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Sub Granting Process

Overview

All sub grantees must comply with Homeland Security grant requirements as described for the specific Grant/Year Program Guidance & Application Kit. The sections below briefly explain what the process entails and what information is mandatory to successfully administer a sub granted project from beginning to end. All projects are unique therefore we encourage sub grantees to use the information below as a quick reference guide and contact their program manager in advance to discuss each project individually.

STEP 1

Allocations of Homeland Security Grant funds through the different programs (SHSP, UASI, LETPP or CCP) are defined and communicated to each agency.

IMPORTANT: At this point the agency’s project is still subject to revision related to compliance with grant guidelines.  The sub grantee should not assume all expenses related to the project are acceptable nor incur any expenses until a fully executed sub grant agreement is in place.

STEP 2

Sub grantee must submit the following documents to KCOEM:

  • Scope of Work & Budget: Use doc Exhibit A and B Form (113KB DOC)

  • Special Approvals:

    Some projects require special approvals which are outlined below.

    • Equipment approval:

      1. Clasify the equipment for your project using the AEL

        IMPORTANT: In rare occasions equipment needed for a project may not fit any of the classifications in the AEL. Contact your program manager if this is the case with equipment for your project.


      2. Prepare the material for approval using Exhibit C Form (MS Excel - 18KB). Follow the example (PDF - 204KB) provided to fill out your equipment budget sheet correctly. If you have further questions, contact your program manager for guidance.


      3. Obtain approval from the Multi-disciplinary Equipment Planning Group (MEPG) and the State Equipment Subcommittee. Contact your program manager for monthly meeting schedules.

       

    • Sole source vendor / Consulting Services approval (Exhibit D)

    • The Office of Emergency Management must approve in advance all "sole-source" or single vendor projects (those that are not subject to a competitive bidding process) over $100,000 or consulting services over $450 per day. If one of your vendors or consultants fall under this category, you must submit to this office a letter with a brief narrative justification answering the following points:

    1. Grant funding your project and project name

    2. Type of approval requested (sole-source vendor project over $100,000 and/or consulting services over $450 per day)

    3. A brief description of what the vendor/consultant is being contracted for.

    4. Explanation of why it is necessary to contract non competitively, to include expertise of the contractor, management, responsiveness, knowledge of the project, experience of personnel

    5. Time constraints including when contractual coverage is required and why, impact on the project if the dates are not met, how long would it take another contractor to reach the same level of competence (equate to dollars if desired)

    6. Uniqueness of the project

    7. Other points that should be covered to justify the request for approval

    8. A delcaration that this action is in the best interest of the agency

  • Proof of liability insurance (Exhibit E)
STEP 3

Once all information applicable to the project as detailed above has been submitted to KCOEM and is satisfactory, this office will produce a sub grant agreement for signature of both parties.

STEP 4

At this time sub grantee is allowed to proceed with the project as detailed in the sub grant agreement.

IMPORTANT: In special cases King County Office of Emergency Management may allow changes made to the original sub grant agreement setting an amendment in place.  To request approval for changes made to a fully executed sub grant agreement, the sub grantee must submit to the program manager a letter requesting an amendment, the changes being requested and the reason for such request.

STEP 5

Sub grantee must present a Narrative Progress Report (PDF - 507KB) to KCOEM as indicated in the sub grant agreement (not more frequent than monthly and no longer than quarterly).  The sub grantee may choose to seek reimbursement for expenses incurred during the period reported (monthly, bi-monthly or quarterly) or request a one time reimbursement after the project has reached its conclusion. For all requests for reimbursement of approved project expenses the sub grantee must submit:

  1. Narrative Progress Report (PDF - 507KB) with original authorized signature (fax, photocopy or scanned electronic copy are NOT acceptable)
  2. Expense Reimbursement Request (MS Excel - 199KB) with original authorized signature(fax, photocopy or scanned electronic copy are NOT acceptable)
  3. Complete, organized and clearly identified supporting documents (copies are acceptable) cross referenced to deliverables in sub grant agreement, which include but are not limited to:

    1. Purchase orders for equipment
    2. Packing slips for equipment
    3. Invoice from vendor

      IMPORTANT: When equipment is involved, all equipment charged to the grant and detailed in the invoice needs to match to the approved equipment list in the sub grant agreement.  No exceptions will be made

    4. Proof of payment from sub grantee to vendor of those expenses that sub grantee is seeking reimbursement for
    5. Time sheets, payroll detail or any other supporting document when seeking reimbursement related to salaries, overtime or backfill
    6. Project deliverables as indicated in sub grant agreement (i.e. plans, after action reports, etc.)
    7. Sign In Sheets used at trainings, meetings or exercises

  4. xls Hand Receipt Form (211KB XLS) with original authorized signature(fax, photocopy or electronic copy are NOT acceptable) for all projects involving purchase of equipment without exception. If the sub grantee is purchasing equipment on behalf of several agencies and will distribute the equipment to other agencies, the sub grantee must also collect and submit a hand receipt for all equipment being distributed to each of the receiving agencies in order to receive reimbursement from King County Office of Emergency Management.

IMPORTANT: All activities must be within the performance period detailed in the sub grant agreement.  All requests for reimbursement must be at KCOEM prior to the end date of the sub grant agreement.  Incomplete set of documents will not be processed risking reimbursement of expenses.

STEP 6

All equipment purchased with Homeland Security grant funds is subject to inspection for the subsequent six years after the performance period has ended and sub grantee must make the equipment available for inspection when requested. Sub grantee must also submit a self audit form once a year which is requested by mail at KCOEM’s request (not optional).

 

Contact information:


Web www.metrokc.gov/prepare/homelandsecurity/homelandsecurity_grants
Call 206-205-4062
Toll Free 1-800-523-5044
TTY 206-205-7516
Fax 206-205-4056
E-mail ecc.kc@kingcounty.gov
Address King County Office of Emergency Management
  Renton, Washington
      Office hours: 8:30 a.m.- 4:30 p.m.
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  Updated: May 9, 2008