To: Board of Supervisors, County of Sonoma
Department or Agency Name(s): Emergency Management
Staff Name and Phone Number: Jeffrey DuVall / 565-1152
Vote Requirement: 4/5th
Supervisorial District(s): All Districts
Title:
Title
Federal Emergency Management Agency Hazard Mitigation Grant Program Award FEMA-4683-DR-CA
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Recommended Action:
Recommended action
A) Authorize the Director of Emergency Management to receive the Federal Emergency Management Agency Award FEMA-4683-DR-CA in the amount of $319,998 for the development of the Multi-jurisdictional Hazard Mitigation Plan.
B) Delegate Authority to the Director of Emergency Management to execute Professional Services Agreements/Amendments required for the completion of the Multi-jurisdictional Hazard Mitigation Plan project, per the results of the Request for Proposals closing on August 14, 2024; not to exceed the project budget of $400,000.
C) Allocate $100,000 from the General Fund Resiliency Set Aside for the required local cost share for the Multi-jurisdictional Hazard Mitigation Plan.
D) Adopt a Budget Resolution increasing Fiscal Year 2024-25 revenue and expenditure appropriations by $200,000, which will bring the total appropriations to $272,500. (4/5th Vote Required)
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Executive Summary:
The Sonoma County Department of Emergency Management (DEM) is requesting authorization for the Director of DEM to receive the Federal Emergency Management Agency (FEMA) Award FEMA-4683-DR-CA in the amount of $319,998.00; to execute Professional Services Agreements required for the completion of the Multi-jurisdictional Hazard Mitigation Plan (MJHMP) project, upon completion of procurement that is compliant with 2 CFR 200 and on a form approved by County Counsel, not to exceed to project budget of $400,000; to execute all required Professional Services Agreement Amendments as determined when consultants are chosen via the procurement process; to allocate $100,000 from the General Fund Resiliency Set Aside for the required local cost share; and to adopt a Budget Resolution increasing FY2024-25 revenue and expenditure appropriations by $200,000. The General Fund Resiliency was established by your Board after the 2017 fires to support match resiliency projects.
Discussion:
FEMA’s Hazard Mitigation Grant Program (HMGP) provides funding to state and local governments to implement long-term hazard mitigation measures after a major disaster declaration. HMGP is managed by the State under funding provided for in the Stafford Act. The entire state - not just presidentially declared disaster-impacted counties - may qualify for HMGP mitigation projects. The cost share for HMGP is 75% federal and 25% local match. The County’s share is projected at the beginning of the application process and funding sources are identified before the application is submitted. The Notice of Funding Opportunity (NOFO) for FEMA’s HMGP funding through the Presidential Major Disaster Declaration, DR-4683 (Severe Winter Storms, Flooding, Landslides, and Mudslides) was released on March 1, 2023.
On April 26, 2023, DEM submitted their Notice of Intent to the California Governor’s Office of Emergency Services (CalOES). On August 2, 2023, DEM submitted Sub application AP-01026 for funding of the Sonoma County Multi-Jurisdictional Hazard Mitigation Plan update project budgeted for $400,000 ($300,000 grant funded and $100,000 required 25% local cost share) as well as $19,998 for grant management expenses.
The project was approved for full funding on June 27, 2024. DEM requests authorization to accept the award and a Budget Resolution to increase FY2024-25 revenue and expenditure appropriations for $133,000 in HMGP grant revenue and $67,000 in General Fund Resiliency Set Aside.
Your Board approved in FY2024-25 a Principal Emergency Services Coordinator for the hazard mitigation program within DEM. This position will oversee the development of the County’s MJHMP and the 20 other participating jurisdictions with the selected contractor. This position will also work with other jurisdictions and the county in the implementation and mitigation strategies outlined and conduct required state and federal reporting on the MJHMP of migration actions taken. The Principal Emergency Services Coordinator will also modify, update, and maintain the MJHMP.
DEM issued a request for proposal (RFP) for emergency planning consultant services on July 3, 2024, to manage, coordinate, prepare and administer the development of an update to the MJHMP for the County of Sonoma and participating jurisdictions that is scheduled to close on August 14, 2024. 1,009 notifications of the RFP were sent out to through the Supplier Portal. The proposals will be reviewed by an evaluation panel comprised of subject matter experts and will be scored using the criteria detailed in the RFP. The awarded agreement will be reviewed and approved by County Counsel. The procurement and subsequent award for this agreement as well as additional agreements will be compliant with all federal regulations in 2 CFR 200 as well as all County procurement policies and will in a form that is approved by County Counsel. DEM requests authority to execute all agreements required for the completion of the MJHMP project, not to exceed the project budget of $400,000.
Participating jurisdictions include the County of Sonoma, City of Cotati, City of Healdsburg, City of Sonoma, City of Santa Rosa, City of Sebastopol, City of Rohnert Park, City of Petaluma, Town of Windsor, Sonoma Water Agency, Sonoma County Ag and Open Space District, Gold Ridge Fire District, Northern Sonoma County Fire District, Sonoma County Fire District, Ranchi Adobe Fire Protection District, Sonoma Valley Fire & Rescue, Timber Cove Fire Protection District, North Sonoma Coast Fire Protection District, Bodega Bay Public Utility District, and Santa Rosa Junior College District.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
None.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$72,500 |
$147,498 |
|
|
Additional Appropriation Requested |
$200,000 |
|
|
|
Total Expenditures |
$272,500 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$67,000 |
$33,000 |
|
|
State/Federal |
$205,500 |
$116,498 |
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$272,500 |
$147,498 |
|
Narrative Explanation of Fiscal Impacts:
This item requests FY2024-25 expenditure and revenue appropriations of an additional $200,000, or 67% of the total grant award for project expenses, $133,000 in grant award, and $67,000 from the General Fund Resiliency Set Aside for the local match.
The department’s approved FY2024-25 budget includes current appropriations of $72,500.
The remaining $147,498 in grant award appropriations will be budgeted in FY2025-26, and will include the remaining $33,000 in General Fund Resiliency Set Aside local match and $19,998 towards Management Costs.
Any remaining FY2024-25 appropriations will be rebudgeted in FY2025-26.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
1) Budget Resolution
2) FEMA Application Approval Award Letter
3) County of Sonoma Local Match Commitment Letter
4) RFP Multi-jurisdictional Local Hazard Mitigation Plan
5) MJLHMP Sample Agreement
Related Items “On File” with the Clerk of the Board:
None.