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HomeMy WebLinkAboutRes 2008-06RESOLUTION NO. 2008-06 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS, ARIZONA, ACCEPTING AN ASSISTANCE TO FIREFIGHTERS GRANT AWARD FROM THE U.S. DEPARTMENT OF HOMELAND SECURITY. WHEREAS, the U.S. Department of Homeland Security ( "DHS ") has awarded the Town of Fountain Hills (the "Town ") an Assistance to Firefighters Grant Award (the "Grant ") in the amount of $46,802, for the purchase of new mobile and portable radios; and WHEREAS, the Council of the Town of Fountain Hills desires to accept the Grant funds. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF FOUNTAIN HILLS as follows: SECTION 1. That the Grant Agreement Articles (the "Agreement') between the Town and DHS is hereby approved in the form attached hereto as Exhibit A and incorporated herein by reference. SECTION 2. That the Mayor, the Town Manager, the Town Clerk and the Town IL Attorney are hereby authorized and directed to cause the execution of the Agreement and to take all steps necessary to carry out the purpose and intent of this Resolution. PASSED AND ADOPTED by the Mayor and Council of the Town of Fountain Hills, Arizona, February 7, 2008. FOR THE TOWN OF FOUNTAIN HILLS: &��n -\�� c4m�4 W. . Nic oIs, Mayor REVIEWED BY: Kathleen M. Zanon, Interim Town Manager 805364.1 ATTESTED TO: I My APPR VED AS ;FORM: � Andrew J. McGuire, Town Attorney EXHIBIT A TO RESOLUTION NO. 2008-06 [Grant Agreement Articles] See following pages. 805364.1 U.S. Department of Homeland Secudp- Washington, D.C. 20472 `p�nry� FEMA Dr. Scott Lagreca Town of Fountain Hills 16705 East Avenue of the Fountains Fountain Hills, Arizona 85268 -3815 Re: Grant No.EMW- 2007 -FO -01728 Dear Dr. Lagreca: On behalf of the Department of Homeland Security (DHS), I am pleased to inform you that your grant application submitted under the FY 2007 Assistance to Firefighters Grant has been approved. The DHS Federal Emergency Management Agency's National Preparedness Directorate, in consultation with the U.S. Fire Administration, carry out the Federal responsibilities of administering your grant. The approved project costs total to $52,002.00. The Federal share is 90 percent or $46,802.00 of the approved amount and your share of the costs is 10 percent or $5,200.00. 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. The first step in requesting your grant funds is to confirm your correct Direct Deposit Information. Please go on -line to the AFG eGrants system at www.firegrantsupport.com and if you have not done so, complete and submit your SF 1199A, Direct Deposit Sign -up Form. Please forward the original, completed SF 1199A, Direct Deposit Sign -up Form, signed by your organization and the banking institution to the address below: Department of Homeland Security FEMA, National Preparedness Directorate Grants Management Branch 500 C Street, SW, Room 334 Washington, DC 20472 Attn: Assistance to Firefighters Grant Program After your SF 1199A is reviewed and you receive an email indicating the form is 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, donations, or how to request your grant funds, please call the helpdesk at 1- 866 - 274 -0960. Sincerely, C iC R. David Paulison Administrator Agreement Articles pF4�1`f ° U.S. Department of Homeland Security cif p° FEMA Washington, D.C. 20531 ��YO 5£� AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program GRANTEE: Town of Fountain Hills PROGRAM: Operations and Safety AGREEMENT NUMBER: EMW- 2007 -FO -01728 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Project Description Article II Grantee Concurrence Article III Period of Performance Article IV Amount Awarded Article V Requests for Advances or Reimbursements Article VI Budget Changes Article VII Financial Reporting Article VIII Performance Reports Article IX DHS Officials Article X Other Terms and Conditions Article XI General Provisions Article XI Audit Requirements Article XIII 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. 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. 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 in this area. Article II - Grantee Concurrence 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. By receiving funds under this grant, grantees agree that they will use the funds provided through the Fiscal Year 2007 Assistance to Firefighters Grant Program in accordance with the guidelines provided in the Fiscal Year 2007 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 28- DEC -07 to 27- DEC -08. 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 $52,002.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $52,002.00 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. 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 semi - annual 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: Christine Torres is the Assistance Officer for this grant program. The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all arant business matters. Grants Management Branch POC: Belinda Bedran 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 703 - 605 -0757. 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. B. 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, i.e., 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 Part 13 Uniform administrative requirements for grants and cooperative agreements to state and local governments Government -wide Debarment and Suspension (Non - Part 17 procurement) and Government -wide Requirements for Drug - free Workplace (Grants) Part 18 New Restrictions on Lobbying 31 CFR 205.6 Funding Techniques OMB 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 Uniform Administrative Requirements for Grants and Agreements With State and A -102 Local Governments Assistance to Firefighters Grant Application and Assurances contained therein. OMB Circular Uniform Administrative Requirements for Grants and Agreements With Institutions of A -110 Higher Education, Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant Application and Assurances contained therein. Article XII- Audit Requirements All nrantPPq mist follow the ni jrit rPni iirPmPntq of nMR Cirri filar A -122 Ai iriit� of RtntPC I nral 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 2007 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 manufacturer /contractor 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 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 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 will not be responsible for equipment purchased with grant funds if that equipment is disbursed to other first - responder organizations under a memorandum of understanding which places the responsibility for the equipment in the hands of the recipient. Modification to Facilities Requirements: DHS is required to ascertain how proposed modifications to any facilities that will have sprinkler installation may be impacted by requirements related to the National Historic Preservation Act and the National Flood Insurance Program regulations. Modification projects must be evaluated for compliance with applicable statutory and regulatory environmental /historic preservation requirements and must be approved by DHS prior to project implementation. No funds may be requested for construction until all these requirements are fulfilled. If the installation site is a building that is 50 years old or older they shall not proceed with proposed modification projects, other than planning, until being notified by DHS that all reviews have been completed. Noncompliance may jeopardize receipt of federal funding. FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD /AMENDMENT 1a. AGREEMENT NO. 2. AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO. EMW- 2007 -FO -01728 NO. 86- 0650150 ACTION W437673N 0 AWARD 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS Grants Management, Operations FEMA, Financial Services Branch Town of Fountain Hills Directorate 500 C Street, S.W., Room 723 16705 E. Avenue of the 245 Murray Lane - Building 410, SW Washington DC, 20472 Fountains Washington DC, 20528 -7000 Fountain Hills POC: Belinda Bedran 703 - 605 -0757 Arizona, 85268 -3815 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 4808379820 Tom Harrington 1- 866 - 274 -0960 Scott Lagreca 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From:28- 28- DEC -07 SF -270 To:27- DEC -08 DEC -07 Budget Period From:01- To:30- SEP -08 OCT -07 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMMULATIVE NAME (ACCS CODE) TOTAL AWARDED THIS TOTAL NON - ACRONYM XXXX- XXX- XXXXXX- AWARD ACTION AWARD FEDERAL XXXXX- XXXX - XXXX -X + OR ( -) COMMITMENT AFG 97.044 2008 -M7 -0001 GF- 25000000- $0.00 $46,802.00 $46,802.00 $5,200.00 4101 -D TOTALS $0.00 $46,802.00 $46,802.00 $5,200.00 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) DATE N/A NIA 18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE Christine Torres 17- DEC -07 TOWN OF FOUNTAIN HILLS REQUEST FOR LEGAL SERVICES MEMORANDUM TO: Andrew McGuire DT: January 9, 2008 FR: Scott La Greca RE: FEMA, DHS Grant Legal services are requested for the following purpose: A Resolution, accepting a Department of Homeland Security (DHS) FY 2007 Assistance to Firefighters Grant. The project cost (to purchase new mobile and portable radios) is $52,002.00. The Federal share, the grant, is 90% or $46,802.00 of the approved amount and the Town share of the cost is 10% or $5,200.00 Note the Town share in included in the current 07/08 Town budget. All Boxes must be completed before submittal: Date approved by Dept. Director January 9, 2008 Document type and description Resolution to accept Consultant contact person, including phone number and email address Kate Zanon If contract, name, title, address, fax number and email address of person who will be N/A signing contract prior to placing on agenda Department contact person Scott La Greca How consultant selected N/A Due Date (Return from Town Attorney) 1/28/08 Target Council Agenda Date 2/7/08 Time for project completion N/A Other comments N/A Attachments, e.g., bid documents, draft Grant Award notification and award package contracts, etc. cc: Town Manager Executive Assistant to Town Manager Town Clerk Department Director CA Williams on Tzdh' \\PoweredgelSLaGreca\Town stuffiGrant stuffiRequest for Legal Services DHS grant.doc