HomeMy WebLinkAbout2009-059
RESOLUTION NO. 2009-59
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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.
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matching share, as required by the terms of the grant.
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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
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2009-59
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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.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
joint
Common Council of the City of San Bernardino at a regular meeting thereof, held on
5 the 16th day of March
, 2009, by the following vote, to wit:
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7 COUNCIL MEMBERS:
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AYES
NAYS
ABSTAIN ABSENT
9 ESTRADA
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BAXTER
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BRINKER
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VACANT
KELLEY
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JOHNSON
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Rac el G. Clark, City Clerk
City of San Bernardino
The foregoing Resolution is hereby approved this ///71 day of March
,2009.
/~!)~~a.. -
Rikke Van Johnson, Mayor Pro Tern
City of San Bernardino
Approved as to form:
JAMES F. PENMAN, City Attorney
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Award Package
Attachment "A"
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u. S. Department of Homeland Security
Washington, D.C. 20472
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Ms. Norma Camarena
City of San Bernardino Fire Department
200 East 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 percent 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 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 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 (i.e. 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
helpdesk at 1-866-274-0960.
Sincerely,
F~
W. Ross Ashley, III, Assistant Administrator
Grant Programs Directorate
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Agreement Articles
8) FEMA
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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 Description
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 Requirements
Additional Requirements
Article I - Project Description
The purpose of the Assistance to Firefighters Program is to protect the health and safety of the 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 detailed in the project 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 without 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. Grantees are encouraged to review the program
guidance for more information on this topic.
Article II . Grantee Concurrence
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By' requesiing 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. By receiving funds under this
grant, grantees agree that they will use the funds provided through the Fiscal Year 2008 Assistance to Firefighters Grant
Program in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2008
Assistance to Firefighters Grants program guidance. The grantee agrees that Federal funds under this award will be used to
supplement, but not supplant, State or local funds for first responder preparedness. 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 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 date unless the 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 the approved grant
application only. The grantee cannot 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 this grant (including Federal share plus grantee match):
Personnel $0.00
Fringe Benefits $0.00
Travel $0.00
Equipment $34,500.00
Supplies $0.00
Contractual $450,955.00
Construction $0.00
Other $0.00
Indirect Charges $0.00
Total $485,455.00
Article V . Requests for Advances or Reimbursements
Grant payments under the Assistance to Firefighters Grant Program are made on an advance or reimbursable basis for
immediate cash needs. In order to request funds, the grantee must logon to the Fire Grant System using their user id/password
(used to submit the application) the grantee fills out the on-line Request for Advance or Reimbursement. If an authorized 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 levels 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 grant application. The provisions of this article are not applicable to changes in the budgeted line.items
listed in the request details section of the application as the line-items in the request details section (I.e., 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 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.
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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 extended 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, Deputy Director 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: ARLENE RAMSEY 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 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 questions 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 costs prior to award. All pre-award expenses should have been disclosed during the award negotiation process.
Failure to disciose pre-award expenses during the award negotiation process may affect the costs' eligibility.
S. Quotes obtained prior to submittal of the application - for the purposes of applying for this grant - are not considered to be
sufficient to satisfy the requirements for competition as outlined in OMB Circular A-110 below. All bidding activities implemented
for competition must be sought and obtained after award, Le., during the period of performance. Grantees may be jeopardizing
their awards if the requirements set forth are not 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
Nondiscrimination in Federally-Assisted Programs
Uniform administrative requirements for grants and cooperative agreements
to state and local govemments
Government-wide Debarment and Suspension (Non-procurement) and
Govemment-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
OMS Circular A-87 Cost Principles for State/local Governments, Indian tribes
OMS Circular A-122 Cost Principles for Non-Profit Organizations
OMS Circular A.
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Uniform Administrative Requirements for Grants and Agreements With State and Local Governments
Assistance to Firefighters Grant Application and Assurances contained therein.
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OMB Circular A-
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Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher 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 $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 that the manufacturer with
whom you contracted to build your vehicle cannot fulfill the contract, I.e., cannot finish building your vehicle for any reason. An
advance payment bond is a financial tool used to guarantee that, in the event of manufacturerlcontractor default, funds will be
available to finish the construction of your vehicle and ensure its proper operation. From the vehicle grantee's point of view, the
insolvency of a contractor during the construction of a vehicle will most likely result in delayed completion of the vehicle,
additional expenses for a different manufacturerlcontractor to finish the work, or even loss of grant funds. For this reason, we
now require manufacturerslcontractors 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 contract must 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 the vehicle at the earliest possible date but no less than $100
per day.
Regional Hosts:
Grantees that are the hosts of regional projects as provided for in the annual program guidance are accountable for the
equipment purchased with grant funds and disbursed to other first-responder organizations under a memorandum of
understanding. Responsibility for maintenance of the equipment may be placed in the hands of the recipient if specifically
delineated in the memorandum of understanding between the host and the recipient.
Modification to Facilities Requirements:
Modification to facility projects (including renovations associated with equipment installations) 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 facility 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):
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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
Norma Camarena
11. EFFECTIVE DATE OF THIS
ACTION
30-JAN-09
Page.80f8
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, S.W.. Room 723
Washington DC, 20472
5. CONTROL NO.
W462110N
PHONE NO.
9093845286X1129
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-l0
Budget Period
From:Ol.QCT -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-XXXXXX-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 retum 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
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