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Home My WebLink About2004-3121 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2004-312 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE FIRE DEPARTMENT TO ACCEPT AN AWARD FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) IN THE AMOUNT OF $360,600. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City Administrator or designee is authorized to accept a grant from the Federal Emergency Management Agency in the amount of $360,600 for the San Bernardino City Fire Department's Emergency Medical Services Program and Fire Operations and Firefighter Safety. A copy of the award package is attached as Attachment "A", and incorporated herein by reference. 2004-312 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE FIRE DEPARTMENT TO ACCEPT AN AWARD FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) IN THE AMOUNT OF $360,600. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a Joint regular meeting thereof, held on the 4th day of October , 2004, by the following vote, to wit: Council Members: AYES NAYS ABSTAIN ABSENT ESTRADA x LONGVILLE x MCGINNIS x DERRY x KELLEY x JOHNSON x MCCAMMACK x RacQ1 G. Clark, City Clerk The foregoing resolution is hereby approved this _2Lh day,of October 2004. Approved as to form and legal content: James F. Penman City Attorney n By: G' es, Mayor Bernardino z Panel Review 2004-312 Page 1 of 8 Attachment "A" Award Package https://portal.fema.gov/firegrantlj sp/fire_adminlawards/spec/view award_package.do?agre... 9/27/2004 •Panel Review 2004-312 Page 2 of 8 Federal Emergency Management Agency Washington, D.C. 20472 Ms. Norma Camarena City of San Bernardino Fire Department 200 East Third Street San Bernardino, California 92410-4889 Re: Grant No.EMW-2003-FG-11600 Dear Ms. Camarena: Congratulations. Your grant application submitted to the Emergency Preparedness & Response Directorate (EP&R/FEMA of DHS) for the FY03 Assistance to Firefighters Grant Program in the program area of Emergency Medical Services has been approved. The approved project costs amount to $360,600.00. The Federal share is 70 percent or $252,420.00 of the approved amount and your share of the costs is 30 percent or $108,180.00. 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-line 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 https,./IpqrLE!!.fpMa.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 1199A before mailing it to EP&R. Once your bank has completed and signed the form, mail it by priority mail, 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 500 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 close 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, Latoya Larker at 202-646-3645. Sincerely, 'fittps://portal.fema.gov/fir4ant/jsp/fire_ admin/awards/spec/view_award_package.do?agre... 9/27/2004 • Panel Review 2004-312 Page 3 of 8 z Patricia A. English Senior Procurement Executive https://portal.fema.gov/firegrantlj sp/fire_adminlawards/spec/view_aw'ard_package.do?agre... 9/27/2004 Panel Review 2004-312 Page 4 of 8 Agreement Articles Federal Emergency Management Agency Washington, D.C. 20472 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM GRANTEE: City of San Bernardino Fire Department PROGRAM: Emergency Medical Services AGREEMENT NUMBER: EMW-2003-FG-11600 AMENDMENT NUMBER: Article I Article 11 Article III Article IV Article V Article VI Article VII Article VIII Article IX Article X Article XI Article XII Article I - Project Description TABLE OF CONTENTS 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 public 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 seeking a deviation from the approved program narrative. Article II - Grantee Concurrence https://portal.fema.gov/firegrant/jsp/fire_admin/awards/spec/view award package.do?agre... 9/27/2004 Panel Review 2004-312 Page'5 of 8 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 III - Period of Performance The period of performance (grant period) shall be from 17-SEP-04 to 16-SEP-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 $360,600.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $360,600.00 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 -line items are permitted, as long as the original program narrative is https://portal.fema.gov/fircgrant/jsp/firc_ admin/awards/spec/view_award_package. do?agre... 9/27/2004 Panel Review 2004-312 Page 6 of 8 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 line 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 close 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 semi-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: Latoya Larker 202-646-3645 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. D. 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/firegrant/j sp/fire_admin/awards/spec/view award_package.do?agre... 9/27/2004 Panel Review 2004-312 Part 7 Nondiscrimination in Federally -Assisted Programs Part 13 Uniform administrative requirements for grants and cooperative agreements to state and local governments Government -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 Page 7 of 8 OMB Circular A- Uniform Administrative 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 XII- Audit Requirements All grantees must follow the audit requirements of OMB Circular A-133, 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 This grant has been increased by $150,000.00. Ten units of SCBAs at $5,000.00 each, have been added to this grant award. Ten units of Portable Radios at $5,000.00 each have been added to this grant award. Ten units of Technical Rescue Equipment at $5,000 each have been added to this grant award. These additions have been made to the grant award and application as approved by Norma Camarena via e-mail on 9/16/04. The total project cost was increased from $210,600.00 to $360,600.00. The federal share was increased from $147,420.00 to $252,420.00. The applicant share was increased from $63,180.00 to $108,180.00. https://portal. fema.gov/fireirantlj sp/fire_adminlawards/spec/view_award_package.do?agre... 9/27/2004 Panel Review 2004-312 Page 8 of 8 FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT Ia. AGREEMENT NO. 2. AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO. EMW-2003-FG-11600 NO. 95-6000772 ACTION W358175N 0 AWARD 6. RECIPIENT NAME AND 7. ISSUING FEMA OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS ODP/Financial and Grants Management ODP/Financial Services Branch City of San Bernardino Fire Division 500 C Street, S.W., Room 723 Department 500 C Street, S.W., Room 350 Washington DC, 20472 200 East Third Street Washington DC, 20472 San Bernardino Specialist:Latoya Larker 202-646-3645 California, 92410-4889 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF FEMA PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 909-384-5388 Tom Harrington (202) 307-2790 Norma Camarena 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From:17-SEP- To:16-SEP-05 17-SEP-04 SF-270 04 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO. ACCOUNTING DATA PRIOR NAME (ARCS CODE) TOTAL ACRONYM XXXX-XXX-XXXXXX-XXXXX- AWARD XXXX-XXXX-X - AFG 83.554 2004-57-641 ORA-63210000- 4101-D TOTALS Budget Period From:01-OCT- To:30-SEP-04 03 AMOUNT CURRENT AWARDEDTHIS TOTALAWARD ACTION + OR (-) $0.00 $252,420.00 $252,420.00 CUMMULATIVE NOW FEDERAL COMMITMENT $108,180.00 $0.00 $252,420.00 $262.420.00 $108,180.00 b. To describe changes other than funding data or financial changes, attach schedule and check here. N/A 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 terms and conditions attached to this award notice or by incorporated reference in program legislation cited above. 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) N/A 18. FEMA SIGNATORY OFFICIAL (Name and Title) Richard Goodman Go Back DATE N/A DATE 17-SEP-04 https://portal. fema.govlftregrantlj splfire_adminlawardslspeclview_award_lackage.do?agre... 9/27/2004