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HomeMy WebLinkAbout08-40 Resolution No. 08-40 RESOLUTION ACCEPTING THE GRANT OF THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY UNDER THE ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin, City Manager, be and is hereby authorized and directed to accept the grant on behalf of the City of Elgin of$17,100 from the United States Department of Homeland Security under the Assistant to Firefighters Grant Program,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: February 27, 2008 Adopted: February 27, 2008 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk Panel Review Page 4 of 8 Agreement Articles it�,ax35�r�. a ` U.S. Department of Homeland Security �r FEMA Washington, D.C. 20472 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - FIRE PREVENTION AND SAFETY GRANTEE: Elgin Fire Department PROGRAM: Fire Prevention AGREEMENT NUMBER: EMW-2006-FP-02860 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 XII Audit Requirements Article I - Project Description The grantee shall perform the work described in the approved grant application's Narrative. That narrative is made a part of these grant agreement articles by reference. The purpose of the Assistance to Firefighters - Fire Prevention and Safety Grants is to provide funds to national, State, local or community organizations that are recognized for their experience and expertise with respect to fire prevention or fire safety programs and activity. 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. Any material deviation from the approved program narrative will result in the grantee being in default of the grant agreement. This may result in requiring the recipient to return a portion or the entire https://portal.fema.gov/firegrant/jsp/fire_admin/awards/spec/view_award_package.do?agre... 1/25/2008 Panel Review Page 5 of 8 grant funding. 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. 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 05-JUL-07 to 04-JUL-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 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 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 object classes for this grant (including Federal share plus grantee match): Personnel $10,000.00 Fringe Benefits $0.00 Travel $3,700.00 Equipment $0.00 Supplies $400.00 Contractual $0.00 Construction $0.00 Other $3,000.00 Indirect Charges $0.00 Total $17,100.00 Article V- Requests for Advances or Reimbursements Grant payments under the Assistance to Firefighters - Fire Prevention and Safety Grants are made on an advance or reimbursable basis for immediate cash needs. When the grantee needs grant funds and has obtained a user account, the grantee fills out the on-line Request for Advance or Reimbursement. If the grantee has not obtained a user account, an account may be obtained by calling the help desk at 1-866-274-0960. Article VI - Budget Changes Generally, changes in the budget-line items are permitted, as long as the original program narrative is 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, changes must be pre-approved. To request budget changes the grantee can file an amendment through the on-line system. Article VII - Financial Reporting The Request for Advance or Reimbursement mentioned above, will also be used for interim financial reporting https://portal.fema.gov/firegrant/j sp/fire_admin/awards/spec/view_award_package.do?agre... 1/25/2008 Panel Review Page 6 of 8 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. The semi-annual report is due six months after the award date. Article IX- DHS Officials Program Officer: Catherine Patterson, is the Program Officer for the Fire Prevention and Safety Grants. 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: Arlyce Powell, 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: Bertram Mckeithen 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 . Article X-Other Terms and Conditions Pre-award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS program official. Article XI -General Provisions The following are hereby incorporated into this agreement by reference: 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-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-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 Federal Acquisition Regulation (FAR) 31.2 Cost Principles for Profit making Organizations OMB Circular A- Uniform Administrative Requirements for Grants and Agreements With State and Local https://portal.fema.gov/firegrant/j sp/fire_adminlawards/spec/view_award_package.do?agre... 1/25/2008 Panel Review Page 7 of 8 102 Governments Assistance to Firefighters Grant Application and Assurances contained therein. 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 $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 after the conclusion of the 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. Additional Requirements if applicable This grant award was reduced by$1,724. The costs for the Personal/Safety Gear @$1,374 and the Membership Fees @ $350 are not allowed. The reduction has already been made in the grant award and in the application.The total project cost was reduced from $18,824 to $17,100. The federal share was reduced from $15,060 to$13,680. The applicant's match was reduced from $3,765 to $3,420. https://portal.fema.gov/firegrant/jsp/fire_admin/awards/spec/view_award_package.do?agre... 1/25/2008 �� �` —City of Elgin Agenda Item No. � + February 8, 2008 TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager John Henrici, Fire Chief SUBJECT: Acceptance of a Grant from Department of Homeland Security Fire Prevention and Safety Grant Program PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider accepting a grant from the Department of Homeland Security Fire Prevention and Safety (FP&S) Grant Program. RECOMMENDATION It is recommended that the City Council approve the acceptance of this grant from the Department of Homeland Security FP&S Grant Program in the amount of$17,100. BACKGROUND The City of Elgin recognizes a pressing need to preserve and maintain the integrity of all establishments within its boundaries and looks to the Fire Department's Fire Prevention Bureau to provide much of the services required to do so. The Bureau's primary mission is to mitigate fire threats. To do this, it operates three essential programs (the three E's): Education, Engineering (plan review), and Enforcement. Education targets the residential population with programs that promote fire prevention education and awareness. Engineering aims to assist developers in becoming fully fire code compliant for all newly planned development. The goal of enforcement is to provide annual business inspections to ensure fire code compliance as well as to run a fire investigations program which attempts to investigate all fire causes and origins within the City and be in compliance with the City of Elgin Municipal Code 2.40.100* "Duty to Investigate Cause of Fire. The Fire Prevention Bureau administers all three programs to the best of its ability, but has identified where the investigation of all fire causes and origins within the City could be enhanced. A Fire Prevention and Safety Grant from the Department of Homeland Security would enable the Fire Prevention Bureau to be more proactive in its ability to conduct fire cause and origin within the City by training and equipping two existing firefighters as fire investigators. This will augment the efforts of the existing five firefighters already on the investigation team. Panel Review Page 2 of 8 U.S.Department of Homeland Security Washington,D.C.20472 FEMA AfD Mr.William Baker Elgin Fire Department 550 Summit Street Elgin, Illinois 60120-4219 Re: Grant No.EMW-2006-FP-02860 Dear Mr. Baker: On behalf of the Department of Homeland Security(DHS), I am pleased to inform you that your grant application submitted under the 06 Assistance to Firefighters Grant Program - Fire Prevention and Safety Grants has been approved.The DHS Federal Emergency Management Agency's National Preparedness Directorate, in consultation with the U.S. Fire Administration, is responsible for carrying out the Federal responsibilities of administering your grant.The approved project costs total to$17,100.00. 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. 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 Federal Emergency Management Agency 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. If you have any questions or concerns regarding the process to request your grant funds, please call 1-877-510-6762. Sincerely, Corey Gruber Acting Deputy Administrator Federal Emergency Management Agency National Preparedness Directorate Panel Review Page 5 of 8 grant funding. 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. 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 05-JUL-07 to 04-JUL-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 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 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 object classes for this grant(including Federal share plus grantee match): Personnel $10,000.00 Fringe Benefits $0.00 Travel $3,700.00 Equipment $0.00 Supplies $400.00 Contractual $0.00 Construction $0.00 Other $3,000.00 Indirect Charges $0.00 Total $17,100.00 Article V- Requests for Advances or Reimbursements Grant payments under the Assistance to Firefighters- Fire Prevention and Safety Grants are made on an advance or reimbursable basis for immediate cash needs. When the grantee needs grant funds and has obtained a user account, the grantee fills out the on-line Request for Advance or Reimbursement. If the grantee has not obtained a user account, an account may be obtained by calling the help desk at 1-866-274-0960. Article VI- Budget Changes Generally, changes in the budget-line items are permitted, as long as the original program narrative is 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, changes must be pre-approved.To request budget changes the grantee can file an amendment through the on-line system. Article VII-Financial Reporting The Request for Advance or Reimbursement mentioned above,will also be used for interim financial reporting Panel Review Page 7 of 8 102 Governments Assistance to Firefighters Grant Application and Assurances contained therein. 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 $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 after the conclusion of the 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. Additional Requirements if applicable This grant award was reduced by$1,724.The costs for the Personal/Safety Gear @ $1,374 and the Membership Fees @ $350 are not allowed. The reduction has already been made in the grant award and in the application. The total project cost was reduced from $18,824 to$17,100. The federal share was reduced from $15,060 to$13,680.The applicant's match was reduced from $3,765 to$3,420. f February 8, 2008 i TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager 47Y c;o,;;;,;;ut John Henrici, Fire Chief SUBJECT: Acceptance of a Grant from Department of Homeland Security Fire Prevention and Safety Grant Program PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider accepting a grant from the Department of Homeland Security Fire Prevention and Safety (FP&S) Grant Program. RECOMMENDATION It is recommended that the City Council approve the acceptance of this grant from the Department of Homeland Security FP&S Grant Program in the amount of$17,100. BACKGROUND The City of Elgin recognizes a pressing need to preserve and maintain the integrity of all establishments within its boundaries and looks to the Fire Department's Fire Prevention Bureau to provide much of the services required to do so. The Bureau's primary mission is to mitigate fire threats. To do this, it operates three essential programs (the three E's): Education, Engineering (plan review), and Enforcement. Education targets the residential population with programs that promote fire prevention education and awareness. Engineering aims to assist developers in becoming fully fire code compliant for all newly planned development. The goal of enforcement is to provide annual business inspections to ensure fire code compliance as well as to run a fire investigations program which attempts to investigate all fire causes and origins within the City and be in compliance with the City of Elgin Municipal Code 2.40.100* "Duty to Investigate Cause of Fire." The Fire Prevention Bureau administers all three programs to the best of its ability, but has identified where the investigation of all fire causes and origins within the City could be enhanced. A Fire Prevention and Safety Grant from the Department of Homeland Security would enable the Fire Prevention Bureau to be more proactive in its ability to conduct fire cause and origin within the City by training and equipping two existing firefighters as fire investigators. This will augment the efforts of the existing five firefighters already on the investigation team. Grant from Department of Homeland Security Fire Prevention and Safety Grant Program February 8, 2008 Page 2 COMMUNITY GROUPSANTERESTED PERSONS CONTACTED None FINANCIAL IMPACT The $17,100 grant from the Department of Homeland Security FP&S Grant Program will cover the majority of the costs associated with the training of two existing firefighters as Fire Prevention Bureau investigators. Required matching funds in the amount of $5,130 (or 30%), will be provided by the Fire Department from budgeted 2008 salaries. Additional costs associated with grant audit requirements, estimated at less than $1,000, would be charged to the Fire Department training expense, account-010-2802-735.36-01. LEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to accept this grant. 2. The City Council may choose to not accept this grant. Respectfully submitted for Council consideration. JH/rgd Attachment - Ate axf� �r e.