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HomeMy WebLinkAboutC21-129 Colorado Division of Homeland Security - Mobile Morgue1 Division of Homeland Security 2021 State Homeland Security Program NWAHEMR Project Proposal Application The 2020 Notice of Funding Opportunity (“NOFO”) for this grant program added additional requirements for project proposals. The application is based on the 2020 NOFO and required fields on the State Application Form. When the 2021 NOFO is released applicants may be required to revise their Project Proposal Application. Applicants are required to obtain the signature from your county Emergency Manager AND Finance Director/County Manager or Commissioner depending on your county’s guidelines. All projects must have a nexus to efforts in preventing, preparing for, protecting against, and responding to acts of terrorism. Please contact Kimberly Cancelosi, NWAHEMR Coordinator if you have questions regarding the application and to submit your Project Proposal: Kimberly Cancelosi NW All Hazard Emergency Management Region Coordinator KCancelosi.nwc@gmail.com Kimcancelosi@comcast.net 970-485-1279 NWCCOG-NWAHEMR 249 Warren Avenue P.O. Box 2308 Silverthorne, CO 80498 NORTHWEST ALL-HAZARDS EMERGENCY MANAGEMENT REGION EXECUTIVE BOARD Chairperson Summit County Brian Bovaird 1st Vice Chairperson Rio Blanco County Ty Gates 2nd Vice Chairperson Pitkin County Valerie MacDonald MEMBERS Eagle County Birch Baron Garfield County Chris Bornholdt Grand County Joel Cochran Jackson County Sheriff Jarod Poley Mesa County Andrew Martsolf Moffat County Mike Cochran Routt County David ‘Mo’ DeMorat DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E C21-129 2 2021 NWAHEMR Project Proposal Application Please read through the entire application before filling in the application. The application must be completed in full. If the question does not apply, write N/A. Project Title: Mobile Multi-Body Refrigerator “Morgue Trailer” (Phase 2) Project submitted by: (include position) Coroner Victor Yahn, F-ABMDI Agency/Organization: Mesa County Coroner’s Office Email Address: Victor.yahn@mesacounty.us Work Phone: 970-270-4341 Mailing Address: 544 Rood Avenue Grand Junction, CO 81501 Primary Project Zip Code: 81501 Primary location where equipment will be housed, if application To be determined. We will select a location on the other side of Glenwood Canyon. Other Points of Contact Agency/Organizations of Project County/ Facility Address Contact Name /Email Address Phone Kara Bettis Eagle County Coroner P.O. Box 5200 Eagle, CO 81631 Kara.bettis@eaglecounty.us 970-328- 8864 Robert Glassmire Garfield County Coroner 1806 Medicine Bow Ct. Silt, CO 81652 coroner@garfield-county.com 970-665- 6335 Brenda Bock Grand County Coroner P.O. Box 828 Kremmling, CO 80459 bbock@co.grand.co.us 970-724- 0083 George Crocket Jackson County Coroner P.O. Box 293 Walden, CO 80480 gcrocket@centurytel.net 970-723- 4242 Jesse Arthurs Moffat County Coroner 621 Yampa Avenue Craig, CO 81625 coroner@moffatcounty.net 970-326- 3095 J. Steven Ayers, DO Pitkin County Coroner 530 East Main Street Aspen, CO 81611 epiccorp@sopris.net 970-920- 5310 Laura Smith Rio Blanco County Coroner P.O. Box I Meeker, CO 81641 Laura.smith@rbc.us 970-878- 9420 Robert Ryg Routt County Coroner 136 6th Street Steamboat Springs, CO 80477 rryg@co.routt.co.us 970-879- 0237 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 3 Regan Wood Summit County Coroner Box 4923 Frisco, CO 80443 Regan.wood@summitcountyCO.gov 970-668- 2964 Agency/Organization Information 1. Describe your agency’s role in the preparation of, response to, mitigation of or recovery from all-hazards incidents and /or terrorist activity within the Region All Coroner’s Offices work to be prepared whenever there are multiple fatalities. 2. How often does your agency respond to all-hazards incidents and/or terrorist activity within the NWAHEMR? Daily ☐ Weekly ☐ Monthly ☐ 3. What geographical location (county/district) within the NWAHEMR does your agency or organization serve? I serve Mesa County but all ten counties are able and willing to work together when/if there is ever a need. 4. How is your agency or organization funded for daily operations? Each county is funded through their county’s budget. 5. Has your agency or organization attended NW Regional Meetings, Capability Working Groups Meeting, Regional Workshops in the previous year? Yes ☒ No ☐ How Many 5 Core Capabilities / Threats & Hazards 6. Select how the project applies to One Investment Justification for Citizen’s Preparedness: Citizens Preparedness Community Preparedness & Emergency Public Information & Warning Enhance Border Security Programs Enhance Search and Rescue Enhance State, Regional and Local EOC Enhance State, Regional and Local Planning Health and Medical Improve Communication Interoperability Incident Response Support Infrastructure Systems & Cybersecurity Intelligence and Information Sharing 7. What Core Capabilities are being built or sustained by project? Rank the applicable capabilities in order of priority: (https://www.fema.gov/core-capabilities) ___Common- Operational Coordination DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 4 ___Common- Planning ___Common- Public Information and Warning ___Mitigation-Community Resilience ___Mitigation- Long-term Vulnerability Reduction ___Mitigation- Threat and Hazards Identification ___Prevent-Forensics and Attrition ___Prevent- Intelligence and Information Sharing ___Prevent- Interdiction and Disruption ___Prevent- Screening, Search and Detention ___Protect-Access Control and Identity Verification ___Protect-Cybersecurity ___Protect-Physical Protective Measures ___Protect Risk Management for Protection Programs and Activities ___Protect- Supply Chain Integrity and Security ___Recover- Economic Recovery ___Recover- Housing and Social Services ___Recover- Housing ___Natural and Cultural Resources ___Recover- Critical Transportation ___Recover- Environmental Response/Health and Safety _X_Recover-Fatality Management Services ___Recover-Infrastructure Systems ___Recover-Mass Care Services ___Recover-Mass Search and Rescue Operations ___Recover-On-scene Security and Protection ___Recover: Operational Communications ___Recover- Public and Private Services and Resources ___Recover-Situational Assessment ___Respond-Critical Transportation ___Respond-Environmental Response/Health and Safety ___Respond-Fatality Management Services ___Respond- Infrastructure Services ___Respond Mass Care Services ___Respond- Mass Search and Rescue Operations ___Respond-On-scene Security and Protection ___Respond-Operational Communications ___Respond- Public and Private Services and Resources ___Respond-Public Health and Medical Services ___Respond- Situational Assessment DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 5 8. Answer either 8 or 9. Is this project sustaining an existing capability? If so, describe the current level and how it was assessed. Explain why grant funds are needed to sustain the capability: This will be uses to sustain an existing capability. We currently have a morgue trailer that is stationed in Mesa County. It would be beneficial to have a second trailer stationed on the east side of Glenwood Canyon in case there is an incident that closes the canyon. A second trailer would also benefit the region if there was a large enough incident that required to transport over 16 decedents from the scene to the autopsy/body processing location securely. 9. If the project is building a new capability, explain the identified capability gap and the need to support a new capability: 10. Select the assessments that support the project’s justification: ___After Action Report/Improvement Action Plan (AAR/IAP), ___Threat and Hazard Identification Risk Assessment (THIRA), ___Hazard Vulnerability Assessment (HVA), ___Mitigation Plan _X_Recovery Plan ___Resource Inventory ___Assessment directly related to your agency or organizations participation in a Homeland Security Exercise Evaluation Program (HSEEP) Exercise ___Actual real life incident/disaster that took place in the past year Please explain and provide the AAR or date, assessment, exercise type and/or incident/disaster name: 11. Describe the Threats and Hazards that create the need for the project: There are multiple mass fatalities scenarios that could occur in this region. They range from several commercial airports to events such as the X Games in Aspen, CO and Country Jam in Mack, CO. Glenwood Springs, CO is another tourist destination with several activities throughout the year. The trailers could be staged at the events in case there was a need for it to be deployed. Passenger trains travel through the region as well as several buses. If there was an incident involving any one of the events or modes of transportation, the trailers becomes one of the most important tools needed to handle the workload. We would spend at least four hours waiting for supplies to come from the eastern slope if the weather was not a factor. In our region alone, there was a gas plant explosion in Glenwood that killed 11 in 1985 and the Storm King fire that killed 14 firefighter in 1994. Pitkin County had a plane crash in 2001 that killed 15. A morgue trailer could have been a great asset in each of these incidents. In 2020, we had to combat COVID-19. We were fortunate that the amount of deaths did not exceed our capability, only stretched it. In Mesa County, we had to work and plan with hospitals and mortuaries. If we were as hard hit as New York when it was initially spreading, we would have been underprepared. Having a second trailer would allow more breathing room at the peeks of these COVID death without having to wait or rely on outside source that may not even have the units needed. DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 6 12. Does this project support a fusion center? Yes ☒ No ☐ Proposed Project Information 13. Please provide the project summary detailing the purpose, overall objectives and how the project will be implemented. Explain how is it connected to Core Capabilities identified above; how it fills a need for the region; and, how it will reduce capability gaps: To meet the needs of this region the Coroners of Northwest Colorado are proposing a two-phase project to purchase two mobile morgue trailers. Phase 1 has been completed with acquiring the first morgue trailer. The second phase of this project for a second morgue trailer is to be housed in another county. We are looking at another 18 person morgue trailers from EMS Innovations. These trailers would be propane powered or be directly connected to electricity. The price per trailer is $52,500 and that includes delivery. Here is a link for a walkthrough of the trailers, https://www.youtube.com/watch?v=rrjDSt-in_c&feature=youtu.be. This region has large portions of unincorporated areas as well as densely populated areas. Many of the densely populated areas are connected by vulnerable transportation routes that are frequently closed due to weather, accidents, and hazards. Many of the communities in the Northwest region experience weekend and event-related surge populations. If a mass fatality occurred in the rural areas, this trailer could be utilized to allow a greater ease in performing the Coroner’s Office duty without having a long distance to travel. This would also allow for the personal effects and evidences be housed in a contained, secured area. When there are extreme temperatures, the trailer will prevent the deterioration of the body and evidence. This would preserve the chain of custody as well and give a place to process some of those items. If there was an incident such as a mass shooting in the populated areas, the trailer could be used as an onsite location to start the evidence collection process with law enforcement and documenting the decedent in a controlled environment. This is especially true if the scene is in an open area such as an outdoor concert. In some cases, if there was an issue with a facility’s body refrigeration unit, it can also be deployed to assist in preserving the decedents. If the increased number of deaths from COVID this past year overran the capacity of the Coroner’s Offices, having two trailers would have worked to set up two centralized locations so multiple counties could have easily used both trailers. FEMA typing standards pertain to Disaster Portable Morgue Units. The minimum FEMA type is a Type 2 which includes multiple people and a variety of equipment. The Mobile Morgue Trailers that are proposed in this application are not addressed, independently, in FEMA’s typing library. 14. Explain the long-term approach to sustaining the capabilities developed by this project including state, local or other grant funding. If equipment, how will you support, maintain and replace the equipment? There will be minimal upkeep with the trailers. By using them for trainings every year, this will allow the trailers to be inventoried and maintained on a regular basis. The long-term sustainability will be explored based on the utilization of the trailers and agreed upon by all ten counties. DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 7 15. Does your agency or organization have a current assessment of its Core Capabilities? Yes ☒ No ☐ 16. Describe how this project has a nexus protect, prevent, provide protection from, or help ensure a timely response to a threatened or actual act of terrorism how it reduces the overall risk of terrorism in the Region: By utilizing two mass fatality trailer under the control of the ten Coroner’s Office, they can be deployed rapidly without having to wait for requests to go through. In a large-scale event, decedents can be processed, transferred to the morgue trailer and then facility with a second trailer ready to go for the next trip. By doing this, all remains and personal effects can be kept together and secured with no delays in the operation if there is a long transport distance. 17. Is the Core Capability(s) which you are trying to build capacity in for the project related to the Colorado Homeland Security Strategy or NWAHEMR Regional Strategy? Yes ☒ No ☐ https://www.colorado.gov/pacific/dhsem/news/news-release-2019-2023-colorado-homeland-security-strategy- released-colorado-dhsem 18. If you answered Yes on question 17, please provide a brief description of how the project is related to the Colorado State Homeland Security Strategy or Regional Strategy. List all applicable Core Capabilities as they relate to the Colorado Homeland Security Strategy: The Core Capability for this project is recovery. By being prepared, we can being the initial recovery without much effort. It will also allow us to continue those efforts until we are able to more equipment if needed. This is especially true during the COVID pandemic we are currently in. Equipment is currently being tied up due to mass fatalities from COVID, which would cause a delay in getting equipment in a mass fatality event such as a plane crash. 19. DHS has identified four critical priority areas: Cybersecurity, soft targets and crowded places, intelligence and information sharing, and emerging threats. In addition, DHS will conduct an effectiveness review process to ensure grant funding is allocated to those projects that most effectively address these priorities. Please explain how your project supports one of the Department of Homeland Security Four National Priority Areas: A) Cybersecurity B) Soft Targets/Crowded Places C) Intelligence and Information Sharing D) Emerging Threats: The trailer would be utilized for Soft Targets/Crowded Places and Intelligence and Information Sharing. By having morgue trailers located in Mesa County and another county on the other side of Glenwood Canyon, the ten counties would have quick access in the case of a mass fatality. This would eliminate the long process of requesting a refrigeration unit and then waiting. The time it would take to get a trailer to one of the ten counties would cause the loss of evidence on a decedent and unnecessary postmortem changes that could hinder an investigation if it is a mass shooting or terrorist attack. They can be deployed to events where large groups are gathered so they are ready in the event of a shooting or disaster where multiple lives are lost. In the current situation we are in with COVID 19, coroners would be able to isolate positive decedent to the trailer and avoid contaminating facilities. This could also prevent issues of biohazard from the decedent’s prolonged exposure on a scene. This would protect facilities when decedents are covered in substances such as jet fuel as well. Having the trailers would benefit the Coroner’s Office in the event their cooler went down and they needed a place to store decedents until the cooler was fixed. This would hold true in a bio-terrorist event. In this day, it is only a matter of when a mass fatality or mass shooting will occur. Western Colorado is isolated when it comes to the needs for such equipment. To get into the Grand Valley, DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 8 you have to travel over passes. During the winter, this can be almost impossible at times. If the ten counties had to rely on getting a trailer from Denver, CO or Salt Lake City, UT, it would be at least six hours before the equipment arrived. This would be if there were no delays and in the winter, could be even longer up to days depending on location and road closures. By having trailers housed in this region, coroners would be able to deploy them as soon as they are needed. All ten counties have a great working relationship and would be able to get the trailers to the sites where they were needed in a short amount of time. Being equipped for mass fatalities or mass shootings is a national priority for all death investigation offices whether Coroner or Medical Examiner. By having morgue trailers ready to deploy, coroners can handle these large incidents quickly and effectively for the investigating agencies and the families. It is a priority for all death investigators to investigate these deaths in a timely manner. Fatality management means the ability to coordinate with other agencies/organizations (e.g. law enforcement, healthcare, emergency management and medical examiner//corner) to ensure that human remains are prospering recovered, handled, identified, transported, tracked, stored and disposed. The mobile morgue allows for the collection of evidence, personnel effects, thereby preserving the chain of custody. This provides certainty in certifying cause of death. Throughout the NW Region the counties, municipalities vary in size and resources. There is no minimum number of fatalities for an event to be considered a mass fatality incident regardless of the source of cause for the mass fatality. It is the duty of fatality management professionals to ensure the respectful and orderly management of deceased persons. 20. If you have a training or exercise project, did your agency or organization submit the request to your County Emergency manager and/or did you participate Training and Exercise Planning Workshop/Integrated Preparedness Planning Workshop (TEPW/IPPW) on September 16, 2020 during the NW Regional Board & All Functional Working Group Meeting? Yes ☐ No ☒ 21. If you have a training or exercise project, did you submit and attach to this application, investment justification documentation (AAR, Lessons learned, Improvement Plan, Agency/Jurisdictional Training Exercise Plan/Integrated Preparedness Plan)? Yes ☐ No ☒ If no, explain: We have an annual training with the regional airport for a mass fatality exercise. We were not aware that we needed to prepare any such a plan. 22. Grant applicants are required to complete an investment justification that address these priorities listed in paragraph 15 above. Applicants may be required to provide additional information once DHSEM and FEMA reviews the Effective strategy. Describe the effective strategy of the project. An ‘effective strategy’ is how the project supports the HSGP program objectives (prevent, prepare, protect, respond) while meeting targeted capabilities and reducing overall risk. This project will not reduce the overall risk. 23. Law Enforcement Terrorism Prevention Activities LETPA activities have a strict definition. Activities eligible include but not limited to a) Maturation and enhancement of designated state and major high-risk urban area fusion centers… b) Coordination between fusion centers and other analytical and investigative efforts including but not limited to JTTFs, Field Intelligence Groups (FIGs) RISS Centers, criminal intelligence units and real crime analysis centers. c) implementation and maintenance of the nationwide SAR initiative, including training DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 9 for frontline personnel on identifying and reporting suspicious activities. d) Implementation of the "If you See Something, Say Something campaign to raise public awareness of indications of terrorism and terrorism- related crime. And associated efforts to increase the sharing of information with public and private sector partners, including nonprofit organizations. d) Increase physical security, through law enforcement personnel and other protective measures, by implementing preventative and proactive measures at critical infrastructure sites or at-risk nonprofit organizations. e)Building and sustaining preventative radiological and nuclear detection capability developed through the Muring the Cities Initiative. Is this project for Law Enforcement Terrorism Prevention Activities (LETPA)? Yes ☐ No ☒ 24. Does this project require any work or modification on existing structures? Yes ☐ No ☒ If yes, explain: 25. Does your agency or organization agree to supply additional information if requested for the project, which may include a project presentation or completion of an Environmental and Historic Preservation Screening Form? Yes ☒ No ☐ ( https://www.fema.gov/sites/default/files/2020-07/fema_form-024-0-1_2017.pdf ) 26. List 2-5 specific outcomes/inputs that can be used to measure the success of the project: Multiple mass fatalities have occurred where the use of this type of trailer has been a key tool for success. The capability for rapid deployment of these trailers or having them located at large events will allow for the incident to be handled quickly and allow the family to get answers and/or loved ones back quickly. 27. Describe project collaboration: By providing this type of resource within the NW Region, it ensures that multi-jurisdiction and disciplines benefit from this resource by having it readily available throughout the region: All ten counties (Eagle, Garfield, Grand, Jackson, Mesa, Moffat, Pitkin, Rio Blanco, Routt and Summit) have collaborated on this project and found that having access to morgue trailers strategically located would greatly benefit the citizens and allow the Coroners to handle high stress incidents successfully. If there ever is a mass fatality, the Coroner’s Offices already rely on each other and attend yearly trainings together. Having access to morgue trailers in the Northwest Region would allow for rapid deployment when time is critical to begin processing the incident. If there is a time where a trailer is needed when a County’s Morgue goes down, there would be no paperwork involved in getting the trailer or waiting for delivery. These trailers would allow us to process the decedents and clear the scene quicker than having to wait for a trailer to be delivered. In the event of a terrorist act, the trailers would be used by multiple agencies to view/process the decedents in a controlled setting, quickly. Once one trailer was full, it could be transferred to the autopsy facility and the other trailer could be brought to the incident so the investigation process could continue uninterrupted. In the event the decedents are contaminated from jet fuel or chemical/biohazard attack, it could be contained to the trailer. It would prevent the Coroner/Medical Examiner’s office from becoming contaminated. The cost to clean or replace the trailer to prevent the risk of exposure would be less than the cost to clean or replace an entire facility. There are multiple events and population surges on the weekends where people are coming out to enjoy the outdoor activities (skiing and camping for example) this region has to offer. Two trailers strategically located would allow us the capability of handling two incidents in different locations at the same time. For example, if there were a mass fatality in Grand Junction, CO and the X Games in Aspen, CO, there would be a trailer in both locations without any undue stress or diverting resources. If the incident was large DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 10 enough, both trailers could be used with great ease. The trailer would be ideal to stage at local events such as Country Jam, Frisco BBQ, Pork and Hops or any of the other outdoor concerts that make for soft targets in the event of a terrorist attack. There are several events in the Northwest Region that would be considered soft targets. This would allow for the decedents that have evidence on them to be collected and processed in a controlled location to prevent deterioration of evidence or having evidence lost due to the weather. If the Coroners receive the second trailer in phase, they would have a secondary trailer that could be utilized during that incident. In addition, if there were two major events going on at the same time in different locations that would make for soft targets, Coroners would have the ability to deploy a trailer to each event. 28. Has this Project been funded with previous Homeland Security Grant funding? Yes ☒ No ☐ 29. If yes, is this project part of a Phased Project previously approved? Yes ☒ No ☐ 30. List all NW Region SHGP Projects the agency or organization has received in the past ten years. Include the grant year, the project name, and the amount awarded. NW Coroners Mobile Morgue Trailers (phase 1), grant year 2020 with $52,500 awarded. 31. NIMS is a comprehensive, national approach to incident management that is applicable at all jurisdictional levels and across functional disciplines. It is applicable across a full spectrum of potential incidents, hazards, impacts, regardless of size, location or complexity. https://www.fema.gov/pdf/emergency/nims/nimsfaqs.pdf Does the project support a NIMS type resource in training exercise and/or equipment? Yes ☐ No ☒ If yes, identify the Resource Typing Library Description (https://rtlt.preptoolkit.fema.gov/Public ) Current Type Expected Type Desired Type Regional Project Proposed Budget 32. Is funding for the project being sought by other sources or grants? Yes ☐ No ☒ If yes, please identify: 33. Describe Optional Contribution/Match if applicable. Identify the source and the amount. N/A 34. In the table below, complete the Project Budget. The Allowable Equipment List (AEL) is available at https://www.fema.gov/grants/guidance-tools/authorized-equipment-list The hyperlink includes an Excel file that contains the entire Allowable Equipment List and can be downloaded. DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 11 Regional Benefit and NWAHEMR Terms 35. Projects shall benefit the entire NW Region to receive SHGP funding. Describe how the project will be used to improve jurisdictional/regional capability: a) Is the project investment/activity deployable? Yes ☒ No☐ Item # Expenditure Description Specific Jurisdiction Authorized Equipment List # Quantity Unit Cost Total Solution Area: PLANNING 1 $ 2 $ Subtotal $ Solution Area: EQUIPMENT 1 Morgue trailer Mesa County 09MY- 02- REFR 1 52,500 $52,500 2 $ 3 $ 4 $ 5 $ Subtotal $52,500 Solution Area: TRAINING 1 $ 2 $ 3 $ Subtotal $ SOLUTION AREA: EXERCISE 1 $ 2 $ 3 $ Subtotal $ PROJECT TOTAL $52,500 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 12 b) Is the project investment/activity sharable? Yes ☒ No☐ c) Investment activity that is deployable and/or sharable must be listed on Colorado Resource Rate Form (CRRF). Does the applicant through your agency/organization agree to list the asset on the CRRF upon delivery? Yes ☒ No☐ d) Are you prepared to develop an agreement to address deployment /shareability? If a Mutual Aid or MOU agreement is already in place what is the name of the document and the date it was signed? Title:_____________________________ Date:__________ Yes ☒ No☐ e) Equipment projects values $5,000 and higher shall be added to your agency or organization’s equipment inventory and depreciation schedule. Do you agree with these terms? Please attach a copy of the agency or organization depreciation schedule. Yes ☒ No☐ f) For equipment projects, has the applicant, agency or organization Finance Director read the Equipment Release Form and Sub-recipient Letter and agree to the terms contained within? Yes ☒ No☐ g) Does the applicant. Agency or organization agree to store the equipment in a secured location and insure the equipment against loss or theft? Yes ☒ No☐ h) Does the agency/organization receiving the equipment agree to keep maintenance and repair records on the equipment? Yes ☒ No☐ i) For equipment projects with a value over $5,000.00, do you understand that it is necessary to perform a follow-up visual inventory for equipment purchased through the grant and agree to assist in this process if requested? Yes ☒ No☐ j) Is it understood that grant funds used to support this project through the State Homeland Security Program will not supplant agency/local funds or be used as a match for another federal grant? Yes ☒ No☐ k) Does your agency or organization understand that if an Environmental and Historic Preservation Screening Form is needed for the project that the project may take significant time and additional efforts to complete? Yes ☒ No☐ l) Does the applicant, agency or organization understand licenses and warranties cannot extend beyond the period of the grant term. (typically 18 months)? Yes ☒ No☐ m) The NWCCOG serves as the fiscal agent of the SHGP. Does your agency or organization agree to comply with the NWCCOG purchasing policy? Yes ☒ No☐ n) For equipment projects, can you supply three (3) bids or price quotes from separate vendors including woman and minority owned businesses? If not please explain: Yes ☒ No☐ o) Do you understand the NWAHEMR Board and/or Fiscal Agent may impose additional conditions upon acceptance of the grant award? Yes ☒ No☐ 36. Because of the length of time between submitting this Project Proposal Application and the time the contract for the 2021 SHGP is signed, quotes may change. While the Region makes every effort for cover additional costs it may not be able to do so. If additional funding source is Yes ☒ No☐ DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 13 not available, does the applicant agency or organization understand it will be responsible for any additional price increase over the allocated project amount? 37. ALL PROJECT PROPOSALS ARE DUE BY end of the business day, Monday January 25, 2021. Please include all supporting documentation at that time. If it is determined that there is additional documentation or information needed, you will be contacted. NO DOCUMENTATION OR INFORMATION WILL BE ACCEPTED AFTER__February 10, 2021. Incomplete project proposals will not be accepted for review. Applicant or a representative must present the project during the NWAHEMR All working Group and Board Meeting, February 17, 2021. Does your agency or organization understand these deadline requirements? Yes ☐ No ☐ Yes ☒ No☐ All applicants must meet with the county Office of Emergency Management (OEM) where the project originated. The Emergency Manager will review the project for mission areas, core capabilities and multijurisdictional use (sharable, deployable). For Emergency Manager/s only: I have reviewed the project for the listed core capabilities Emergency Manager Signature Date Printed Name For County Manager or County/Agency Finance Director only: I have reviewed the project for obligating the county/agency upon the project be awarded. I have reviewed the Equipment Release Form, Sub-recipient Letter and terms for sustainability. Signature: _____________________________ Title: _____________________________________ Printed Name: _____________________________ Date: _______________________ Attached to the Project Proposal Application are three documents for the applicant, agency or organization and finance director to review and consider while completely the application: 1) NWCCOG Purchasing Policy DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 4/26/2021Jeff Shroll County Manager 14 2) NWCCOG Equipment Release Form 3) NWCCOG Sub-recipient Letter DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 15 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 16 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 17 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 18 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 19 Northwest Colorado Council of Governments (NWCCOG) Equipment/Supply Release Form Grant # ____________ FAIN: Federal Award ID #______________________ Qty Description Serial Number HLS Tag Number Total Total $00 I, _________________________ of ________________________ (referred to as "the Agency") am authorized to accept the equipment described above from the Northwest Colorado Council of Governments (NWCCOG), the official grant recipient, at no charge to the Agency. I acknowledge that this equipment is primarily intended for use by response personnel during a Natural incident, terrorist event involving Weapon of Mass Destruction (WMD) or a Mass Casualty Incident (MCI) of and is not for the personal use of any individual under any circumstances. I further understand that the Agency is responsible for and must maintain records in compliance with 2CFR200.313 on the following items: • Ensuring that the Agency’s fiscal officer receives this information so that he/she can add this equipment to the agency’s official equipment inventory records, depreciation schedule and have the equipment available for inspection for equipment inventory purposes and for audits. o The agency’s fiscal officer shall provide the depreciation schedule for the equipment listed above. • Equipment Managing requirements (including replacement) until the disposition takes place will, meet the following: o Property records must be maintained that include a description of the property, a serial number or other identification numbers (asset tag), the year of the SHGP and FAIN, who holds the title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs, the location, use and condition of the property. and any ultimate disposition data including the date of disposal and sale price of the property. o Agree to a physical inventory of the property that must be taken and the results reconciled with the property records at least once every two years. o Agency agrees to a develop a control system to ensure adequate safeguards to prevent loss, damage, or theft of the property. Any loss, damage, or theft must be investigated, and records of the investigation maintained. o Agency had developed maintenance procedures to keep the property in good condition. o The equipment shall not be encumbered. o Replace this equipment if it is willfully or negligently damaged, lost or stolen. In addition, any damage or loss must be reported to the NWAHEMR’s Homeland Security Coordinator and a fully documented investigation must be submitted as part of the official project records. o If our agency no longer needs or no longer uses this equipment, the agency SHALL contact the NWAHEMR’s Homeland Security Coordinator for disposition instructions. This equipment was purchased with Homeland Security Grant funds and must be disposed of in accordance with grant guidelines. Any serviceable equipment that is unused or no longer of use, shall be returned to the NWCCOG for redistribution to other agencies within the NWAHEMR. o When acquiring replacement equipment, the receiving agency may use the equipment to be replaced as a trade-in or sell the property and use the proceeds to offset the cost of the replacement property. Copies of the transaction shall be provided to the NWCCOG?NWAHEMR coordinator. o If the agency desires to transfer property to a different agency, the agency must notify NWCCOG/NWAHEMR coordinator for compliance and for the transfer forms o Records of the ultimate disposition data including the date of disposal (or transfer) and sale price of the property shall be maintained by the agency for 3 years after final disposition. DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 20 • To make this equipment available for use to any agency within the Northwest All-Hazards Emergency Management Region (NWAHEMR) when requested by another agency when the equipment is not in use by the agency. o Deployable/sharable equipment is equipment is required to be registered on the state WebEOC. The recipient shall follow the procedures of the County’s Office of Emergency Management to insure registration. Proof of registration shall be submitted to the NWAHEMR coordinator. This equipment will be located at: In _________________________________County. The contact person for this equipment is: Phone number: Email: I am authorized by my agency’s fiscal policies to sign for the receipt of this equipment and agree to the terms listed above: Signature: _____________________________ Title: _______________________ Printed Name: _____________________________ Date: _______________________ I am an authorized fiscal agent for the agency and agree to the receipt of this equipment and agree to the terms listed above: Signature: _____________________________ Title: _______________________ Printed Name: _____________________________ Date: _______________________ Released by: Signature: _____________________________ Title: _Executive Director, NWCCOG__ Printed Name: _Jon Stavney Date: _4/10/2019______________________ DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 21 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E 22 DocuSign Envelope ID: 82611290-D7F4-47C3-8E5B-1C709CF9A54E