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Home My WebLink About07106Substituted Copy February 23, 2004 ORDINANCE NO. 7106 AN ORDINANCE ACCEPTING FEMA GRANT AGREEMENT NO. EMW- 2003 -FG- 06608, ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM, ESTABLISHING CAPITAL PROJECT NO. PD0402, AUTHORIZING THE TRANSFER OF $22,200 LOCAL MATCH, BUDGETING AND APPROPRIATING THE AMOUNT OF $74,000, AND AUTHORIZING THE PRESIDENT OF CITY COUNCIL TO EXECUTE SAME WHEREAS, by resolution 9840 Council authorized a grant application to be submitted on behalf of the City of Pueblo to the Federal Emergency Management Agency ( "FEMA ") under its Assistance to Firefighters Program and: WHEREAS, FEMA has tendered a grant agreement No. EMW- 2003 -FG -06608 (the "Grant Agreement) to the City in the amount of $51,800.00 for such purpose. The Grant Agreement requires a local match from the City in the amount of $22,200.00 BE IT ORDAINED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. The Grant Agreement, a true copy of which is attached hereto, having been approved as to form by the City Attorney, is hereby approved and accepted. SECTION 2. Project No. PD0402 is hereby established within the Public Safety Grants Special Revenue Fund, and $74,000 is appropriated herewith. All expenditures under this grant are budgeted and shall be paid from Project No. PD0402. SECTION 3. City matching funds required under the terms of the Grant Agreement in the amount of $22,200 and are hereby authorized to be transferred from the 2004 operating budget of the Fire Department. SECTION 4. The President of the City Council is authorized to execute and deliver any instruments required to effect acceptance of the Grant Agreement on behalf of the City. SECTION 5. This Ordinance shall become effective immediately upon final passage and approval. INTRODUCED February 9. 2004 BY Michael Occhiato Councilperson APPROVED: PRESI ENT OF CITY COUNCIL ATTESTED BY: CITY CLERK PASSED AND APPROVED February 23, 2004 J ! _ Background Paper for Proposed ORDINANCE Al AGENDA ITEM xW1 DATE: FEBRUARY 9, 2004 DEPARTMENT: FIRE DEPARTMENT -FIRE CHIEF GREG MILLER TITLE AN ORDINANCE ACCEPTING FEMA GRANT AGREEMENT NO. EMW -2003- FG- 06608, ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM, ESTABLISHING CAPITAL PROJECT NO. PD0402, AUTHORIZING THE TRANSFER OF $22,200 LOCAL MATCH, BUDGETING AND APPROPRIATING THE AMOUNT OF $74,000, AND AUTHORIZING THE PRESIDENT OF CITY COUNCIL TO EXECUTE SAME &KIJ A Shall the City of Pueblo accept a grant award from the Federal Emergency Management Agency in the amount of $51,800.00? The City of Pueblo is obligated to a 70/30 match. The City contribution totals $22,200.00, for a total project amount of $74,000.00 RECOMMENDATION It is the recommendation of the Fire Chief that the grant agreement be accepted and the funds in the $22,200 for the City's local match be transferred from the Fire Department 2004 operating budget. BACKGROUND An application to the Federal Emergency Management Agency was authorized by resolution #9840 on April 14, 2003. The grant is for acquisition of firefighting operations and safety equipment to include fans, winches, air rescue equipment and training for confined space rescue. The grant has been awarded. FINANCIAL IMPACT $22,200.00 is available from the 2004 operating budget of the Fire Department, - -Cl- - -- Award Package https : / /portal.fema.govlfiregmtrjsp /fire & MiWawardslspeeMew_award_packW.do ?agree... 2/9!2004 Federal Emergency Management Agency Washington, D.C. 20472 Mr. Terrance Fumey Pueblo Fire Department 1551 Bonforts Boulevard Pueblo, Colorado 81001 -1642 Re: Grant No.EMW- 2003 -FG -06608 Dear Mr. Fumey: Congratulations. Your grant application submitted to the Emergency Preparedness & Response Directorate (EP &RfFEMA of DHS) for the FY03 Assistance to Firefighters Grant Program in the program area of Fire Operations and Firefighter Safety has been approved. The approved project costs amount to $74,000.00. The Federal share Is 70 percent or $51,800.00 of the approved amount and your share of the costs Is 30 percent or $22,200.00. As part of your award package, you will find EP &R's grant Agreement Articles. Please make sure you read and understand the Articles as they outline the terms and conditions of your grant award. Maintain a copy of these documents for your official file. You establish acceptance of the Grant and EP &R's grant Agreement Articles when you request and receive any of the Federal grant funds awarded to you. For your convenience, we will have an on-ine system that will accept payment requests. The first step to request your grant funds is to ensure that EP&R has your correct direct deposit information on -line. Please log onto Nps•/ /portal fema gov/ using your userid and password and confirm the direct deposit information. Once you have confirmed your direct deposit information, print a copy of it by clicking the Print SF 1199A button on the screen. Sign the form and take it to your bank to complete the bottom portion. Please write your grant number on the top of your SF 1109A before mailing it to EP &R. Once your bank has completed and signed the form, mail it by priority mil, with the original signatures, to the address below: Emergency Preparedness and Response Directorate (EP &R) Financial & Acquisition Management Division Grants Management Branch Attn: Assistance to Firefighters Grant Program SW C Street, SW, Room 334 Washington, D.C. -20472 If you currently have Assistance to Firefighters Grant with EP &R and your direct deposit information has not changed, you do not need to resubmit that information. If your direct deposit information has changed, please follow the detailed instructions In the preceding paragraph. The second step will be to request your grant funds. Grant funds should be requested to meet your immediate needs and should therefore be requested as dose as possible to the time that you will actually spend the funds. If you have any questions or concerns regarding the process to request your grant funds, please contact your Grants Management Specialist, Melissa Smiroldo at 202 -646 -4297. Sincerely, https : / /portal. fema. gov /firWwt.rj sp/ fire_ admin / awards /sPecMeW_ award —Package.do ?agree... 2/9/2004 - 7 - O,� Patricia A. English Senior Procurement Executive https:ll portal. fema. gov /firegrantijspl ire_admin/awards/speelview award _package.do ?agree... 2/9 /2004 Agreement Articles Federal Emergency Management Agency Washington, D.C. 20472 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM GRANTEE: Pueblo Fire Department PROGRAM: Fire Operations and Firefighter Safety AGREEMENT NUMBER: EMW- 2003 -FG -06608 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Article II Article III Article IV Article V Article VI Article VII Article VIII Article IX Article X Article XI Article XII Article I - Project Description Project Description Grantee Concurrence Period of Performance Amount Awarded Requests for Advances or Reimbursements Budget Changes Financial Reporting Performance Reports FEMA Officials Other Terms and Conditions General Provisions Audit Requirements The grantee shall perform the work described In the approved grant application's program narrative. That narrative is made a part of these grant agreement articles by reference. The purpose of the Assistance to Firefighters Grant Program is to protect the health and safety of the pubic and firefighting personnel against fire and fire-related hazards. After careful consideration, FEMA has determined that the grantee's project, as detailed in submitted project narrative and budget information, submitted as part of the grantee's application (and considered part of this agreement by reference),-was consistent with the program's purpose and worthy of award. As such, any deviation from the approved program narrative must have prior written approval from FEMA. Please contact your Grants Management Specialist if you are seeldng a deviation from the approved program narrative. Article 11- Grantee Concurrence https:// portat. fema. gov/ fimgrantrjsp lfire_admin/awards/speeMev awardpackage.do ?agree... 2!9/2004 By requesting and receiving Federal grant funds provided by this grant program, the grantee accepts and agrees to abide by the terms and conditions of the grant as set forth in this document and the documents identified below. All documents submitted as part of the application are made a part of this agreement by reference. Article 111- Period of Performance The period of performance (grant period) shall be from 01 -FEB-04 to 31-JAN-05. The grant funds are available to the grantee for obligation only during the period of performance of the grant award. The grantee is not authorized to incur new obligations after the expiration date unless the grantee has requested, and FEMA has approved, a new expiration date. The grantee has 90 days after period of performance to incur costs associated with closeout or to pay for obligations incurred during period of performance. Award expenditures are for the purposes detailed in the approved grant application only. The grantee cannot transfer funds to other agencies or departments without prior written approval from FEMA. Article IV - Amount Awarded The amount of the award is detailed on the Obligating Document(76 -10A) for Award attached to these articles. Following are the budgeted estimates for object classes for this grant (including Federal share plus grantee match): Personnel $0.00 Fringe Benefits $0.00 Travel $0.00 Equipment $67,000.00 Supplies $0.00 Contractual $7,000.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $74,000.00 Article V - Requests for Advances or Reimbursements Grant payments under the Assistance to Firefighter Grant Program are made on an advance or reimbursable basis for immediate cash needs. When the grantee needs grant funds, the grantee fills out the on-line Request for Advance or Reimbursement, after completing the SF 1199A, Direct Deposit Form, on -line. Payments under this grant program are made via direct deposit, therefore before a payment is made, grantees must confirm their on-line Direct Deposit information, print a copy, sign it and mail (with an original signature) the hardcopy to FEMA by priority mail to at the following address: Department of Homeland Security Emergency Preparedness and Response Directorate (FEMA) Grants Management Branch 500 C Street, SW, Room 350 Washington, DC 20472 Attn: Assistance to Firefighters Grant Program Article VI - Budget Changes Generally, changes in the budget Bne items are permitted, as long as the original program narrative is https: // portal. fema. gov/ firegrantrjsp lfirv_adminlawardslspecNiew award —Package.do ?agree... 2/9/2004 accomplished. The only exception to this provision is for grants where the Federal share is in excess of $100,000.00. In grants where the Federal share exceeds $100,000.00, the budgeted One items can be changed, but if the cumulative changes exceed ten (10) percent of the total budget, FEMA must approve those changes. Please submit a request for an amendment through the on-line system by clicking the Grants Management option and selecting the option for amendment requests. Article VII - Financial Reporting The Request for Advance or Reimbursement mentioned above will also be used for interim financial reporting purposes. At the end of the performance period, or upon completion of the grantee's program narrative, the grantee must complete, on -line, a final financial report that is required to dose out the grant. The Financial Status Report is due within 90 days after the end of the performance period. Article Vill - Performance Reports The grantee must submit a semi - annual and a final performance report to FEMA. The final performance report should provide a short narrative on what the grantee accomplished with the grant funds and any benefits derived there from. The se►ri- annual report is due six months after the award date. Please log into the firegrants system when your department is eligible to submit a semi-annual performance report. Article IX - FEMA Officials Program Officer: Brian A. Cowan, Chief of the Grants Program Office, is the Program Officer for this grant program. The Program Officer is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. Grants Assistance Officer. Richard Goodman, Chief of the Grants Management Branch, or Sylvia A. Carroll, Grants Management Specialist, is the Assistance Officer for this grant program. The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. Grants Management Specialist: Melissa Smiroldo 202 - 646-4297 is the Grants Management Specialist for this grant award and shall be contacted for all financial and administrative grant business matters. Article X - Other Terms and Conditions A. Pre -award costs directly applicable to the awarded grant are allowable if approved in writing by the FEMA program official prior to the award and after the close of the application period. B. The grantee agrees to maintain their operating expenditures in the funded grant category during the period of performance at a level equal to or greater than the average of their operating expenditures in the two fiscal years preceding the fiscal year in which assistance is awarded. C. The grantee agrees to provide information to the National Fire Incident Reporting System for the period covered by the grant. 0. The grantee agrees to complete timely closeout of the grant E. The grantee agrees to keep an official grant file, maintaining copies of all actions taken on the grant from application through to closeout for a period of three years after the official grant closeout date. Article XI - General Provisions The following are hereby incorporated into this agreement by reference: 44 CFR, Emergency Management and Assistance https://portal.fema.gov/firegrantfisp/fire admin/awards/sperJview do ?agree... 2/9 /2004 Part 7 Nondiscrimination in Federally- Assisted Programs Part 13 Uniform administrative requirements for grants and cooperative agreements to state and local governments Govemment -wide Debarment and Suspension (Non- procurement) Part 17 and Government -wide Requirements for Drug -free Workplace (Grants) Part 18 New Restrictions on Lobbying 31 CFR 205.6 Funding Techniques OMB Circular A -122 Cost Principles for Non -Profit Organizations OMB Circular A- Uniform Adrninistrative Requirements for Grants and Agreements With Institutions of Higher 110 Education, Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant Application and Assurances contained therein. Article X11 -Audit Requirements All grantees must follow the audit requirements of OMB Circular A 7133, Audits of States, Local Governments, and Non -Profit Organizations. The main requirement of this OMB Circular is that grantees that expend $300,000.00 or more in Federal funds (from all Federal sources) must have a single audit performed in accordance with the circular. As a condition of receiving funding under this grant program, you must agree to maintain grant files and supporting documentation for three years after the conclusion of the grant. You must also agree to make your grant files, books, and records available for an audit by FEMA, the General Accounting Office (GAO), or their duly authorized representatives to assess the accomplishments of the grant program or to ensure compliance with any requirement of the grant program. Additional Requirements if applicable https : / /portal.fema.gov /firegrant/jsp /fire admin/ awards / spec /view award _package.do ?agree... 2/9 /2004 FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD /AMENDMENT 1a. AGREEMENT NO. 2. AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5 CONTROL NO. E.MW- 2003- FG-OSM NO. 84-O000615 ACTION YM175N 0 AWARD 6. RECIPIENT NAME AND 7. ISSUING FEMA OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS FEMAIFinandal and Grants Management FEMA/Flnancal Services Branch Pueblo Fire Department Division 500 C Street, S.W., Room 723 1551 Sonforts Blvd. 500 C Street, S.W., Room 350 Washington DC, 20472 Pueblo Washington DC, 20472 Colorado, 81001 -1642 SpecialistMelissa Smimido 202 4846 -4297 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF FEMA PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 719642 -1352 Brian Cowan (202) 646 -2821 Terrance Fumey 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Coat Sharing Fmm:01 -FEB- To:31 -JAN-05 01 -FEB-04 SF -270 04 Budget Period Fnom:01 -OCT- To :3D.SEP -04 03 15. DESCRIPTION OF ACTION a. (indicate funding data for awards or tlnancial changes) PROGRAM NAME CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMMULATIVE ACRONYM (AACS CODE) TOTAL AWARDED THIS TOTAL AWARD NON - )000( XXX- X)00=- X)000(- AWARD ACTION FEDERAL )0= -X)M -X + OR ( -) COMMITMENT AFG 83.554 2004b7-S410RA4W1000D- $0.00 $51,800.00 $51,800.00 x12,200.00 4101 -D TOTALS $0.00 $511M.00 $51,800.00 t22,2W.00 b. To describe charges other than funding data or financial charges, attach schedule and checc here. WA 16 a. FOR NON - DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) Assistance to Firefighters Grant Program recipients are not required to sign and return copies of this document. However, recipients should print and keep a copy of this document for their records. 16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to temps and conditions attached to this award notice or by Incorporated reference in program legislation cited above. 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE WA WA 18. FEMA SIGNATORY OFFICIAL (Name and r(de) DATE Sylvia Carroll 05- https: / /portal. fema. gov/ firegrantrjsp lfire_adminlawardstspeciview award _package.do ?agree... 2/9 /2004