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Home My WebLink AboutNOV 18 2025 - PACKET REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS CITY HALL 801 MAIN STREET TUESDAY, NOVEMBER 18, 2025 1:30 PM AGENDA CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL PRESENTATIONS Communication Update PUBLIC COMMENT ON AGENDA/CONSENT Citizens may speak on the Consent Agenda and Regular Agenda Items 1-6 or any other topic. CONSENT AGENDA (Items placed on the Consent Agenda are considered routine in nature and are considered non- controversial. The Consent Agenda can be acted upon in one motion. A consensus of the Council is required to remove any item for discussion and separate action.) A.Council to consider approving November 4, 2025, City Council meeting minutes. B.Council consider a resolution approving the purchase of line striping equipment for use in the Traffic Management Division. C.Council consider a resolution approving the purchase of six (6) golf carts for use at the Henry Homberg Golf Course. D.Council consider a resolution authorizing the removal and replacement of flooring at Texas Energy Museum. E.Council to consider approving a resolution that the 212 votes for the City of Beaumont be spread among all five nominees for the Board of Directors of the Jefferson Central Appraisal District. F.Council consider granting amendment to Resolution No. 25-112 G.Council consider authorizing the acceptance of an Exclusive Water Line Easement. H.Council consider a resolution approving the six (6) month contract for the purchase of Liquid Chlorine for use by the Water Utilities Department. I.SEQ CHAPTER \\h \\r 1Council consider a resolution approving the annual software renewal for Laserfiche, the City’s document management and records retention system, from MCCi, LLC of Tallahassee, Florida. J.Council to consider an amendment to Resolution 25-221 to correct the spelling of a name. K.Council consider a resolution approving the six (6) month contract to provide automotive lubricants for use in City vehicles and equipment. L.Council to consider a resolution authorizing the Mayor, City Manager, and appropriate signatories to execute a Memorandum of Understanding for a Mutual Aid Agreement between the City of Beaumont and the Beaumont Independent School District. M.Council to consider a resolution authorizing the Chief Financial Officer to apply for and receive $108,750 in funding through the Department of Homeland Security (DHS) 2025 Port Security Grant Program (PSGP). N.Council consider a resolution rejecting all submissions of the Request for Proposal for Veterinary Services. REGULAR AGENDA 1.Council consider a resolution authorizing the City Manager to execute Change Order No. 1, accept maintenance and authorize final payment to Elite Contractors for the Laura Addition Drainage Improvements Project. 2.Council consider a resolution authorizing the City Manager to execute Change Order No. 2, accept maintenance and authorize final payment to Vortex Companies for the West Lucas Drive Subsurface Void Repair with Grout Injection Project. 3.Council consider a resolution authorizing the City Manager to execute Change Order No. 2, accept maintenance, and authorize final payment to Preferred Facilities Group for the Neches Street Quiet Zone Median Reconstruction Project. 4.Council consider a resolution authorizing the City Manager to execute Change Order No. 2, accept maintenance, and authorize final payment to King Solution Services, LLC, of Houston, for the Street Rehab Phase V Sewer Line Replacement Project. 5.Council consider a resolution authorizing the City Manager to execute Change Order No. 9 to the contract with ALLCO LLC, of Beaumont, for the 48-Inch Pine Street Raw Water Line Project. 6.Council to consider an ordinance providing for the reimbursement of capital expenditures incurred prior to the closing of financing. WORK SESSION Council to review and discuss Low Income Housing Tax Credits Council to review and discuss the Water Customer Service Audit Council to review and discuss the Health Department Inspection Fees COUNCIL COMMENTS EXECUTIVE SESSION Discuss and Deliberate Economic Development Negotiations in accordance with Section 551.087 of the Government Code to wit; specifically: “Project Riverfront and the Downtown Hotel Project” Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Civil Action No. 1:24-cv-00085-MJT; In the United States District Court for the Eastern District of Texas, Beaumont Division; Linh N. Bass v. Joshua Jackson ADJOURNMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Jacqueline K. Gunner at (409) 880-3782. A TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Tina Broussard, City Clerk MEETING DATE:November 18, 2025 REQUESTED ACTION:Council to consider approving November 4, 2025, City Council meeting minutes. BACKGROUND None FUNDING SOURCE None RECOMMENDATION Approval of the minutes. ATTACHMENTS Minutes - November 4, 2025 MINUTES OF THE CITY OF BEAUMONT COUNCIL MEETING Albert “A.J.” Turner, Mayor Pro Tem ROY WEST, MAYOR Mike Williams, At-Large Cory Crenshaw, Ward I CITY COUNCIL MEETING Joey Hilliard, Ward II LaDonna Sherwood, Ward IIINOVEMBER 4, 2025 Chris Durio, Ward IV Tina Broussard, City Clerk Kenneth R. Williams, City Manager Sharae Reed, City Attorney The City Council of the City of Beaumont, Texas, met in a regular session in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551 on November 4, 2025, at the City Hall Council Chambers, 801 Main Street, Beaumont, Texas, at 1:30 p.m. to consider the following: OPENING Invocation Pledge of Allegiance Roll Call Presentation – The Comprehensive Plan: Process and Introduction by Able City Presentation – The Municipal Tennis Center Public Comment: Persons may speak on the Consent Agenda and Regular Agenda items 1-12 or any other topic. Items 13 & 14 have already been heard in a Public Hearing; therefore, citizens cannot speak on those items. Mayor West called the council meeting to order at 1:30 p.m. Reverend James Pevehouse with St. Mark’s Episcopal Church gave the invocation. Mayor West led the Pledge of Allegiance. Roll call was made by Tina Broussard, City Clerk. Present at the meeting were Mayor West, Mayor Pro Tem Turner, Councilmembers Durio, Hilliard, Williams, Sherwood (arrived at 1:36 p.m.) and Crenshaw. Also, present were Kenneth R, Williams, City Manager; Sharae Reed, City Attorney; Tina Broussard, City Clerk. Mayor West read the announcement regarding Executive Session being held after the conclusion of Councilmember Comments. Public Comment: Persons may speak on the Consent Agenda Items A - N and Regular Agenda Items 1-12 or any other topic. Items 13 & 14 have already been heard in a Public Hearing; therefore, citizens cannot speak on those items. (Public comments can be heard or seen on the City of Beaumont’s website at beaumonttexas.gov) Kate Hambright7 Cheska HollowBeaumont TX th Theresa Goodness985 19 St.Beaumont TX Alfred Dean9690 Meadowbrook Dr.Beaumont TX Jeanette Arvie4205 Sarah St.Beaumont TX Minutes – November 4, 2025 Seth Wells6890 Glen WillowBeaumont TX Deliah Johnson2840 GlenwoodBeaumont TX James Callas5375 Rosemary Dr.Beaumont TX Addie Allen9695 Gross Beaumont TX CONSENT AGENDA (Items placed on the Consent Agenda are considered routine in nature and are considered non- controversial. The Consent Agenda can be acted upon in one motion. A consensus of the Council is required to remove any item for discussion and separate action.) A.Council to consider approving October 21, 2025, City Council meeting minutes. B.Council to consider a resolution approving the purchase of protective bunker gear for use in the Fire Department – Resolution 25-268 C.Council to consider a resolution authorizing the annual renewal of the GoodSAM Software-as-a-Service (SaaS) subscription from GoodSAM Instant.Help, based in London, for use by public safety dispatchers – Resolution 25-269 D.Council to consider a resolution approving award of a contract for construction of Equipment shed at Beaumont Water Rec – Resolution 25-270 E.Council to consider a resolution authorizing the purchase of two new motorcycles for use in the Police Department – Resolution 25-271 F.Council to consider a resolution approving the purchase of 19 vehicles for use in various City departments – Resolution 25-272 G.Council to consider a resolution approving the purchase of Five vehicles for use in various City departments – Resolution 25-273 H.Council to consider appointments to the Parks and Recreation Advisory Committee – Resolution 25-221-A I.Council to consider a Resolution to create and appoint members to the Comprehensive Plan of Beaumont steering committee – Resolution 25-274 J.Council to consider a resolution approving an annual maintenance agreement from SoftwareOne, Inc. of Milwaukee, WI for citywide email, productivity, and collaboration software used by all departments – Resolution 25-275 K.Council to consider approving the renewal of an annual maintenance agreement with Tyler Technologies of Plano, TX – Resolution 25-276 L.Council to consider a resolution authorizing the City Manager to execute a contract between Flock Safety and the Southeast Texas Auto Theft Task Force – Resolution 25- 277 Minutes – November 4, 2025 M.Council consider a resolution authorizing the lease of forty-six (46) vehicles with Enterprise FM Trust – Resolution 25-278 N.Council to consider a resolution to authorize the City Manager or his designee to apply for and receive funding in an amount not to exceed $100, 000 through the South East Texas Regional Planning Commission in cooperation with the Texas Commission on Environmental Quality – Item Pulled Councilmember Sherwood moved to approve the Consent Agenda excluding Item N. Councilmember Durio seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED REGULAR AGENDA 1.Council to consider a resolution authorizing the City Manager or their designee to enter into a 10-year contract with Axon Enterprise, Inc. of Scottsdale, Arizona for the Officer Safety Plan Plus (OSP+) bundle. The Beaumont Police Department has modernized its operations through incremental Axon technology purchases. However, the current à la carte approach has resulted in higher long-term costs, fragmented integrations, and missed opportunities for efficiency. The proposed rewrite transitions the City to Axon’s Officer Safety Plan Plus (OSP+) bundle, consolidating technologies for Police into a single, cost-effective package. This includes body cameras, Fleet 3 in-car systems, TASER 10, Axon Records (RMS), Axon Standards, My90 community feedback, TASER VR training, Drone as First Responder (DFR), and Dedrone. By entering into the OSP+ contract: The City will receive comprehensive police records management system (RMS) with $2,009,000 in implementation and licensing fees covered by Axon. Departmental will realize an additional $14,260,444.38 in avoided unbundled costs over the contract term. The package provides predictable long-term budgeting with a defined 10-year cost structure totaling $22,040,000. Comprehensive Coverage: Hardware, software, storage, training, and support included. Minutes – November 4, 2025 AI-Powered Workflows: Automation and intelligent tools to improve decision- making and reduce administrative burdens. Futureproofing: Guaranteed access to Axon’s latest technologies throughout the agreement. Operational Readiness: Real-time situational awareness, streamlined evidence management, and integrated field-to-station data flow. Funding for this proposal was included in the FY2026 adopted budget. Funds will come from Capital Reserves Fund. Councilmember Hilliard moved to APPROVE A RESOLUTION THAT THE CITY MANAGER OR IS DESIGNEE IS HEREBY AUTHORIZED TO ENTER INTO A TEN (10) YEAR CONTRACT WITH AXON ENTERPRISE, INC., OF SCOTTSDALE, ARIZONA, FOR THE OFFICER SAFETY PLAN PLUS (OSP+) BUNDLE, IN THE AMOUNT OF $1,365,000.00, AND RENEWING ANNUALLY FOR TEN (10) YEARS AT DIFFERENT RATES. Councilmember Sherwood seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-279 2.Council to consider a resolution authorizing the City Manager to execute Change Order No. 1 to the contract with TRP Construction Group, LLC, for the Citywide Pavement Marking – Phase IV Project. On April 10, 2025, by Resolution No. 25-145, City Council awarded a contract to TRP Construction Group, LLC, of Haltom City, Texas, in the amount of $475,497.00, for the Citywide Pavement Markings – Phase IV Project. Proposed Change Order No. 1, in the amount of $54,688.00, is necessary to reconcile quantity adjustments identified during project review and construction. These revisions reflect the actual materials and work performed in the field to complete the project in accordance with design intent. No additional calendar days are requested for the additional work. If approved, Change Order No. 1 will result in a new contract amount of $530,185.00. Funds will come from Certificates of Obligation. Approval of the resolution. Councilmember Durio moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO ACCEPT CHANGE ORDER NO. 1 IN THE AMOUNT OF $54,688.00 FOR Minutes – November 4, 2025 THE QUANTITY ADJUSTMENTS DESCRIBED ABOVE, FOR THE CITYWIDE PAVEMENT MARKING – PHASE IV PROJECT. Councilmember Hilliard seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-280 3.Council to consider a resolution to authorize the installation of a State Historical Marker highlighting Patillo v. State in Tyrrell Park. The Jefferson County Historical Commission (JCHC) requests permission to install a State Historical Marker on city-owned property. The marker was approved by the Texas Historical Commission’s Undertold Marker Program highlighting the 1930s case: Patillo v. State. The Patillo family has requested the marker be placed near the Civilian Conservations Corps building in Tyrrell Park. On December 17, 1930, Beaumont native, Sadie Patillo sat in the white section of a city bus and refused to move to the “Negro” section when asked and was ultimately fined the maximum penalty of ten ($10.00) dollars under the 1891 Separate Coach Law. Patillo appealed the decision in the Court of Criminal Appeals of Texas. Patillo’s attorney, William Russel Blain, argued that the Separate Coach Law was codified prior to the invention of the municipal bus services and that the statue applied to railways, street cars and interurban railways. The court sided with Blain and Patillo, with Associate Justice Frank Lee Hawkins explaining that “since the law did not expressly mention buses or other public conveyances the legislature might not wish to include them into the statute.” On October 13, 2025, the Historic Landmark Commission voted 10:0:1 to approve the request. Approval of the resolution. Councilmember Sherwood moved to APPROVE A RESOLUTION THAT THE CITY COUNCIL HEREBY AUTHORIZES THE INSTALLATION OF A STATE HISTORICAL MARKER HIGHLIGHTING PATILLO V. STATE IN TYRRELL PARK, NEAR THE CIVILIAN CONSERVATION CORPS BUILDING, AS REQUESTED BY THE JEFFERSON COUNTY HISTORICAL COMMISSION. Councilmember Crenshaw seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-281 Minutes – November 4, 2025 4.Council to consider a resolution authorizing the City Manager to award a contract to Elite Contractors, of Kirbyville, for the Athletic Complex – Rehabilitation of Parking Lots and Engelbrecht Drive Project. The Athletic Complex – Rehabilitation of Parking Lots and Engelbrecht Drive Project consist of the rehabilitation of Engelbrecht Drive and the parking lots at the Beaumont Athletic Complex in accordance with the construction plans. On October 16, 2025, five (5) bids were received for furnishing all labor, materials, and equipment for the project. A total of 499 vendors were notified through email, the City’s website bidding system, and publication in the local newspaper. The Engineer’s Estimate is $1,900,000.00. The bid totals are indicated in the table below: ContractorLocationBase Bid Amount Elite ContractorsKirbyville, TX$1,588,922.00 Construction Managers of Southeast Beaumont, TX$1,708,189.00 Texas, LLC (CMST, LLC) Texas Materials Group, Inc., dba Gulf Beaumont, TX$1,764,765.00 Coast Allco, LLCBeaumont, TX$1,798,329.00 Mason Construction, LLCBeaumont, TX$1,803,325.75 The Public Works Engineering staff recommends this project be awarded to the lowest bidder, Elite Contractors, in the amount of $1,588,922.00. The project is allocated 150 calendar days for substantial completion. Funds will come from Certificates of Obligation. Approval of the resolution. Councilmember Sherwood moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE A CONTRACT WITH ELITE CONTRACTORS, OF KIRBYVILLE, TEXAS, IN THE AMOUNT OF $1,588,922.00, FOR THE ATHLETIC COMPLEX – REHABILITATION OF PARKING LOTS AND ENGELBRECHT DRIVE PROJECT; AND, THAT A TOTAL OF ONE HUNDRED AND FIFTY (150) CALENDAR DAYS ARE ALLOCATED TO COMPLETE THE WORK. Councilmember Hilliard seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-282 5.Council to consider a resolution approving annual maintenance from a vendor for network security hardware used by all city departments. Minutes – November 4, 2025 Network security hardware is deployed across all City departments, providing essential protection and multi-factor authentication for employee systems. The $92,146.83 purchase includes one year of maintenance beginning November 23, 2025. Pricing was obtained through the TIPS purchasing contract, which allows local governments to procure IT products and services at competitively negotiated rates in compliance with state procurement laws. Funds will come from the General, Municipal Court, Technology, and Water Funds. Approval of the resolution. Councilmember Durio moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO APPROVE AN ANNUAL MAINTENANCE AGREEMENT FOR NETWORK SECURITY HARDWARE THAT IS UTILIZED BY ALL CITY DEPARTMENTS, IN THE AMOUNT OF $92,146.83. Councilmember Hilliard seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-283 6.Council to consider a resolution authorizing the City Manager to award a contract to Eastex Utility Construction, of Beaumont, for the Phelps Road Drainage Improvements Project. The Phelps Road Drainage Improvements Project consists of reconstructing and reshaping the roadside ditches in accordance with the construction plans. This project also includes removing and replacing driveway culverts and associated driveway aprons and removing and replacing surface inlets and other drainage structures within the City’s right of way. On October 16, 2025, four (4) bids were received for furnishing all labor, materials, and equipment for the project. A total of 499 vendors were notified through email, the City’s website bidding system, and publication in the local newspaper. The Engineer’s Estimate is $1,400,000.00. The bid totals are indicated in the table below: ContractorLocationBase Bid Amount Eastex Utility ConstructionBeaumont, TX$1,080,289.00 BDS Constructors LLC dba MK Vidor, TX$1,180,941.00 Constructors T Construction, LLCHouston, TX$1,189,885.00 Norman Highway Constructors, Inc.Orange, TX$1,769,831.00 Minutes – November 4, 2025 The Public Works Engineering staff recommends this project be awarded to the lowest bidder, Eastex Utility Construction, in the amount of $1,080.289.00. The project is allocated 150 calendar days for substantial completion. Funds will come from Certificates of Obligation in the amount of $175,289.00 and Community Development Block Grant (CDBG) under the 2019 Hazard Mitigation Competition in the amount of $905,000.00. Approval of the resolution. Councilmember Durio moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE A CONTRACT WITH EASTEX UTILITY CONSTRUCTION, OF BEAUMONT TEXAS, IN THE AMOUNT OF $1,080,289.00, FOR THE PHELPS ROAD DRAINAGE IMPROVEMENTS PROJECT; AND THAT A TOTAL OF ONE HUNDRED AND FIFTY (150) CALENDAR DAYS ARE ALLOCATED TO COMPLETE THE WORK. Councilmember Sherwood seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-284 7.Council to consider a resolution authorizing the City Manager to execute Change Order No. 3 to the contract with SETEX Construction Corp., for the Fannett Road Sidewalk Improvement Project. On January 2, 2025, by Resolution No. 25-025, City Council awarded a contract to SETEX Construction Corp., of Beaumont, in the amount of $783,958.00, for the Fannett Road Sidewalk Improvements Project. There was a previous Change Order Nos. 1-2, in the amount of $60,485.35. Proposed Change Order No. 3, in the amount of $43,217.00, is needed to incorporate a design change for the crosswalks located near 6th Street and St. James Blvd. These changes will add or adjust crosswalks to reduce adverse impacts from construction activities to a local business and improve pedestrian access across Fannett Road. An additional thirty-seven (37) calendar days will be added to the contract for the additional work. If approved, Change Order No. 3 will result in a new contract amount of $887,660.35. Funds will come from Certificates of Obligation. Approval of the resolution. Councilmember Durio moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO ACCEPT CHANGE ORDER NO. 3 IN THE AMOUNT OF $43,217.00 FOR Minutes – November 4, 2025 THE ADDITIONAL WORK DESCRIBED ABOVE, FOR THE FANNETT ROAD SIDEWALK IMPROVEMENTS PROJECT; AND, THAT A TOTAL OF THIRTY-SEVEN (37) CALENDAR DAYS ARE ADDED TO THE CONTRACT FOR THE ADDITIONAL WORK. Mayor Pro Tem Turner seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-285 8.Council to consider a resolution authorizing the City Manager to execute an agreement with CDM Smith, Inc., to continue management of the Municipal Separate Storm Sewer System (MS4) Permit for the City of Beaumont for Fiscal Year 2026. On October 16, 2012, by Resolution No. 12-249, City Council awarded CDM Smith, Inc., of Houston, an agreement for Professional Engineering Services to manage the City’s MS4 Permit. The manager of the permit conducts dry and wet weather screenings of our major drainage outfalls in the city. Under the permit, the city is required to submit an annual report summarizing compliance activities, results of the screenings, and other inspections conducted throughout the year which CDM Smith, Inc., has successfully completed on the City’s behalf since 2012. The agreement includes implementation of the stormwater management plan that details how the City and Jefferson County Drainage District No. 6 will comply with the MS4 permit. If approved, the total services and expenses shall not exceed $264,800.00 without the City’s prior written authorization. Funds will come from the General Fund and Public Works Department. Approval of the resolution. Councilmember Sherwood moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF BEAUMONT, AND CDM SMITH, OF HOUSTON, TEXAS, TO CONTINUE MANAGEMENT OF THE MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS 4) PERMIT FOR THE CITY OF BEAUMONT FOR FISCAL YEAR 2026, IN AN AMOUNT UP TO $264,800.00. Councilmember Hilliard seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-286 9.Council to consider a resolution authorizing the City Manager to execute Change Order No. 2 to the contract with SETEX Construction Corp, of Beaumont, Texas for the 23rd Street Sanitary Sewer Trunkline Rehabilitation Phase I Project. Minutes – November 4, 2025 On April 15, 2025, by Resolution No. 25-088, City Council awarded a contract to SETEX Construction Corp., of Beaumont in the amount of $215,908.46 for the 23rd Street Sanitary Sewer Trunkline Rehabilitation Phase I Project. Proposed Change Order No. 2, in the amount of $70,481.61, is needed to incorporate the revised plan set drawings to the contract and to add three (3) new bid items addressing unforeseen site conditions. During construction, an existing 15-inch storm sewer line was discovered to be in conflict with the proposed 48-inch sanitary sewer line and 6-inch water main, necessitating adjustments to these lines. An additional 77 calendar days are requested to allow time for developing a plan of action, completing the redesign, obtaining approvals, and performing the associated work. If approved, the new contract amount would be $306,952.52. Funds will come from Water Revenue Bonds. Approval of the resolution. Councilmember Durio moved to APPROVE A RESOLUTION THAT THE CITY MANAGER BE AND HE IS HEREBY AUTHORIZED TO ACCEPT CHANGE ORDER NO. 2 IN THE AMOUNT OF $70,481.61 FOR THE ADDITIONAL WORK DESCRIBED ABOVE, FOR THE 23 RD STREET SANITARY SEWER TRUNKLINE REHABILITATION PHASE I PROJECT; AND, THAT A TOTAL OF SEVENTY-SEVEN (77) CALENDAR DAYS ARE ADDED TO THE CONTRACT FOR THE ADDITIONAL WORK. Mayor Pro Tem Turner seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED RESOLUTION 25-287 10.Council to consider granting a new solid waste franchise agreement to Waste Pro USA. According to City Ordinance 22.05.101, no person shall engage in the business of collecting, hauling or transporting, in the city, any garbage, waste or refuse, without first having obtained a franchise from the city. Eleven (11) entities currently have nonexclusive franchise agreements with the City and are doing business in this area. Waste Pro USA has requested that the City Council grant the company such franchise agreement. Waste Pro USA is a privately owned, family-operated business, providing curbside trash and recycling collections, dumpster rentals and commercial collections, construction debris removal, recycling processing and marketing, and waste transfer and disposal. The services will be provided out of its Lake Charles, Louisiana office initially. The requested franchise is generally the same as those previously approved by City Council. It provides for a term of one year from its effective date and a franchise fee of seven percent (7%) of gross revenues received for service. It also requires the entity to indemnify the City of Beaumont and provide insurance which names the City of Beaumont as a named insured. Minutes – November 4, 2025 According to City Charter, the franchise ordinance requires a reading at one (1) Council meeting. The ordinance does not take effect until thirty (30) days after its adoption and approval by City Council. After the passage of a franchise ordinance, the full text of such ordinance shall be published on the City’s website. A franchise fee of seven percent (7%) of gross receipts will be paid to the City. Approval of the ordinance. Mayor Pro Tem Turner moved to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE GRANTING A FRANCHISE FOR SOLID WASTE COLLECTION AND TRANSPORTATION SERVICES TO WASTE PRO USA. Councilmember Hilliard seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED ORDINANCE 25-062 11.Council to consider a request to abandon the 30’ alleyway between Cartwright Division G and the Southern Pacific Railroad right-of-way. Anastasia N Cormier of Christ Fellowship Church of Beaumont is requesting the abandonment of the 30’ un-named alley to the west of the property located at 2930 Avenue F, North of Washington, South of Terrell. The church is hoping to obtain the property from the City of Beaumont in order to expand their building to better serve the community. At a joint public hearing held on July 21, 2025, the Planning Commission recommended 6:0 to approve the request to abandon the unnamed alley to the west of the property located at 2930 Avenue F, North of Washington, South of Terrell, with the following condition: 1.If approved, the applicant shall obtain an appraisal and Title Search Report for the property to be abandoned at their expense. Appraisal and Title Search Report must be submitted to the Planning office along with proof that payment has been arranged prior to the item being placed on City Council. Approval of the ordinance, with the following condition: 1.If approved, the applicant shall obtain an appraisal and Title Search Report for the property to be abandoned at their expense. Appraisal and Title Search Report must be submitted to the Planning office along with proof that payment has been arranged prior to the item being placed on City Council. Minutes – November 4, 2025 Councilmember Sherwood moved to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE ABANDONING A 30’ ALLEYWAY BETWEEN CARTWRIGHT DIVISION G AND THE SOUTHERN PACIFIC RAILROAD RIGHT-OF-WAY, NORTH OF WASHINGTON BOULEVARD AND SOUTH OF TERRELL AVENUE, WEST OF 2930 AVENUE F, BEING 0.25 ACRES MORE OR LESS, IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. Councilmember Durio seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED ORDINANCE 25-063 12.Council to consider a request to extend the deadline to allow the expansion of a church in a GC-MD-2 (General Commercial-Multiple Family Dwelling-2) District Located at 5250 Helbig Road as approved in January of 2023. Derek Leger, on behalf of New Faith Holiness Church, Inc., is requesting an extension for the Specific Use Permit issued in January of 2023, to allow the expansion of a church in a GC-MD-2 (General Commercial-Multiple Family Dwelling-2) District Located at 5250 Helbig Road. The City of Beaumont Zoning Ordinance, Section 28.04.001(g) Specific Use Permits states, “extensions of time for good cause may be approved by the city council.” The church has completed its fundraising needs for the expansion, and Mr. Leger and New Faith Holiness Church, Inc., are both ready to move forward with the project at this time. City Council originally approved Ordinance No. 23-008 for a Specific Use Permit to allow the expansion with the following conditions: 1.Construction Plans must meet all requirements by Water Utilities for any water and sanitary sewer improvement, including any requirements of the City’s backflow, pre-treatment, and/or F.O.G. program. 2.Construction plans shall be in compliance with Section 28.04.006 Landscaping and screening requirements. 3.Construction plans must meet all Building Code requirements. Planning recommends a new deadline of November 4, 2026, with the following conditions: 1.Construction Plans must meet all requirements by Water Utilities for any water and sanitary sewer improvement, including any requirements of the City’s backflow, pre-treatment, and/or F.O.G. program. Minutes – November 4, 2025 2.Construction plans shall be in compliance with Section 28.04.006 Landscaping and screening requirements. 3.Construction plans must meet all Building Code requirements. Councilmember Sherwood moved to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE ISSUING AN AMENDED SPECIFIC USE PERMIT TO ALLOW THE EXPANSION OF A CHURCH IN A GC-MD-2 (GENERAL COMMERCIAL-MULTIPLE FAMILY DWELLING-2) DISTRICT FOR PROPERTY LOCATED AT 5250 HELBIG ROAD, IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. Councilmember Durio seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED ORDINANCE 25-064 13.Council to consider a request for a Rezoning from R-S (Residential-Single Family Dwelling) and A-R (Agricultural-Residential) Districts to PUD (Planned Unit Development) District, along with a Specific Use Permit to authorize the proposed general land use and density plan for an approximately 84-acre tract of property at the northwest intersection of Northwest Parkway and Pointe Parkway. META Planning + Design, on behalf of Northwest Beaumont Development, LTD is requesting a Rezoning for approximately 84 acres more or less located at approximately the northwest intersection of Northwest Parkway and Pointe Parkway from R-S (Residential –Single Family Dwelling) and A-R (Agricultural-Residential) Districts to PUD (Planned Unit Development) District, along with a Specific Use Permit to authorize the proposed general land use and density plan. The PUD district promotes the coordinated design of mix uses—residential, commercial, office, retail and institutional—under a comprehensive development plan. It offers greater design flexibility compared to traditional zoning districts, including options for cluster housing, appealing to residents seeking larger homes with smaller private yards, shared open spaces, and public amenities. The general land use and density plan proposes the development of approximately four hundred and four (404) new single-family lots, with two neighborhood parks and 1.8 acres reserved for commercial space to accommodate professional offices or retail. The proposed residential lots will vary in size from 60’ X 120’ – 40’ X 120’ varying in price points with extensive landscaping and common open spaces throughout the development. Minutes – November 4, 2025 Any significant changes to the proposed general land use and density plan must receive City Council approval prior to development. At a Joint Public Hearing held on October 20, 2025, the Planning Commission recommended 8:0 to approve the request for a Rezoning from R-S (Residential-Single Family Dwelling) and A-R (Agricultural-Residential) Districts to PUD (Planned Unit Development) District, along with a Specific Use Permit to authorize the proposed general land use and density plan for an approximately 84-acre tract of property at the northwest intersection of Northwest Parkway. Approval of the ordinance. Councilmember Durio moved to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE AMENDING CHAPTER 28 OF THE CODE OF ORDINANCES OF BEAUMONT, TEXAS, AND IN PARTICULAR THE BOUNDARIES OF THE ZONING DISTRICTS, AS INDICATED UPON THE ZONING MAP OF BEAUMONT, TEXAS, BY CHANGING THE ZONING OF PROPERTY PRESENTLY ZONED R-S (RESIDENTIAL-SINGLE FAMILY DWELLING) AND A-R (AGRICULTURAL-RESIDENTIAL) DISTRICTS TO PUD (PLANNED UNIT DEVELOPMENT) DISTRICT, FOR APPROXIMATELY 84 ACRES MORE OR LESS LOCATED AT APPROXIMATELY THE NORTHWEST PARKWAY AND POINTE PARKWAY, BEAUMONT, JEFFERSON COUNTY, TEXAS; PROVIDING FOR SEVERABILITY; PROVIDING FOR SEVERABILITY; PROVIDING FOR REPEAL AND PROVIDING A PENALTY. Councilmember Sherwood seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED ORDINANCE 25-065 Mayor Pro Tem Turner moved to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE GRANTING A SPECIFIC USE PERMIT TO AUTHORIZE THE PROPOSED GENERAL LAND USE AND DENSITY PLAN IN A PUD (PLANNED UNIT DEVELOPMENT) DISTRICT FOR PROPERTY LOCATED AT APPROXIMATELY 84 ACRES MORE OR LESS LOCATED AT APPROXIMATELY THE NORTHWEST INTERSECTION OF NORTHWEST PARKWAY AND POINTE PARKWAY, IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. Councilmember Sherwood seconded the motion. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED ORDINANCE 25-066 14.Council to consider an ordinance for revocation or modification of an approved Amended Specific Use Permit to allow a charter school within the GC-MD (General Commercial- Multiple Family Dwelling) District for property located at 4055 Calder Avenue. Minutes – November 4, 2025 In April 2007, the City Council approved a Specific Use Permit (SUP) allowing a charter school to operate within a GC-MD (General Commercial-Multiple Family Dwelling) zoning district. In June 2009, the SUP was amended and approved to expand the school to occupy the building to the west within the parking lot. In 2009, the applicant proposed a total of 350 students with 35 teachers on site. Over time, the school’s enrollment significantly increased without the benefit of an approved amendment to their SUP. According to the National Center for Education Statistics, it is reported that a total of 657 students attended Harmony Science Academy at the 4055 Calder Avenue location for the 2023-2024 school year. At present, the campus no longer complies with key conditions of the Specific Use Permit. The increase in student enrollment has resulted in the site’s inability to adequately manage vehicular traffic without adversely affecting public safety, pedestrian access, and neighboring properties. During school hours, traffic congestion at peak times significantly impedes access to adjacent businesses, residential streets, and hinders the movement of emergency response vehicles in the area. Section 28.04.001(h) of the City’s Code of Ordinances states, “a specific use permit may be revoked or modified, after notice and hearing, for either of the following reasons”: 1.It was obtained or extended by fraud or deception; or 2.One or more conditions of the permit have not been met or have been violated.” On July 21, 2025, the Planning Commission voted to table this item for three (3) months to allow Harmony Administration and City Staff time to develop and implement a comprehensive Traffic Mitigation and Public Safety Response Plan. The school has acquired an adjacent property, providing additional space for vehicle queuing during student pick-up and drop-off within a private parking lot rather than on public roadways. In addition, Harmony has implemented a carpool program and continued directed student bussing, further reducing congestion. These combined efforts have substantially alleviated traffic impacts related to student transportation and have improved the overall flow of traffic during peak periods. Harmony currently has 700 students enrolled in this academic year. At a Joint Public Hearing held on October 20, 2025, the Planning Commission recommended 8:0 to approve the request to modify the Amended Specific Use Permit to allow a charter school within the GC-MD (General Commercial – Multiple Family Dwelling) District for property located at 4055 Calder Avenue, to add the following conditions: 1.Vehicle queuing and parking shall not occur within any right-of-way. 2.The school shall not exceed 700 enrolled students at this campus. Any increase in student enrollment will require an amendment to the Specific Use Permit, which must be approved prior to implementing the increase. 3.Any modifications to the Traffic Management Plan shall be submitted to the Minutes – November 4, 2025 City’s Traffic Engineer for review and approval prior to implementation. 4.Yearly enrollment shall be reported to Planning staff at a minimum of one month prior to the start of school and submit modifications to enrollment submitted as needed. Approval of the ordinance, with the following conditions: 1.Vehicle queuing and parking shall not occur within any right-of-way. 2.The school shall not exceed 700 enrolled students at this campus. Any increase in student enrollment will require an amendment to the Specific Use Permit, which must be approved prior to implementing the increase. 3.Any modifications to the Traffic Management Plan shall be submitted to the City’s Traffic Engineer for review and approval prior to implementation. 4.Yearly enrollment shall be reported to Planning staff at a minimum of one month prior to the start of school and submit modifications to enrollment submitted as needed. Councilmember Hilliard moved to ADOPT AN ORDINANCE ENTITLED AN ORDINANCE ISSUING AN AMENDED SPECIFIC USE PERMIT TO ALLOW A CHARTER SCHOOL IN A GC-MD (GENERAL COMMERCIAL-MULTIPLE DWELLING) DISTRICT AT 4055 CALDER AVENUE, WITH THE CONDITIONS. IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. Councilmember Durio seconded the motion. After discussion Councilmember Crenshaw asked that the motion be amended to add another condition: 5.Quarterly updates to the Planning Commission regarding compliance with the other conditions; with such updates beginning in January 2026 and continuing until a recommendation is given to discontinue the updates. Councilmembers Hilliard and Durio accepted the amendment adding the fifth condition. AYES:MAYOR WEST, MAYOR PRO TEM TURNER, COUNCILMEMBERS DURIO, HILLIARD, WILLIAMS, SHERWOOD AND CRENSHAW NAYS:NONE MOTION PASSED ORDINANCE 25-067 WORK SESSION Council to review and Discuss Junk Motor Vehicles and Yard Parking COUNCILMEMBER COMMENTS (Councilmember comments can be heard or seen on the City of Beaumont’s website at beaumonttexas.gov) Minutes – November 4, 2025 EXECUTIVE SESSION Discuss and or Deliberate Economic Development Negotiations in accordance with Section 551.087 of the Government Code to wit; specifically: “Project Greenfield” “Project Titan” On a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter in accordance with Section 551.071 of the Government Code: Opinion of the City Attorney regarding EMS staffing and potential litigation Open Session of the meeting adjourned at 3:31 p.m. Roy West, Mayor Tina Broussard, City Clerk Minutes – November 4, 2025 B TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution approving the purchase of line striping equipment for use in the Traffic Management Division. BACKGROUND The line striping equipment will be purchased from Trantex Transportation Products of Texas, of Houston, in the amount of $130,990. The new equipment will replace unit units 9903-2, 9903-3, both Trantex line erasers, and 2 Thermoplastic line applicators that do not have unit numbers. All equipment has exceeded the expected service life, and will be disposed of in accordance with the City’s surplus equipment policy. Pricing was obtained through Buyboard, a cooperative purchasing association providing cities and political subdivisions with the means to purchase specialized equipment at volume pricing. Buyboard complies with the State of Texas’ procurement statutes. FUNDING SOURCE Debt Service Fund. RECOMMENDATION Approval of the resolution. ATTACHMENTS quotes attached. C TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution approving the purchase of six (6) golf carts for use at the Henry Homberg Golf Course. BACKGROUND Golf carts will be purchased from the E-Z-Go Division of Textron, Inc., of Chicago, in the amount of $53,611.62. They will replace six (6) units that are more than five years old, in poor condition and have exceeded their expected service lives. They will be disposed of in accordance with the City’s surplus equipment policy. Pricing was obtained through Buyboard, a cooperative purchasing association providing cities and political subdivisions with the means to purchase specialized equipment at volume pricing. Buyboard complies with the State of Texas’ procurement statutes. FUNDING SOURCE Debt Service Fund. RECOMMENDATION Approval of the resolution. ATTACHMENTS quote attached. D TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Kenneth Raggette, Director of Parks and Greenspaces MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution authorizing the removal and replacement of flooring at Texas Energy Museum. BACKGROUND In July, the Texas Energy Museum suffered a major overnight water leak from a failed faucet. This leak was on the 2nd floor, however both floors were involved in damages. All flooring on both floors will need to be removed, prepped for new installation, and have new flooring installed. In an effort to expedite the re-opening of the museum, pricing was obtained from Marsh Water proofing of Vidor, in the total amount of $116,920, by utilizing the Buyboard purchasing cooperative. Buyboard purchasing cooperative provides cities and political subdivisions the means to purchase specialized items and services at volume pricing and complies with State of Texas’ procurement statutes. FUNDING SOURCE General Fund- to be reimbursed by insurance RECOMMENDATION Approval of the resolution. ATTACHMENTS Quote attached. Specializing in Building Restoration Physical Address: Mailing Address: 240 South Main St. Suite #2 P.O. Drawer 968 Vidor, TX 77662 Vidor, TX 77670-0968 Ph# 409-769-0459 Toll free: 1-866-251-0234 Fax# 409-769-1682 Email: office@marshwaterproofing.com October 24, 2025 Attn: Jimmy Bevilacqua City of Beaumont Jimmy.Bevilacqua@beaumonttexas.gov Buyboard No. 783-25 for Job Order Contracting for Trades October 1, 2025, through September 30, 2027 RE: Texas Energy Museum Our recommendations and specifications are based on the information received from your engineer or representative. We will furnish at the above building, all labor, materials, tools, Insurance necessary to complete in a thoroughly workmanlike manner all the work described below: Scope of Work: Flooring 1. Remove and dispose of existing flooring. Remove glue residue from concrete. 2. Prep deep areas along back wall using a deep-set patching material and primer for hardening. Besides the deep prep in the back area no major floor prep is included. 75 stnd bags of minor prep material included for 1 and 2 floor. 3. Prep areas where existing flooring was removed. nd 4. 2 floor plywood area will be skimmed and patch small cutout area. stnd 5. Furnish and install LVT, carpet, tile and rubber in specified areas of 1 and 2 floor. 6. This price includes jacking up of tanker and bracing it one end at a time to work around it without having to relocate it. LVT Field Interface Brushed Lines color Mousse LVT Transition Accent Interface Brushed Lines color Soft Shadow Carpet Tile J&J Invision Elemental color Steel Rubber Base xx X62 st 1 Floor Gallery 1 1,831 SF st 1 Floor Gallery 2 1,251 SF 2nd Floor 1,456 SF Price: $116,920.00 Notes: If owner moves tanker from area - $500 can be deducted from total Exclusions: - No demo included - We will move furniture but all shelving will need to be emptied by owner and any electronics will need to be unhooked and moved by owner. Respectfully Submitted, Tim Marsh President Marsh Waterproofing, Inc. Acceptance Signature & Date: ___________________________________________ NOTES VALID FOR 30 DAYS If needed, Owner to furnish two (2) 110-volt amp outlets and one (1) 220 volt 50-amp single phase outlet and connect contractors power cord as supplied by contractor. If needed, Owner to furnish cold water at spigot in work area. If needed, Owner will cooperate with contractor in moving cars, etc. to minimize the risk of overspray. This proposal does not include any asbestos removal, encapsulation, or disposal of the same. We are not responsible for the relocation or covering of any product or production areas that could get damaged by dust, dirt, falling deck or water during the project. If needed, Owner will furnish interior and exterior storage area, parking space for trucks and storage trailers. If needed, Owner to move all non-permanently mounted items away from surfaces to be treated. If needed, Owner to cut back any existing landscaping a minimum of two feet away from the building prior to work commencing if needed. The scope of work under this contract expressly does NOT include investigation, detection, abatement, replacement, removal or detoxification of and Hazardous Environmental Condition. fungus, including mildew, mold, rot, rust, mycotoxins, spores, scents or byproducts produced or released by fungi. Our quote is based on the fact that this specification meets your insurance company approval and local code approval. E TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Tina Broussard, City Clerk MEETING DATE:November 18, 2025 REQUESTED ACTION:Council to consider approving a resolution that the 212 votes for the City of Beaumont be spread among all five nominees for the Board of Directors of the Jefferson Central Appraisal District. BACKGROUND There are five nominees nominated to service on the Board of Directors for the Jefferson Central Appraisal District. The nominees selected would serve from 2026-2029 and there are two vacancies to be filled. Nominations for the Board of Directors must be filed with the Appraisal District by December 12, 2025. The Election of the Board of Directors calendar, as well as the individuals that have been nominated, are attached for your review. The five nominees are listed below: Darrell Antwine Donald Frank Bert Lamson Eugene Landry Mary Wycoff FUNDING SOURCE None RECOMMENDATION Approval of the resolution. ATTACHMENTS Calendar of Events BOD - Voting Allocations for 2025 & 2026-2029 Election Ballot F TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Bridgette Evick, CPA, Chief Financial Officer MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider granting amendment to Resolution No. 25-112 BACKGROUND On May 20, 2025 the City Council passed Resolution 25-112. In the wording of the Resolution it only specifically refers to one of the three weed liens that were filed on the property owned by Salomon Puente and located at 1197 Harrison Street, legally described as Jirou L6 B6 in the City of Beaumont. All three weed liens should have been referenced in the Resolution’s first paragraph as follows: WHEREAS, on November 30, 1989, on August 24, 1990 and on February 25, 1991, weed liens were attached to property legally described as Jirou L6 B6 (1197 Harrison Street). In the fourth paragraph of the Resolution it states the total amount authorized to be waived as $1,902.75. This amount should be $1,911.76 which is the interest and the lien assessment fees combined. Attached is a copy of the original Resolution No. 25-112 for your reference. FUNDING SOURCE N/A RECOMMENDATION Approve amending Resolution No. 25-112 to include the above referenced revisions. ATTACHMENTS Copy of the original Resolution No. 25-112 G TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider authorizing the acceptance of an Exclusive Water Line Easement. BACKGROUND Entergy Texas, Inc. has agreed to convey an exclusive water line easement to City of Beaumont. The easement is described as being a 9,342 square foot tract out of Restricted Reserve A, Block 1, Eastex Chinn Addition, situated in the W. Dikes Survey, Abstract No. 17, City of Beaumont, Jefferson County, Texas. The easement is for the construction of a new building located at 8630 Eastex Freeway. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS Water Line Easement - 8630 Eastex Freeway H TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution approving the six (6) month contract for the purchase of Liquid Chlorine for use by the Water Utilities Department. BACKGROUND Liquid Chlorine is used to purify the City’s water supply. The Water Utilities Department expects to purchase approximately one hundred fifty (150) tons of this material during the term of the contract. This contract shall be in effect for a period of six (6) months. At the end of the initial term, the City may renew the contract for two (2) additional six (6) month periods at the price quoted. Four hundred fifty-five (455) vendors were notified via email as well as advertising on the City web page and in the local newspaper. Two (2) bids were submitted. Brenntag Southwest, Inc., who holds the current contract, responded with the lowest bid of $314,100.00. This is approximately a 3.5% decrease in price from the previous bid submission. Bid tabulation is attached. FUNDING SOURCE General Fund RECOMMENDATION Approval of the resolution ATTACHMENTS Bid Tabulation - Liquid Chlorine I TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Angela Wright, Chief Technology Officer MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution approving the annual software renewal for Laserfiche, the City’s document management and records retention system, from MCCi, LLC of Tallahassee, Florida. BACKGROUND Laserfiche is the City’s enterprise document management and records retention system. It is used by all departments for electronic records storage, document workflow automation, and secure file retrieval. The system supports critical City operations, including invoicing, the public records portal, archived documents, personnel records, financial records, and archived electronic forms. Laserfiche enhances operational efficiency, compliance with record retention requirements, and digital access to City records. MCCi, LLC is the authorized reseller and support provider for Laserfiche software and associated maintenance. The renewal includes continued licensing, system updates, and technical support for one year. The total cost for the annual renewal is $52,906.25 for the term beginning December 4, 2025, through December 3, 2026. FUNDING SOURCE General, Municipal Court Technology, Water, Fleet, Solid Waste, Hotel Occupancy Tax (HOT), Airport, and Transit Funds. RECOMMENDATION Approval of Resolution. AI assistance was used in drafting this agenda memo. J TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Sharae Reed, City Attorney MEETING DATE:November 18, 2025 REQUESTED ACTION:Council to consider an amendment to Resolution 25-221 to correct the spelling of a name. BACKGROUND On September 30, 2025, by Resolution 25-221, Mayor Pro Tem Turner appointed Elias Alberras to the Library Commission. However, the resolution incorrectly identified his appointee as Elias Ibarra. The resolution serves to correct that error. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. ATTACHMENTS K TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution approving the six (6) month contract to provide automotive lubricants for use in City vehicles and equipment. BACKGROUND Bids were solicited for a six (6)-month contract to supply various automotive lubricants at fixed pricing for use in maintaining the City’s vehicles and equipment. At the conclusion of the initial term, the City may renew the contract for up to two (2) additional six (6)-month periods at the originally quoted prices. One hundred twenty-five (125) vendors were notified via email, and the solicitation was also advertised on the City's website and in the local newspaper. Ten (10) bids were received. Seven (7) bidders were deemed non-responsive due to contract specifications and exceptions submitted. Midtex Oil of Beaumont, the current contractor, submitted a responsive bid in the amount of $67,776.50. Pricing remains unchanged from the current contract. Bid tabulation is attached. FUNDING SOURCE General Fund RECOMMENDATION Approval of the resolution. ATTACHMENTS 11-18-2025 - Bid Tabulation - Automotive Lubricants L TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Tim Ocnaschek, Chief of Police MEETING DATE:November 18, 2025 REQUESTED ACTION:Council to consider a resolution authorizing the Mayor, City Manager, and appropriate signatories to execute a Memorandum of Understanding for a Mutual Aid Agreement between the City of Beaumont and the Beaumont Independent School District. BACKGROUND The City of Beaumont and the Beaumont Independent School District (BISD) seek to enter into a Mutual Aid Agreement to enhance coordination during emergency events. This agreement is authorized under state law and reflects a proactive approach to ensuring community resilience. Approval of this resolution will formalize the partnership and support joint efforts in managing emergency events affecting the city and BISD schools. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the Resolution. ATTACHMENTS Mutual Aid Agreement Between City of Beaumont and Beaumont Independent School District MUTUAL AID AGREEMENT BETWEEN CITY OF BEAUMONT AND BEAUMONT INDEPENDENT SCHOOL DISTRICT State of Texas § § County of Jefferson § This Mutual Aid Agreement (Agreement) is entered into by and between the City of Beaumont (City) and the Beaumont Independent School District (BISD) that by their signatures on duplicate original copies of this Agreement have consented to the terms of this Agreement ( WHEREAS, the Parties recognize the vulnerability of the people and the community to damage, injury, and loss of life and property resulting from Emergencies and recognize that Emergencies may present equipment and manpower requirements beyond the capacity of each individual Party; and, WHEREAS, the Parties to this Agreement recognize that in the past Mutual Aid has been provided between or among the Parties in the form of personnel, equipment, and other resources during Emergencies and to help with recovery; and, WHEREAS, the governing officials of the Parties desire to secure for each Party the benefits of Mutual Aid and protection of life and property in the event of an Emergency; and, WHEREAS, the Parties wish to make suitable arrangements for furnishing Mutual Aid in coping with Emergencies and are so authorized and make this Agreement pursuant to Chapter 791 of the Texas Government Code (Interlocal Cooperation Act), Chapter 418 of the Texas Government Code (Texas Disaster Act of 1975), Chapter 421 of the Texas Government Code (Homeland Security), and Chapter 362 of the Local Government Code; and, WHEREAS, the Parties recognize that a formal agreement for Mutual Aid would allow for better coordination of effort, provide that adequate equipment is available, and help ensure that Mutual Aid is accomplished efficiently. The Parties desire to enter into this Agreement to provide Mutual Aid consistent with the mutual aid plans developed by the respective jurisdictions and approved by the governing bodies of the jurisdictions. NOW, THEREFORE, the Parties agree as follows: Terms 1. RECITALS The recitals set forth above are true and correct. 2. DEFINITIONS For purposes of this Agreement, the terms listed below shall have the following meanings: a. Agreement this Mutual Aid Agreement between the City of Beaumont and BISD. b. Emergency Any incident, whether natural or human-caused, that requires responsive action to protect life and property. c. Mutual Aid a homeland security activity, such as an activity related to the prevention or discovery of, response to, or recovery from a terrorist attack, natural or man-made disaster, hostile military or paramilitary action, or extraordinary law enforcement emergency and also includes personnel, equipment, and other resources. d. NIMS the National Incident Management System. e. Point of Contact the individual or individuals authorized by the governing body of each Party to request or respond to a request for Mutual Aid on behalf of the r is always a Point of Contact, in addition to those designated as the Point of Contact. f. Requesting Party the Party requesting Mutual Aid under this Agreement. g. Responding Party the Party providing Mutual Aid assistance under this Agreement. 3. POINT OF CONTACT DESIGNATION Each party shall provide to the other written protocol by which its designated Point of Contact may be contacted twenty-four hours a day, seven days a week. This protocol shall designate, by name or position, the person or persons authorized to request or respond to a request for Mutual Aid on behalf of a Party under this Agreement. Each Party must notify the other party in writing of any change in its Point of Contact protocol as soon as practicable. 4. ACTIVATION OF AGREEMENT This Agreement is activated when a request is made for mutual aid assistance. 5. INITIATION OF REQUEST Mutual Aid Agreement Page 2 of 10 A request under this Agreement may be made by a Point of Contact after one of the following occurs: 1. After a declaration of a local state of Disaster pursuant to Chapter 418 of the Texas Government Code, as amended; or, 2. After a finding of an Emergency as defined in this Agreement. 6. PROCEDURES FOR REQUESTS Subject to the conditions in this Section, a Point of Contact may request Mutual Aid assistance by: (1) submitting a written request for assistance to a Point of Contact of a Responding Party, or (2) orally communicating a request for Mutual Aid assistance to a Point of Contact of a Responding Party, which shall be followed up by written documentation within thirty days. a. The written request shall state that the request is made pursuant to this Agreement. b. Mutual Aid shall not be requested by a Party unless it is directly related to the Emergency and resources available from the normal response to the stricken area are deemed to be inadequate, or are predicted to be expended prior to the resolution of the Emergency. c. All requests for Mutual Aid shall be transmitted by a Point of Contact of the Requesting Party to a Point of Contact of the Responding Party or in accordance with the terms of this Agreement. d. Each request for assistance shall be accompanied by the following information, to the extent known: i. A general description of the Emergency and the damage or injury sustained or threatened; ii. Identification of the general emergency service function or functions for which assistance is needed (e.g. fire, law enforcement, emergency medical, search and rescue, transportation, communications, public works and engineering, building, inspection, planning and information assistance, mass care, resource support, health and other medical services, etc.) and the particular type of assistance needed; iii. The amount and type of personnel, equipment, and other resources needed and a reasonable estimate of the length of time that each will be needed; iv. The location(s) to which the resources are to be dispatched and the specific time by which the resources are needed; and, v. The name and contact information of a representative of the Requesting Party, if available, to meet the personnel and equipment of any Responding Party at each location to which resources are dispatched. 7. THE PROVISION OF MUTUAL AID Subject to the conditions of this Section, upon request of the Requesting Party, the assisting Party hereto shall furnish Mutual Aid in coping with an Emergency. a. Assessment of Availability of Resources and Ability to Render Assistance. When contacted by a Requesting Party, a Point of Contact of the Party from which aid is Mutual Aid Agreement Page 3 of 10 requested agrees to assess local resources to determine availability of personnel, equipment and other assistance to respond to the request. A Responding Party is not required to provide Mutual Aid assistance unless the Responding Party determines that the Responding Party has sufficient resources to provide assistance, based on current or anticipated events in its jurisdiction. b. Information Required of the Responding Party. A Point of Contact who determines that the Responding Party has available personnel, equipment, and other resources, shall so notify the Requesting Party and provide the following information, to the extent known: i. A complete description of the personnel and their expertise and capabilities, equipment, and other resources to be furnished to the Requesting Party; ii. The estimated length of time that the personnel, equipment, and other resources will be available; iii. The name of the person or persons to be designated as supervisory personnel; and, iv. The estimated time of arrival for provided assistance to arrive at the designated location(s). c. Supervision and Control. When providing assistance under the terms of this Agreement, the response effort must be organized and function in accordance with NIMS guidelines. The personnel, equipment, and resources of a Responding Party being used in the response effort will be under the operational control of the Requesting Party. Direct supervision and control of personnel, equipment and resources, as well as personnel accountability, shall remain the responsibility of the designated supervisory personnel of the Responding Party. Emergency Medical Services organizations providing assistance under this Agreement will utilize medical protocols authorized by their medical director. The designated supervisory personnel of the Responding Party shall: maintain daily personnel time records, material records and a log of equipment hours; be responsible for the operation and maintenance of the equipment and other resources furnished by the Responding Party; and, report work progress to the Requesting Party. d. Food, Housing, and Self-Sufficiency. The Requesting Party shall have the responsibility of providing food and housing for the personnel of the Responding Party from the time of their arrival at the designated location(s) to the time of their departure. However, Responding Party personnel and equipment should be, to the greatest extent possible, self-sufficient while working in the Emergency area. The Requesting Party may limit its request for assistance to only self-sufficient personnel and resources in its request for assistance. e. Rights and Privileges. Personnel who are assigned, designated or ordered by their governing body to perform duties pursuant to this Agreement shall continue to receive the same wages, salary, pension and other compensation including injury or death performance of those duties as though the services had been rendered for the Mutual Aid Agreement Page 4 of 10 Party employing the personnel. The Responding Party employing the person is responsible for the payment of wages, salary, pension, and other compensation and benefits associated with the performance of duties under this Agreement. Requesting party will reimburse Responding Party upon submission of request for f. License Portability. If the assistance of a person who holds a license, certificate, permit, or other document evidencing qualification in a professional, mechanical, or other skill is requested by a Party under this Agreement, the person is considered licensed, jurisdiction in which the service is provided as long as the service is required, subject to any limitations imposed by the chief executive officer or governing body of the Requesting Party. g. The Duration of Aid. The provision of Mutual Aid under this Agreement may continue until the services of the Responding Party are no longer required, or the Responding Party determines that further Mutual Aid should not be provided. Resources of the Responding Party shall remain subject to recall by the Responding Party at any time, subject to reasonable notice to the Requesting Party. h. Training. An appointed public officer whose position description, job duties, or assignment includes emergency management responsibilities or who plays a role in emergency preparedness, response, or recovery shall complete a course of training provided or approved by the division of emergency management in the office of the governor of not less than three hours regarding the responsibilities of state and local governments in accordance with Government Code Chapter 418. i. Technology. BISD will provide camera surveillance access via VPN to Beaumont Emergency Management and select law enforcement personnel designated by Emergency Management to support tactical and emergency management operations. The Office of Emergency Management will request VPN access to surveillance cameras through the BISD IT Director. The BISD IT Department will maintain the list of authorized users. This list will be audited jointly on a yearly basis. Access will only be used to support official law enforcement and emergency management activities. 8. COSTS All costs associated with the provision of Mutual Aid exceeding twelve consecutive hours shall be paid by the Responding Party and reimbursed by the Requesting Party at actual cost, to the extent permitted by law. Such costs include but are not limited to: compensation for personnel; operation and maintenance of equipment; damage to equipment; and food, lodging and transportation expenses. a. Requests for reimbursement must be submitted as soon as practicable but no later than sixty days after the return of all personnel deployed under this Agreement. Submission will follow the standard billing practices as pre-established by each Mutual Aid Agreement Page 5 of 10 jurisdiction. Failure to submit a request for reimbursement within the specified time frame will result in the Responding Party not being reimbursed for the Mutual Aid provided unless the Requesting Party extends the deadline for filing requests for reimbursement or the Federal or State Government extends the deadline for filing request for reimbursement. Such requests shall specifically identify all personnel, equipment, and resources provided; dates of issuance or duration of deployment, and the unit cost and total costs associated with each. b. The Responding Party shall be responsible for creating and maintaining a record of all costs incurred, both reimbursed and unreimbursed costs, in providing Mutual Aid under this Agreement. The record shall be kept for a period of three years from the date the incident is closed. c. In the event federal funds are available for costs associated with the provision of Mutual Aid, the Parties agree that the Requesting Party may make the claim for the eligible costs of the Responding Party on its subgrant application and will disburse the federal share of funds to the Responding Party. d. Reimbursement under this Section will be made by the Requesting Party no later than: (1) one-hundred eighty days after receipt of the request for reimbursement; or (2) ninety days after the Requesting Party receives reimbursement from the federal or state government, whichever is sooner. e. The provision of Mutual Aid will be considered non-reimbursable if the Responding Party does not request reimbursement within the time specified in this Section. 9. INSURANCE a. Each Party shall be responsible for complying b. Automobile Liability Coverage. Each Party shall be responsible for complying with the Texas motor vehicle financial responsibility laws. c. General Liability, Public Officials Liability and Law Enforcement Liability. Each and law enforcement liability insurance, if applicable, or maintain a comparable self-insurance program. d. Other Coverage: The Responding Party shall provide and maintain its standard packages of medical and death benefit insurance coverage while its personnel are assisting the Requesting Party. 10. EXPENDING FUNDS a. Each Responding Party which performs services or furnishes aid pursuant to this Agreement shall do so with appropriated funds from current revenues available to the Responding Party, to the extent permitted by law. No Party shall have any liability for the failure to expend funds to provide aid hereunder. b. Each Requesting Party which reimburses costs of a Responding Party shall do so with appropriated funds from current revenues available to the Requesting Party, to the extent permitted by law. Mutual Aid Agreement Page 6 of 10 11. EMERGENCY ASSISTANCE AND LAW ENFORCEMENT ASSISTANCE Notwithstanding any other provisions herein, any Party hereto may provide emergency assistance or law enforcement assistance to another Party as provided in Section 791.027 of the Texas Government Code or Section 362.002 of the Texas Local Government Code. 12. TERM This Agreement shall become effective as to each Party when approved and executed by that Party and shall be binding on each and every Party through December 31 of the year signed. This Agreement shall automatically renew for a period of one year upon the completion of the initial term and each subsequent term unless and until such time as the governing body of a Party terminates its participation in this Agreement pursuant to Section 21 of this Agreement. Termination of participation in this Agreement by a Party(ies) shall not affect the continued operation of this Agreement between and among the remaining Parties and this Agreement shall continue in force and remain binding on the remaining Parties. 13. LIABILITY IN FIRE PROTECTION CONTRACT OR PROVISION OF LAW ENFORCEMENT SERVICES To the extent that this Agreement is considered an Agreement under Section 791.006 of the Texas Government Code, the Responding Party under this Agreement is not responsible for any civil liability that arises from the furnishing of services described in Section 791.006. 14. LIABILITY UNDER INTERLOCAL CONTRACT A Party that furnishes a service related to a homeland security activity, as defined in Chapter 421 of the Texas Government Code, under this Agreement is immune from civil liability for any act or omission resulting in death, damage, or injury while acting under this Agreement if the act or omission was in good faith and in the course and scope of its functions to provide a service related to a homeland security activity. 15. ENTIRETY This Agreement contains all commitments and agreements of the Parties regarding Mutual Aid to be rendered during or in connection with an Emergency. Included as a component of this Agreement are four (4) addendums providing specific procedures for common resource sharing operations. They are provided for continuity and general coordination purposes at an operational level. All previously entered into Mutual Aid Agreements are superseded by this Agreement. No other oral or written commitments of the parties shall have any force or effect if not contained herein. Notwithstanding the preceding sentence, it is understood and agreed that the Parties may have heretofore contracted or hereafter contract with other entities for Mutual Aid in Emergencies or the Mutual Aid Agreement Page 7 of 10 provision of other government services and functions, and it is agreed that this Agreement shall be of no effect to any such individual agreement. 16. INTERLOCAL COOPERATION ACT defined in the Interlocal Cooperation Act. 17. CONFIDENTIALITY The Parties recognize that the provision of Mutual Aid under this Agreement may result in the transfer of confidential medical information between them. The Parties shall guard the confidentiality of such information as required by the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Texas Medical Practice Act, and other state privacy laws pertaining to the confidentiality of medical records. 18. SEVERABILITY If a provision contained in this Agreement is held invalid for any reason, the invalidity does not affect other provisions of this Agreement that can be given effect without the invalid provision, and to this end the provisions of this Agreement are severable. 19. VALIDITY AND ENFORCEABILITY If any current or future legal limitations affect the validity or enforceability of a provision of this Agreement, then the legal limitations are made a part of this Agreement and shall operate to amend this Agreement to the minimum extent necessary to bring this Agreement into conformity with the requirements of the limitations, and so modified, this Agreement shall continue in full force and effect. 20. AMENDMENT This Agreement is effective immediately upon signature by all parties and will only be terminated after one party notifies the other party 30 days in advance of its intent to terminate. The Agreement will be reviewed every year from the effective date by the designated points of contact. The parties agree that this agreement may be amended with the mutual consent and approval of the parties in writing, but may require Council or School Board approval if applicable. 21. TERMINATION The governing body of a Party which is a signatory hereto, shall, by order, ordinance, or resolution, give notice as provided herein of termination of participation in this Agreement and submit a certified copy of such order, ordinance, or resolution to the other Mutual Aid Agreement Page 8 of 10 Party. Such termination shall become effective not earlier than 30 days after providing such notice. 22. THIRD PARTIES This Agreement is intended to inure only to the benefit of the Parties hereto. This Agreement is not intended to create, nor shall be deemed or construed to create, any rights in third parties. 23. NOTICES Any notice required or permitted between the Parties must be in writing, addressed to the attention of the respective Point of Contact, and shall be delivered in person, or mailed certified mail, return receipt requested, or may be transmitted by facsimile transmission. 24. AUTHORIZATION The Agreement has been officially authorized by the governing or controlling body of each Party hereto by order, ordinance or resolution and each signatory to this Agreement represents that the signatory has full authority to execute this Agreement on behalf of and to legally bind the respective Party to this Agreement. 25. IMMUNITY RETAINED The Parties to this Agreement do not waive or relinquish any immunity or defense on behalf of itself, officers, employers, agents, and volunteers as a result of its execution of this Agreement and the performance of the covenants contained herein. 26. GOVERNING LAW AND VENUE The laws of the State of Texas shall govern this Agreement. Mandatory and exclusive venue of any dispute between the Parties to this Agreement shall be in Jefferson County, Texas. EXECUTED by the Parties hereto, each respective entity acting by and through its duly authorized official as required by law, on multiple counterparts each of which shall be deemed to be an original, effective among the parties who sign it at the time of their signature, on the date specified on the multiple counterpart executed by such entity. Mutual Aid Agreement Page 9 of 10 ATTEST/SEAL: City of Beaumont, TEXAS Signed by: ______________________________ _______________________________ City or County Clerk Mayor APPROVED: COUNTERSIGNED BY: _________________________________ ________________________________ City Manager Emergency Management Coordinator APPROVED AS TO FORM: DATE COUNTERSIGNED: ____________________________ ________________________________ City Attorney L.D. File No. _________________ ATTEST/SEAL: Beaumont Independent School District, TEXAS Signed by: _______________________________ President, Board of Managers/Trustees APPROVED: COUNTERSIGNED BY: _________________________________ ________________________________ Superintendent Assistant Superintendent, Secondary Schools APPROVED AS TO FORM: DATE COUNTERSIGNED: ____________________________ ________________________________ BISD Attorney Mutual Aid Agreement Page 10 of 10 Addendum #1 to Mutual Aid Agreement between Beaumont and BISD (Strategic National Stockpile (SNS)) ADDENDUM #1 TO MUTUAL AID AGREEMENT BETWEEN BEAUMONT INDEPENDENT SCHOOL DISTRICT AND THE CITY OF BEAUMONT This Addendum #1 is agreed to and executed by and between the Beaumont Independent School District (BISD or the District) and the City of Beaumont (the City or Beaumont). The following clarification is provided for continuity and specificity purposes to provide an understanding of anticipated roles, procedures, and requests in relation to the Mutual Aid Agreement (MAA), specifically Paragraph 15. To the extent that the terms of this Addendum are contrary to the terms of the MAA, the terms of this Addendum shall control and be binding on the parties, as follows: I. P URPOSE Under a grant from the Department of State Health Services, the Beaumont Public Health Department (Department) is required to plan and prepare for a public health emergency that may result from natural or manmade causes. During such an emergency, it may be necessary to immunize or treat all or large numbers of people in the area served by the District and the Department. Prior public health experience with mass immunizations has shown that schools are well suited to this activity because: 1) Their location is known to large numbers of individuals within the community; 2) They are central within sectors of the community; 3) They have large assembly areas; 4) They have other necessary facilities such as refrigeration and restrooms. The Department has concluded that the District possesses facilities that are qualified to serve if mass immunization or treatment is necessary. The District desires to be as helpful as possible in the event of a public health emergency, and agrees to make its facilities available for purposes of mass immunization or treatment, under the terms set out below. A. The District and the Department have concluded that this contemplated use of the facilities is a governmental function as defined in the Interlocal Agreement Act. I.I. Public Health Emergency B. This Agreement will go into effect only if: 1. The Commissioner of Health or the local health authority declare that large scale immunization or treatment is necessary as a control measure for an outbreak of communicable disease; and 2. Classes at the facility are either not scheduled, or are canceled, or if other arrangements are mutually agreed upon based on the specific circumstances at the time the need arises. II. O BLIGATIONS OF THE D EPARTMENT A. The Department will supply or arrange for all equipment, vaccine, medicine and personnel necessary to administer the vaccine or medication. B. The Department will supply or arrange for all equipment and personnel necessary for staffing, security, crowd control and other tasks, except as described in section IV below Addendum 1 of Mutual Aid Agreement Page 1 of 3 Addendum #1 to Mutual Aid Agreement between Beaumont and BISD (Strategic National Stockpile (SNS)) C. The Department will be responsible for disposal of medical waste and disinfection at the facility following its use for the emergency. The health authority will provide written assurance of its safety for use as a school facility following its use. D. The Department will be responsible for any damage to property belonging to the District as a result of its use during the public health emergency, and to the extent they can be determined, costs for utilities described in section IV below. This compensation is mutually agreed to be an amount that fairly compensates the performing party as stated in the Interlocal Cooperation Act. The amounts to be paid to the District will be paid from current revenues available to the Department. E. The Department is responsible for the acts and negligence of its employees or volunteers, to the extent allowable under state and federal law. III. O BLIGATIONS OF THE D ISTRICT A. The District is responsible for allowing the use of the facility and utilities (gas, electric, water, and telecommunications) normally associated with its use as a school facility. B. The District is responsible for providing use of all rooms, fixtures, and equipment existing at the facility that the Department regards as necessary for on-site use during the period of the emergency. C. The District will provide at least one person on-site during the period of emergency use with access to the rooms, fixtures and equipment described above. D. The District will provide nursing and other staff support as available and based on mutual agreement based on the specific circumstances at the time the need arises. E. The District is responsible for the acts and negligence of its employees or volunteers, to the extent allowable under state and federal law. F. The District will track all appropriate costs related to provision of mutual aid specific to supporting the response to the public health emergency and will provide appropriate documentation to the City sufficient to meet FEMA standards and requirements for reimbursement. IV. P RIMARY C ONTACTS: A. Kenneth Coleman, City of Beaumont, Public Health Director, 950 College St, Beaumont, Texas 77705, (409)832-4000 B. Julie Nezat, BISD Health Services Coordinator, 4315 Concord Rd., Beaumont, TX Addendum 1 of Mutual Aid Agreement Page 2 of 3 Addendum #1 to Mutual Aid Agreement between Beaumont and BISD (Strategic National Stockpile (SNS)) 77703, (409) 617-5099 C. Shaqueena Nobles, City of Beaumont, Emergency Management Coordinator, 700 Orleans, Beaumont, Texas 77701. Phone numbers: work (409) 980-7280, or (24/7) (409) 679-3401 or Dispatch- (409) 880-3865) D. Dr. Shannon Allen, BISD Superintendent, 3395 Harrison, Beaumont, Texas 77706; (409) 617-5001. APPROVED: COUNTERSIGNED BY: _________________________________ ________________________________ City of Beaumont Beaumont Independent School District Emergency Management Coordinator Superintendent _________________________________ ________________________________ City of Beaumont Beaumont Independent School District Public Health Director Health Services Coordinator Addendum 1 of Mutual Aid Agreement Page 3 of 3 Addendum #2 to Mutual Aid Agreement between Beaumont and BISD (Evacuation) ADDENDUM #2 TO MUTUAL AID AGREEMENT BETWEEN BEAUMONT INDEPENDENT SCHOOL DISTRICT AND THE CITY OF BEAUMONT This Addendum #2 is agreed to and executed by and between the Beaumont Independent School District ( The following clarification is provided for continuity and specificity purposes to provide an understanding of anticipated roles, procedures, and requests in relation to the Mutual Aid Agreement MAA the terms of the MAA the terms of this Addendum shall control and be binding on the parties, as follows: I. P URPOSE In the event evacuation of the City is required, the City anticipates a need for coordination between the City OEM and BISD with regard to transportation and with the following expectations: II. E VACUATION P ROCEDURE A. Beaumont anticipates approximately 3,500 general population evacuees based on triage guidance established by current Function Need Support Services (FNSS) guidelines. Approximately 200 pets are expected to accompany this population. B. For planning purposes, the City has traditionally initiated mandatory evacuation in coordination with the countywide phased approach which begins at 8:00 AM for the coastal communities, and at 10:00 AM for Beaumont. C. Once the evacuation process begins, the Parties intend on continuing the evacuation without stopping until evacuation is complete. Evacuation will be concluded prior to onset of tropical force winds with enough time preceding those wind speeds to clear evacuating buses from Current U.S. Army Corp of Engineers (USACE) evacuation time estimates reflect 32 hours to conduct an evacuation from within the City of Beaumont. III. A SSEMBLY S ITES D. West Brook High School will serve as the main evacuation point for general population. A number of other schools will serve as assembly sites, including: a. Beaumont United High School b. MLK and Smith Middle Schools, and c. Charlton Pollard, Guess, Jones-Clark, Lucas, Martin and Pietzch-Macarthur Elementary Schools E. Buses will be available to transport community members from the assembly site to the evacuation point. During the period of evacuation community members will be able to leave Addendum 2 of Mutual Aid Agreement Page 1 of 4 Addendum #2 to Mutual Aid Agreement between Beaumont and BISD (Evacuation) their vehicles in the parking lots of the assembly sites. Bathrooms will be made available on site. F. BISD buses will be assigned to each assembly site and make trips carrying people and luggage to the Evacuation Point as frequently as safely possible. G. The evacuation point will serve both as an assembly site, and as an embarkation site where citizens board transport vehicles to be taken out of Beaumont. Both gyms and the hallway to the cafeteria, as well as all parking lots will be used for processing. H. West Brook High School may also serve as a reception site upon the return of the evacuees and operate in reverse. I. BISD police officers will support Beaumont PD officers assigned to provide security and parking oversight at the assembly sites and evacuation point. IV. E VACUATION D ESTINATION J. Designated reception site OEM will facilitate hotel arrangements for drivers and authorized immediate family members. K. Personnel will be on per-diem status during deployment and any meals provided to all staff should be documented to ensure assessment of appropriate per-diem rates. Each will be required to submit an ICS 214 form for each shift to the Beaumont EOC. V. T RANSPORTATION OF E VACUEES L. Beaumont anticipates using State aid for transportation of general population evacuees out of Beaumont; however, if those assets are unavailable, BISD school buses will be requested. BISD will provide volunteer bus drivers when available. In case sufficient State buses are unavailable, and BISD volunteer bus drivers are insufficient to cover the need, BISD will provide City approved drivers with -in-time- needed and submit documentation for reimbursement as required in the Agreement. M. Maintenance and sheltering of transportation assets from the City and/or the BISD will be facilitated by the designated reception site OEM if needed. The designated reception site OEM will facilitate bus staging/parking/security, driver lodging, and transportation of the drivers from the bus staging location to the lodging facility. Drivers will remain on per-diem status from the respective agency/jurisdiction. Drivers will not be sheltered with general population. N. Maintenance and sheltering of transportation assets provided through State Contract will be managed as per contract upon unloading evacuees. Addendum 2 of Mutual Aid Agreement Page 2 of 4 Addendum #2 to Mutual Aid Agreement between Beaumont and BISD (Evacuation) O. The City of Beaumont Public Health Department will make ambubus conversion kits for buses available to accommodate non-ambulatory passengers. The average capacity for non- ambulatory riders per bus is twelve (12) patients plus two medics. At least one bus will be outfitted with a conversion kit to provide more immediate use for periodic mass casualty emergencies that arise or for use during Hurricane Season. P. The City may coordinate with BISD to make a bus available for the transportation of caged pets. The City personnel will remove and store the seats and replace them once use is complete. VI. E VACUATION T RAVEL P LAN Q. A primary and alternate route for northbound evacuation will be determined based on the reception site identified. R. Beaumont will request State aid for rest stops at appropriate locations along the identified evacuation route. S. The City will provide route and site maps documenting the traffic management plan for each of the planned primary and alternate reception locations. T. Beaumont will provide a communication plan for BISD which will, at a minimum, include landline, email, cellular, and satellite contact methods. U. Command and coordination for the convoy will remain with the Beaumont Emergency EOC and Disaster District Committee 15/Beaumont DDC15/Beaumont until the convoy enters the receiving jurisdictions of responsibility at which time command and coordination will transfer to the designated reception site EOC and DDC. Route assistance and support needs will be coordinated between the appropriate EOCs and DDCs. At a minimum, a convoy progress update/status check will be provided by Beaumont to the designated reception site once the convoy reaches a midpoint, regardless of remaining route taken. V. Beaumont anticipates authorizing re-entry immediately upon a determination that public health and safety hazards warrant return. In the event that the emergency has passed, return of evacuees will commence immediately or at such time as agreed upon between the City and the designated reception site EOCs. If a disaster does impact the City, a short time is required for assessments of the highly industrialized area to ensure critical infrastructure and key resources are sufficient to authorize complete or partial reentry. Additional sheltering of at least 1-3 days should be anticipated and available. VII. C OMMUNICATION Addendum 2 of Mutual Aid Agreement Page 3 of 4 Addendum #2 to Mutual Aid Agreement between Beaumont and BISD (Evacuation) W. During any EOC evacuation or major incident, all public information messages from the City and theSouth East Texas Regional Planning Committee Council of Government SETRPC are posted on the CityPublic Safety Website. This information is available for re-posting and will include general assessment information. Additionally, all applicable situation reports for the EOC will be provided to thedesignated reception site OEM and will be maintained asFor Official Use Only. Re-posting of any information containedtherein will be coordinated through the CityEOC and/or Public Information Office. The City This enables an alternate source for situational awareness, power outage reports, and other information as well as an alternate communication link. VIII. C OST X.BISD will track all appropriate costs related to provision of mutual aid specific toproviding transportation for andsupporting the Beaumont evacuees and will provide appropriate documentation to the City of Beaumont sufficient to meet FEMA standards and requirements for reimbursement. IX. P RIMARY C ONTACTS A. Shaqueena Nobles, City of Beaumont, Emergency Management Coordinator, 700 Orleans, Beaumont, Texas 77701. Phone numbers: work (409) 980-72 80, or(409) 679- 3407. (24/7)Dispatch- (409) 880-3865) B. Dr. Shannon Allen, BISD Superintendent, 3395 Harrison, Beaumont, Texas 77706; (409) 617-5001. APPROVED: COUNTERSIGNED BY: _________________________________ ________________________________ City of Beaumont Beaumont Independent School District Emergency Management Coordinator Superintendent Addendum 2 of Mutual Aid Agreement Page 4 of 4 Addendum #3 to Mutual Aid Agreement between Beaumont and BISD (General) ADDENDUM #3 TO MUTUAL AID AGREEMENT BETWEEN BEAUMONT INDEPENDENT SCHOOL DISTRICT AND THE CITY OF BEAUMONT This Addendum #3 is agreed to and executed by and between the Beaumont Independent School District ( the City of Beaumont (). The following clarification is provided for continuity and specificity purposes to provide an understanding of anticipated roles, procedures, and requests in relation to the Mutual Aid Agreement MAA the terms of the MAA, the terms of this Addendum shall control and be binding on the parties, as follows: I. P URPOSE The City anticipates a need for general coordination and collaboration with BISD to promote overall all phases of emergency management, to include prevention, preparedness, response, recovery and mitigation. To that end, coordination between Beaumont Office of Emergency OEM and BISD is outlined with the following expectations: II. O BLIGATIONS OF D ISTRICT A. Designated BISD representative(s) will be pre-approved for direct access, sheltering, and partnership with the City EOC for routine planning, training, and EOC activations. BISD will provide a representative in the City of Beaumont EOC during relevant emergencies. B. BISD will provide parking and facility space for City responders and equipment as available. It is understood that certain hardened parking sites are prioritized for Entergy which has first right of refusal. The City requests the first right of refusal prior to authorizing use of space by other entities or agencies, except for those areas pre-designated for use as Entergy staging sites. C. BISD will track all appropriate costs related to the provision of mutual aid specific to supporting City operations and will provide appropriate documentation to the City of Beaumont sufficient to meet FEMA standards and requirements for reimbursement. III. O BLIGATIONS OF C ITY A. The Beaumont Police Department will provide immediate armed emergency response or full tactical emergency response if needed within any BISD facility. B. Personnel assigned by the City EMO will staff any operations conducted within BISD facilities, and may request assistance from BISD employees if available. At a minimum, this Addendum 3 of Mutual Aid Agreement Page 1 of 3 Addendum #3 to Mutual Aid Agreement between Beaumont and BISD (General) assistance will include BISD personnel with facility keys, knowledge of facility security and layout, building services, etc. C.The City will conduct a security plan and ADA worksheet on each site identified for potential use for City sponsored operations which will be maintained as security sensitive information at theEMO. D.Notification by City EMO of desire to initiate coordinated operations at a BISD facility will be made as early as the need becomes evident, or when mandatory evacuations are announced for hurricane-related disasters. E.Beaumont andBISD officers will coordinate communications through existing interoperable radio talkgroups, as well aslandline, email,andcellular contact methods as appropriate. F.Beaumont Emergency Management will provide a communication plan forBISD, which will at a minimum include 800mhz radio,landline, email,fax,cellular, and satellite contact methods. G.During any EOC evacuation and/or evacuation, all public information messages from the City of Beaumont and theSouth East Texas Regional Planning Committee Council of are posted on the City of Beaumont Public Safety Website. This information is available for re-posting. This will include general assessment information. Additionally, all applicable situation reports for the EOC will be provided to BISD and will be maintained as For Official Use Only. Re-posting of any information containedtherein will be coordinated through the City of Beaumont EOC/PIO. H.BISD will alsobeprovided for key personnel uponneed orrequest. This enables an alternate source for situational awareness, power outage reports, and other information as well as an alternate communication link. IV. P RIMARY C ONTACTS A. Shaqueena Nobles, City of Beaumont, Emergency Management Coordinator, 700 Orleans, Beaumont, Texas 77701. Phone numbers: work (409) 980-72 80, or(409) 679-3401, or24/7 Dispatch- (409) 880-3865) B. Dr. Shannon Allen, BISD Superintendent, 3395 Harrison, Beaumont, Texas 77706; (409) 617-5001. Addendum 3 of Mutual Aid Agreement Page 2 of 3 Addendum #3 to Mutual Aid Agreement between Beaumont and BISD (General) APPROVED: COUNTERSIGNED BY: _________________________________ ________________________________ City of Beaumont Beaumont Independent School District Emergency Management Coordinator Superintendent Addendum 3 of Mutual Aid Agreement Page 3 of 3 Addendum #4 to Mutual Aid Agreement between Beaumont and BISD (Closed POD) ADDENDUM #4 TO MUTUAL AID AGREEMENT BETWEEN BEAUMONT INDEPENDENT SCHOOL DISTRICT AND THE CITY OF BEAUMONT This Addendum #4 is agreed to and executed by and between the Beaumont Independent School District ( the City of Beaumont (). The following clarification is provided for continuity and specificity purposes to provide an understanding of anticipated roles, procedures, and requests in relation to the Mutual Aid Agreement MAA the terms of the MAA, the terms of this Addendum shall control and be binding on the parties, as follows: I. P URPOSE In the event of a Public Health Emergency event in the State of Texas, local and regional health and medical infrastructure and associated resources will be quickly committed to providing the necessary treatment and supporting strategies to effectively respond to a potential evolving event or to support the response to an actual event. Expectations are that the existing local and regional medical and health infrastructure will also be compromised due to lack of adequate staff, equipment, and pharmaceutical support available due to the impacts and demands of the event. Therefore, resources from the state, federal, and private sector will be quickly mobilized to augment local and regional medical and health resources and support the effective management and distribution of the Strategic National Stockpile (SNS). Large employers can assist in this endeavor by providing employees and their families direct support that reduces the number of citizens having to use general population points of distribution. Specifics required to participate in this function are set out below. A. Definitions 1. Push Site - During a public health emergency that requires preventive medications be provided to large numbers of people, a Push Site is a facility within a jurisdiction that is designated to either receive medication or to pick up medication in order to provide it to a group of people who would otherwise have to travel to a point of dispensing (POD) to receive the preventive medication. Push sites must have medical or pharmaceutical personnel and volunteers capable of providing the preventive medications to the facility population, staff, and others as locally determined. i. RSS Push Site Receives medications directly from the State Receive, warehouse facility. ii. Local Push Site Picks up medications from a pre-determined site away from the general public. May receive a delivery of the medications from the initial delivery site, IF such delivery plans have been made by the local health department. Addendum 4 of Mutual Aid Agreement Page 1 of 4 Addendum #4 to Mutual Aid Agreement between Beaumont and BISD (Closed POD) B. Use of Facility and Staff 1. As a Local Push Site, the District agrees to send designated staff to a pre-determined location that has been agreed to by the City and the District, to pick-up the SNS materials, supplies, antibiotics, and/or vaccines. The District agrees to provide the City with names and identifying information of those staff who are designated to pick-up the SNS materials, supplies, antibiotics, and/or vaccines. 2. As a Local Push Site, the District agrees to make arrangements to provide security escorts for their staff if appropriate and available. 3. The District agrees to provide the City with the estimated total number of people (adults and children) who will receive preventive medications at the District so that an appropriate amount of SNS material may be ordered. 4. The District agrees to be responsible for maintaining the physical security and integrity of the SNS materials received and to comply with the handling instructions provided by the City. 5. The District agrees to return unopened, unused antibiotics and/or vaccine to the City. 6. The District agrees to use the Health History forms provided by the City Public Health Department and to submit copies of the completed Health History forms to the City following the public health emergency. 7. The District agrees to develop a detailed plan and/or Standard Operating Guideline for providing preventive medications to its population, staff, and others during a public health emergency that requires preventive medications be provided to large numbers of people in the jurisdiction where the District is located and further agrees to allow the City to review its plan and/or SOG. C. City of Beaumont 1. The City agrees to ship preventive medications for the District to the pre-designated location where staff of BISD, a Local Push Site, will pick up the materials, based on the apportionment and pre-determined, estimated number of people (children and adults) to receive preventive medication at the District. Addendum 4 of Mutual Aid Agreement Page 2 of 4 Addendum #4 to Mutual Aid Agreement between Beaumont and BISD (Closed POD) 2. The City agrees to provide training on mass dispensing/mass vaccination to the District medical or pharmaceutical personnel and other staff and volunteers, prior to a public health emergency, if the training is requested. 3. The City agrees to provide instructions and standing delegation orders to the District. 4. The City agrees to provide Health History forms to the District and to accept completed Health History forms from the District following the public health emergency. 5. The City agrees to receive unopened, unused antibiotics and/or vaccine from the District following the public health emergency. D. Contact Information 1. The District agrees to provide the City with the appropriate facility 24-hour per day 7-day per week contact information, and update this information as necessary. 2. The City agrees to provide the District with the contact information of those who are authorized to notify the District in the event of an emergency requiring the use of the District as a Push Site. E. Confidentiality 1. To the extent allowed by the law, the District and the City agree that they will not disclose this agreement and that the subject matter of this agreement is sensitive and confidential. This document is maintained by or for a governmental entity for the purpose of responding to an act of terrorism and relates to a tactical plan of governmental providers and thus should be confidential under Government Code §418.176(a)(2). F. Costs 1. BISD will track all appropriate costs related to the provision of maintaining a Local Push Site and will provide appropriate documentation to the City sufficient to meet FEMA standards and requirements for reimbursement. G. Primary Contacts 1. The District and the City intend that the work under this agreement shall be carried out in the most efficient manner possible. To that end, the parties intend to designate individuals that will serve as primary contacts. The District and the City intend that, to the maximum extent possible and unless otherwise approved by the other, all significant communications shall be made through the primary contacts or their designees. The designated primary contacts for each party are the City of Beaumont Public Health Director or EMC and the Executive Director of Curriculum and Instruction, Supervisor for BISD Nurses and Addendum 4 of Mutual Aid Agreement Page 3 of 4 Addendum #4 to Mutual Aid Agreement between Beaumont and BISD (Closed POD) Associate Superintendent for Secondary Schools. . i. Kenneth Coleman, City of BeaumontPublic Health Director,950 College St.,Beaumont, Texas 77705,(409) 832-4000 ii. Jenny Angelo, BISDExecutive Director of Curriculum and Instructions,4315 Concord Rd., Beaumont, TX 77703,(409) 617-5053 iii. Shaqueena Nobles, City of Beaumont Emergency Management Coordinator, 700 Orleans, Beaumont, Texas 77701.\[Work\](409) 980-7280, or (409) 679-3401 or \[24/7 Dispatch\] (409) 880-3865 iv. Dr. Shannon Allen, BISDAssociate Superintendent, Secondary Schools, 3395 Harrison, Beaumont, Texas 77706; (409) 617-5006. APPROVED: COUNTERSIGNED BY: _________________________________ ________________________________ City of Beaumont Beaumont Independent School District Emergency Management Coordinator Superintendent _________________________________ ________________________________ City of Beaumont Beaumont Independent School District Public Health Director Health Services Director Addendum 4 of Mutual Aid Agreement Page 4 of 4 M TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Tim Ocnaschek, Chief of Police MEETING DATE:November 18, 2025 REQUESTED ACTION:Council to consider a resolution authorizing the Chief Financial Officer to apply for and receive $108,750 in funding through the Department of Homeland Security (DHS) 2025 Port Security Grant Program (PSGP). BACKGROUND The DHS Grant Program consists of a number of grant programs, one of which is the Port Security Grant Program (PSGP). This grant, with a three-year lifecycle, can be utilized to enhance the security of the Port of Beaumont and the agencies that support it as the Port is critical to national infrastructure. This project includes Phase I of the alternate power project for the Municipal Court building which houses 911 Dispatch, the Emergency Operations Center, 311 Communications, the Real-Time Crime Center, and more. The Federal funding would cover 75% ($108,750) of the project's total of $145,000. Beaumont's portion would be $36,250. FUNDING SOURCE FY27 Capital Reserves RECOMMENDATION Approval of the Resolution ATTACHMENTS PSGP Notice of Funding Opportunity The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year 2025 Port Security Grant Program (PSGP) Fraud, waste, abuse, mismanagement, and other criminal or noncriminal misconduct related to this program may be reported to the Office of Inspector General (OIG) Hotline. The toll-free numbers to call are 1 (800) 323-8603 and TTY 1 (844) 889-4357. #®³¤³² 1. Basic Information........................................................................................................................4 A.Agency Name.............................................................................................................................4 B.NOFO Title................................................................................................................................4 C.Announcement Type..................................................................................................................4 D.Funding Opportunity Number....................................................................................................4 E.Assistance Listing Number........................................................................................................4 F.Expected Total Funding.............................................................................................................4 G.Anticipated Number of Awards.................................................................................................4 H.Expected Award Range.............................................................................................................4 I.Projected Application Start Date.................................................................................................4 J.Projected Application End Date..................................................................................................4 K.Anticipated Funding Selection Date..........................................................................................4 L.Anticipated Award Date.............................................................................................................4 M.Projected Period of Performance Start Date.............................................................................4 N.Projected Period of Performance End Date...............................................................................4 O.Executive Summary...................................................................................................................4 P.Agency Contact..........................................................................................................................5 2.Eligibility....................................................................................................................................6 A.Eligible Entities/Entity Types....................................................................................................6 B.Project Type Eligibility..............................................................................................................8 C.Requirements for Personnel, Partners, and Other Parties..........................................................9 D.Maximum Number of Applications...........................................................................................9 E.Additional Restrictions...............................................................................................................9 F.References for Eligibility Factors within the NOFO................................................................11 G.Cost Sharing Requirement.......................................................................................................11 H.Cost Share Description, Type and Restrictions.......................................................................11 I.Cost Sharing Calculation Example............................................................................................14 J.Required information for verifying Cost Share........................................................................14 3. Program Description.................................................................................................................14 A. Background, Program Purpose, and Program History..........................................................14 B. Goals, Objectives, and Priorities...........................................................................................15 C. Program Rationale.................................................................................................................20 D. Federal Assistance Type........................................................................................................20 E. Performance Measures and Targets......................................................................................20 1|Page FEMA Version 25-02 F.Program-Specific Unallowable Costs ................................................................................... 20 G. General Funding Requirements ............................................................................................. 21 H. Indirect Costs (Facilities and Administrative Costs) ............................................................. 21 I.Management and Administration (M&A) Costs ................................................................... 22 J. Pre-Award Costs .................................................................................................................... 23 K. Beneficiary Eligibility ........................................................................................................... 23 L. Participant Eligibility ............................................................................................................ 23 M. Authorizing Authority ........................................................................................................... 23 N. Appropriation Authority ........................................................................................................ 23 O. Budget Period ........................................................................................................................ 23 P.Prohibition on Covered Equipment or Services .................................................................... 23 4. Application Contents and Format ............................................................................................. 23 A. Pre-Application, Letter of Intent, and Whitepapers .............................................................. 23 B. Application Content and Format ........................................................................................... 23 C. Application Components ....................................................................................................... 23 D. Program-Specific Required Documents and Information ..................................................... 24 E. Post-Application Requirements for Successful Applicants ..................................................... 29 5. Submission Requirements and Deadlines ................................................................................. 30 A. Address to Request Application Package .............................................................................. 30 B. Application Deadline ............................................................................................................. 32 C. Pre-Application Requirements Deadline ............................................................................... 32 D. Post-Application Requirements Deadline ............................................................................. 32 E. Effects of Missing the Deadline ............................................................................................ 32 6. Intergovernmental Review ........................................................................................................ 32 A. Requirement Description and State Single Point of Contact ................................................ 32 7. Application Review Information .............................................................................................. 32 A. Threshold Criteria .................................................................................................................. 32 B. Application Criteria ............................................................................................................... 33 C. Financial Integrity Criteria ....................................................................................................... 35 D. Supplemental Financial Integrity Criteria and Review ............................................................ 35 E. Reviewers and Reviewer Selection .......................................................................................... 35 F.Merit Review Process ............................................................................................................... 36 G. Final Selection ......................................................................................................................... 36 8. Award Notices .......................................................................................................................... 36 A. Notice of Award ....................................................................................................................... 36 B. Pass-Through Requirements .................................................................................................... 36 C. Note Regarding Pre-Award Costs ............................................................................................ 36 D. Obligation of Funds ................................................................................................................. 36 E. Notification to Unsuccessful Applicants .................................................................................. 36 9. Post-Award Requirements and Administration ........................................................................ 37 A. Administrative and National Policy Requirements ............................................................... 37 B. DHS Standard Terms and Conditions ...................................................................................... 37 C. Financial Reporting Requirements ........................................................................................ 37 D. Programmatic Performance Reporting Requirements ........................................................... 37 E. Closeout Reporting Requirements ......................................................................................... 37 F.Disclosing Information per 2 C.F.R. § 180.335 .................................................................... 38 2| Page FEMA Version 25-02 G.Reporting of Matters Related to Recipient Integrity and Performance.................................38 H.Single Audit Report...............................................................................................................38 I.Monitoring and Oversight.....................................................................................................38 J.Program Evaluation...............................................................................................................38 K.Additional Performance Reporting Requirements................................................................39 L.Termination of the Federal Award........................................................................................39 M.Payment Information .............................................................. 2. Termination of the Federal Award by FEMA...........................................................................39 N.Best Practices........................................................................................................................41 O. Sanctuary Jurisdiction ............................................................... P. Immigration Conditions............................................................................................................42 10. Other Information...................................................................................................................43 A.Period of Performance Extension..........................................................................................43 B.Other Information..................................................................................................................43 11. Appendix A: Allowable Costs................................................................................................45 A.Planning.................................................................................................................................45 B.Operational Activities............................................................................................................45 C.Equipment and Capital Projects............................................................................................46 C.Training and Awareness Campaigns.....................................................................................51 D.Exercises................................................................................................................................54 E.Maintenance and Sustainment Costs.....................................................................................56 F.Construction and Renovation................................................................................................56 G.Organization Costs................................................................................................................56 H.Authorized Use of Contractual Grant Writers and/or Grant Managers.................................57 I.Reprogramming Award Funds..............................................................................................59 J.Limitations on Funding.........................................................................................................59 3|Page FEMA Version 25-02 1. Basic Information A.Agency NameU.S. Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA) B.NOFO TitleFiscal Year 2025Port Security Grant Program (PSGP) C.Announcement Initial Type D.FundingDHS-25-GPD-056-00-99 Opportunity Number E.Assistance Listing 97.056 Number F.Expected Total $90,000,000 Funding G.Anticipated 200awards Number of Awards H.Expected Award $10,000$6,500,000 Range I.Projected 08/01/202512:00p.m. Eastern Time (ET) Application Start Date J.Projected 08/15/202505:00 p.m. Eastern Time (ET) Application End Date K.Anticipated No later than August 23, 2025 Funding Selection Date L.Anticipated No later than September 30, 2025 Award Date M.Projected Period 09/01/2025 of Performance Start Date N.Projected Period 08/31/2028 of Performance End Date O.Executive ThePSGP is focused on enhancing security of Maritime Facilities Summarywithin U.S. navigable waterways. Funding isprioritizedtowards terrorism prevention, response, recovery,and mitigation based on port area risk throughimplementation of Area Maritime Transportation Security Plans and facility security plans among port authorities, facility operators, and state and local government agencies required to provide port security services and to train public safety personnel under section 70132 of Title 46. 4|Page FEMA Version 25-02 P. Agency Contact a. Program Office Contact FEMA has assigned region-specific Preparedness Officers for the PSGP. If you do not know your Preparedness Officer, please contact FEMA Grants News by phone at (800) 368-6498 or by email at fema- grants-news@fema.dhs.gov, Monday through Friday, 9:00 AM 5:00 PM ET. b. FEMA Grants News This channel provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels. FEMA Grants News Team is reachable at fema-grants- news@fema.dhs.gov. OR (800) 368-6498, Monday through Friday, 9:00 AM 5:00 PM ET. c. Grant Programs Directorate (GPD) Award Administration Division regarding financial matters and budgetary technical assistance. AAD can be contacted at ASK-GMD@fema.dhs.gov. d. FEMA Regional Offices FEMA Regional Offices also may provide fiscal support, including pre- and post-award administration and technical assistance. FEMA Regional Office contact information is available at https://www.fema.gov/fema-regional-contacts. e. Civil Rights Consistent with Executive Order 14173, Ending Illegal Discrimination & Restoring Merit-Based Opportunity, the FEMA Office of Civil Rights is responsible for ensuring compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA. They are reachable at FEMA-CivilRightsOffice@fema.dhs.gov. f. Environmental Planning and Historic Preservation The FEMA Office of Environmental Planning and Historic Preservation (OEHP) provides guidance and information about the EHP review process to FEMA programs and recipients and subrecipients. Send any inquiries regarding compliance for FEMA grant projects under this NOFO to FEMA-OEHP- NOFOQuestions@fema.dhs.gov. g. FEMA GO For technical assistance with the FEMA GO system, please contact the FEMA GO Helpdesk at femago@fema.dhs.gov or (877) 585-3242, Monday through Friday, 9:00 AM 6:00 PM ET. 5| Page FEMA Version 25-02 h.Preparedness Grants Manual Recipients seeking guidance on policies and procedures for managing preparedness grants should reference the Preparedness Grants Manual atPreparedness Grants Manual. 2.Eligibility A.Eligible Only the following entities or entity types are eligibleto apply. Entities/Entity Types a.Applicants 1. Eligible Applicants All entities subject to an Area Maritime Security Plan(AMSP), as defined by 46 U.S.C. § 70103(b), may apply for PSGP funding. Eligible applicants include port authorities, facility operators, and state, local, and territorial government agencies. A facility operator owns, leases, or operates any structure or facility of any kind located in, on, under, or adjacent to any waters subject to the jurisdiction of the United States. Facility operators include those that are subject to the AMSPand verified by the Captain of the Port (COTP), which may include but are not limited to terminal operators, ferry systems, 2. Applicant Eligibility Pursuant to the Maritime Transportation Security Act of 2002 (MTSA), Pub. L. No. 107-295, as amended, DHS established a risk- based grant program to support maritime security risk management. Funding is directed towards the implementation of AMSPs, Facility Security Plans (FSP), and Vessel Security Plans (VSP) among port authorities, facility operators, and state and local government agencies that are required to provide port security services. Entities, whether public or private, who provide maritime security services on a for hire basis are not eligible applicants(i.e. security companies, see pplicantsw for additional detail).In administering the grant program, national, economic, energy, and strategic defense concerns based upon the most current risk assessments available will be considered. Port Area Definition A Port Area is a location on a coast, shore, or inland waterway containing one or more harbors where vessels can dock and transfer people or cargo to or from land. For the purposes of the PSGP, eligible ports included those identified by the U.S. Army Corps of Engineers (USACE) Principal Port List (PPL), as well as unlisted ports which have the presence of MTSA-regulated facilities. 6|Page FEMA Version 25-02 Applications Submitted by Eligible Entities Subject to the information and exceptions in this section, an eligible entity may submit only one application within each Port Area. An application may contain up to five Investment Justifications (IJs). See Section D, below, for further instructions regarding IJs. A single eligible entity may have multiple facilities, departments, subcomponents, or agencies operating within a Port Area. FEMA will generally view multiple agencies within a local government (e.g., police department, fire department, emergency management office) operating within one Port Area as a single eligible entity. Employer Identification Number (EIN) will help inform single eligible entity. o An eligible entity operating multiple facilities, departments, subcomponents, or agencies within a single Port Area may choose to submit separate applications for facilities, departments, subcomponents, or agencies within it, but any such separate applications will be considered part of the same eligible entity for purposes of the cost-share requirements and limited to 5 projects total. o If a single eligible entity chooses to have its components submit separate applications, each individual facility, department, subcomponent, or agency of that single eligible entity should submit no more than one application. For example, a police department should submit no more than one collective application. If an individual facility, department, subcomponent, or agency of an eligible entity submits more than one application for a single Port Area, FEMA reserves the discretion to consolidate the projects or determine which application(s) to approve or deny. Funding allocation decisions are based partially on Port Area risk. Therefore, no single application should include IJs for projects intended to be implemented in multiple Port Areas. Applications that include multiple port areas may be deemed ineligible in whole or part. For example, a state agency or facility operator that operates in multiple Port Areas must submit separate applications to fund projects in each Port Area. o multiple Port Areas. Such projects may be submitted within a primary Port Area for the project implementation. Proportionally, costs associated with entities or 7| Page FEMA Version 25-02 subcomponents that are not covered under an AMSP and are not instrumental to enhancing maritime security must not be included in the detailed budget worksheet or IJ and thereby prorating the cost of the project only to those facilities that are covered by the AMSP. b. Subapplicants Subapplicants and subawards are not allowed. Applicants are prohibited from applying on behalf of other, separate entities. Notwithstanding this prohibition, community-based projects for maritime security planning, training, exercises, port-wide cyber vulnerability assessments and cyber interoperability projects may include multiple beneficiaries (participants from other separate entities). Only recipient incurred expenses are eligible under PSGP rd awards, meaning that 3 party participating entities are responsible for their own incurred expenses. For example, a port authority hosts a large exercise and may receive funding for port authority personnel expenses, venue rental, and contracted design/development/conduct of the exercise, but other participating agencies are responsible for their own incurred expenses for personnel, fringe benefits, equipment, travel, etc. The primary purpose and use of PSGP funded equipment is for the recipient and only the recipient is permitted to take ownership of PSGP-funded equipment and other non-consumables until disposition actions are required. Vendor, manufacturer, or service provider submitted applications on behalf of potential c. All Recipients Compliance with Federal Immigration Laws An immigration term and condition may be material to the award, and the Department of Homeland Security may take any remedy for noncompliance, including termination, if the state or territorial recipient or any local government subrecipient fails to comply with this term and condition. No final agency determination has been made as of the date of this publication. B. Project Type a. Unallowable Project Types Eligibility See Section 3.F Program-Specific Unallowable Costs for more b. Allowable Project Types Costs generally need to fit within one of the categories listed below to be allowable under this program. 8| Page FEMA Version 25-02 Specific investments made in support of the NOFO funding priorities generally fall into one of the following allowable cost categories: Planning Operational Activities Equipment and Capital Projects Training and Awareness Campaigns Exercises Please see the Appendix A for more information on these allowable categories. Applicants who have questions about whether a cost is allowable under this program should contact their Preparedness Officer. C. Requirements for An application submitted by an otherwise eligible non-federal entity Personnel, Partners, (i.e., the applicant) may be deemed ineligible when the person that and Other Parties submitted the application is not: 1) a current employee, personnel, official, staff, or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application. Further, the Authorized Organization Representative (AOR) and Signatory Authority (SA) must be a duly authorized current employee, personnel, official, staff, or leadership of the recipient and provide an email address unique to the recipient at the time of application and upon any change in assignment during the period of performance. Consultants or contractors of the recipient are not permitted to be the AOR or SA of the recipient. It is the sole responsibility of the recipient to keep their points of contact for the organization up-to- date and accurate in all federal systems. D. Maximum The maximum number of applications that can be submitted is: Number of 1. One per eligible entity/subcomponent per Port Area Applications For additional information, see Eligible Entities/Entity Types E. Additional Applicants or recipients are required to certify their compliance with Restrictions federal statues, DHS directives, polices, and procedures. a. National Incident Management System (NIMS) Implementation Prior to allocation of any federal preparedness awards, recipients must ensure and maintain adoption and implementation of NIMS. The list of objectives used for progress and achievement reporting is on https://www.fema.gov/emergency- managers/nims/implementation-training. 9| Page FEMA Version 25-02 Please see the Preparedness Grants Manual for more information on NIMS. b. Compliance with Maritime Security Regulations As a condition of eligibility, all PSGP applicants must be fully compliant with relevant Maritime Security Regulations (33 C.F.R. Parts 101-106). Any applicant who, as of the grant application deadline, has an open or outstanding Notice of Violation (NOV) will not be considered for PSGP funding if: 1. The applicant has failed to pay the NOV within 45 days of receipt of the NOV and the applicant has failed to decline the NOV within 45 days of receipt of the NOV, resulting in the U.S. Coast Guard (USCG) entering a finding of default in accordance with 33 C.F.R. § 1.07- 11(f)(2); or 2. The applicant appealed the NOV pursuant to 33 C.F.R § 1.07- 70 and received a final appeal decision from the Commandant, USCG, as described in 33 C.F.R. § 1.07-75, and failed to come into compliance with the terms of the final appeal decision within the timelines noted herein. The local USCG Captain of the Port (COTP) will verify security compliance eligibility during the field review process. Eligibility does not guarantee grant funding. c. Ferry Systems Ferry systems are eligible to apply for PSGP funds. However, any ferry system electing to participate (e.g., submit an application) under the PSGP will not be eligible to participate (e.g., submit an application) under the Transit Security Grant Program (TSGP) and will not be considered for funding under the TSGP. Likewise, any ferry system that participates in the TSGP will not be eligible for funding under the PSGP. d. Foreign Adversarial System Users As proscribed in Section 825 of the National Defense Authorization Act (NDAA) for Fiscal Year 2024, Pub. L. No. 118-31 (2023), no funds may be awarded to any covered entity that utilizes or provides in part or in whole: the national transportation logistics public information platform () ministries, centers, agencies, or instrumentalities of the Government of information platform provided by or sponsored by th Republic of China, or a controlled commercial entity; or a similar system provided by Chinese state-affiliated entities. 10| Page FEMA Version 25-02 F. References for Please see the following references provided below: Eligibility Factors 1. within the NOFO 2. 3. subsection 4. FEMA may/will request financial information such as EIN and bank information as part of the potential award selection. This will apply to everyone prospered, including subrecipients. G.Cost Sharing Applicants selected for this award must commit to an acceptable cost Requirement share agreement. Otherwise, they will not be funded. H.Cost Share The PSGP has a cost-share requirement. The non-federal entity Description, Type contribution can be cash (hard match) or third-party in-kind (soft and Restrictions match), with the exception of construction activities, which must be a cash (hard) match. In-kind contributions are defined as third-party contributions per 2 C.F.R. § 200.306. All applicants will be required to commit to the cost-share requirement of each project at the time of application. The required cost share is based on and calculated against the total of all PSGP within a single Port Area. For example, if an entity operates multiple facilities under the same Unique Entity Identifier (UEI) within the same Port Area and each facility requests projects exempt of cost share due to being $25,000 or less, FEMA will view these projects collectively for purposes of determining the appropriate cost share and a cost share will be required if the total exceeds $25,000. As a result, multiple components within a single eligible entity (i.e., port authority, facility operator, local government, or state government) are strongly encouraged to coordinate their applications if they apply separately (even if addressing multiple, disparate projects within the Port Area) for these cost share purposes. Public-Sector Cost Share All public sector and non-governmental, nonprofit PSGP award recipientsmeaning recipients other than private, for-profit entitiesmust provide a non-federal entity contribution supporting 25% of the total of all project costs as submitted in the application and approved in the award. The non-federal contribution should be specifically identified for each proposed project. The non-federal contribution, whether cash or third-party in-kind match, has the same eligibility requirements as the federal share (e.g., operational costs for routine patrols are ineligible, and operational costs for overtime to conduct an approved exercise may be eligible as part of the IJ) and 11| Page FEMA Version 25-02 must be justified as part of the project within the investment justification. Because the statute at 46 U.S.C. § 70107(c)(1) states that the federal share shall not exceed 75% of the total cost, any application of the percentages that would result in a decimal will be rounded down in favor of the federal share not exceeding 75%, even if normal rounding standards would indicate rounding up in certain instances. In accordance with Public Law 96-205, title VI, section 601, Mar. 12,1980 as amended, 48 U.S.C. § 1469a(d), and OMB Controller Alert CA-23-04, Waiving Matching Fund Requirements for Insular Areas (Feb. 6, 2023), agencies are required to waive any requirement for local matching funds for grants to an Insular Area under $200,000, when the match is otherwise required by law. Insular Areas include the U.S. territories of American Samoa, Guam, the U.S. Virgin Islands, and the Commonwealth of the Northern Mariana Islands. For the four Insular Areas, agencies may waive the requirement for matching where the local match amount otherwise required by law is $200,000 or greater. For amounts $200,000 or greater it is at the shares either in part or in total. Private-Sector Cost Share Private, for-profit PSGP award recipients must provide a non- federal entity contribution supporting 50% of the total of all project costs as submitted in the application and approved in the award. The non-federal entity contribution should be specifically identified for each proposed project. The non-federal contribution, whether cash (hard) or third-party in-kind (soft), has the same eligibility requirements as the federal share (e.g., operational costs for routine patrols are ineligible, and operational costs for overtime to conduct an approved exercise may be eligible as part of the IJ) and must be justified as part of the project within the IJ. Ultimately, the recipient is responsible for ensuring that it contributes the proper cost share to its actual project costs. If actual total project costs exceed the projected total project costs stated in the Federal Award, the recipient will not receive any additional federal funding and will be responsible for contributing additional funds above the required cost match. If actual total project costs are less than the projected total project costs stated in the federal award, the recipient will be responsible for contributing a cost match calculated as a percentage of those actual project costs. 12| Page FEMA Version 25-02 Cash and third-party in-kind matches must consist of eligible costs (i.e., same allowability as the federal share) and must be identified as part of the submitted detailed budget worksheet. A cash-match includes cash spent for project-related costs, while a third-party in- kind match includes the valuation of in-kind services. The cost match requirement for the PSGP award may not be met by funds from another federal grant or assistance program, or by funds used to meet matching requirements for another federal grant program, unless otherwise permitted by federal statute. Likewise, third-party in-kind matches used to meet the matching requirement for the PSGP award may not be used to meet matching requirements for any other federal grant program. Additionally, normal routine operational costs cannot be used as a cost match unless a completely new capability is being complete the project. Please see 2 C.F.R. § 200.306, as applicable, for further guidance regarding cost matching. Exceptions to the Cost Match Requirements The following exceptions to the cost match requirement may apply: Port-Wide Benefit: The cost match requirements for projects that have a port-wide benefit need only to be funded at the public-sector matching fund level of 25% (with a federal share not to exceed 75% per 46 U.S.C. § 70107(c)(1)). These projects must be certified by the COTP as having a port-wide benefit. Examples of projects with a port-wide benefit include, but are not limited to: o Port-wide planning, training, and exercises; o Security camera systems with shared access; o Response vessels; and o Other maritime domain awareness systems. $25,000 or Less: There is no matching requirement for grant awards where the total project cost for all projects under the award is $25,000 or less in accordance with 46 U.S.C. § 70107(c)(2)(A). If multiple small projects for the same Port Area by the same entity (i.e., same UEI) are submitted totaling more than $25,000 under this exemption, a cost match is required to be demonstrated at the time of application. Public Safety Personnel Security Zone Training: There is no matching requirement for grants to train public safety personnel in the enforcement of security zones as defined by 46 U.S.C. § 70132 or in assisting in the enforcement of such safety p subdivision thereof), territorial, or tribal law enforcement officer, firefighter, or emergency response provider. 13| Page FEMA Version 25-02 Waiver Requests: Requests for cost match waivers as outlined in 46 U.S.C. § 70107(c) may be considered for successful applicants only after awards have been made. Applicants must have demonstrated the ability to comply with the cost match requirement at the time of application and since being awarded the grant, have experienced significant financial constraints as outlined in DHS/FEMA Information Bulletin (IB) 376, (i.e., specific economic issues preclude provision of the cost share identified in the original grant application). Cost share waiver requests that do not demonstrate new, post-award difficulties and cost share waivers submitted at the time of application will not be considered. Cost share waiver requests must comply with the process identified in IB 376. I.Cost Sharing PublicSector:If the federal award for a public sector recipient Calculation Example requires a 25% cost share and the total project cost is $100,000, then: Federal share is 75% of $100,000 = $75,000 Recipient cost share is 25% of $100,000 = $25,000 Private Sector:If the federal award for a private sector recipient requires a 50% cost share and the total project cost is $100,000, then: Federal share is 50% of $100,000 = $50,000 Recipient cost share is 50% of $100,000 = $50,000 J.Required Applicants should submit the following cost share(or match) information for documents: verifying Cost Share 1.FF-207-FY-23-108 (formerly 089-5) IJ-Budget subsection for more details. 3.ProgramDescription A.Background,Program Purpose, and Program History The Port Security Grant Program (PSGP) is one of four grant programs that constitute part of a comprehensive set of measures authorized by Congress and implemented by the potential terrorist attacks. The PSGP provides funds to state, local, territorial, and private sector maritime partners to support increased port-wide risk management and protect critical marine transportation system infrastructure from acts of terrorism, major disasters, and other emergencies. Cumulative funding for the PSGP from inception (2001) to present is approximately $3,378,610,706, representing approximately 5,000 grant awards dedicated specifically for enhancing maritime security capabilities throughout U.S. ports 14|Page FEMA Version 25-02 DHS is focused on the criticality of information sharing and collaboration inbuilding a national mindset of preparedness and protecting against terrorism and other threats to our national agencies and between the federal agencies and state and local authorities to share critical .However, the threat profile has changed in the past two decades. We now face continuouscyberattacks by sophisticated actors, as well as ongoing threats to soft targets and crowdedplaces, such as cruise -informedinvestment, collaboration, and resilience. To ensure that priorities reflect the current threatenvironment, Priority Areas (NPAs). The FY 2025 NPAs are: a.Enhancing the protection of soft targets and crowded places, i.This includes faith-based organizations and election sites; b.Supporting Homeland Security Task Forces and fusion centers; c.Enhancing and integrating cybersecurity resiliency; d.Enhancing election security; and e.Supporting Border Crisis Response and Enforcement. i.Example activities under border crisis response and enforcement support may include: 1.Participation in the Department of Homeland Security/Immigration and Customs Enforcement 287(g) training program; 2.Cooperation with Immigration and Customs Enforcement detainers; and 3.Other jurisdictional responsibilities to support the enforcement of United States immigration law. For FY 2025, the Administration encourages applicants to propose innovative solutions that support the broader homeland security mission reflected in the NPAs, as applicable. Applicants must clearly demonstrate how their proposed projects address an NPA and how they align with the stated purpose and objectives of this NOFO. Projects that do so will have their final review scores increased by a multiplier of 20%. For FY 2024,466applications were received and 203wereapproved for funding. For a full list of recipients, please refer to Information Bulletin (IB) 517a. B.Goals,Objectives, and Priorities Goals: The goal of PSGP is strengthened port-wide risk management and protection of critical surface transportation infrastructure from acts of terrorism, major disasters, and other emergencies. Objectives:PSGP provides resources that support port authorities;facility operators;and state, local, and territorial agencies inmeetingthe following objectives: 1.Build and sustain core capabilities of maritime infrastructure systems in alignment with theFY 2025 NPAs. 2.Address and close gaps identified in Area Maritime Security Plans and Facility Security Plans. 15|Page FEMA Version 25-02 3.Implement a comprehensive and coordinated (all-inclusive) approach to address enduring security needs of communities that includes planning, training and awareness campaigns, equipment and capital projects, and exercises. Priorities:Given the evolving threat landscape, it is incumbent upon DHS/FEMA to continuouslyevaluate the national risk profile and set priorities that help ensure appropriate allocationof scarce security dollars. TheFY 2025 NPAs current focus areas and may shape future guidance: 1.Enhancing the protection of soft targets and crowded places, a.This includes faith-based organizations and election sites; 2.Supporting Homeland Security Task Forces and fusion centers; 3.Enhancing and integrating cybersecurity resiliency; 4.Enhancing election security; and 5.Supporting Border Crisis Response and Enforcement. a.Example activities under border crisis response and enforcement support may include: b.Participation in the Department of Homeland Security/Immigration and Customs Enforcement 287(g) training program; c.Cooperation with Immigration and Customs Enforcement detainers; and d.Other jurisdictional responsibilities to support the enforcement of the United States immigration law. Enduring needs include: 6.Effective planning 7.Training and awareness campaigns 8.Equipment and capital projects 9.Exercises The table below provides a breakdown of theNPAs,andcore capabilities impacted, as well as examples of eligible maritime security project types for each area. More information on allowable investments can be found in the Funding Restrictions and Allowable Costs section below. As discussed in Section E, projects that sufficiently address one or more of the NPAs will have their final review scores increased by a multiplier of 20%. 16|Page FEMA Version 25-02 FY 2025 PSGP Funding Priorities All priorities in this table concern the Safety and Security and Transportation Lifelines. Priority Areas Core Capabilities Example Project Types National Priorities Enhancing the Operational coordination Physical security enhancements at cruise and ferry Protection of terminals Public information and warning Soft Targets and o Explosive detection canine teams Intelligence and Information Crowded Places o Security cameras (closed circuit television Sharing \[CCTV\]) Interdiction and disruption o Security screening equipment for people and Screening, search, and detection baggage Access control and identity o Access controls verification Landside fencing, gates, barriers, etc. Physical protective measures Marine (floating) barriers to prevent Risk management for protection access to sensitive berthing areas programs and activities Enhanced security aboard ferries o Explosive detection canine teams o Security cameras (CCTV) Rapid response boats for preventing or responding to security incidents on waterways, especially in and around airports, cruise terminals, ferry terminals, etc. Supporting Intelligence and information Establishing or enhancing multi-agency Homeland sharing Homeland Security Task Forces (HSTFs), Security Task including operational coordination centers Interdiction and disruption Forces and Enhancing capabilities and integration with local Public information and warning Fusion Centers fusion centers Operational coordination Procurement of technology or equipment to Risk management for protection support surveillance, communications, and data programs and activities analysis Development of standard operating procedures for information sharing, joint operations, and immigration enforcement coordination Personnel training, credentialing, and certification to improve interoperability and mission alignment Intelligence analysis, reporting, and suspicious activity monitoring Exercises and simulations focused on joint operations, intelligence sharing, or interdiction/disruption of criminal or smuggling networks Community engagement efforts to foster trust and encourage threat reporting Information sharing with all DHS components; fusion centers; other operational, investigative, and analytic entities; and other federal law enforcement and intelligence entities Cooperation with DHS and other entities in intelligence, threat recognition, assessment, analysis, and mitigation Identification, assessment, and reporting of threats of violence Intelligence analysis training, planning, and exercises 17| Page FEMA Version 25-02 Priority AreasCore Capabilities Example Project Types Coordinating the intake, triage, analysis, and reporting of tips/ leads and suspicious activity, to include coordination with the Nationwide Suspicious Activity Reporting (SAR) Initiative (NSI) Enhancing Cybersecurity Cybersecurity risk assessments Cybersecurity Intelligence and information Projects that address vulnerabilities identified in sharing cybersecurity risk assessments o Improving cybersecurity of critical port Planning infrastructure, such as cranes, to meet Public information and warning minimum levels identified by Cybersecurity Operational coordination and Infrastructure Security Agency, and the Screening, search, and detection National Institute of Standards and Access control and identity Technology Cybersecurity Framework verification (Version 1.1) or equivalent Supply chain integrity and o Adoption of cybersecurity performance goals security (CISA's Cross-Sector Cybersecurity Risk management for protection Performance Goals) programs and activities Cybersecurity training and planning Long-term vulnerability reduction Situational assessment Infrastructure systems Operational communications Enhancing Cybersecurity Prioritize compliance with the VVSG 2.0 Election established by the U.S. Election Assistance Intelligence and information Security Commission sharing Complete testing through a VSTL accredited by Planning the U.S. Election Assistance Commission Long-term vulnerability reduction Physical security planning and exercise support Situational assessment Physical/site security measures e.g., locks, Infrastructure systems shatter proof glass, alarms, access controls, etc. Operational coordination General election security navigator support Community resilience Cyber and general election security navigator support Cybersecurity risk assessments, training, and planning Projects that address vulnerabilities identified in cybersecurity risk assessments Iterative backups, encrypted backups, network segmentation, software to monitor/scan, and endpoint protection Distributed Denial of Service protection domain Online harassment and targeting prevention services Public awareness/preparedness campaigns discussing election security and integrity measures Long-term vulnerability reduction and community resilience 18| Page FEMA Version 25-02 Priority AreasCore Capabilities Example Project Types Supporting Training and awareness Staffing support to expand 287(g) screening Border Crisis operations within correctional facilities Community resilience Response and Operational overtime costs directly tied to 287(g) Operational coordination Enforcement screening, processing, and enforcement activities Risk management for protection Training programs for state and local law programs and activities enforcement officers in immigration law, civil rights protections, and 287(g) procedures Development or enhancement of information- sharing platforms between ICE and local agencies Procurement of screening, detection, and communications technology to support immigration enforcement activities Establishing secure and dedicated communication networks with ICE Field Offices Conducting joint training exercises with ICE and local law enforcement to test operational coordination Support for facilities upgrades, such as creating dedicated interview rooms and secure processing spaces Community engagement and public briefings to promote transparency and understanding of 287(g) operations and protections Enduring Needs Planning Planning Development of: o Port-wide Security Risk Management Plans Risk management for protection o Continuity of Operations Plans programs and activities o Response Plans Risk and disaster resilience o Port-wide and/or asset-specific vulnerability assessment assessments Threats and hazards identification o Efforts to strengthen governance integration Operational coordination between/among regional partners Community resilience Training and Long-term vulnerability reduction Active shooter training, including integrating the Awareness needs of persons with disabilities Public information and warning Shipboard firefighting training Operational coordination Public awareness/preparedness campaigns Situational assessment Maritime domain awareness projects Community resilience Equipment and Long-term vulnerability reduction Implementing risk management projects that Capital Projects support port resilience and recovery Infrastructure systems Implementing physical security enhancement Operational communications projects Interdiction and disruption Transportation Worker Identification Credential Screening, search, and detection projects Access control and identity Sharing and leveraging intelligence and verification information Physical protective measures Chemical, Biological, Radiological, Nuclear, and Supply chain integrity and Explosive prevention, detection response and security recovery equipment Threats and hazards identification Unmanned Aircraft Systems and detection Infrastructure systems technologies Intelligence and information sharing Exercises Long-term vulnerability reduction Response exercises 19| Page FEMA Version 25-02 Priority AreasCore Capabilities Example Project Types Operational coordination Operational communications Community resilience C.Program Rationale The stated goals, objectives, and priorities of PSGP support Section 102 of the Maritime Transportation Security Act of 2002 (Pub. L. No. 107-295, as amended) (46 U.S.C. § 70107)to implement Area Maritime Transportation Security Plans and facility security plans among port authorities, facility operators, and State and local government agencies. D.Federal Assistance Type Grant E.Performance Measures and Targets Performance metrics for this program are as follows: Percentage of funding allocated by the recipient to core capabilities to build or sustain the national priorities identified in Section Babove. F.Program-SpecificUnallowable Costs Specific unallowable costs forthePSGPinclude: Projects in which federal agencies are the primary beneficiary or that enhance federal property, including sub-components of a federal agency; Projects that study technology development for security of national or international cargo supply chains (e.g., e-seals, smart containers, container tracking or container intrusion detection devices); Proof-of-concept projects; Developmentof training; Projects that duplicate capabilities being provided by the Federal Government (e.g., vessel traffic systems); Business operating expenses (certain security-related operational and maintenance costs are allowable guidance); Transportation Worker Identification Credential (TWIC) card fees; Reimbursement of pre-award security expenses; Outfitting facilities, vessels, or other structures with equipment or items providing convenience rather than a direct security benefit. Examples of such equipment or items include but are not limited to office furniture, CD players, DVD players, AM/FM radios, TVs, stereos, entertainment satellite systems, entertainment cablesystems and other such entertainment media, unless sufficient justification is provided. This includes weapons and associated equipment (i.e., holsters, optical sights, and scopes), including but not limited to, non-lethal or less-than-lethal weaponry including firearms, ammunition, and weapons affixed to facilities, vessels, or other structures; Standard issue uniforms (other than maritime security personal protective equipment \[PPE\]); 20|Page FEMA Version 25-02 Expenditures for items such as general-use software, general-use computers, and related equipment (other than for allowable M&A activities, or otherwise associated preparedness or response functions), general-use vehicles and licensing fees; Land acquisitions and right of way purchases; Funding forstandard operations vehicles utilized for routine duties, such as patrol cars and fire trucks; Fuel costs (except as permitted for training and exercises); Exercise(s) that do not support maritime security preparedness efforts; Patrol vehicles and firefighting apparatus, other than thosechemical, biological, radiological, nuclear,and explosives(CBRNE)detection equipped vehicles for port area and/or facility patrol or response purposes; Specialty vehicles such as trucks for towing boat trailers/equipment and armored personnel carriers; Providing protection training to public police agencies or private security services to support protecting VIPs or dignitaries; Aircraft pilot training, including aircraft operations such as aircraft ditch training(does not include sUAS training when requested in conjunction with sUAS purchases); Post incident investigation training; Basic or advanced dive training (except marine unit CBRNE detection/response dive training); Training for personnel not primarily assigned to maritime security activities or MTSA required security personnel (e.g., vessel patrol officers, facility security officers); and Reimbursementfor the maintenance and wear and tear costs of general use vehicles (e.g., construction vehicles) and emergency response apparatus (e.g., fire trucks, ambulances, repair, or cleaning of PPE, etc.). G.General FundingRequirements Costs charged to federal awards (including federalandnon-federal cost sharefunds) must comply with applicable statutes, rules and regulations, policies, this NOFO, thePreparedness Grants Manual,and the terms and conditions of the federal award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered within the budget period. 2 C.F.R. § 200.403(h). Recipients may not use federal funds orany cost sharefundsfor the following activities: 1.Matching or cost sharing requirements for other federal grants and cooperative agreements (see 2 C.F.R. § 200.306). 2.Lobbying or other prohibited activities under 18 U.S.C. § 1913or2 C.F.R. § 200.450. 3.Prosecuting claims against the federal government or any other government entity (see 2 C.F.R. § 200.435). See thePreparedness Grants Manualfor more information on funding restrictions and allowable costs. H.Indirect Costs(Facilities and Administrative Costs) Indirect costs are allowed for recipientsof the PSGP. 21|Page FEMA Version 25-02 Indirectcosts (IDC)arecosts incurred for a common or joint purpose benefitting more than one cost objective and not readily assignable to specificcost objectiveswithoutdisproportionate effort.Applicants with a current negotiated IDC rate agreement who desire to charge indirect costs to a federal award must provide a copy of their IDC rate agreement with their applications. Not all applicants are required to have a current negotiated IDC rate agreement. Applicants that are not required to have a negotiated IDC rate agreement, but are required to develop an IDC rate proposal, must provide a copy of their proposal with their applications. Applicantswithouta current negotiated IDC rate agreement (including a provisional rate) and wish to charge the de minimis rate must reach out to FEMAfor further instructions. Applicants who wish to use a cost allocation plan in lieu of an IDC rate proposal must reach out to FEMAfor further instructions. See thePreparedness Grants Manualfor information on establishing indirect cost rates. I.Management and Administration (M&A) Costs M&A costs are allowedby theFull-Year Continuing Appropriations and Extensions Act, 2025, Pub. L. No. 119-4. Recipients may use up to their M&A costs. M&A activities are those defined as directly relating to the management and administration of PSGP funds, such as financial management and monitoring. M&A expenses must be based on actual expenses or known contractual costs. Requests that are simple percentages of the award, without supporting justification, will not be allowed orconsidered for reimbursement. PSGP funds may be used for the following M&A costs: Hiring full-time or part-time staff, including contractors and consultants, to execute the following: o o compliance with reporting/data collection requirements, including data calls; o Information collection and processing necessary to respond to FEMA data calls; o Domestic travel expenses related to PSGP grant administration (International travel is not an allowable cost under this program unless approved in advance by DHS/FEMA.); and o Acquisition of authorized office equipment, including personal computers or laptops for PSGP M&A purposes. M&A costs are not overhead costs but are necessary costs incurred in direct support of the federal award or as a consequence of it, such as travel, meeting-related expenses, and salaries of full/part-time staff in direct support of the program. As such, M&A costs can be itemized in financial reports. Other M&A cost examples include preparing and submitting required programmatic and financial reports, establishing and/or maintaining equipment inventory, documenting operational and equipment expenditures for financial accounting purposes, responding to official information requests from state and federal oversight authorities,and grant performance measurement or evaluation activities. If an applicant uses an outside consultant or contractor to provide pre-award grant writing services or post-award grant management services, the considerations and requirements in the and/o 22|Page FEMA Version 25-02 J.Pre-Award Costs Pre-award costs are not allowedand will not be approved, with the exception of costs resulting from pre-award grant writing services provided by an independent contractor that shall not exceed $1,500 per applicant per year. K.Beneficiary Eligibility There are no program requirementsfor beneficiary eligibility.This NOFO and any subsequent federal awards create no rights or causes of action for any beneficiary. L.Participant Eligibility Thereare no program requirementsforparticipant eligibility.This NOFO and any subsequent federal awards create no rights or causes of action for any participant. M.AuthorizingAuthority Section 102 of the Maritime Transportation Security Act of 2002 (Pub. L. No. 107-295, as amended) (46 U.S.C. § 70107) N.Appropriation Authority Full-Year Continuing Appropriations and Extensions Act, 2025, Pub. L. No. 119-4, § 1101. O.Budget Period There will be only a single budget period with the same start and end dates as the period of performance. P.Prohibition on Covered Equipment or Services See the Preparedness Grants Manualfor information on prohibitions on expending funds on covered telecommunications and surveillance equipment and services. 4.Application Contents and Format A.Pre-Application, Letter of Intent, and Whitepapers ThePSGP does not require nor will staff reviewpre-applications, letters of intent, or whitepapers. Applicants are encouraged to pre-socializeprojects with the USCG viaArea Maritime Security Committee(AMSC)meetings. B.Application Content and Format ThePSGP Investment Justification and Detailed Budget Worksheetarerequired to be completed in fulland attached within FEMA GO at the time of applicationsubmission to be considered for funding. or fail to attach the form in FEMA GO will not be considered for funding. C.Application Components Thefollowingforms or information are required to be submitted via FEMA GO. Applicants can complete these forms directly in FEMA GO without needing to upload PDF versions of the forms. The Standard Forms (SF) are also available at Forms | Grants.gov SF-424, Application for Federal Assistance 23|Page FEMA Version 25-02 Grants.gov Lobbying Form, Certification Regarding Lobbying SF-424A, Budget Information (Non-Construction) o For construction under an award, submit SF-424C, Budget Information (Construction), in addition to or instead of SF-424A SF-424B, Standard Assurances (Non-Construction) o For construction under an award, submit SF-424D, Standard Assurances (Construction), in addition to or instead of SF-424B SF-LLL, Disclosure of Lobbying Activities D.Program-Specific Required Documentsand Information The following program-specific forms or information are required to be submitted inFEMA GO: Associated Investment Justification (IJs) template with detailed budget(s); and Associated Memoranda of Understanding (MOU)/Memoranda of Agreement (MOA)is MOU/MOA Requirement for Security Services Providers below. a.PriorityInvestments urgent threats facing the Nation. PSGP supports the development and sustainment of core capabilities essential to achieving the National Preparedness Goal (NPG) To ensure strategic focus, DHS hasidentified five NPAs that reflect the evolving risk landscape and national policy objectives. These priorities serve as a framework for targeting investments that build capability, reduce risk, and promote cross-sector coordination. The FY 2025 NPAs are: 1.Enhancing the protection of soft targets and crowded places, a.This includes faith-based organizations and election sites; 2.Supporting Homeland Security Task Forces and fusion centers; 3.Enhancing and integrating cybersecurity resiliency; 4.Enhancing election security; and 5.Supporting Border Crisis Response and Enforcement. a.Example activities under border crisis response and enforcement support may include: b.Participation in the Department of Homeland Security/Immigration and Customs Enforcement 287(g) training program; c.Cooperation with Immigration and Customs Enforcement detainers; and d.Other jurisdictional responsibilities to support the enforcement of United States immigration law. 24|Page FEMA Version 25-02 These NPAs are rooted in the core mission areas of the NPGprevention, protection, mitigation, response, and recoveryand reflect a whole-of-government approach to homeland security. Applicants should use these priorities to guide planning, investment, andimplementation to drive measurable outcomes and long-term resilience. b.Additional Information 1.Soft Targets and Crowded Places Soft targets and crowded places are increasingly appealing to terrorists and other violent extremist actors because of their relative accessibility and the large number of potential targets. This challenge is complicated by the prevalent use of simple tactics and less sophisticated attacks. Segments of our society are inherently open to the general public, and by nature of their purpose do not incorporate strict security measures. Given the increased emphasis by terrorists and other violent extremist actorsto leverage less sophisticated methods to inflict harm in public areas, it is vital that the public and private sectors collaborate to enhance security of locations such as transportation centers, cruise terminals, ferry systems/terminals, and similar facilities. Additional resources and information regarding securing soft targets and crowded places are available through the Cybersecurity and Infrastructure Security Agency. 2.Supporting Homeland Security Task Forces and Fusion Centers Protecting the American People Against Invasion,which calls for the establishment of Homeland Security Task Forces (HSTFs) nationwide. These multi-agency teamscomposed of federal and local law enforcement partnersare tasked with disrupting and dismantling transnational criminal organizations, targeting cross-border human smuggling and trafficking networks (especially those involving children), and using all appropriate lawenforcement tools to support lawful immigration enforcement. Activities under this NPA also enhance broader national efforts in: Counterterrorism Cybersecurity Border security Immigration enforcement Transnational organized crime Protection of economic and critical infrastructure 3.Cybersecurity Cybersecurity investments must support the security and functioning of critical port infrastructure and core capabilities as they relate to achieving target capabilities related to preventing, preparing for, protecting against, or responding to acts of terrorismat maritime infrastructure facilities.Additional resources and information regarding cybersecurity and cybersecurity performance goals are available through the Cybersecurity and Infrastructure 25|Page FEMA Version 25-02 Security Agency,Cross-Sector Cybersecurity Performance Goals, and the National Institute of Standards and Technology. 4.Election Security elections as is of such vital importance to the American way of life that its incapacitation or destruction would have a devastating effect on the country.Additionally, the Homeland Threat Assessment 2024 indicates that electoral processes remain an attractive target for many adversaries. Securing election infrastructure, ensuring its continued operation in the face of threats and harassment, advancing the safety of election officials, and protecting against foreign interference are national security priorities. Because threats to election systems are constantly evolving, defending these systems requires constant vigilance, innovation, and adaptation. By integrating the directives of Executive Order 14248,Preserving and Protecting the Integrity of American Elections,into the Election Security NPA, recipients can ensure that their efforts contribute to a secure, transparent, and resilient electoral process, thereby reinforcing public trust and the integrity of democratic institutions. 5.Supporting Border Crisis Response and Enforcement State and local law enforcement agencies are essential partners in safeguarding national security and public safety. Pursuant to Executive Order 14159, Protecting the American People Against Invasion, it is the policy of the United States to enforce immigration laws against all inadmissible and removable aliensparticularly those who threaten the safety or security of the American people. This includes the efficient execution of these laws through lawful incentivesand enhanced detention capabilities. This NPA supports efforts that align with this policy and promote cooperation between local and federal partners. Projects may include, but are not limited to: Participation in the DHS/ICE 287(g) program, allowing trained local officers to support ICE with immigration enforcement; Cooperation with ICE detainers and other jurisdictional responsibilities related to immigration enforcement; and Supportive activities such as officer training, technology, and information sharing, operational support, and community engagement. a.InvestmentJustification(IJ) As part of the PSGP application process, applicants must use the current Office of Management and Budget (OMB) approved IJ templateon Grants.govto address each initiative being proposed submitted that do not use the OMB approved IJ template as provided will not be considered for funding. Applications with modified data fields, incomplete data fields, or are segmented into multiple attachments will not be considered for funding. A separate tab within the IJ template 26|Page FEMA Version 25-02 should be used for each proposed project. The detailed budget worksheet noted below is included in the IJ template. Section C above regarding the limitations on the number of applications per eligible entity or facilities, departments, subcomponents, or agencies within a single eligible entity. No single application or IJ may include projects intended to be implemented in different Port Areas, subject to the provisions of this section, below. Applicants may submit up to five IJs within a single application.Due to limited available funds, applicants are encouraged to include a statement within the IJ project description identifying a minimum funding level for a project to be feasible in the event that a project can only be partially funded based on available funds. IJs must demonstrate how proposed projects address gaps and deficiencies in one or more of the core capabilities outlined in the National Preparedness Goal (the Goal). In the IJ, the applicant must demonstrate the ability to provide enhancements consistentwith the purpose of the program and guidance provided by DHS/FEMA. PSGP projects must be both 1) feasible and effective at reducing the risks for which the project was designed; and 2) able to be fully completed within the 36-month period of performance. For information on the feasibility and effectiveness determination, please see the Review and Selection Process as outlined in this NOFO. For the purposes of a PSGP application, a Port Area is selected for funding based on the project location. Eligible entities that have facilities in multiple Port Areas should apply for projects based on the Port Area where the project/asset will be implemented, housed, or maintaineFor entities submitting applications for a single project that spans multiple Port Areas, such as one patrol vessel that may be deployed outside of the primary Port Area, the project location is considered to be the Port Area that will see the most benefit from the project. Large projects that implement multiple components in multiple Port Areas, such as state agency purchases of multiple patrol vessels for multiple Port Areas, must be submitted as separate applications (e.g., State Police vessel project in Port Area #1 is one application; State Police vessel project in Port Area #2 is a separate application). All eligible and complete applications will be provided to the applicable COTP for further review. Applicants seeking to participate in large-scale regional projects requiring the purchase of services or equipment should directly reference this need in their applications. Applicants should specify their portion of the requested project funding and role in the project. Applicants should also note if their portion of a project can be completed independently of the large-scale regional project. Applicants are prohibited from applying for equipment or other non-consumables intended to be solely used by another agency. posting. This IJ template must be used for each project submitted. Applicants must provide information in the following categories for each proposed investment: 1.Background; 2.Strategic and Program Priorities; 3.Impact; and 4.Funding/Implementation Plan. 27|Page FEMA Version 25-02 Applicants must use the following file naming convention when submitting an IJ as part of the PSGP: Name of Applicant_IJ Numbers (Example: XYZ Oil_IJ 1-3) b.DetailedBudget Detailed budget worksheets are incorporated within the PSGP IJ template. Applicants must use the IJ template provided. All applicants must complete the detailed budget worksheets for each corresponding project requested at the time of application. The detailed budget must be complete, reasonable, and cost-effective in relation to the proposed project and should provide the basis of computation of all project-related costs (including M&A costs) and any appropriate narrative. Review panels must be able to thoroughly evaluate the projects being submitted based on the information provided. Consequently, applicants must provide an appropriate level of detail within the budget detail worksheets to clarify what will be purchased and spent. Applications that do not include a detailed budget narrative will not be considered for funding. Detailed budgets often assist reviewers in determining what type of equipment or service is being purchased, which may assist in determining the effectiveness of a project. Additionally, a detailed budget must demonstrate the required cost share, either cash (hard) or third-party in-kind (soft), of the recipient based on the projected project cost. Applications failing to demonstrate the required cost share within the detailed budget will not be considered for funding. Cash and third-party in-kind matches must consist of eligible costs (i.e., same allowability as the federal share), reasonable and necessary to complete the project, and must be identified as part of the submitted budget detail worksheet. A cash (hard) match includes cash spent for project- related costs while a third-party in-kind (soft) match includes the valuation of in-kind services. The cost match requirement for a PSGP award may not be met by funds from another federal grant or assistance program or funds used to meet matching requirements for another federal grant program. Likewise, third-party in-kind matches used to meet the matching requirement for the PSGP award may not be used to meet matching requirements for any other federal grant program. Please see Section C of this NOFO, and reference 2 C.F.R. § 200.306 as applicable, for further guidance regarding cost matching. c.MOU/MOA Requirement for Security Services Providers State and local agencies that are identified in the AMSP of their respective COTP/Federal Maritime Security Coordinator as providing security services to one or more MTSA regulated facilities within a Port Area may apply for PSGP fundingand are not required to provide FEMA withan MOU/MOA. However, state, local, and territorial agencies that are not specifically identified in their respective AMSP but are otherwise required to provide port security services must have a signed MOU/MOA between the security service agency and the MTSA regulated facilities receiving these services within the applicant Port Area prior to receipt of PSGP fundingand must include an acknowledgement of the security services, roles, and responsibilities of all entities involved. This includes agencies or entities that are new to the port area or are newly participating in Area Maritime Security Committee activities but are not yet included in the AMSP. These entities must have an MOU/MOA with the respective MTSA regulated facility pending AMSP updates. This information must be maintained by the grant recipient and provided to DHS/FEMA upon request; or verification through the field review 28|Page FEMA Version 25-02 process that the agency is identified within the MOU/MOA as an entity that provides maritime security services or is otherwise required to provide port security services. The MOU/MOA must address the following points: 1.The nature of the security service that the applicant agrees to supply to the MTSA regulated facility (e.g., waterside surveillance, increased screening); 2.The roles and responsibilities of the MTSA regulated facility and the applicant during different Maritime Security levels; 3.An acknowledgement by the MTSA regulated facility that the applicant is part of the 4.An acknowledgmentthat the applicant will provide semi-annual progress reports on project status to the local applicable Area Maritime Security Committee and/or COTP. The signed MOU/MOA for state or local agencies providing security services to regulated entities should be submitted with the grant application as a file attachment within FEMA GO. A sample MOU/MOA can be found below. Applicants must use the following file naming convention for MOUs and MOAs: Name of Applicant_MOU (Example: Harris County_MOU) See the appendix in Section H.5 of this NOFO for a sample MOU/MOA.The sample MOU/MOA demonstrates all ofthe elements required in the PSGP NOFO for acceptance for review as part of a grant application from a state or local agency providing security services to MTSA-regulated entities. d.Sensitive Security Information (SSI) Requirements A portion of the information that is routinely submitted in the course of applying for funding or management activities under those programs that are under federal control is subjected to protection under SSI requirements and must be properly identified and marked. SSI is a control designation used by DHS/FEMA to protect transportation security related information. It is applied to information about security programs, vulnerability and threat assessments, screening processes, technical specifications of certain screening equipment and objects used to test screening equipment, and equipment used for communicating security information relating to air, land, or maritime transportation. Further information can be found in 49 C.F.R. §§ 1520.1- 15.20.19. For the purposes of the PSGP, and due to the high frequency of SSI found in IJs, all IJs shall be considered SSI and treated as such until they have been subject to review for SSI by DHS/FEMA. This means that applicants shall label these documents as SSI in accordance with 49 C.F.R. § 1520.13. E.Post-Application Requirements for Successful Applicants Not applicable. 29|Page FEMA Version 25-02 5. Submission Requirements and Deadlines A. Address to Request Application Package Applications are processed through the FEMA GO system. To access the system, go to https://go.fema.gov/. Steps Required to Apply for an Award Under this Program and Submit an Application: To apply for an award under this program, all applicants must: a. Apply for, update, or verify their Unique Entity Identifier (UEI) number and EIN from the Internal Revenue Service; b. In the application, provide an UEI number; c. Have an account with login.gov; d. Register for, update, or verify their SAM account and ensure the account is active before submitting the application; e. Register in FEMA GO, add the organization to the system, and establish the Authorized Organizational Representative (AOR) contact (eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see https://www.fema.gov/media- library/assets/documents/181607; f. Submit the complete application in FEMA GO; and g. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by a federal awarding agency. As part of this, applicants must also provide information -level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable. Per 2 C.F.R. § 25.110(a)(2)(iv), if an applicant is experiencing exigent circumstances that prevents it from obtaining an UEI number and completing SAM registration prior to receiving a federal award, the applicant must notify FEMA as soon as possible. Contact fema-grants- news@fema.dhs.gov and provide the details of the exigent circumstances. How to Register to Apply: General Instructions: Registering and applying for an award under this program is a multi-step process and requires time to complete. Below are instructions for registering to apply for FEMA funds. Read the instructions carefully and prepare the requested information before beginning the registration process. Gathering the required information before starting the process will alleviate last-minute searches for required information. The registration process can take up to four weeks to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission. Organizations must have a Unique Entity Identifier (UEI) number, Employer Identification Number (EIN), and an active System for Award Management (SAM) registration. 30| Page FEMA Version 25-02 Obtain a UEI Number: All entities applying for funding, including renewal funding, must have a UEI number. Applicants must enter the UEI number in the applicable data entry field on the SF-424 form. For more detailed instructions for obtaining a UEI number, refer to SAM.gov. Obtain Employer Identification Number: In addition to having a UEI number, all entities applying for funding must provide an Employer Identification Number (EIN). The EIN can be obtained from the IRS by visiting https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer- identification-number-ein-online. Create a login.gov account: Applicants must have a login.gov account in order to register with SAM or update their SAM registration. Applicants can create a login.gov account at: https://secure.login.gov/sign_up/enter_email?request_id=34f19fa8-14a2-438c-8323- a62b99571fd. Applicants only have to create a login.gov account once. For existing SAM users, use the same email address for bothlogin.gov andSAM.gov so that the two accounts can be linked. For more information on the login.gov requirements for SAM registration, refer to https://www.sam.gov/SAM/pages/public/loginFAQ.jsf. Register with SAM: In addition to having a UEI number, all organizations must register with SAM. Failure to register with SAM will prevent your organization from applying through FEMA GO. SAM registration must be renewed annually and must remain active throughout the entire grant life cycle. For more detailed instructions for registering with SAM, refer to:Register with SAM Note:per2 C.F.R. § 25.200,highest- level owner, subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the past three years, if applicable. Register in FEMA GO, Add the Organization to the System, and Establish the AOR: Applicants must register in FEMA GO and add their organization to the system. The need to be involved in this step. For step-by-step instructions, see FEMA GO Startup Guide. Note: FEMA GO will support only the most recent major release of the following browsers: Google Chrome; Mozilla Firefox; Apple Safari; and 31|Page FEMA Version 25-02 Microsoft Edge. Applicantsusingtablet type devices or other browsers may encounter issues with using FEMA GO. Submitting the FinalApplication: Applicants will be prompted to submit the standard application information and any program- specific information required.Standard Forms (SF) may be accessed in the Forms tab under the SF-424 family on Grants.gov. Applicants should review these forms before applying to ensure theyare providingall requiredinformation. After submitting the final application, FEMA GO will provide either an error message,or an email to the submitting AORconfirmingthetransmission was successfully received. B.Application Deadline 08/15/2505:00:00PM Eastern Time C.Pre-Application Requirements Deadline Not applicable. D.Post-Application Requirements Deadline Not applicable. E.Effects of Missing the Deadline All applications must be completed in FEMA GO by the application deadline. FEMA GO automatically records proof of submission andgenerates an electronic date/time stamp when FEMA GO successfully receives anapplication. The submittingAOR will receivevia emailthe official date/time stamp and a FEMA GO tracking number to serveas proof of timely submission prior to the application deadline. Applicants experiencingsystem-related issues haveuntil 3:00 PM ET on the date applications are dueto notify FEMA.No new system-related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted. 6.Intergovernmental Review A.Requirement Description and State Single Point of Contact A 7.Application Review Information A.Threshold Criteria Applicants who have existing or recently closed PSGP awards that,as of the date of publication of this NOFO,are non-compliant with 2 C.F.R. § 200.329 (Monitoring and reportingprogram performance) requirements; or have 2 or more instances of delinquent reporting within the past 12 months, will not be considered for funding. 32|Page FEMA Version 25-02 B.Application Criteria a.Overview The PSGP uses a risk-based methodology for making funding decisions whereby each Port This approach helps ensure that program funding is directed toward those Port Areas that present the highest risks in support of the Goala secure and resilient Nation. Please refer to the Preparedness Grants Manualfor further information on the Goal. PSGP will only fund those eligible projects that close or mitigate maritime security risk vulnerabilities gaps as identified in the applicable AMSP, FSP, VSP,and/or Port-wide Risk Management Plan (PRMP). Projects that enhance business continuity and resumption of trade within a Port Area will also be considered for funding. Projects submitted by a public sector applicant or projects otherwise certified by the USCG COTP as having a port-wide benefit (please see thecost match section of this NOFO for further information regarding what constitutes a port-wide benefit) will have their final scores increased by a multiplier of 10%. FY 2025PSGP applications will be evaluated through a three-part review and selection process that encompasses: 1) an Initial Screening; 2) a Field Review; and 3) a National Review. The PSGP scoring criteria applied in each step of this processare centric to projects addressing program authorizing legislation. The COTP field review will be provide FEMA a numerical listing of projects ranked in descending order. For example, a COTP with 10 projects to review will rank those projects from 110, with 1 being their highest ranked/most desired project to be funded. Project addresses national economic, energy, and strategic defense concerns based upon the most current risk assessments available, in combination with the authorities, responsibilities, and discretion vested by law to the COTP, and considering national PSGP and local COTP priorities, for their effectiveness in addressing or correcting Coast Guard identified security vulnerabilities in the marine transportation system. 0 = None; 1 = Minimal; 3 = Moderate; 9 = Significant b. National Review DHS/FEMA will lead a National Review. The National Review encompasses 1) a review by a panel of subject-matter experts (SME) from DHS/FEMA and other federal partners that validates the USCG COTP-led Field Review results; and 2) a detailed administrative/financial review of applications recommended for funding. As part of the National Review, the SME panel will increase the score of any proposed project that sufficiently addresses one or more of the NPAs by 20%.Projects that are not dedicated to specifically enhancing a National Priority will not receive a score increase (e.g., a port area patrol vessel that is not solely dedicated to patrolling the soft target/crowded place or a camera replacement project that includes a cybersecurity software installation will not receive a 20% score increase). To be considered for a 20% score increase, projects must be submitted as distinct and standalone, and dedicated to supporting an NPA. 33|Page FEMA Version 25-02 As part of the National Review, the SME panel may also recommend partial funding for individual projects and eliminate others that are determined to be duplicative or require a sustained federal commitment to fully realize the intended risk mitigation. In addition, the SME panel will validate proposed project costs.Decisions to reduce requested funding amounts or eliminate requested items deemed inappropriate under the scope of thePSGP will take into consideration the ability of the revised project to address the NPAsand whether it will achieve the intended risk mitigation goal.Historically, the PSGP has placed a high priority on providing full project funding rather than partial funding. Elements of the application considered during the National Review include the following as specified within this NOFO: Eligibility of an applicant; Allowable costs; Required cost share; and Alignment with program priorities. c.Risk Score Independent of the Field and National Reviews, a risk score will also be calculated for each Port Area in which an eligible entity applies for PSGP funding. A Port Area risk score will be calculated based on the relative threat, vulnerability, and consequences from acts of terrorism. The risk methodology used to calculate this score is focused on three elements: Threatlikelihood of an attack being attempted by an adversary; Vulnerabilitylikelihood that an attack is successful, given that it is attempted; and Consequenceeffect of an event, incident, or occurrence. The risk methodology determines therelative risk of terrorism faced by a given Port Area, considering the potential risk of terrorism to people, critical infrastructure, economic security, and national security missions. A risk and effectiveness prioritization will then be applied to the S following factors to produce a comprehensive national priority ranking of port security proposals: Relationship of the project to one or more of the National Priorities; Relationship of the project to the local port security priorities; Risk level of the Port Area in which the project would be located; o Those Port Areas that have a measurable risk of at least 1% of the overall maritime security risk based on the comprehensive DHS/FEMA risk methodology would be prioritized above those with less than 1% of the overall risk; o To ensure that the most effective projects are funded, the risk and effectiveness score; and Effectiveness and feasibility of the project to be completed in support of the priorities highlighted above during the period of performance. 34|Page FEMA Version 25-02 Projects recommended for funding will also receive a detailed administrative/financial review to ensure compliance with all program requirements. As a part of this, applications will be reviewed to ensure there are no ineligible costs, there is an appropriate nexus to maritime security, etc. FEMA may place a risk-based funding cap on Port Areas to ensure a broad distribution of program funds among multiple Port Areas. This will ensure that minimally effective projects in the highest risk Port Areas are not funded ahead of highly effective projects in lower risk Port Areas; however, this does not guarantee that Port Areas with minimal risk scores will receive funding. All funding recommendations will be provided to the inter-agency partners for concurrence. All final funding determinations will then be made by the Secretary of Homeland Security, who retains the discretion to consider other factors and information in addition to C.Financial Integrity Criteria Before making an award, FEMAis required to review OMB- eligibility and financial integrity information. This is required by the Payment Integrity Information Act of 2019 (Pub. L. No. 116-117, § 2 (2020)),41 U.S.C. § 2313,and . For more details, please see 2 C.F.R. § 200.206. Thus, theFinancial Integrity Criteriamay include the following risk-based considerations of the applicant: 1.Financial stability. 2.Quality of management systems and ability to meet management standards. 3.History of performance in managing federal award. 4.Reports and findings from audits. 5.Ability to effectively implement statutory, regulatory, or other requirements. D.Supplemental Financial Integrity Criteria and Review Beforemaking anaward expectedtoexceedthe simplified acquisition threshold (currentlya total federal share of $250,000)over the period of performance: 1.FEMAis required by 41 U.S.C. § 2313toreview or considercertain information found in SAM.gov. For details, please see 2 C.F.R. § 200.206(a)(2). 2.An applicantmay review andcomment on anyinformation in the responsibility/qualification records available inSAM.gov. 3.Before making decisions in the risk review required by 2 C.F.R. § 200.206,FEMAwill consider any comments by the applicant. E.Reviewers and Reviewer Selection NFederal agency working group member SMEs from USCG, Transportation Security Administration (TSA),Maritime Administration(MARAD),and FEMA. Administrative reviewers are comprised of full-time FEMA staff assigned to the PSGP.All reviewers are provided review guidelinesthat are aligned to this NOFO and include referencesto ensure consistency and standardization of reviews. 35|Page FEMA Version 25-02 F.Merit Review Process EachCOTP is responsible for establishing field reviews of applications submitted in support of his/her port area(s).In general, reviews are coordinated with local MARAD Gateway Directors. Seesection merit-based approach for application reviews. G.Final Selection FEMA summarizes a prioritized ranking of all projects recommended for funding based on Risk x Effectiveness (merit review). Recommended funding is then transmitted to the Secretary of Homeland Security for a final determination. 8. Award Notices A.Notice of Award TheAORshould carefully read the federal award package before accepting the federal award. The federal award package includes instructions on administering the federal award as well as terms and conditions for the award. Bysubmitting an application, applicants agree to comply with the prerequisites stated in this NOFO,thePreparedness Grants Manual,and the material terms and conditions of the federal award, should they receive an award. Recipients must accept their awards no later than 60days from the award date. Recipientsshall notify FEMA of theirintent to accept the award and proceed with work via the FEMA GO system. Funds will remain on hold until the recipient accepts the award viaFEMA GO and all other conditions of the award have been satisfied,or until the award is otherwise rescinded. Failure to accept a grant award within the specified timeframe may result in a loss of funds. B.Pass-Through Requirements Not Applicable. ThePSGP does not permit pass-through funding. C.Note Regarding Pre-Award Costs Even if pre-award costs are allowed, beginning performance prior to award acceptance is at the applicant and/or sub- D.Obligationof Funds FEMA will provide the federal award package to the applicant electronically via FEMA GO. Award packages include an Award Letter, Summary Award Memo, Agreement Articles, and Obligating Document. An award package notification email issent viathegrant application system to the submitting AOR. E.Notification to Unsuccessful Applicants Unsuccessful Applicants will be notified through the FEMA GO system after all successful st awards have been made,butnot sooner than October 1of the FY2025award cycle.Applicants may contact the program office for additional feedback. 36|Page FEMA Version 25-02 9.Post-Award Requirements and Administration A.Administrative and National Policy Requirements Presidential Executive Orders Recipients must comply with the requirements of Presidential Executive Orders related to grants (also known as federal assistance and financial assistance), the full text of which are incorporated by reference. In accordance with Executive Order 14305, Restoring American Airspace Sovereignty (June 6, 2025), and to the extent allowed by law, eligible state, local, tribal, and territorial grant recipients under this NOFO are permitted to purchase unmanned aircraft systems, otherwise known as drones, or equipment or services for the detection, tracking, or identification of drones and drone signals, consistent with the legal authorities of state, local, tribal, and territorial agencies. Recipients must comply with all applicable federal, state, and local laws and regulations, and adhere to any statutory requirements on the use of federal funds for such unmanned aircraft systems, equipment, or services. Subrecipient Monitoring and Management Pass-through entities must comply with the requirements for subrecipient monitoring and management as set forth in 2 C.F.R. §§ 200.331-333. B.DHS StandardTerms and Conditions A recipient under this funding opportunity must comply with the DHS Standard Terms and Conditions in effect asof the date of the federal award.The DHS Standard Terms and Conditions are availableonline:DHS Standard Terms and Conditions | Homeland Security. For continuation awards, the terms and conditions for the initial federal award will apply unless otherwise specified in the terms and conditions of the continuation award. The specific version of the DHS Standard Terms and Conditions applicable to the federal award will be in the federal award package. C.Financial ReportingRequirements See the Preparedness Grants Manualfor information on financial reporting requirements. D.Programmatic Performance Reporting Requirements See the Preparedness Grants Manualfor information on performance reporting requirements. E.Closeout Reporting Requirements See the Preparedness Grants Manualfor information on closeout reporting requirements and administrative closeout. Additional Reporting Requirements Anytime there is a chance in personnel for any of the awardees and/or subrecipients, their information needs to be submitted for approval (all the previous personal information identified). 37|Page FEMA Version 25-02 F.Disclosing Information per 2 C.F.R. § 180.335 See the Preparedness Grants Manualfor information on disclosing information per 2 C.F.R. § 180.335. G.Reporting of Matters Related to Recipient Integrity and Performance See the Preparedness Grants Manualfor information on reporting of matters related to recipient integrity and performance. H.Single Audit Report See the Preparedness Grants Manualfor information on single audit reports. I.Monitoring and Oversight Per2 C.F.R. § 200.337,DHS and its authorized representativeshavethe right of access to any records of the recipientpertinent to a Federal award toperformaudits, site visits, and any other official use. The right also the purpose of interview and discussion related to such documentsor the Federal award in general. Pursuant to this right and per 2 C.F.R. § 200.329, DHS may conduct desk reviews and make site visits to review and evaluate project accomplishments and management control systems as well as provide any required technical assistance. Recipients must respond in a timely and accurate manner to DHS requests for information relating to a federal award.See the Preparedness Grants Manualfor more information on monitoring and oversight. J.Program Evaluation Title I of the Foundations for Evidence-Based Policymaking Act of 2018, Pub. L. No. 115-435 (2019) (Evidence Act), PUBL435.PSurges federal agencies to use program evaluation as a critical tool to learn, improve delivery, and elevate program service and delivery across the analysis of one or more programs, policies, and organizations intended to assess their OMB A-11, Section 290 (Evaluation and Evidence-Building Activities) further outlines the standards and practices for evaluation activities. Federal agencies are required to specify any requirements for recipient participation in program evaluation activities (2 C.F.R. § 200.301). Program evaluation activities incorporated from the outset in the NOFO and program design and implementation allow recipients and agencies to meaningfully document and measure progress and achievement towards program goals and objectives, and identify program outcomes and lessons learned, as part of demonstrating recipient performance (2 C.F.R. § 200.301). As such, recipients are required to participate in a Program Office (PO) or a DHS Component- led evaluation, if selected. This may be carried out by a third-party on behalf of the PO or the DHS Component. Such an evaluation may involve information collections including but not limited to,records of the recipients;surveys, interviews, or discussions with individuals who benefit from the federal award, program operating personnel, and award recipients; and site visits or other observation of recipient activities, as specified in a DHS Component or PO-approved evaluation plan. More details about evaluation requirements may be provided in the federal 38|Page FEMA Version 25-02 award, if available at that time, or following the award as evaluation requirements are finalized. Evaluation costs incurred during the period of performance are allowable costs (either as direct or indirect) in accordance with 2 C.F.R.§ 200.413. Recipients are also encouraged, but not required, to participate in any additional evaluations after the period of performance ends, although any costs incurred to participate in such evaluations are not allowable and may not be charged to the federal award. K.Additional Performance Reporting Requirements. Not applicable. L.Termination of the Federal Award 1.Paragraph C.XL of the FY 2025 DHS Standard Terms and Conditions, v.3 sets forth a term listed below applies to the grant award and the term and condition in Paragraph C.XL of the FY 2025 DHS Standard Terms and Conditions, v.3 does not. 2. Termination of the Federal Award by FEMA FEMA may terminate the federal award in whole or in part for one of the following reasons identified in 2 C.F.R. § 200.340: a.If the recipient or subrecipient fails to comply with the terms and conditions of the federal award. b.With the consent of the recipient, in which case FEMA and the recipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated. c.If the federal award no longer effectuates the program goals or agency priorities. Under this provision, FEMA may terminate the award for these purposes if any of the following reasons apply: i.If DHS/FEMA, in its sole discretion, determines that a specific award objective is ineffective at achieving program goals as described in this NOFO; ii.If DHS/FEMA, in its sole discretion, determines that anobjective of the award as described in this NOFOwill be ineffective at achieving program goals or agency priorities; iii.If DHS/FEMA, in its sole discretion, determines that the design of the grant program is flawedrelative to program goals or agency priorities; iv.If DHS/FEMA, in its sole discretion, determines that the grant program is not aligned to either the DHS Strategic Plan, the FEMA Strategic Plan, or successor policies or documents; v.If DHS/FEMA, in its sole discretion, changes or re-evaluates the goals or priorities of the grant programand determines that the award will be ineffective at achieving the updated program goals or agency priorities; or 39|Page FEMA Version 25-02 vi.For other reasons based on program goals or agency priorities described in the termination notice provided to the recipient pursuant to 2 C.F.R. § 200.341. vii.statutory or regulatory authority, award terms and conditions, or other applicable laws. 3.Termination of a Subaward by the Pass-Through Entity The pass-through entity may terminate a subaward in whole or in part for one of the following reasons identified in 2 C.F.R. § 200.340: a.If the subrecipient fails to comply with the terms and conditions of the federal award. b.With the consent of the subrecipient, in which case the pass-through entity and the subrecipient must agree upon the termination conditions. These conditions include the effective date and, in the case of partial termination, the portion to be terminated. c.Ifthe pass-has beenterminated the pass-through recipient will terminate its subawards. 4.Termination by the Recipient or Subrecipient The recipient or subrecipient may terminate the federal award in whole or in part for the following reason identified in 2 C.F.R. § 200.340: Upon sending FEMA or pass-through entity a written notification of the reasons for such termination, the effective date, and, in the case of partial termination, the portion to be terminated. However, if FEMA or pass-through entity determines that the remaining portion of the federal award will not accomplish the purposes for which the federal award was made, FEMA or thepass-through entity may terminate the federal award in its entirety. 5.Impacts of Termination a.When FEMA terminates the federal award prior to the end of the period of performance federal award, FEMA will report the termination in SAM.gov in the manner described at 2 C.F.R. § 200.340(c). b.When the federal award is terminated in part or its entirety, FEMA orthepass-through entity and the recipient or subrecipient remain responsible for compliance with the requirements in 2 C.F.R. §§ 200.344 and 200.345. 6.Notification requirements FEMA or the pass-through entity must provide written notice of the termination in a manner consistent with 2 C.F.R. § 200.341. The federal award will be terminated on the date of the notification unless stated otherwise in the notification. 7.Opportunities to Object and Appeals Where applicable, when FEMA terminates the federal award, the written notification of termination will provide the opportunity and describe the process to object and provide 40|Page FEMA Version 25-02 information challenging the action, pursuant to 2 C.F.R. § 200.342. 8.Effects of Suspension and Termination The allowability of costs to the recipient or subrecipient resulting from financial obligations incurred by the recipient or subrecipient during a suspension or after the termination of a federal award are subject to 2 C.F.R. §200.343. M.Best Practices While not a requirement in the DHS Standard Terms and Conditions, as a best practice: Entities receiving funds through this program should ensure that cybersecurity is integrated into the design, development, operation, and maintenance of investments that impact information technology (IT) and/ or operational technology (OT) systems. subrecipient must take reasonable cybersecurity and other measures to safeguard information C.F.R. § 200.303(e). N.Payment Information Recipients will submit payment requests in FEMA GO for FY25 awards under this program. Instructions to Grant Recipients Pursuing Payments FEMA reviews all grant payments and obligations to ensure allowability in accordance with 2 support and prioritize communities who rely on FEMA for assistance. Once a recipient submits a payment request, FEMA will review the request. If FEMA approves a payment, recipients will be notified by FEMA GO and the payment will be delivered pursuant to the recipients SAM.gov Processing and Payment Timeline FEMA must comply with regulations governing payments to grant recipients. See 2 C.F.R. § 200.305. For grant recipients other than States, 2 C.F.R. § 200.305(b)(3)stipulates that FEMA is to make payments on a reimbursement basis within 30 days after receipt of the payment request, unless FEMA reasonably believes the request to be improper. For state recipients, 2 C.F.R. § 200.305(a)instructs that federal grant payments are governed by Treasury-State Cash Management Improvement Act (CMIA) agreements ("Treasury-State agreement") and default procedures codified at 31 C.F.R. part 205andTreasury Financial Manual (TFM) 4A-2000, "Overall Disbursing Rules for All Federal Agencies."See2 C.F.R. § 200.305(a). Treasury- governed by 31 C.F.R. part 205, subpart Aand are identified in the Treasury-State agreement. 31 C.F.R. §§ 205.2,205.6 31 C.F.R. part 205, subpart B by the state and must time the disbursement to be in accord with the actual, immediate cash 41|Page FEMA Version 25-02 amount of funds transfers must be as close as is administratively feasible to a state's actual cash outlay for direct program costs and the proportionate share of any allowable indirect costs." 31 C.F.R. § 205.33(a). 31 C.F.R. part 205, subpart B. If additional information is needed, a request for information will be issued by FEMA to the recipient; recipients are strongly encouraged to respond to any additional FEMA request for information inquiries within three business days. If an adequate response is not received, the request may be denied, and the entity may need to submit a new reimbursement request; this will re-start the 30-day timeline. Submission Process All non-disaster grant program reimbursement requests must be reviewed and approved by FEMA prior to drawdowns. For all non-disaster reimbursement requests (regardless of system), please ensure submittal of the following information: 1.Grant ID / Award Number 2.Total amount requested for drawdown 3.Purpose of drawdown and timeframe covered (must be within the award performance period) 4. SubrecipientFunding Details (if applicable). Is funding provided directly or indirectly to a subrecipient? o Ifno,a subrecipient Ifyes, provide the following details: o The name, mission statement, and purpose of each subrecipientreceiving funds, along with the amount allocated and the specific role or activity being reimbursed. o Whether the subrecipient of whether FEMA funds support such activities. o Whether the payment request includes an activity involving support to aliens. o Whether the subrecipient has any DEI practices. 5.Supporting documentation to demonstrate that expenses are allowable, allocable, reasonable, and necessary under 2 CFR part 200 NOFO, award terms, and applicable federal regulations. O. Immigration Conditions 1.Materialityof Pending Immigration Condition An immigration term and condition, including those in the DHS Standard Terms and Conditions, may be material to, and the Department of Homeland Security may take any remedyfornoncompliance,including termination,ifthestateorterritorialrecipient or any local government subrecipient fails to 42|Page FEMA Version 25-02 comply withthis term and condition. Nofinal agency decisionhas been made as of the date of this publication. 10.Other Information A.Period of Performance Extension Extensions to the period of performanceareallowed. See the Preparedness Grants Manualfor information on period of performance extensions. B.Other Information a.Environmental Planning and Historic Preservation (EHP) Compliance See the Preparedness Grants Manualfor information on EHP compliance. b.Procurement Integrity See the Preparedness Grants Manualfor information on procurement integrity. c.Financial Assistance Programs for Infrastructure 1. Buy America Act (BABAA), which was enacted as part of the Infrastructure Investment and Jobs Act §§ 70901-70927,Pub.L.No.117-58(2021);andExecutiveOrder14005,Ensuringthe Future. See also 2 C.F.R. Part 184, Buy America Preferences for Infrastructure Projectsand Office of Management and Budget (OMB), Memorandum M-24-02, Implementation Guidance on Application of Buy America Preference in Federal Financial Assistance Programs for Infrastructure. Noneofthefundsprovidedunderthisprogrammaybeusedforaprojectforinfrastructure unless the iron and steel, manufactured products, and construction materials used in that infrastructure are produced 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. As such, 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 projectbutarenotan integralpartofthestructureorpermanentlyaffixedtotheinfrastructure project. To see whether a particular FEMA federal financial assistance program is considered an infrastructureprogramandthusrequired requirements, pleaseseePrograms and Definitions: Build America, Buy America Act | FEMA.gov. 2.Waivers Whennecessary,recipientsmayapply for, and FEMA may grant, a waiver from these requirements. 43|Page FEMA Version 25-02 Awaiverofthedomesticcontentprocurementpreferencemaybegrantedbytheagency awarding official if FEMA determines that: Applyingthedomesticcontentprocurementpreferencewouldbeinconsistentwith the public interest, or The types of iron, steel, manufactured products, or construction materials are not producedintheUnitedStatesinsufficientandreasonablyavailablequantitiesorofa satisfactory quality, or The inclusion of iron, steel, manufactured products, or construction materials producedin theUnitedStateswillincreasethecostoftheoverallprojectbymore than 25%. TheprocessforrequestingawaiverfromtheBuyAmericapreference requirements can be found "Buy America" Preference in FEMAFinancial Assistance Programs for Infrastructure | FEMA.gov. 3.Definitions For definitions of the key terms of the Build America, Buy America Act, please visit Programs and Definitions: Build America, Buy America Act | FEMA.gov. d.Mandatory Disclosures The non-Federal entity or applicant for a federalaward must disclose, in a timely manner, in writing to the federal awarding agency or pass-through entity all violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. 2 C.F.R. § 200.113. e.Adaptive Support Pursuant to Section 504 of the Rehabilitation Act of 1973, recipients of FEMA financial assistance must ensure that their programs and activities do not discriminate against qualified individuals with disabilities. f.Record Retention See the Preparedness Grants Manualfor information on record retention g.Actions to Address Noncompliance See the Preparedness Grants Manualfor information on actions to address noncompliance. h.Audits See the Preparedness Grants Manualfor information on audits. 44|Page FEMA Version 25-02 11. Appendix A: Allowable Costs A.Planning PSGP funds may be used for the following types of planning activities: 1.Development or updating of port wide risk mitigation plan (PRMP), including the conduct of port security vulnerability assessments as necessary to support plan update/development; 2.Development and enhancement of security plans and protocols within the AMSP, PRMP, and the Business Continuity and Resumption of Trade Plans (BCRTP) in support of maritime security and risk mitigation planning; 3.Materials required to conduct planning activities noted in this section; 4.Travel and per diem related to the professional planning activities noted in this section; 5.Coordination and information sharing with fusion centers; 6.Planning activities related to alert and warning capabilities; 7.Conducting risk and resilience assessments on increasingly connected cyber and physical systems, on which security depends, using the Infrastructure Resilience Planning Frameworkand related CISA resources; 8.Other port wide maritime security project planning activities, which emphasize the ability to adapt to changing conditions and be prepared to withstand, and recover from, disruptions due to emergencies with prior approval from FEMA; and 9.Backfill, overtime, hiring of part-time temporary personnel, and contractors or consultants to assist with planning activities. Copies of PSGP-funded plans must be made available to FEMA and the U. S. Coast Guard (USCG) upon request. B.Operational Activities a.Explosive Detection Canine Teams (EDCTs) Use of canines (K-9) for explosive detection is one of the most effective solutions for the detection of vehicle-borne IEDs. When combined with the existing capability of a port or ferry security/police force, the added value provided through the addition of a canine team is significant. EDCTs are a proven, reliable resource to detect explosives and are a key component in a balanced counter-sabotage program. Eligibility for funding of EDCTs is restricted to: 1.U.S. Ferry Systems regulated under 33 C.F.R. Parts 101, 103, 104, and the passenger terminals these specific ferries service under 33 C.F.R. Part 105; 2.Maritime Transportation Security Act (MTSA) regulated facilities; and 3.Port authorities, port police, and local law enforcement agencies that provide direct layered security for these U. S. Ferry Systems and MTSA-regulated facilities, and are defined in an AMSP, Facility Security Plan (FSP), or Vessel Security Plan (VSP). Applicants may apply for up to $450,000 ($150,000/year for three years) per award to support this endeavor. At the end of the grant period (36 months), recipients will still be responsible for continuing the heightened level of capability provided by the EDCT. A sustainment plan must -month period beyond the period of performance of the award. 45|Page FEMA Version 25-02 b.Eligible EDCT Costs Funds for these EDCTs may notbe used to fund drug detection and apprehension technique training. Only explosives detection training for EDCTs will be funded. The PSGP EDCT funds may only be used for new or expanded capabilities/programs and cannot be used to pay for existing K-9 teams, personnel, or K-9 training costs already supported by the port area. Repair and replacement of existing EDCT equipment is allowed. Eligible costs include: 1.Contracted K-9 and handler providing services in accordance with PSGP guidance; 2.Salary and fringe benefits of new full-or part-time K-9 handler positions; 3.Training and certifications (travel costs associated with training for new or expanded full or part time agency handlers, and canines are allowable); 4.K-9 and handler equipment costs; 5.Purchase and train a new K-9 and handler for CBRNE detection; and 6.K-9 maintenance costs including but not limited to veterinary, housing, and feeding costs. Ineligible EDCT costs include, but are not limited to: 1.Hiring costs, including costs associated with initial police academy training of new officers; 2.Meals and incidentals associated with travel for initial certification; 3.Vehicles modified to be used solely to transport canines; and 4.Repair or replacement of unallowable equipment. For additional information on EDCTs, see the Preparedness Grants Manual. C.Equipment and Capital Projects Equipment costs are allowed under this program. Please see the Preparedness Grants Manualfor more information. Additionally, recipients that are using PSGP funds to support emergency communications equipment activities must comply with the SAFECOM Guidance on Emergency Communications Grants, including provisions on technical standards that ensure and enhance interoperable communications. For more information about SAFECOM, see the Preparedness Grants Manual. a.Equipment Acquisition PSGP funds may be used for the following categories of equipment. A comprehensive listing of allowable equipment categories and types is found in the Authorized Equipment List(AEL). Requests for vehicles of any type are subject to secondary review and approval by the National Review Panel. These costs include: 1.Personal Protective Equipment (PPE) for maritime security providers, such as ballistic protective body armor (not including uniforms); 2.CBRNE response and remediation equipment for maritime security providers; 3.CBRNE decontamination equipment for direct maritime security providers and MTSA- regulated industry; 4.CBRNE detection-equipped patrol vehicles(not including armored personnel carriers or tow trucks),provided they will be used exclusively for port/facility CBRNE detection 46|Page FEMA Version 25-02 security operations. A CBRNE detection equipped patrol vehicle must include specifically identified, permanently mounted detection equipment; 5.Trailers (not vehicles) designed to carry maritime security equipment essential to maritime security, mitigation, and response (such as boat trailers, dive trailers, or mobile command trailers); 6.Mobile Command Centers only when validated by the COTP as essential to address a specifically required capability outlined in the approved AMSP.This does not include prime movers (tow-trucks), personnel carriers, or equipment transport vehicles; 7.CBRNE detection-equipped and patrol watercraft vessel/small boat used to directly support maritime security for a facility or within a Port Area on a routine basis (CBRNE detection equipment requested with the watercraft/small boat in the IJ must be listed and also detailed in the budget). However, a vessel is not required to be CBRNE equipped; 8.Marine firefighting vessels, provided they are outfitted with CBRNE detection equipment and are designed and equipped to meet NFPA 1925: Standard on Marine Fire-Fighting Vessels; 9.Firefighting foam and Purple-K Powder (PKP) may be purchased by public fire departments that have jurisdictions in a port area and would respond to an incident at an MTSA regulated facility; MTSA facilities may also receive funding for this purpose. Funding will be limited to a one-time purchase based on a worst-case incident at the facility or facilities; 10.Information-sharing technology; components or equipment designed to share maritime security risk information and maritime all-hazards risk information with other agencies (equipment must be compatible with generally used equipment); 11.Maritime security risk mitigation interoperable communications equipment, including alert and warning capabilities; 12.Terrorism incident prevention and response equipment for maritime security risk mitigation; 13.Physical security enhancements, to include TWIC projects (e.g., card readers, fences, blast resistant glass, turnstiles, hardened doors, and vehicle gates) at maritime facilities; 14.Portable fencing, closed-circuit televisions (CCTVs), passenger vans, minibuses, etc. to support secure passage of vessel crewmembers through a MTSA regulated facility; 15.Equipment that enhances continuity capabilities, such as interoperable communications, intrusion prevention/detection, physical security enhancements, software and other equipment needed to support essential functions during a disruption to normal operations; 16.Generators with appropriate capability (size) to provide back-up power to security systems and equipment that support Maritime Domain Awareness (not including routine operational capabilities): Access control equipment and systems; Detection and security surveillance equipment; and Enhancement of Command-and-Control facilities. 17.Equipment for new personnel, such as personal protective equipment, is an allowable expense. Weapons and equipment associated with weapons maintenance/security (e.g., firearms, ammunition, and gun lockers) are not allowable. Recipients may purchase maritime security equipment not listed on the AEL, but only if they first seek and obtain prior approval from FEMA. 47|Page FEMA Version 25-02 b.Requirements for Small Unmanned Aircraft Systems For information on sUAS allowability, please see the Preparedness Grants Manual. c.Improvised Explosive Device (IED) and CBRNE Prevention, Protection, Response, Recovery Capabilities Port areas should continue to enhance their capabilities to prevent, detect, respond to, and recover from terrorist attacks employing IEDs, CBRNE devices, and other non-conventional weapons. Please refer to DHS Small Vessel Security Strategy (Apr. 2008). d.Sonar Devices The four types of allowable sonar devices are: imaging sonar, scanning sonar, side scan sonar, and three-dimensional sonar. These types of sonar devices are intended to support the detection of underwater improvised explosive devices and enhance maritime domain awareness. The eligible types of sonar, and short descriptions of their capabilities, are provided below: 1.Imaging Sonar: A high-- narrow field of view. The sonar system can be pole-mounted over the side of a craft or hand-carried by a diver. 2.Scanning Sonar: Consists of smaller sonar systems that can be mounted on tripods and lowered to the bottom of the waterway. Scanning sonar produces a panoramic view of the surrounding area and can cover up to 360 degrees. 3.Side Scan Sonar: Placed inside a shell and towed behind a vessel. Side scan sonar produces strip-like images from both sides of the device. 4.Three-Dimensional Sonar: Produces 3-dimensional imagery of objects using an array receiver. e.Physical Security Physical security is security measures that are designed to deny unauthorized access to facilities, equipment, and resources and to protect personnel and property from damage or harm (such as espionage, theft, or terrorist attacks). Physical security involves the use of multiple layers of interdependent systems and techniques. Physical security has been a focus of PSGP since the -regulated facilities against attacks. Law enforcement may contribute to physical security through patrols; however, patrol vessels generally enhance multiple core capabilities with a focus on CBRNE detection, deterrence, and response. Funding through PSGP for physical security projects should be onlydirected toward those projects that address identified MTSA required activities and identified in the entity FSP and/or the port area AMSP. Some examples of funded projects include TWIC-related equipment, fencing, lighting, gates, and CCTV. Physical security projects typically require EHP review prior to obligating PSGP funds. f.Capital (Construction) Projects Guidance See the Preparedness Grants Manualfor more information about PSGP Capital (Construction) Projects Guidance. g.Controlled Equipment For decades, the federal government has provided equipment to state, local, territorial, and tribal law enforcement agencies (LEAs) through federal grants. Some federal grant programs have 48|Page FEMA Version 25-02 assisted LEAs as they carry out their critical missions to keep the American people safe. The equipment acquired by LEAs through these programs includes administrative equipment, such as office furniture and computers. Some federal grant programs also may include military and military-styled equipment, firearms, and tactical vehicles provided by the federal government, including property covered under 22 C.F.R. Part 121 and 15 C.F.R. Part 774 (collectively, However, not all equipment that is considered controlled equipment is allowable under the allowable under the PSGP. And for the procurement of certain controlled equipment that is allowable under the PSGP, there are additional submission requirements and reviews that must be met before DHS/FEMA will permit funding to be used for this purpose, including but not limited to the provision of policies and procedures in place civil rights, and civil liberties. DHS/FEMA will continue to collaborate with federal agency partners to ensure that there is a consistent and reasonable approach to the restrictions placed on controlled equipment expenditures while continuing to support these investments when there is a justifiable need. Further, DHS/FEMA will continue to maintain an awareness of the evolving policy developments related to controlled equipment expenditures and keep grant recipients up to date on future developments. Grant funds under this program may not be used for the purchase of equipment not approved by DHS/FEMA. The purchase of weapons and weapons accessories, including ammunition, is not allowed with PSGP funds. Grant funds under this program may not be used for the purchase of the following equipment: 1) firearms; 2) ammunition; 3) grenade launchers; 4) bayonets; or 5) weaponized aircraft, vessels, or vehicles of any kind with weapons installed. Additional information on controlled equipmentispending publication.P websitefor current and upcoming guidance. h.Cybersecurity Projects PSGP funds may be used for projects that enhance the cybersecurity of: 1.Access controls; 2.Sensors; 3.Security cameras; 4.Badge/ID readers; 5.Industrial Control System (ICS)/Supervisory Control and Data Acquisition (SCADA) systemsfor cranes and other port infrastructure; 6.Process monitors and controls (such as firewalls, network segmentation, predictive security cloud, etc.); and 7.Passenger/vehicle/cargo security screening equipment (cybersecurity assessments are allowable). When requesting funds for cybersecurity, applicants are encouraged to propose projects that would aid in implementation of all or part of the Framework for Improving Critical Infrastructure 49|Page FEMA Version 25-02 Cybersecurity, Version 1.1 and Technology (NIST), or other similar sources. The Framework gathers existing international standards and practices to help organizations understand, communicate, and manage their cyber risks. For organizations that do not know where to start with developing a cybersecurity program, the Framework provides initial guidance. For organizations with more advanced practices, the Framework offers a way to improve their programs, such as better communication with their leadership and suppliers about management of cyber risks. in protecting U.S.-based public and private entities and combines key elements of capabilities olution relative to the outcomes of the Cybersecurity Framework. Specifically, ECS offers intrusion prevention and analysis services that help U.S.-based companies and SLTT governments defend their computer systems against unauthorized access, exploitation, and data exfiltration. ECS works by sourcing timely, actionablecyber threat indicators from sensitive and classified Government Furnished Information (GFI). DHS then shares those indicators with accredited Commercial Service Providers (CSPs). Those CSPs in turn use the indicators to block certain types of malicious t networks. Groups interested in subscribing to ECS must contract directly with a CSP in order to receive services. Please visit http://www.cisa.gov/enhanced-cybersecurity-services-ecs for a current list of ECS CSP points of contact. span multiple port area facilities. Hub and spoke cybersecurity projects may affect a parent rtners, in multiple port areas to provide a port-wide benefit. Such projects may be submitted within a primary Port Area for the project implementation. For example, an applicant in a major portmay submit a hub and spoke project within their primaryport area which includes system hardening throughout the that port,as well as two adjacent ports. Proportionally, costs associated with entities or subcomponents that are not covered under an AMSP and are not instrumental to enhancing maritime security must not be included in the detailed budget worksheet or investment justification and thereby prorating the cost of the project only to those facilities that are covered by the AMSP. Following the example noted above, the applicant may not include costs associated with cybersecurity of their non-maritime facilities, such as a non- MTSA regulated facility located inlandfrom the port. Hub and spoke projects are limited only to the enhancement of maritime security as outlined in this section and may not include non- maritime systems or facilities. Please clearly identify hub and spoke projects as such within your IJ and consult your COTP to verify project applicability to enhancing maritime security. Cybersecurity projects should address risks to the marine transportation system and/or Transportation Security Incidents (TSIs) outlined in the applicable AMSP, or priorities prescribed under applicable FSP or VSP, as mandated under the MTSA or the PRMPs. At the port level, examples of cybersecurity projects include but are not limited to projects that enhance the cybersecurity of access control, sensors, security cameras, badge/ID readers, ICS/SCADA systems, process monitors and controls (such as those that monitor flow rates, valve positions, tank levels, etc.), security/safety of the ship-to-port-to-facility-to-intermodal 50|Page FEMA Version 25-02 interface, and systems that control vital cargo machinery at the ship/shore interface (such as cranes, manifolds, loading arms, etc.), and passenger/vehicle/cargo security screening equipment. Vulnerability assessments are generally not funded under PSGP. However, considering the evolving malicious cyber activity, the relative novelty of cybersecurity as a priority within the program, and the need to adopt best practices included in the voluntary Cybersecurity Framework, vulnerability assessments may be funded as contracted costs. Port-wide assessments are eligible and must demonstrate that the assessment includes port area partners and are necessary to be completed as a single project to ensure a comprehensive evaluation of port area cyber security vulnerabilities. Personnel costs (other than M&A) are not an allowable expense for conducting these assessments. CISA offers free resources to assist with initial assessments, please see https://www.cisa.gov/cyber-resource-hubfor additional information. Applicants are encouraged to utilize free resources prior to requesting funds under this program. Copies of completed cybersecurity assessments funded under PSGP that impact the maritime transportation system, lead to a under 46 U.S.C. § 70101(6)), or are otherwise related to systems, personnel, and procedures addressed by the facility and vessel plan shall be made available to FEMA and/or the local COTP upon request. The results of these cybersecurity assessments may be designated as Sensitive Security Information (SSI) and may be used to inform national maritime cybersecurity assessments. Where a vulnerability assessment has been completed either through contracts or qualified personnel to identify existing gaps and required mitigation efforts, mitigating projects may be funded that include purchase of equipment, software, and infrastructure designed to harden cybersecurity. Specific questions on conducting vulnerability assessments should be referred to the respective FEMA Preparedness Officer. C.Training and Awareness Campaigns a.Training Port areas should assess their training and qualification requirements and coordinate the training needs and qualification requirements of incident response personnel. Funding for personnel training is limited to those courses that are essential to enhance maritimesecurity, are certified training courses,andpersonnel costs of onlythe applicant agency personnelare allowed. A listing of courses that are currently approved for PSGP funding is included in the table below. Some training activities require EHP Review, including training that requiresany type of land, water, or vegetation disturbance,or building of temporary structures,or that are not located at facilities designed to conduct training. Additional information on theEHP review process can be found online at Environmental & Historic Preservation Grant Preparation Resources | FEMA.gov. 51|Page FEMA Version 25-02 Funding for certifiedtraining courses not listedin the table below may be permitted on a case- by-case basis depending on the specific maritime security risk mitigation training needs of the eligible PSGP applicant. In such cases, an applicant MUSTprovide the course number, course description, training service provider,explain in the IJ why none of the approved courses referenced in the table below satisfy the identified training need,and submit detailed course information for review and consideration by the local COTP field review team and the Nation Review Panel.In-house training not provided by certified instructors, and certification provided to graduating students equivalent tothe FEMA,State,and Federal Course Catalogs,will not be considered for funding. Further, in accordance with 46 U.S.C. § 70107(c)(2)(C), no cost share is required to train public safety personnel in the enforcement of security zones under section 46 U.S.C. § 70132 or assisting the enforcement of such security zones. Per 46 U.S.C. § 701 law enforcement officer, firefighter, or emergency response provider. Trainings denoted with an asterisk (*) in the table below areexempt from cost share only to train public safety personnel who enforce security zones. Additional training of public safety personnel may be exempt if specifically identified by the COTP as exempt and necessary for enforcement or the assistance of enforcement of security zones as specified by 46 U.S.C. § 70132.Requests that fail to include a cost share for training that is not exempt from cost share requirements as outlined in 46 U.S.C. § 70132 will not be considered for funding.Training for public safety personnel who do not provide enforcement of security zones are not exempt from cost share. Training rosters and certificates must be provided to FEMA upon request. Please consult your COTP prior to requesting cost share exempt training for enforcement of security zones. Seminars, drills,;however,applicants wishing to host seminars, drills,or workshops with PSGP funding may be eligible for funding following Approved PSGP Training Courses National Training and Education Division Course NumberCourse Name AWR-144Port and Vessel Security for Public Safety and Maritime Personnel AWR-213Critical Infrastructure Security and Resilience Awareness AWR-366-WDeveloping a Cyber Security Annex for Incident Response MGT-335Event Security Planning for Public Professionals MGT-335-WEvent Security Planning for Public Professionals, Web Based MGT-400Master of Arts Degree in Homeland Security MGT-425Homeland Security Executive Leaders Program (ELP) MGT-452Physical and Cybersecurity for Critical Infrastructure Integration of Cybersecurity Personnel into the Emergency Management MGT-456 Operations Center for Cyber Incidents 52|Page FEMA Version 25-02 The Surface Transportation Emergency Preparedness and Security for PER-330 Mass Transit and Passenger Rail (STEPS-PT) Surface Transportation Emergency Preparedness and Security for Senior PER-331 Officials or Administrators (STEPS Sr) Federal-Sponsored Course Number Course Name DHS-006-PREV Seaport Security Anti-Terrorism Training Program (SSATP) DHS-011-PREV Maritime PRND Operations Course Protective Measures Training for Security Officers, Mid-Level DHS-016-PREV Safety/Security Supervisors, and Property Managers *DHS-011-PROT NASBLA BOAT Tactical Operators Course *DHS-009-PROT Boat Operator's Anti-Terrorism Training DHS-126-RESP NASBLA BOAT Crew Member Course *DHS-128-RESP NASBLA - Pursuit and Stop Course State-Sponsored Course Number Course Name CA-006-PREV Maritime Company, Vessel, and Facility Security Officer CA-007-PREV Basic Maritime Security Awareness CA-008-PREV Basic First Responder Operational Maritime Security (FROMS) CA-015-RESP Maritime Facility Security Officer CA-020-RESP WMD & Terrorism Awareness for Security Professionals Maritime Security Awareness for Military, First Responder and Law ME-001-PROT Enforcement Personnel ME-002-PROT Command Strategies and Tactics for Marine Emergencies *ME-003-PROT Tactical Boat Operations for Maritime Security and LE Personnel ME-002-RESP Emergency Medical Operations in the Maritime Domain NJ-003-PREV Government Agency Maritime Security Awareness Program (GAMSAP) NJ-015-PREV Security Awareness & Vigilance for Everyone NY-001-PREV Maritime Infrastructure Protection NY-001-PROT Safe Boat Operators *NY-002-PREV Tactical Escorts and Security Zones NY-002-PROT Pattern Line Search/Recovery Course NY-004-RESP Vehicle Borne Improvised Explosive Device Security Checkpoint Federal Law Enforcement Training Center (FLETC) Course Number Course Name *MTOTP Marine Law Enforcement Training Program IBOT ENTP Electronic Navigation Training Program 53| Page FEMA Version 25-02 *BOAT-Terrorism Training Program *MLETPMarine Law Enforcement Training Program *CVBTPCommercial Vessel Boarding Training Program *SSATPSeaport Security Anti-Terrorism Training Program b.Awareness Campaigns Program funds may be used for the development and implementation of awareness campaignsto raise public awareness of indicators of terrorism and terrorism-related crime and for associated efforts to increase the sharing of information with public and private sector partners, including nonprofit organizations. DHS currently sponsors or supports a number of awareness campaigns. Please review materials, strategies, and resources at https://www.dhs.gov/dhs-campaignsbefore embarking on the development of an awareness campaign for local constituencies and stakeholders. Note: DHS requires that all public and private sector partners wanting to implement and/or grant funds work directly with the DHS Office of Partnership and Engagement (OPE). This will help ensure that the awareness materials (e.g., videos, posters, trifolds, etc.) remain itan Transportation seesay@hq.dhs.gov), must be facilitated by the applicable FEMA HQ Preparedness Officer. D.Exercises Exercises funded under the PSGP typically include Seminars, Workshops, Tabletops, Functional, Drills, and Full-Scale exercises. PSGP-funded exercises must have a maritime security focus and include applicable documentation, after action reports, and improvement plans. See below for additional information. Maritime entity training needs and qualification requirements of incident response personnel should be regularly tested through emergency exercises and drills. Exercises must test operational protocols that would be implemented in the event of a terrorist attack in the maritime environment in accordance with the Area Maritime Security Training Exercise Program (AMSTEP) or the TSA Intermodal Security Training Exercise Program (I-STEP) guidelines. AMSTEP or I-STEP exercises will follow the latest change in requirements contained in the Navigation and Inspection Circular (NVIC) 09-02. Exercises must be designed, developed and conducted consistent with the Homeland Security Exercise and Evaluation Program (HSEEP). Funding used for exercises will only be permitted for those exercises that are in direct support of a MTSA--required exercises (see33 C.F.R. § 105.220 for a facility and 33 C.F.R. § 103.515 for the AMSP). These exercises must be coordinated with the COTP and AMSC and be consistent with HSEEP. Some exercise activities require EHP Review, typically including drills, functional and full-scale exercisesthat require any type of land, water, or vegetation disturbance or building of temporary structures or that are not located at facilities designed to conduct exercises. Additional information 54|Page FEMA Version 25-02 on EHP review can be found online at Environmental & Historic Preservation Grant Preparation Resources | FEMA.gov. Recipients are required to submit an After-Action Report/Improvement Plan (AAR/IP) for each PSGP-funded exercise to hseep@fema.dhs.gov, and the appropriate local COTP no later than 90 days after completion of the exercise conducted within the PSGP period of performance (POP). Recipients are reminded of the importance of implementing corrective actions iteratively throughout the progressive exercise cycle. Recipients are required to use the HSEEP AAR/IP template located at https://preptoolkit.fema.gov/web/hseep-resources/improvement-planning. Recipients of PSGP funding for exercises should verify in progress reports the completion of the exercise(s), after-action report(s), improvement plan(s), and notifications made to hseep@fema.dhs.govand the COTP. PSGP funds may be used for the following exercise activities: 1.Funds Used to Design, Develop, Conduct, and Evaluate an Exercise. This includes costs related to planning, meeting space, and other meeting costs, facilitation costs, materials and supplies, travel, and documentation. §200.432 Conferences for related allowable costs. Exercises afford organizations the opportunity to validate plans and procedures, evaluate capabilities, and assess progress toward meeting capability targets in a controlled, low risk setting. Any shortcoming or gap identified, including those for children and individuals with disabilities or other access and functional needs, should be identified in an effective corrective action program that includes development of improvement plans that are dynamic documents, with corrective actions continually monitored and implemented as part of improving preparedness through the exercise cycle. 2.Hiring of Full-or Part-Time Staff or Contractors/Consultants. Full-or part-time staff may be hired to support exercise-related activities. Hiring of contractors/consultants must follow the applicable federal procurement requirements at 2 C.F.R. § 200.317-200.327. Dual compensation is never allowable, meaning, in other words, that an employee of a unit of government may not receive compensation from his or her unit or agency of government and from an award for a single period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may benefit both entities. Personnel hiring, overtime, and backfill expenses are permitted under this grant only to the extent that such expenses are for the allowable activities within the scope of the grant. 3.Overtime and Backfill Costs. The entire amount of overtime costs, including payments related to backfilling personnel that are the direct result of time spent on the design, development and conduct of exercises are allowable expenses. These costs are allowed only to the extent the payment for such services is in accordance with the policies of the state or unit(s) of local government and has the approval of the state or the awarding agency, whichever is more restrictive. Dual compensation is never allowable. 4.Travel.Domestic travel costs are allowable as expenses by employees who are on travel status for official business related to the planning and conduct of exercise project(s). International travel costs are not permitted. 5.Supplies. Supplies are items that are expended or consumed during the course of the planning and conduct of the exercise project(s) (e.g., gloves, non-sterile masks, and 55|Page FEMA Version 25-02 disposable protective equipment). 6.Other Items. These costs include the rental of space/locations for exercise planning and executing, rental of equipment, etc. Recipients are encouraged to use free public space, locations, or facilities, whenever available, prior to the rental of space, locations, or facilities. These also include costs that may be associated with inclusive practices and the provision of reasonable accommodations and modifications to provide full access for children and adults with disabilities. The National Exercise Program (NEP) serves as the principal exercise mechanism for examining national preparedness and measuring readiness. Recipients are strongly encouraged to nominate exercises into the NEP. For additional information on the NEP, pleaserefer to http://www.fema.gov/national-exercise-program. E.Maintenance and Sustainment Costs Maintenance and sustainment related costs are allowed andlimited to repair and replacement under this program only as described in this NOFO and the Preparedness Grants Manual. F.Construction and Renovation Construction and renovation costs are allowed under this program. For construction costs to be allowed, they must be specifically approved by DHS/FEMA in writing prior to the use of any program funds for construction or renovation. Additionally, recipientsare required to submit a SF-424C Budget and budget detail citing the project costs. All proposed construction and renovation activities must undergo an Environmental Planning and Historic Preservation (EHP) review, including approval of the review from FEMA, prior to undertaking any action related to the project. Failure of a grant recipient to meet these requirements may jeopardize Federal funding. See the Preparedness Grants Manualfor additional information. G.Organization Costs Allowable organization-related costs are limited to those activities associated with new and ongoing maritime security operations essential to the national priorities. All such activities must be focused exclusively on maritime securityand coordinated with the local Captain of the Port (COTP). PSGP funding used for organizational costs will only fund immediate needs for personnel that will be directly engaged in maritime security activities. Allowable organization personnel costs include: 1.Backfill, Overtime, Hiring of Full or Part-Time Personnel or Contractors/Consultants. Full or part-time staff or contractors/consultants may be hired to support maritime-security-related activities and/or training or exercisesconducted under this grant only for the allowable activities within the scope of the grant. Hiring of contractors/consultants must follow the applicable federal procurement requirements at 2 C.F.R. §§ 200.317-200.327. Salary and fringe benefit payments must be in accordance with the policies of the state or unit(s) of local government and have the approval of the state or awarding agency. Dual compensation is not allowable. That is, an employee of a unit of government may not receive compensation from their unit or agency of governmentAND from an award for a single period of time (e.g., 1:00 p.m. to 5:00 p.m.), even though such work may benefit both activities. Limitations may apply for grant related activities. See specific guidance provided within this Manual for additional details 56|Page FEMA Version 25-02 on allowable organization costs (i.e., Training Personnel costs are limited to backfill and overtime). 2.Hiring new, full-time personnel to: Operate maritime security patrol vessels (first response agencies only); Staff a new or expanded interagency maritime security operation center; Support maritime security/counterterrorism efforts in the local Joint Terrorism Task Force (JTTF) and/or fusion center; and Support credentialing access to a MTSA facility. 3.Backfill and Overtime costs for existing personnel to: Operate patrol vessels in support of pre-planned, mission critical activities, as identified by the local COTP (not including routine patrol); and Attend approved maritime security training courses. Participate in approved maritime security exercises. 4.Personnel or contracted costs to: Install, repair, and replace maritimesecurity equipment. Note this does not include routine maintenance, such as oil changes and daily/weekly systems tests; and Management and administration (M&A) of projects funded under this program. Design, develop and conduct maritime security exercises. 5.Contractedcosts to: Provide approved training courses; and Provide warranty, maintenance, and service agreements for equipment purchased underthis grant. Organization costs will only be funded to address port (or facility) security needs as outlined in this NOFO. PSGP funding for new permanent or part-time personnel will not exceed the36- month period of performance. Applicants must provide reasonable assurance that personnel costs can be sustained beyond the 36-month award period. A sustainment plan must be submitted -month period beyond the period of performance of the award. H.Authorized Use of Contractual Grant Writers and/or Grant Managers A grant applicant may procure the services of a contractor to provide support and assistance for pre-award grant development services (grant writing) or post-award grant management and administrative services (grant management). As with all federal grant-funded procurements, grant writer or grant management services must be procured in accordance with the federal procurement standards at 2 C.F.R. §§ 200.317 200.327. See the Preparedness Grants Manual regarding Procurement Integrity, particularly the sections applicable to non-state entities that discuss organizational conflicts of interest under 2 C.F.R. § 200.319(b) and traditional conflicts of interest under 2 C.F.R. § 200.318(c)(1). States must follow the same policies and procedures it uses for procurements of its non-federal funds, pursuant to 2 C.F.R. § 200.317, which also applies 2 C.F.R. §§ 200.321, 200.322, 200.323, and 200.327. As applicable to non-state entities, DHS/FEMA considers a contracted grant writer to be an agent of the recipient for any subsequent contracts the recipient procures under the same federal award in which the grant-writer provided grant writing services. Federal funds and funds applied 57|Page FEMA Version 25-02 if that contractor also worked on the development of such specifications unless the original contract was properly procured and included both grant writing and grant management services As applicable to all non-federal entities, regardless of whether an applicant or recipient uses grant writing and/or grant management services, the recipient is solely responsible for the fiscal and programmatic integrity of the grant and its authorized activities and expenditures. The recipient must ensure adequate internal controls, including separation of duties, to safeguard grant assets, processes, and documentation, in keeping with the terms and conditions of its award, including this NOFO, and 2 C.F.R. Part 200. a.Grant Writers Grant writing contractors may assist the applicant in preparing, writing, and finalizing grant application materials and assisting the applicant with handling online application and submission requirements in FEMA GO. Grant writers may assist in a variety of ways. Ultimately, however, the applicant that receives an award is solely responsible for all grant award and administrative responsibilities. By submitting the application, applicants certify that all of the information contained therein is the submission of information that is false or misleading may result in actions by DHS/FEMA. These actions include but are not limited to the submitted application not being considered for an award, temporary withholding of funding under the existing award pending investigation, or referral to the DHS Office of the Inspector General. To assist applicants with the cost of grant writing services, DHS/FEMA is permitting a one-time pre-award cost of no more than $1,500 per applicant per year for contractual grant writing to cover costs associated with a grant writer and may not be used to reimburse the applicant for their own time and effort in the development of a grant application. Additionally, the applicant may be required to pay this fee with its own funds during the application preparation and submission period. If the applicant subsequently receives an award, the applicant may then request to be reimbursed once grant funds become available for that cost, not to exceed $1,500. If the applicant does not receive an award, this cost will not be reimbursed by the federal government. The applicant must understand this risk and be able to cover this cost if an award is not made. If an applicant intends to request reimbursement for this one-time pre-award cost, it must include this request in its application materials, including in the budget detail worksheet for each IJ. Failure to clearly identify this as a separate cost in the application may result in its disallowance. This is the only pre-award cost eligible for reimbursement. Recipients must maintain grant writer fee documentation including, but not limited to, a copy of the solicitation, such as a quote request, rate request, invitation to bid, or request for proposals, if applicable; a copy of the grant ice or purchase order; and a copy of the canceled check or proof of payment. These records must be made available to DHS/FEMA upon request. 58|Page FEMA Version 25-02 Consultants or contractors are not permitted to be the AOR or SA of the recipient. Further, an application must be officially submitted by 1) a current employee, personnel, official, staff, or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application. b.Grant Managers Grant management contractors provide support in the day-to-day management of an active grant retain grant management contractors at their own expense. Consultants or contractors are not permitted to be the AOR or SA of the recipient. The AOR is responsible for submitting programmatic and financial performance reports, accepting award packages, signing assurances and certifications, and submitting award amendments. c.Restrictions Regarding Grant Writers and Grant Managers Pursuant to 2 C.F.R. Part 180, recipients may not use federal grant funds to reimburse any entity, including a grant writer or preparer, if that entity is presently suspended or debarred by the Federal Government from receiving funding under federally funded grants or contracts. Recipients must verify that a contractor is not suspended or debarred from participating in specified federal procurement or non-procurement transactions pursuant to 2 C.F.R. § 180.300. FEMA recommends recipients use SAM.gov to conduct this verification. Further, regardless of whether any grant writer fees were requested, as applicable to non-state entities, unless a single contract covering both pre-and post-award services was awarded to the grant writer and procured in compliance with 2 C.F.R. §§ 200.317 200.327, federal funds cannot be used to pay the grant writer to provide post-award services. I.Reprogramming Award Funds Reprogramming award funds is limitedunder this program and is generally onlyapproved for allowable programactivities that are related to the original approved scope of work. J.Limitations on Funding As part of the PSGP application process, applicants must complete the approved Investment Justification (IJ) template anddetailed budget sheets (incorporated into the IJ) provided addressing each initiative being proposed for funding(FF-207-FY-23-108 (formerly 089-5) IJ- Budget).OnlyONEformshould be submitted with each application. A corresponding detailed budget tab is included within the IJ and must be completed for each project, including the budget summary at the bottom of the form. Each project should represent the complete scope of work and materials required to achieve a single overall capability. For example, a project could be to procure a boat specifically designed and equipped as aCBRNEdetection, prevention, response, and/or recovery platform. The IJ for this example project should include the CBRNE equipment in the same IJ as the vessel. The corresponding detailed budget should include a description of Vessel) and computation (i.e., 1 x $375,000, total $375,000; Vessel mounted Rad/Nuke detection device, 1 x $25,000, total $25,000). Additionally, the total computation for the Total Project Cost, Federal Share, and non-Federal Share must be included in the detailed budget (i.e., Total $400,000; Federal Share $300,000; non-Federal Share $100,000). This demonstrates that the applicant and FEMA understand the level of Federal funding requested, as well as a commitment to the Cost Share required by the applicant to 59|Page FEMA Version 25-02 - In accordance with 46 U.S.C. § 70107(b)(2), PSGP funding for projects for the cost of acquisition, operation, and maintenance of security equipment or facilities to be used for security monitoring and recording, security gates and fencing, marine barriers for designated security zones, security-related lighting systems, remote surveillance, concealed video systems, security vessels, and other security-related infrastructure or equipment that contributes to the overall security of passengers, cargo, or crewmembers cannot exceed $1 million federal share per project. The $1 million per project limitation applies only to those projects funded under 46 U.S.C. § 70107(b)(2) and does not apply to projects funded under other provisions of Section 70107. 60|Page FEMA Version 25-02 N TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Chris Boone, Assistant City Manager, Community Services MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution rejecting all submissions of the Request for Proposal for Veterinary Services. BACKGROUND Staff recommends rejection of all submissions of the Request for Proposal (RFP) for Veterinary Services of general consultation, vaccinations and spay/neuter surgeries for Beaumont's Animal Clinic. Staff will re-submit an RFP in an attempt to obtain more interest. FUNDING SOURCE General Fund RECOMMENDATION Approval of the resolution. ATTACHMENTS 1 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 1, accept maintenance and authorize final payment to Elite Contractors for the Laura Addition Drainage Improvements Project. BACKGROUND On April 15, 2025, by Resolution No. 25-083, City Council awarded a contract to Elite Contractors, of Kirbyville, TX, in the amount of $1,420,460.00, for the Laura Addition Drainage Improvements Project. Proposed Change Order No. 1, in the amount of ($5,600.00), is necessary to adjust estimated quantities to actual quantities used on the project. If approved, Change Order No. 1 will result in a final Contract amount of $1,414,860.00. The project was inspected by the Engineering Division and found to be complete in accordance with the provisions and terms set forth in the contract. Approval of final Change Order No. 1, acceptance of maintenance, and final payment in the amount of $99,580.82 is recommended. FUNDING SOURCE Certificates of Obligation in the amount of $549,860.00 and Community Development Block Grant (CDBG) under the 2019 Hazard Mitigation Competition in the amount of $865,000.00. RECOMMENDATION Approval of the resolution. ATTACHMENTS Laura Addition Drainage Improvement CO1 Final 2 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 2, accept maintenance and authorize final payment to Vortex Companies for the West Lucas Drive Subsurface Void Repair with Grout Injection Project. BACKGROUND On April 1, 2025, by Resolution No. 25-072, City Council awarded a contract to Vortex Companies, of Houston, in the amount of $3,421,812.50, for the West Lucas Drive Subsurface Void Repair with Grout Injection Project. Previous Change Order No. 1, with no dollar amount, is attached for your review. Proposed Change Order No. 2, in the amount of ($16,900.00), is necessary to adjust estimated quantities to actual quantities used on the project. If approved, Change Order No. 2 will result in a final Contract amount of $3,404,912.50. The project was inspected by the Engineering Division and found to be complete in accordance with the provisions and terms set forth in the contract. Approval of final Change Order No. 2, acceptance of maintenance, and final payment in the amount of $74,600.00 is recommended. FUNDING SOURCE Certificates of Obligation. RECOMMENDATION Approval of the resolution. ATTACHMENTS W Lucas Drive CO2 Final 3 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 2, accept maintenance, and authorize final payment to Preferred Facilities Group for the Neches Street Quiet Zone Median Reconstruction Project. BACKGROUND On May 20, 2025, by Resolution No. 25-115, City Council awarded a contract to Preferred Facilities Group – USA, of Beaumont, Texas, in the amount of $77,817.32, for the Neches Street Quiet Zone Median Reconstruction Project. Previous Change Order No. 1, in the amount of ($2,499.99) is attached for your review. Proposed Change Order No. 2, in the amount of $4,640.99 is necessary to reconcile estimated quantities with actual quantities used on the project and to correct a three-cent ($0.03) unit price rounding discrepancy identified within the project management software. If approved, the adjustment in quantities will result in a final contract amount of $79,958.29. The project was inspected by the Engineering Division and found to be complete in accordance with the provisions and terms set forth in the contract. Acceptance of Change Order No. 2, maintenance, and final payment in the amount of $8,406.85 is recommended. FUNDING SOURCE Certificates of Obligation. RECOMMENDATION Approval of the resolution. ATTACHMENTS Neches St Quit Zone Median Recon. CO2 Final 4 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 2, accept maintenance, and authorize final payment to King Solution Services, LLC, of Houston, for the Street Rehab Phase V Sewer Line Replacement Project. BACKGROUND On September 12, 2023, by Resolution No. 23-247, City Council awarded a contract to King Solution Services, LLC, of Houston, for the Street Rehab Phase V Sewer Line Replacement Project in the amount of $2,210,675.00. Previous Change Order No. 1 in the amount of $7,200.00 is attached for your reference. Proposed Change Order No. 2, in the amount of ($87,659.05), is necessary to adjust estimated quantities to actual quantities used on the project. If approved, the final contract amount will be $2,130,215.95. The project was inspected by Water Utilities Staff and found to be complete in accordance with the provisions and terms set out in the contract. Acceptance of Change Order No. 2, maintenance, and final payment in the amount of $222,830.18 is recommended. FUNDING SOURCE American Rescue Fund. RECOMMENDATION Approval of the resolution. ATTACHMENTS Street Rehab Phase V Sewer Line Replacement Project 5 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Amalia Villarreal, P.E., CFM, Director of Public Works MEETING DATE:November 18, 2025 REQUESTED ACTION:Council consider a resolution authorizing the City Manager to execute Change Order No. 9 to the contract with ALLCO LLC, of Beaumont, for the 48-Inch Pine Street Raw Water Line Project. BACKGROUND On July 18, 2023, by Resolution No. 23-193, City Council awarded a contract to ALLCO, LLC, of Beaumont, in the amount of $29,191,513.63. Previous Change Order Nos. 1 - 8 in the amount of ($8,236,670.93) are attached for your review. Proposed Change Order No. 9, is requested in the amount of $115,762.46. During construction of the 48-inch Raw Water Line along Pine Street, unforeseen field conditions were encountered, including previously unidentified layers of concrete and stabilized base material beneath the roadway. The proposed change order provides for the removal and disposal of these materials necessary to complete installation, as well as a credit adjustment in the amount of ($172,868.75) for asphalt and base quantities. These conditions were not evident during the design phase and required modification to the original scope of work. If approved, Change Order No. 9 would result in a new contract amount of $21,070,605.16 with no additional calendar days to be added to the contract time. FUNDING SOURCE Certificates of Obligation and CDBG/GLO. RECOMMENDATION Approval of the resolution. ATTACHMENTS 48-Inch RWL CO9 10497 Town and Country Way, Suite 500 + Houston, Texas 77024 + 713-600-6800 + FAX 817-735-7491 www.freese.com November 5, 2025 Director of Public Works City of Beaumont 1350 Langham Road Beaumont, TX 77707 Re: Project WU1023-01, Pine Street 48-Inch Raw Water Line: Change Order No. 009 Dear Mrs. Villarreal, Included with this letter is Change Order No. 009 for the referenced project. This letter is to serve as a narrative for the item(s) included in this Change Order with supporting documentation attached. Item No. 1: Item No. 2: CP-16 Remove and dispose of 7of base material under concrete in Pine Street: During excavation in discovered. This change allows for the removal and disposal of the concrete layer from Station 118+75 to 32 ft east past the proposed 48 raw water line 90° turn south into the City of Beaumont Water Treatment plant on Marina Street at Station 145+04. Item No. 3: CP-17 Credit for Bid Item A-27 -Remove stabilized base and asphalt: This item accounts for a credit for the bid item A-27 due to the concrete that was discovered in Pine Street from Station 118+75 to 32 ft east past the proposed 48 raw water line 90° turn south into the City of Beaumont Water Treatment plant on Marina Street at Station 145+04. This concrete layer was unknown during the design phase of the project. If there are any further questions regarding the Change Order, please contact me. Sincerely, Richard Provolt, CCM Construction Services cc: City of Beaumont - Brent Schmitt, P.E. John Pippins, P.E. FNI - Carlos Quintero, P.E. --------------- 6,970.006,970.00 43,625.4020,400.0023,800.0046,800.00 Subtotals TX-1002 Sub Totals $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ - $ - $ 196,938.20 $ 148,565.40 Lump SumLump Sum $196,938.20 Rounded Total - Equip TotalEquip Total $ Sub-Contractor Total 5% Contractor's Fee Contractor Total Owner's Project No.:Engineer's Project No.:Contractor's Project No.: $ - $ - $ - $ - $ 20,400.00 $ 23,800.00 $ 6,970.00 $ 6,970.00 $ - $ - $ 46,800.00 $ - $ - $ - $ - $ 104,940.00 $ - $ - $ - $ - $ - Cost Equip Cost Equip Time $ 60.00 $ 70.00 $ 20.50 $ 20.50 $ 240.00 340340340340195 Equip Time Equip Time Units $ - $ - $ - $ - $ - $ - $ - $ - - Material TotalMaterial Total $ $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Sub-Contractor Work Totals CP-15 11/5/2025 Total Cost Labor Sub Total50% OverheadLabor TotalMaterial TotalEquipment TotalSub Total15% Sub-Contractor's Fee Mtl. Unit CostMtl. Unit Cost Mtl. Qty. Mtl. Qty. - Labor TotalLabor Total $ Remove and dispose of 6" concrete paving in Pine Street. Requested calendar days: 48 days $ 196,938.20 Change Proposal No.Date SubmittedBrief Description of proposed work to be performed: $ - $ 43,625.40 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 43,625.40 $ - $ - $ - $ - $ - $ 43,625.40 $ 22,685.21 $ 66,310.61 $ - $ 104,940.00 $ 171,250.61 $ 25,687.59 Hourly RateHourly Rate $ 18.33 Contractor & Sub-Contractor's fees are stipulated in Article 13 of the General Conditions 2380 Contractor Work Totals Change Proposals must conform to Contract Requirements outlined in 01 26 00 Change Management Man HoursMan Hours Total Cost Labor Sub Total52% Payroll TaxLabor TotalMaterial TotalEquipment TotalSub Total15% Contractor's Fee Contractor Direct Work Sub-Contractor Direct Work Pine Street Raw Water LineCity of BeaumontAllco, LLC DescriptionDescription Contractor Work Sub-Contractor Work Project:Owner:Contractor:Construction Manager:Design Professional:Labor 7 men x 34 days Equipment Breaker hoeTrackhoeTruckTruck - superintendent Haul off Loads to concrete crusher The itemized breakdown is to include: 1) List of materials and equipment to be installed; 2) Man hours for labor by classification; 3) Equipment used in construction; 4) Consumable supplies, fuels, and materials; 5) Royalties and patent fees; 6) Bonds and insurance; 7) Overhead and profit; 8) Field office costs; 9) Home office cost; and 10) Other items of cost. ---------------- 6,016.504,305.004,305.009,450.00 26,945.1014,700.00 Subtotals TX-1002 Sub Totals $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 65,721.60 $ - $ - $ 91,693.01 Lump SumLump Sum $91,693.01 Rounded Total - Equip TotalEquip Total $ Owner's Project No.:Engineer's Project No.:Contractor's Project No.:Sub-Contractor Total 5% Contractor's Fee Contractor Total $ - $ - $ - $ - $ 14,700.00 $ 6,016.50 $ 4,305.00 $ 4,305.00 $ 9,450.00 $ - $ - $ - $ - $ - $ - $ - $ 38,776.50 $ - $ - $ - $ - $ - Cost Equip Cost Equip Time $ 70.00 $ 28.65 $ 20.50 $ 20.50 $ 45.00 210210210210210 Equip Time Equip Time Units $ - $ - $ - $ - $ - $ - $ - $ - - Material TotalMaterial Total $ $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Sub-Contractor Work Totals CP-16 11/5/2025 Labor Sub Total50% OverheadLabor TotalMaterial TotalEquipment TotalSub Total15% Sub-Contractor's Fee Total Cost Mtl. Unit CostMtl. Unit Cost Mtl. Qty. Mtl. Qty. - Labor TotalLabor Total $ Removal and disposal of remaining 7" of material. Requested calendar days 29 days. $ 91,693.01 Change Proposal No.Date SubmittedBrief Description of proposed work to be performed: $ - $ 26,945.10 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 26,945.10 $ - $ - $ - $ - $ - $ 26,945.10 $ 14,011.45 $ 40,956.55 $ - $ 38,776.50 $ 79,733.05 $ 11,959.96 Hourly RateHourly Rate Contractor & Sub-Contractor's fees are stipulated in Article 13 of the General Conditions $ 18.33 1470 Contractor Work Totals Change Proposals must conform to Contract Requirements outlined in 01 26 00 Change Management Man HoursMan Hours Total Cost Labor Sub Total52% Payroll TaxLabor TotalMaterial TotalEquipment TotalSub Total15% Contractor's Fee Contractor Direct Work Sub-Contractor Direct Work Pine Street Raw Water LineCity of BeaumontAllco, LLC DescriptionDescription Contractor Work Sub-Contractor Work Project:Owner:Contractor:Construction Manager:Design Professional:Labor 7 men x 21 days Equipment TrackhoeLoaderTruckTruck - superintendentDump trucks The itemized breakdown is to include: 1) List of materials and equipment to be installed; 2) Man hours for labor by classification; 3) Equipment used in construction; 4) Consumable supplies, fuels, and materials; 5) Royalties and patent fees; 6) Bonds and insurance; 7) Overhead and profit; 8) Field office costs; 9) Home office cost; and 10) Other items of cost. 6 TO:City Council FROM:Kenneth R. Williams, City Manager PREPARED BY:Bridgette Evick, CPA, Chief Financial Officer MEETING DATE:November 18, 2025 REQUESTED ACTION:Council to consider an ordinance providing for the reimbursement of capital expenditures incurred prior to the closing of financing. BACKGROUND The FY 2026 budget included the order of thirty (30) pieces of fleet equipment. The FY 2026 budget was approved by Council on September 16, 2025. The approved amount for financing totaled $3,503,925. Due to varying lead times for fleet equipment, payment for certain items may occur prior to receiving the proceeds of financing. A reimbursement ordinance is warranted to allow the City to reimburse itself for the fleet equipment out of the financing proceeds. FUNDING SOURCE The debt proceeds related to this financing will be budgeted in the Capital Reserve and Debt Service Funds for the duration of lease payments RECOMMENDATION Approval of the ordinance. ATTACHMENTS FY 2026 Capital Reserve Fund Fleet WORK SESSION Council to Review and Discuss Low Income Housing Tax Credits Council to Review and Discuss the Water Customer Service Audit Council to Review and Discuss the Health Department Inspection Fees