CC SR 20241001 H - Hazard Mitigation Grant
CITY COUNCIL MEETING DATE: 10/01/2024
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to accept and appropriate Hazard Mitigation Grant
Program funding for the Goat Vegetation Management Project.
RECOMMENDED COUNCIL ACTION:
(1) Accept and appropriate $914,977 of Federal Emergency Management
Agency’s (FEMA) Hazard Mitigation Grant Program (HMGP) funding in FY
2024-25 via the California Governor’s Office of Emergency Services (CalOES)
for the Goat Vegetation Management Project.
FISCAL IMPACT: The City’s Goat Vegetation Management Project for three years is
estimated to cost approximately $1.3 million. The total HMGP amount is $914,977, which
includes $854,977 in project funding and $60,000 for management administration costs.
This funding is intended to cover expenditures over a period of approximately three years.
As a reimbursement grant, the City will submit requests for reimbursement after
expenditures are incurred. The first reimbursement request, estimated at aroun d
$300,000, is scheduled to be submitted by June 30, 2025. This reimbursement will help
offset costs typically covered by the General Fund for the City’s annual Goat Vegetation
Management Project administered by the Public Works Department . VR
Amount Budgeted: $0
Additional Appropriation: $914,977
Account Number(s): 332-300-0000-3302
(State Grants - Revenue) VR
ORIGINATED BY: Vina Ramos, Director of Finance VR
REVIEWED BY: Catherine Jun, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. August 5, 2024 CalOES Letter - Notification of Subapplication Approval Hazard
Mitigation Grant Program (A-1).
B. July 11, 2024 FEMA Letter - Notification of Application Approval Goat Vegetation
Management Project (B-1).
1
BACKGROUND AND DISCUSSION:
Due to its numerous steep canyons and open scrub brush -covered hillsides, the Palos
Verdes Peninsula has always been a wildfire risk. The City of Rancho Palos Verdes is
surrounded by acres of open space that consists of dense brush and other vegetation
that, if ignited, could pose a threat to residential areas through wind -borne embers and
direct ignition from uncontrolled fires. Other factors contribute to the severity of fires in the
City including weather and winds. Specifically, winds commonly referred to as Santa Ana
winds, which occur during fire season (typically from June to the first significant rain in
November) are particularly significant. Such “fire weather” is characterized by several
days of hot dry weather and high winds, resulting in low fuel moisture in vegetation.
Over the years, the City has explored various opportunities to secure grants that could
lessen the financial impact of mitigation efforts. In 2021, City Staff applied as a
subrecipient for the HMGP through CalOES and FEMA. The proposed grant project
consists of furnishing all labor, materials, supplies, and equipment necessary to provide
for complete brush clearance services at 15 pre-identified locations throughout the City
by grazing of goats. All work is to be completed on City-owned property and follows the
guidelines of the Los Angeles County Department of Agricultural Commissioner Weights
and Measures and the Los Angeles County Fire Department.
The total project cost for three years is approximately $1.3 million. The cost submitted, at
a federal share of 75% is approximately $1.1 million (Table 1 – see next page), consisting
of approximately $854,977 for the actual project work and approximately $60,000 for
management administration cost. The federal share will reduce the costs typically paid by
the General Fund and the remaining non-federal share (City’s cost share) of $384,992
will be funded through the City’s General Fund in the next three years under the Public
Works Department’s budget.
continued on next page
2
Table 1: HMGP’s Approved Cost Estimates @ 75%
On July 11, 2024, the FEMA notified CalOES that the City has been approved for the
federal share of $854,977 as shown in Table 2 below. Subsequently, on August 5, 2024,
the CalOES office notified the City that $60,000 has also been approved as part of the
subrecipient management costs.
Table 2: HMGP’s Funding Approval
Since being notified in August, staff has been collaborating with CalOES to ensure
compliance with the grant requirements. The project schedule includes grant reporting in
October, the issuance of requests for proposals in December 2024, and an estimated
start date for work in April 2025.
CONCLUSION:
To formally appropriate the grant award, the City Council is being asked to approve a nd
appropriate $914,977 of HMGP funding from CalOES for the Goat Vegetation
Management Project.
Funding Type Federal Share Non-Federal Share Total Project Cost
Supplement 04 $854,977 $384,992 $1,239,970
Management Costs $60,000 $0 $60,000
TOTAL $914,977 $384,992 $1,299,970
3
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Do not accept the HMGP funds and continue to fund the Goat Vegetation
Management Project through the General Fund Public Works Budget.
2. Take other action, as deemed appropriate.
4
3650 SCHRIEVER AVENUE MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110
August 5, 2024
Ara Mihranian
City Manager
Rancho Palos Verdes, City of
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
Subject: Notification of Subapplication Approval
Hazard Mitigation Grant Program
FEMA-4558-DR-CA, Project #AP00677, FIPS #037-59514
Supplement #104
Dear Mihranian:
The California Governor’s Office of Emergency Services (Cal OES) received
notification that the Federal Emergency Management Agency (FEMA) has
approved your organization’s subaward application in the amount of
$854,877.47. A copy of the FEMA award package is enclosed for your records.
In order to receive payment as a grant subrecipient, your organization must have
the following on file with the Recovery Financial Processing Unit:
A valid, current (approved within the last 3 years) Governing Body
Resolution
A Project Assurances for Federal Assistance agreement
A Supplemental Grant Subaward Information sheet
A current Federal Funding Accountability and Transparency Act (FFATA)
Financial Disclosure form. This form must be submitted each fiscal year.
An active registration with the federal System for Award Management
(SAM) website. The registration must remain active for the duration of this
grant subaward.
For your convenience, this subapplication approval package includes the
required post-obligation documents as well as guides to completing and
renewing a SAM registration. Please complete the documents and mail copies to
the address listed at the end of this letter, keeping the originals with your records.
Alternatively, you may scan and email the completed documents to the
Recovery Financial Processing Unit at HMGrantsPayments@CalOES.ca.gov.
Electronic copies of the post-obligation documents can also be requested at the
same address.
GAVIN NEWSOM
GOVERNOR
NANCY WARD
DIRECTOR
A-1
Mr. Mihranian
Page 2
3650 SCHRIEVER AVENUE MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110
Payments will be made on a reimbursement basis using the enclosed Hazard
Mitigation Reimbursement Request Form. A ten percent (10%) retention will be
withheld from all reimbursement payments and will be released as part of the
subaward closeout process.
Reimbursements can be made only for items listed on the approved subaward
application. Expenditures for any other work should be separately maintained
and are the sole responsibility of the subrecipient. Any funds received in excess of
current needs or approved amounts, or those found owed as a result of a final
inspection or audit, must be refunded to the State within 30 days of receipt of an
invoice from Cal OES.
When mailing documents to the Recovery Financial Processing Unit, please use
the following address:
California Governor’s Office of Emergency Services
Attention: Recovery Financial Processing Unit
3650 Schriever Avenue
Mather, CA 95655
For further assistance regarding post-obligation documents or the reimbursement
request process, please contact the Recovery Financial Processing Unit at
(916) 845-8110 or at HMGrantsPayments@caloes.ca.gov. For program-related
questions, please contact the Hazard Mitigation Grants Program Unit at
(916) 328-7450.
Recovery Financial Processing Unit
Enclosures
c: Subrecipient’s Project File
*The Recovery Financial Processing Unit has universal Resolution No. 2020-13,
passed on 4/7/20, on file. Although this resolution is older than three years, it
remains valid for DR4558, which was declared in 2020. A copy of the resolution is
included in this package for your review. With the written permission of an
Authorized Agent, the resolution can be applied to this project.
A-2
3650 SCHRIEVER AVENUE MATHER, CA 95655
RECOVERY FINANCIAL PROCESSING UNIT
(916) 845-8110
August 5, 2024
Ara Mihranian
City Manager
Rancho Palos Verdes, City of
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
Subject: Notification of Approval for Subrecipient Management Cost Funding
Hazard Mitigation Grant Program
FEMA-4558-DR-CA, Project #AP00677, FIPS #037-59514,
Supplement #104
Dear Mr. Mihranian:
The California Governor’s Office of Emergency Services (Cal OES) received
notification that the Federal Emergency Management Agency (FEMA) has
approved $60,000.00 in funding for subrecipient management costs (SRMC).
SRMC are costs incurred while administering a Hazard Mitigation grant subaward.
A copy of FEMA’s letter is enclosed for your records.
Payments are made on a reimbursement basis using the specialized Subrecipient
Management Cost Reimbursement Request Form. Subrecipients are reminded to
document their SRMC separately from direct project expenditures. To qualify for
SRMC reimbursement, subrecipients must first incur and seek reimbursement for
direct project expenditures via the specialized Project Expenditures
Reimbursement Request Form. Reimbursement for SRMC is capped at five
percent of a project’s cumulative direct project expenditures. Please note that
your organization must maintain an active registration in the SAM.gov (System for
Award Management) database for the duration of this grant subaward.
Please read the enclosed supplement. In accordance with Title 44 Code of
Federal Regulations, Part 206.440, if you disagree with FEMA’s obligated amount
or scope of work listed in the supplement, you can appeal. All appeals must be in
writing and received by Cal OES within 60 days from the receipt of this letter.
If you have any questions or need assistance, please contact the Recovery
Financial Processing Unit at (916) 845-8110 or at
HMGrantsPayments@caloes.ca.gov.
Recovery Financial Processing Unit
Enclosures
c: Subrecipient’s Project File
GAVIN NEWSOM
GOVERNOR
NANCY WARD
DIRECTOR
A-3
U.S. Department of Homeland Security
FEMA Region 9
1111 Broadway, Suite 1200
Oakland, CA 94607
www.fema.gov
July 11, 2024
Robyn Fennig
Assistant Director, Hazard Mitigation
Governor’s Authorized Representative
California Governor’s Office of Emergency Services
3650 Schriever Avenue
Mather, California 95655
Reference: Application Approval, HMGP DR-4558-677-036
City of Rancho Palos Verdes
City of Rancho Palos Verdes Goat Vegetation Management Project
FIPS Code: 037-59514, Supplement 104
Dear Robyn Fennig:
We approve and issue Hazard Mitigation Grant Program (HMGP) funds for the City of Rancho Palos
Verdes, HMGP DR-4558-677-036, City of Rancho Palos Verdes Goat Vegetation Management
Project.
The total project cost is $1,239,969.96. As shown in the enclosed Obligation Report - Supplement
104, we are obligating $854,977.47 for the 68.95 percent Federal share; the 31.05 percent non-
Federal share is $384,992.49. We are obligating $60,000.00 for the 100% Federal share Subrecipient
Management Costs. These funds are available in SmartLink for immediate and eligible
disbursements. The following is a summary of the approved funding:
Funding Type: Federal Share: Non-Federal Share: Total Project Cost:
Supplement 104 $854,977.47 $384,992.49 $1,239,969.96
Management Costs $60,000.00 $0.00 $60,000.00
This HMGP project approval and obligation of funds are subject to the following conditions:
1.Scope of Work (SOW) – The City of Rancho Palos Verdes will perform hazardous fuels
reduction of approximately 180 acres within 26 Fuel Modification Areas using small livestock
(goat) grazing. These Fuel Modification Areas are on City-owned property and are dispersed
throughout the City.
2.Project Completion Date – The work schedule included with the project application
indicates that the project will take 36 months to complete; however, we can only approve a
project up to the approved disaster period of performance (POP). Therefore, the project
completion date is August 28, 2026. Please inform the sub-recipient that work completed after
RECEIVED
JUL 22 2024
FINANCIAL PROCESSING UNIT
A-4
Robyn Fennig
July 11, 2024
Page 2 of 3
the disaster period of performance (POP) is not eligible for federal funding, and that federal
funds may be de-obligated for work completed outside the completion date when there is no
approved time extension.
3. Project Closeout – Within 90 days of the award period of performance’s expiration, all
project funds must be liquidated and final closeout documentation for the project must be
submitted to FEMA. Please note the project must comply with Code of Federal Regulations
Title 2, Part 200 reporting requirements at the time of closeout.
4. Record of Environmental Consideration (REC) – The purposed action is the preferred
action under Section 2.5 Vegetation Management, Sub-section 2.5.3 Biological Control of the
Programmatic Environmental Assessment for Recurring Actions in Arizona, California, and
Nevada (PEA), and the PEA Finding of No Significant Impact (FONSI). No further National
Environmental Policy Act (NEPA) review is required. A list of Typical Best Management
Practices (BMP) is attached. Addressing the BMPs appropriate for this scope of work is a
condition of funding. Please reference the enclosed REC for further information.
5. Standard Conditions – This project approval is subject to the enclosed Standard Mitigation
Grant Program (HMGP) Conditions, amended August 2018. Please note that federal funds
may be de-obligated for work that does not comply with these conditions.
If you have any questions please contact Jocelyn Madison-Kelly, Hazard Mitigation Assistance, by
email at jocelyn.madisonkelly@fema.dhs.gov, or phone (202) 717-0135.
Sincerely,
Kathryn Lipiecki
Director, Mitigation Division
FEMA Region 9
Enclosures (3):
Obligation Report - Supplement 104
Record of Environmental Consideration (REC)
Standard Mitigation Grant (HMGP) Conditions
cc: Ron Miller, Hazard Mitigation Assistance Branch Chief, California Governor’s Office of
Emergency Services
Melissa Boudrye, Resilience Branch Chief, California Governor’s Office of Emergency
Services
Concepcion Chavez, Technical Assistance Division Chief, California Governor’s Office of
Emergency Services
A-5
Robyn Fennig
July 11, 2024
Page 3 of 3
Joseph Purvis, Hazard Mitigation Grants Division Chief, California Governor’s Office of
Emergency Services
Ryan Massello, Hazard Mitigation Quality Assurance Division Chief, California Governor’s
Office of Emergency Services
Robert McCord, Chief, Hazard Mitigation Assistance Branch, FEMA Region 9
A-6
A-7
A-8
A-9
A-10
A-11
A-12
A-13
A-14
U.S. Department of Homeland Security
FEMA Region 9
1111 Broadway, Suite 1200
Oakland, CA 94607
www.fema.gov
July 11, 2024
Robyn Fennig
Assistant Director, Hazard Mitigation
Governor’s Authorized Representative
California Governor’s Office of Emergency Services
3650 Schriever Avenue
Mather, California 95655
Reference: Application Approval, HMGP DR-4558-677-036
City of Rancho Palos Verdes
City of Rancho Palos Verdes Goat Vegetation Management Project
FIPS Code: 037-59514, Supplement 104
Dear Robyn Fennig:
We approve and issue Hazard Mitigation Grant Program (HMGP) funds for the City of Rancho Palos
Verdes, HMGP DR-4558-677-036, City of Rancho Palos Verdes Goat Vegetation Management
Project.
The total project cost is $1,239,969.96. As shown in the enclosed Obligation Report - Supplement
104, we are obligating $854,977.47 for the 68.95 percent Federal share; the 31.05 percent non-
Federal share is $384,992.49. We are obligating $60,000.00 for the 100% Federal share Subrecipient
Management Costs. These funds are available in SmartLink for immediate and eligible
disbursements. The following is a summary of the approved funding:
Funding Type: Federal Share: Non-Federal Share: Total Project Cost:
Supplement 104 $854,977.47 $384,992.49 $1,239,969.96
Management Costs $60,000.00 $0.00 $60,000.00
This HMGP project approval and obligation of funds are subject to the following conditions:
1. Scope of Work (SOW) – The City of Rancho Palos Verdes will perform hazardous fuels
reduction of approximately 180 acres within 26 Fuel Modification Areas using small livestock
(goat) grazing. These Fuel Modification Areas are on City-owned property and are dispersed
throughout the City.
2. Project Completion Date – The work schedule included with the project application
indicates that the project will take 36 months to complete; however, we can only approve a
project up to the approved disaster period of performance (POP). Therefore, the project
completion date is August 28, 2026. Please inform the sub-recipient that work completed after
B-1
Robyn Fennig
July 11, 2024
Page 2 of 3
the disaster period of performance (POP) is not eligible for federal funding, and that federal
funds may be de-obligated for work completed outside the completion date when there is no
approved time extension.
3. Project Closeout – Within 90 days of the award period of performance’s expiration, all
project funds must be liquidated and final closeout documentation for the project must be
submitted to FEMA. Please note the project must comply with Code of Federal Regulations
Title 2, Part 200 reporting requirements at the time of closeout.
4. Record of Environmental Consideration (REC) – The purposed action is the preferred
action under Section 2.5 Vegetation Management, Sub-section 2.5.3 Biological Control of the
Programmatic Environmental Assessment for Recurring Actions in Arizona, California, and
Nevada (PEA), and the PEA Finding of No Significant Impact (FONSI). No further National
Environmental Policy Act (NEPA) review is required. A list of Typical Best Management
Practices (BMP) is attached. Addressing the BMPs appropriate for this scope of work is a
condition of funding. Please reference the enclosed REC for further information.
5. Standard Conditions – This project approval is subject to the enclosed Standard Mitigation
Grant Program (HMGP) Conditions, amended August 2018. Please note that federal funds
may be de-obligated for work that does not comply with these conditions.
If you have any questions please contact Jocelyn Madison-Kelly, Hazard Mitigation Assistance, by
email at jocelyn.madisonkelly@fema.dhs.gov, or phone (202) 717-0135.
Sincerely,
Kathryn Lipiecki
Director, Mitigation Division
FEMA Region 9
Enclosures (3):
Obligation Report - Supplement 104
Record of Environmental Consideration (REC)
Standard Mitigation Grant (HMGP) Conditions
cc: Ron Miller, Hazard Mitigation Assistance Branch Chief, California Governor’s Office of
Emergency Services
Melissa Boudrye, Resilience Branch Chief, California Governor’s Office of Emergency
Services
Concepcion Chavez, Technical Assistance Division Chief, California Governor’s Office of
Emergency Services
B-2
Robyn Fennig
July 11, 2024
Page 3 of 3
Joseph Purvis, Hazard Mitigation Grants Division Chief, California Governor’s Office of
Emergency Services
Ryan Massello, Hazard Mitigation Quality Assurance Division Chief, California Governor’s
Office of Emergency Services
Robert McCord, Chief, Hazard Mitigation Assistance Branch, FEMA Region 9
B-3