards made under programs that provide
emergency communication equipment and its related activities, the SUBRECIPIENT must comply with the
SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that
ensure and enhance interoperable communications.
33. Terrorist Financing
The SUBRECIPIENT must comply with Executive Order 13224 and United States law that prohibit
transactions with, and the provisions of resources and support to, individuals and organizations associated with
terrorism. The SUBRECIPIENT is legally responsible for ensuring compliance with the Order and laws.
34. Reporting of Matters Related to Recipient Integrity and Performance
If the total value of the SUBRECIPIENT’s currently active grants, cooperative agreements, and procurement
contracts from all federal assistance offices exceeds $10,000,000 for any period of time during the period of
performance of this federal financial assistance award, the SUBRECIPIENT must comply with the requirements
set forth in the government-wide Award Term and Condition for Recipient Integrity and Performance Matters
located at 2 C.F.R. Part 200, Appendix XII, the full text of which is incorporated here by reference in the award
terms and conditions.
35. USA Patriot Act of 2001
The SUBRECIPIENT must comply with requirements of the Uniting and Strengthening America by Providing
Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18
U.S.C. §§ 175-175c.
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36. Use of DHS Seal, Logo, and Flags
The SUBRECIPIENT must obtain permission from their DHS Financial Assistance Office, prior to using the
DHS seal(s), logos, crests or reproductions of flags or likenesses of DHS agency officials, including use of the
United States Coast Guard seal, logo, crests or reproductions of flags or likenesses of Coast Guard officials.
37. Performance Goals
In addition to the Biannual Strategy Implementation Report submission requirements outlined in the
Preparedness Grants Manual, the SUBRECIPIENT must demonstrate how the grant-funded project addresses
the core capability gap associated with each project and identified in the Threat and Hazard Identification and
Risk Analysis or Stakeholder Preparedness Review or sustains existing capabilities, as applicable. The
capability gap reduction or capability sustainment must be addressed in the Project Description of the BSIR for
each project.
38. Applicability of DHS Standard Terms and Conditions to Tribes
The DHS Standard Terms and Conditions are a restatement of general requirements imposed upon the
SUBRECIPIENT and flow down to any of its subrecipients as a matter of law, regulation, or executive order. If
the requirement does not apply to Indian tribes or there is a federal law or regulation exempting its application
to Indian tribes, then the acceptance by Tribes of, or acquiescence to, DHS Standard Terms and Conditions
does not change or alter its inapplicability to an Indian tribe. The execution of grant documents is not intended
to change, alter, amend, or impose additional liability or responsibility upon the Tribe where it does not already
exist.
39. Required Use of American Iron, Steel, Manufactured Products, and Construction Materials
The SUBRECIPIENT must comply with the “Build America, Buy America” Act (BABAA), enacted as part of
the Infrastructure Investment and Jobs Act and Executive Order 14005. SUBRECIPIENTs receiving a federal
award subject to BABAA requirements may not use federal financial assistance funds for infrastructure projects
unless:
(a) All iron and steel used in the project are produced in the United States – this means all
manufacturing processes, from the initial melting stage through the application of coatings, occurred
in the United States;
(b) All manufactured products used in the project are produced in the United States – this means the
manufactured product was manufactured in the United States; and the cost of the components of the
manufactured product that are mined, produced, or manufactured in the United States is greater than
55 percent of the total cost of all components of the manufactured product, unless another standard
for determining the minimum amount of domestic content of the manufactured product has been
established under applicable law or regulation; and
(c) All construction materials are manufactured in the United States – this means that all manufacturing
processes for the construction material occurred in the United States.
The “Buy America” preference only applies to articles, materials, and supplies that are consumed in,
incorporated into, or affixed to an infrastructure project. It does not apply to tools, equipment, and supplies, such
as temporary scaffolding, brought to the construction site and removed at or before the completion of the
infrastructure project. Nor does a “Buy America” preference apply to equipment and furnishings, such as
movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure
project but are not an integral part of the structure or permanently affixed to the infrastructure project.
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Per section 70914(c) of BABAA, FEMA may waive the application of a “Buy America” preference under an
infrastructure program in certain cases.
On July 1, 2022, OMB approved FEMA’s General Applicability Public Interest Waiver of the BABAA
requirements to be effective for a period of six months, through January 1, 2023. SUBRECIPIENTs will
not be required to follow the BABAA requirements for FEMA awards made, and any other funding
FEMA obligates, during this waiver period. For any new awards FEMA makes after January 1, 2023, as
well as new funding FEMA obligates to existing awards or through renewal awards where the new
funding is obligated after January 1, 2023, SUBRECIPIENTs will be required to follow the BABAA
requirements unless another waiver is requested and approved.
40. Advancing Effective, Accountable Policing and Criminal Justice Practice to Enhance Public Trust and
Public Safety
The SUBRECIPIENT must comply with the requirements of section 12(c) of Executive Order 14074. The
SUBRECIPIENT is also encouraged to adopt and enforce policies consistent with Executive Order 14074 to
support safe and effective policing.
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IMPORTANT
The purpose of these assurances is to obtain federal and state financial assistance, including any and
all federal and state grants, loans, reimbursement, contracts, etc. SUBRECIPIENT recognizes and
agrees that state financial assistance will be extended based on the representations made in these
assurances. These assurances are binding on SUBRECIPIENT, its successors, transferees, assignees,
etc. as well as any of its subrecipients. Failure to comply with any of the above assurances may result
in suspension, termination, or reduction of grant funds.
All appropriate documentation, as outlined above, must be maintained on file by the
SUBRECIPIENT and available for Cal OES or public scrutiny upon request. Failure to comply with
these requirements may result in suspension of payments under the grant or termination of the grant
or both and the SUBRECIPIENT may be ineligible for award of any future grants if Cal OES
determines that the SUBRECIPIENT: (1) has made false certification, or (2) violates the certification
by failing to carry out the requirements as noted above.
All of the language contained within this document must be included in the award documents for all
subawards at all tiers. SUBRECIPIENTs are bound by DHS Standard Terms and Conditions 2023,
Version 2, hereby incorporated by reference, which can be found at:
https://www.dhs.gov/publication/fy15-dhs- standard-terms-and-conditions.
The undersigned represents that he/she is authorized to enter into this agreement for and on
behalf of the SUBRECIPIENT.
SUBRECIPIENT: ________________________
Signature of Authorized Agent: _____________________________________________________
Printed Name of Authorized Agent: ________________________
Title: ________________________
Date: ________________________
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City Administrator
eSign
7/16/2025
Jimmy Forbis
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Appendix C -- Form of Reimbursement Request
REIMBURSEMENT REQUEST
Date: __________________
UASI Management Team
1663 Mission Street, Suite 320
San Francisco, CA 94102
Re: FY 23 UASI Grant Reimbursement Request
Pursuant to Section 3.10 of the “Agreement between the City and County of San Francisco and the City of
Gilroy for the Distribution of FY 2023 UASI Grant Funds” (the "Agreement"), dated July 15, 2025 between the
City of Gilroy (“SUBRECIPIENT”) and the City and County of San Francisco, SUBRECIPIENT hereby
requests reimbursement as follows:
Total Amount of
Reimbursement Requested
in this Request:
$_______________
Maximum Amount of
Funds Specified in
Section 3.2 of the
Agreement:
$_______________
Total of All Funds
Disbursed Prior to this
Request:
$_______________
SUBRECIPIENT certifies that:
(a) The total amount of funds requested pursuant to this Reimbursement Request will be used to
reimburse SUBRECIPIENT for Authorized Expenditures, which expenditures are set forth on the
attached Schedule 1, to which are attached true and correct copies of all required documentation
of such expenditures.
(b) After giving effect to the disbursement requested pursuant to this Reimbursement Request, the Funds
disbursed as of the date of this disbursement will not exceed the maximum amount set forth in Section 3.2
of the Agreement, or the not to exceed amounts specified in Appendix A for specific projects and
programs.
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(c) The representations, warranties and certifications made in the Agreement are true and correct in
all material respects as if made on the date hereof, and SUBRECIPIENT is in compliance with all
Grant Assurances in Appendix B of the Agreement. Furthermore, by signing this report,
SUBRECIPIENT certifies to the best of their knowledge and belief that the report is true,
complete and accurate and expenditures, disbursements, and cash receipts are for the purpose and
objectives set forth in the terms and conditions of the federal award. SUBRECIPIENT is aware
that any false, fictitious or fraudulent information or the omission of any material fact, may
subject SUBRECIPIENT to criminal civil or administrative penalties for fraud, false statements,
false claims or otherwise.
(d) No Event of Default has occurred and is continuing.
(e) The undersigned is an officer of SUBRECIPIENT authorized to execute this Reimbursement
Request on behalf of SUBRECIPIENT.
Signature of Authorized Agent: ______________________________________________
Printed Name of Authorized Agent: ___________________________________________
Title: ____________________________________ Date: __________________________
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SCHEDULE 1 TO REQUEST FOR REIMBURSEMENT
The following is an itemized list of Authorized Expenditures for which reimbursement is requested:
The following are attached as part of this Schedule 1 (Please check items that are applicable):
Planning:
☐ Invoice/Payroll Charges
☐ Payroll Register
☐ Cleared Check Payment
☐ Job Description
☐ Functional Timesheets
☐ Deliverables/Progress Reports
☐ SAM- Date Stamped Exclusion Report
☐ Noncompetitive Procurement
Authorization (NCPA)
Organization:
☐ Invoice/Payroll Charges
☐ Payroll Register
☐ Cleared Check Payment
☐ Job Description
☐ Functional Timesheets
☐ Deliverables/Progress Reports
☐ SAM- Date Stamped Exclusion Report
☐ Noncompetitive Procurement
Authorization (NCPA)
Equipment:
☐ Invoice
☐ Cleared Check Payment
☐ Purchase Order
☐ Packing Slip
☐ EHP Approval
☐ EOC Approval
☐ Watercraft or Aviation
☐ Performance Bond
☐ Equipment Ledger (Please
submit electronic copy to Grants
Specialist)
☐ SAM- Date Stamped
Exclusion Report
☐ Noncompetitive
Procurement Authorization
(NCPA) (For Sole
Source/competitive bid with
single bidder with contract
amount of $250,000 or more)
Training:
☐ Invoice
☐ Cleared Check Payment
☐ Training Feedback Number
☐ EHP Approval
☐ Certificates/Proof of Participation
☐ Sign In Sheet
☐ Agenda
☐ SAM- Date Stamped Exclusion Report
☐ Noncompetitive Procurement
Authorization (NCPA) (For all Sole
source/Competitive Bid with single bidder.)
Exercise:
☐ Invoice
☐ Cleared Check Payment
☐ After Action Report
☐ EHP Approval
☐ Overtime Authorization
☐ SAM- Date Stamped Exclusion Report
☐ Noncompetitive Procurement
Authorization (NCPA) (For all Sole
Source/competitive bid with single bidder
with contract amount of $250,000 or more)
For inquiries/questions, please contact:
Phone #: Email: _____________
Print Name
Project
Payee
Amount
Description
If final
claim for
project,
check box
☐
☐
☐
☐
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