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Home My WebLink About22-Fire Department CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Michael J, Comad, Fire Chief Subject: Resolution authorizing the City Manager or his designee to accept and administer an award from the Department of Homeland Security (DHS) in the amount of$388,364. Dept: Date: Fire March 11,2009 MC/C Meeting Date: March 16,2009 Synopsis of Previous Council Action: 03/11/09 04/01/08 05/07/07 04/10/07 04/03/06 03/09/06 Grants Ad Hoc Committee-Item recommended for approvaL Grants Ad Hoc Committee-Item recommended for approvaL Resolution #2007-146 authorizing the Fire Department to apply for and administer the FY 2006 Assistance to Firefighters grant program submitted to the Department of Homeland Security in the amount of$663,000. Grants Ad Hoc Committee-Item recommended for approvaL Resolution #2006-92 authorizing the Fire Department to apply for and administer the FY 2006 Assistance to Firefighters grant program submitted to the Department of Homeland Security in the amount of$601,266, Grants Ad Hoc Chairperson requested the item go directly to the Mayor and Common Council for approvaL RECOMMENDATION: Adopt resolution. ~-I.~ Signature 0 Phone: (909) 384-5286 Contact Person: Michael J. Comad. Fire Chief Supporting data attached: StaffReoort. Resolution. and Award Package Ward: CitYWide FUNDING REQUIREMENTS: Council Notes: Amount: Source: $388.364 DHS's Grant Funding Share revenue Amount: Source: $97.100 (rounded) FY 09/10-Citv's Cost Share Finance: r;AJ<IJ~ ~~ . 3-IG-01 Agenda Item No. 2..'" STAFF REPORT _ SUBJECT Resolution authorizing the City Manager or his designee to accept and administer an award from the Department of Homeland Security (DHS) in the amount of$388,364. BACKGROUND In 2007, the Department of Homeland Security announced the availability of grant funding for Fiscal Year 2008 Assistance to Firefighters Grant Program (AFGP). AFGP assists rural, urban, and suburban fire departments throughout the United States. The program supports organizations that lack the tools and resources necessary to more effectively protect the health and safety of the public and their emergency response personnel with respect to fire and all other hazards. On April 1,2008, Fire attended the Grants Ad Hoc Committee to request authorization to submit the on-line 2008 AFGP grant application prior to Council approval. The Grant Ad Hoc Committee consented that the Fire Department proceed with submittal of the application and ratify the submittal of the grant application. - On April 21, 2008, the Mayor and Common Council authorized the ratification submittal of the on-line grant application to AFGP in the amount of $699,330. Fire applied for wildland equipment (fire shelters), vehicle exhaust extraction systems, and traffic signal preemption system (regional application). The regional application was denied on December 23, 2008 and DHS was still considering the wildland equipment and vehicle exhaust extraction systems. On February 6, 2009, Fire received an official notification (email) from DHS stating that the 2008 AFGP grant application for wildland equipment and vehicle exhaust extraction systems has been approved. Attached is the award package from DHS authorizing the purchase for 100 New Generation fire shelters in the amount of $34,500 and the vehicle exhaust extraction system for all the twelve (12) fire stations in the amount of $450,955. The period of performance shall be from January 30,2009 through January 29, 1010. FINANCIAL IMPACT The total program funding for the wildland equipment and the vehicle exhaust extraction systems is $485,455, which requires that the city match 20% of this cost. The city's cost share is $97,100 (rounded) and DHS's is $388,364. All cost share contributions must be cash, no "in-kind" or other federal funding contributions will be considered for the required cost share. Payments for expenditures approved in the grant will be on a reimbursement basis. The city's match, in the amount of $97,100 (rounded) from a non-federal fund, will need to be budgeted in FY 09-10, and the Fire Department's budget amended to appropriate the required funds. RECOMMENDA nON - Adopt resolution. RESOLUTION NO. 1 2 3 4 5 6 7 8 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO ACCEPT AND ADMINISTER AN AWARD FROM THE DEPARTMENT OF HOMELAND SECURITY (DHS) IN THE AMOUNT OF $388,364. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The City Manager or his designee is authorized to accept a grant from the Department of Homeland Security in the amount of $388,364 for the San Bernardino City Fire Department and administer the grant funds as outlined in the Award Package, a copy of which is attached hereto as Attachment "A", and incorporated herein by reference. 9 10 11 matching share, as required by the terms of the grant. 12 SECTION 2. The Finance Director is authorized and directed to appropriate $97,100 from the General Fund Budget Reserve to the Fire Department Budget to fund the City's 13 IIII IIII 14 15 IIII 16 IIII 17 IIII 18 IIII 19 IIII 20 IIII 21 IIII 22 IIII 23 IIII 24 25 26 IIII 27 IIII 28 IIII I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO ACCEPT AND ADMINISTER AN AWARD FROM THE DEPARTMENT OF HOMELAND SECURITY (DHS) IN THE AMOUNT OF $388,364. 1 2 3 4 5 6 7 COUNCIL MEMBERS: 8 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2009, by the following vote, to wit: AYES NAYS ABSTAIN ABSENT 9 ESTRADA 10 BAXTER 11 BRINKER 12 VACANT 13 14 KELLEY JOHNSON 15 16 MCCAMMACK 17 18 19 20 21 22 23 24 25 26 27 28 Rachel G, Clark, City Clerk City of San Bernardino The foregoing Resolution is hereby approved this day of ,2009, Patrick J. Morris, Mayor City of San Bernardino Approved as to form: JAMES F, PENMAN, City Attorney 2 Panel Review Page 1 of8 Award Package Attachment "A" https://portaLfema,gov/firegrant/jsp/fire_ admin/awards/spec/view _award yackage.do?agreementNo=EM.., 2/12/2009 Panel Review Page 2 of8 u.s. Department of Homeland Security Washington, D.C. 20472 eFEMA (",'ID ~i' Ms_ Norma Camarena City of San Bernardino Fire Department 200 Easl Third Street San Bernardino, California 92410-4889 Re: Grant No_EMW-2008-FO-07316 Dear Ms_ Camarena: On behalf of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security (DHS), I am pleased to inform you that your grant application submitted under the FY 2008 Assistance to Firefighters Grant has been approved_ FEMA's Grant Programs Directorate, in consultation with the U_S_ Fire Administration, carries out the Federal responsibilities of administering your grant The approved project costs total to $485,455,00, The Federal share is 80 percenl or $388,364_00 of the approved amount and your share of the costs is 20 percent or $97,091_00_ As part of your award package, you will find Grant Agreemenl 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 Grant Agreement Articles when you request and receive any of the Federal Grant funds awarded to you. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval from DHS_ If your SF 1199A has been reviewed and approved, you will be able to request payments online_ Remember, you should basically request funds when you have an immediate cash need (Le_ you have a bill in-hand that is due within 30 days)_ If you have any questions or concerns regarding the awards process or how to request your grant funds, please call the hetpdesk at 1-866-274-0960. Sincerely, F~ W_ Ross Ashley, III, Assistant Administrator Granl Programs Direclorale https://portaLfema,gov/firegrant/jsp/fire_adminlawards/spec/view _award ..Jlackage.do?agreementNo=EM", 2/12/2009 Panel Review Page 3 of8 Agreemenl Articles ~~UT"'~ ,~' FEMA ~ ~' .~~ ~... '-t,t(D t.t-c U.S. Department of Homeland Security Washington, D,C, 20531 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program GRANTEE: City of San Bernardino Fire Department PROGRAM: Operations and Safety AGREEMENT NUMBER: EMW-2008-FO-07316 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 XIII Project Descriplion Grantee Concurrence Period of Performance Amount Awarded Requests for Advances or Reimbursements Budget Changes Financial Reporting Performance Reports DHS Officials Other Terms and Conditions General Provisions Audit Requiremenls Addilional Requirements Article I - Project Description The purpose of the Assistance to Firefighlers Program is to protect Ihe health and safety of Ihe public and firefighting personnel against fire and fire-related hazards, After careful consideration, DHS has determined that the grantee's project submitted as part of the grantee's application, and delailed in the projecl narrative as well as the request details section of the application - including budget information - was consistent with the program's purpose and worthy of award, Therefore, the grantee shall perform the work described in the approved grant application as itemized in the request details section of the application and further described in the grant application's narrative, These sections of the application are made a part of these grant agreement articles by reference, The grantee may not change or make any material deviations from the approved scope of work outlined in the above referenced sections of the application withoul prior written approval from DHS, However, in keeping with this year's program guidance, grantees that have grant funds left over after completing the approved scope of work prior to the end of the period of performance have three options for the use of the excess funds: 1) they may return the unused funds to the Federal government, 2) they may use a maximum of $5,000 to expand the activities for which they were awarded, or 3) create or expand an existing fire prevention program, Granlees are encouraged to review the program guidance for more information on this topic, Article II - Grantee Concurrence https://portaLfema,gov/firegrant/jsp/fire admin/awards/spec/view award package,do?agreementNo=EM... 2/12/2009 Panel Review Page 4 of8 By requesting and receiving Federal grant funds provided by this granl 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 idenlified below, By receiving funds under this grant, grantees agree Ihat Ihey will use Ihe funds provided through the Fiscal Year 2008 Assislance 10 Firefighters Grant Program in accordance with these Articles of Agreement and the program guidelines provided in Ihe Fiscal Year 2008 Assistance to Firefighlers Granls program guidance. The grantee agrees that Federal funds under this award will be used to supplemenl, bul nol supplant, State or local funds for first responder preparedness, All documents submitted as part of the application are made a part of this agreemenl by reference, Article III - Period of Performance The period of performance shall be from 30.JAN-09 to 29.JAN-10, 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 dale unless Ihe grantee has requested, and DHS 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 Ihe approved grant application only, The grantee cannol transfer funds or assets purchased with grant funds to other agencies or departments without prior written approval from DHS, Article IV - Amount Awarded The amount of the award is detailed on the Obligating Document for Award attached to these articles, Following are the budgeted estimates for each object classes of Ihis grant (including Federal share plus grantee malch): Personnel $0,00 Fringe Benefits $0,00 Travel $0,00 Equipment $34,500,00 Supplies $0,00 Contractual $450,955,00 Construclion $0.00 Other $0,00 Indirect Charges $0.00 Total $485,455,00 Article V - Requests for Advances or Reimbursements Granl payments under Ihe Assistance to Firefighters Granl Program are made on an advance or reimbursable basis for immediate cash needs. In order to requesl funds, Ihe grantee must logon to Ihe Fire Grant System using their user id/password (used to submil the application) the grantee fills oul the on-line Request for Advance or Reimbursement. If an aulhorized user needs access to the application but does not have the user id or password, they may be obtained by calling the help desk at 1- 866-274-0960, Article VI - Budget Changes With prior DHS approval, grantees may make changes in funding ievels between the object classes (as detailed in Article IV above), in order to accomplish the grant's scope of work, The grant's scope of work is outlined in the project narrative and in the request details of the granl application, The provisions of this article are not applicable to changes in the budgeted line-items listed in the requesl details section of the application as the line-items in the request details section (Le" scope of work) cannot be changed, 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 Ihe performance period, or upon completion of the grantee's program narrative, the grantee musl 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, https://portaLfema,gov/firegrant/jsp/frre_adminlawards/spec/view _award ..,package,do?agreementNo=EM... 2/12/2009 Panel Review Page 5 of8 Article VIII - Performance Reports The grantee must submit a semi-annual and a final performance report to DHS, The final performance report should provide a short narrative on what the grantee accomplished with the grant funds and any benefits derived there from, If a grantee's performance period is exlended beyond the initial 12-month period, a periodic performance report is due every six month increment until closeout. Article IX - DHS Officials Program Officer: Tom Harrington, Depuly Direclor of Ihe 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 Ihe aclivilies described in the approved grant application, Grants Assistance Officer: ARLENE RAMSEY is the Assistance Officer for Ihis grant program, The Assistance Officer is the Federal official responsible for negotiating, administering, and execuling all grant business matters, Grants Management Branch POC: Walter Pickett is the point of contact for this grant award and shall be contacted for all financial and administrative grant business matters, If you have any queslions regarding your grant please call 202-786-9524, Article X - Other Terms and Conditions A. Pre-award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS program office, In order to be reimbursed for items purchased prior to award, grantees must submit a payment request and provide rationale for incurring the cosls prior to award, All pre-award expenses should have been disclosed during the award negolialion process, Failure to disclose pre-award expenses during the award negotiation process may affect the cosls' eligibility. B, Quoles obtained prior to submittal of the application - for the purposes of applying for this grant - are not considered to be sufficient to satisfy the requiremenls for competition as outlined in OMS Circular A-110 below, All bidding activities implemented for competition must be sought and oblained after award, i.e., during the period of performance, Grantees may be jeopardizing their awards if the requirements set forth are nol adhered to, Article XI . General Provisions The following are hereby incorporated into this agreement by reference: The program's annual Program Guidance, 44 CFR, Emergency Management and Assistance Part 7 Nondiscriminalion in Federally-Assisted Programs Uniform administrative requirements for grants and cooperalive agreements to state and local governments Government-wide Debarment and Suspension (Non-procurement) and Government-wide Requirements for Drug-free Workplace (Grants) New Restrictions on Lobbying Part 13 Part 17 Part 18 31 CFR 205,6 Funding Techniques OMS Circular A-21 Cost Principles for Educational Institutions OMB Circular A-87 Cost Principles for State/local Governments, Indian tribes OMB Circular A-122 Cost Principles for Non-Profit Organizations OMB Circular A- 102 Uniform Administrative Requirements for Grants and Agreements With State and Local Governments Assistance to Firefighters Grant Application and Assurances contained therein, https://portal.fema,gov/firegrantljsp/fire_ admin/awards/spec/view _award yackage,do?agreementNo=EM.,. 2/12/2009 Panel Review Page 6 of8 OMS Circular A- 110 Uniform Adminislralive Requiremenls for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other NonProfit Organizalions Assislance 10 Firefighlers Granl Applicalion and Assurances conlained Iherein, Article XII- Audit Requirements All grantees must follow the audit requirements of OMS Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, The main requirement of this OMS Circular is that grantees that expend $500,000,00 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 upon the official closeout of your grant. You must also agree to make your grant files, books, and records available for an audit by DHS, 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, Article XIII- Additional Requirements (if applicable) Vehicle Awardees: Vehicle awardees for FY 2008 will be required to include an advance payment bond as part of the contract with their vehicle manufacturer. An advance payment bond is like an insurance policy that protects you in the event thaI the manufacturer with whom you contracted to build your vehicle cannot fulfill the contract, Le" cannot finish building your vehicle for any reason, An advance payment bond is a financial tool used to guarantee that, in the event of manufacturer/contractor default, funds will be available 10 finish Ihe construction of your vehicle and ensure its proper operation, From the vehicle grantee's point of view, the insolvency of a conlractor during Ihe conslruction of a vehicle will mosllikely result in delayed completion of the vehicle, additional expenses for a different manufacturer/contractor to finish the work, or even loss of grant funds, For this reason, we now require manufacturers/contractors to provide a bond from an independent bank, insurance company or bonding agency so that the vehicle grantees can recover damages they may sustain if the manufacturer/contractors default during the construction of a vehicle, The amount of the bond should be equal to, or greater than, the sum of any payments, compensation and/or consideration provided prior to the delivery of the vehicle. If no down payment is required in the purchase contract, an advance payment bond is not required, Regardless of whether a performance bond is obtained, each vehicle purchase conlract musl include a performance clause, The performance clause stipulates a certain date when the vehicle will be delivered by the vendor. If the vendor does not deliver the vehicle by the date stipulated in the performance clause, penalties are administered to the vendor, These penalties should be of a severity sufficient to provide the vendor with incentive to deliver Ihe vehicle at the earliest possible date but no less than $100 per day. Regional Hosts: Granlees thaI are Ihe hosts of regional projecls as provided for in Ihe annual program guidance are accounlable for the equipmenl purchased wilh grant funds and disbursed to other first-responder organizations under a memorandum of understanding, Responsibility for mainlenance of the equipment may be placed in Ihe hands of Ihe recipient if specifically delineated in the memorandum of underslanding between the host and the recipient. Modification to Facilities Requirements: Modification to facility projecls (including renovations associated with equipmenl inslallations) are subject to all applicable environmental and historic preservation requirements, Applicants seeking assistance to modify their facilities or to install equipment requiring renovations may undergo additional screening, Specifically, DHS is required to ascertain to what degree the proposed modifications and renovations might affect an applicant's facilily relative to the National Environmental Policy Act, National Historic Preservation Act of 1966, National Flood Insurance Program regulations, and any other applicable laws and Executive Orders, No project that involves a modification to facility can proceed - except for project planning - prior to formal written approval from DHS, If your award includes a modification to a facility, you are responsible for contacting the Program Office so you can be given direction on how to proceed; your contact in the AFG Program Office is Stephen,pezzetti@dhs,gov, Noncompliance with these provisions may jeopardize an applicant's award and subsequent funding, Grants Management Adjustments to Original Application (if applicable): https://portaLfema,gov/firegrant/jsp/fire_ adminlawards/spec/view _award ..Jlackage.do?agreementNo=EM,.. 2/12/2009 Panel Review Page 70f8 https://portaLfema,gov/firegrant/jsp/fire_ adminlawards/spec/view _award ..Jlackage.do?agreementNo=EM,., 2/12/2009 Panel Review la, AGREEMENT NO, EMW,2008,FO,07316 6, RECIPIENT NAME AND ADDRESS City of San Bernardino Fire Department 200 East Third Street San Bernardino California, 92410-4889 9, NAME OF RECIPIENT PROJECT OFFICER Nanna Camarena 11, EFFECTIVE DATE OF THIS ACTION 30,JAN,09 Page 8 of8 FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT 2, AMENDMENT NO, o 3, RECIPIENT NO, 95-6000772 7, ISSUING OFFICE AND ADDRESS Grants Management, Operations Directorate 245 Murray Lane, Building 410, SW Washington DC, 20528,7000 POC: Walter Pickett 202,786,9524 4, TYPE OF ACTION AWARD 8, PAYMENT OFFiCE AND ADDRESS FEMA, Financial Services Branch 500 C Street, SOW"~ Room 723 Washington DC, 20472 5, CONTROL NO, W462110N PHONE NO, 9093845286X 1129 10, NAME OF PROJECT COORDINATOR Tom Harrington PHONE NO, 1,866,274,0960 12, METHOD OF PAYMENT SF,270 13, ASSISTANCE ARRANGEMENT Cost Sharing 14, PERFORMANCE PERIOD From:30,JAN,09 To:29,JAN,10 Budget Period From :01,OCT ,08 To:30,SEP,09 15, DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM NAME CFDA NO, ACCOUNTING DATA PRIOR TOTAL AMOUNT AWARDED CURRENT TOTAL CUMMULATIVE ACRONYM (ACCS CODE) AWARD THIS ACTION AWARD NON, XXXX,XXX,)()()()()()(,XXXXX,XXXX, +OR(,) FEDERAL XXXX,X COMMITMENT AFG 97,044 2009,M8,0001 GF,25000000,41 01,D $0,00 $388,364,00 $388,364,00 $97,091,00 TOTALS $0,00 $388,364,00 $388,364,00 $97,091,00 b. To describe changes other than funding data or financial changes, attach schedule and check here. N/A 16a, 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 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) Andrea Gordon I Go Back I DATE N/A DATE 22,JAN,09 https:llportaLfema.gov/firegrantljsp/fire_adminlawards/spec/view _award -package,do?agreementNo=EM", 2/12/2009