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Home My WebLink About12-154 Resolution No. 12-154 RESOLUTION ACCEPTING GRANT FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) AND THE U.S. DEPARTMENT OF HOMELAND SECURITY (DHS) UNDER THE FYI I ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM-FIRE PREVENTION AND SAFETY GRANTS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall,City Manager,be and is hereby authorized and directed to accept the grant on behalf of the City of Elgin of$17,387 from the Emergency Management Agency (FEMA) and the U.S. Department of Homeland Security (DHS) under the FY2011 Assistance to Firefighters Grant Program-Fire Prevention and Safety Grants, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: September 26, 2012 Adopted: September 26, 2012 Vote: Yeas: 6 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk Panel Review 9/3/12 8:44 AM Award Package https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew-award_package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 1 of 7 Panel Review 9/3/12 8:44 AM U.S. Department of Homeland Security Washington. D.C. 20472 FEMA 4VU Mr. John Fahy Elgin Fire Department 550 Summit Street Elgin, Illinois 60120-4219 Re: Grant No.EMW-201 1-FP-00889 Dear Mr. Fahy: 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 2011 Assistance to Firefighters Grant Program- Fire Prevention and Safety Grants has been approved. FEMA's Grant Programs Directorate (GPD), in consultation with the U.S. Fire Administration (USFA), carries out the Federal responsibilities of administering your grant. The approved project costs total to$21,733.00. The Federal share is$17,387.00 of the approved amount and your share of the costs is $4,346.00. 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 formally receive the award through the AFG online system. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval, via amendment request, from FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds when you have an immediate cash need. If you have any questions or concerns regarding the process to request your grant funds, please call 1-866-274-0960. Sincerely, Elizabeth M. Harman Assistant Administrator Grant Programs Directorate https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew-award_package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 2 of 7 Panel Review 9/3/12 8:44 AM Agreement Articles j, -� U.S. Department of Homeland Security '- FEMA Washington, D.C. 20472 AGREEMENT ARTICLES Assistance to Firefighters Grant Program -Fire Prevention and Safety Grants GRANTEE: Elgin Fire Department PROGRAM: Assistance to Firefighters Grant Program -Fire Prevention and Safety Grants AGREEMENT NUMBER: EMW-2011-FP-00889 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Project Description Article II Grantee Concurrence Article III Period of Performance Article IV Amount Awarded Article V Financial Guidelines Article VI Prohibition on Using Federal Funds Article VII GPD Allocations Article VIII Financial Reporting Article IX FEMA Officials Article X Central Contractor Registration Article I -Project Description The purpose of the Assistance to Firefighters Grant Program -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 firefighter safety programs and activities. After careful consideration, FEMA 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, via amendment request, from FEMA. Article II -Grantee Concurrence https://eservices,fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew_award-package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 3 of 7 Panel Review 9/3/12 8:44 AM By receiving the award through the AFG online system, 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 2011 Assistance to Firefighters Grant Program -Fire Prevention and Safety Grants in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2011 Assistance to Firefighters Grant Program -Fire Prevention and Safety Grants program guidance. All documents submitted as part of the original grant application are made a part of this agreement by reference. Article III -Period of Performance The period of performance shall be from 09-AUG-12 to 08-AUG-13. Article IV-Amount Awarded The amount of the award is detailed on the Obligating Document for Award attached to these articles. The following are the budgeted estimates for object classes for this grant(including Federal share plus grantee match): Personnel $17,138.00 Fringe Benefits $0.00 Travel $415.00 Equipment $1,380.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $2,800.00 Indirect Charges $0.00 Total $21,733.00 NEGOTIATION COMMENTS IF APPLICABLE (max 4000 characters) Any questions pertaining to your award package, please contact your GPD Grants Management Specialist: Francisco Bernal, Francisco.Bernal1 @dhs.gov. Article V -Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to DHS grants are listed below: A. Administrative Requirements 1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (OMB Circular A-110) B. Cost Principles 1. 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) 3. 2 CFR Part 230, Cost Principles for Nonprofit Organizations(OMB Circular A-122) https://eservices.fema.gov/FemaFireGrant/firegrant/Jsp/fire_admin/a...iew-award_package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 4 of 7 Panel Review 9/3/12 8:44 AM 4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations C. Audit Requirements 1. OMB Circular A-133, Audits of States, Local Governments, and Nonprofit Organizations Article VI -Prohibition on Using Federal Funds Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government,without the express prior written approval of FEMA. Article VII -GPD Allocations The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2011 Assistance to Firefighters Grant Program—Fire Prevention and Safety Grants guidance and application kit. Article VIII -Financial Reporting Recipients of an Assistance to Firefighters Grant Program -Fire Prevention and Safety Grant will be required to submit a semi-annual Federal Financial Report(FFR)via the automated system on the Standard Form 425. The FFR is intended to provide Federal agencies and grant recipients with a standard format and consistent reporting requirements throughout the government. The FFR,to be submitted using the online a-grant system, will be due semi-annually based on the calendar year beginning with the period after the award is made. Grant recipients will be required to submit an FFR throughout the entire period of performance of the grant. The reporting periods for the FFR are January 1 through June 30 (report due by July 31), and July 1 through December 31 (report due by January 31). At the end of the grant's period of performance, all grantees are required to produce a final report on how the grant funding was used and the benefits realized from the award. Grantees must submit a final financial report and a final performance report within 90 days after the end of the period of performance. Article IX-FEMA Officials Program Officer: The Program Specialist is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. If you have any programmatic questions regarding your grant, please call the AFG Help Desk at 866-274-0960 to be directed to a program specialist. Grants Assistance Officer: The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. If you have any questions regarding your grant please call ASK-GMD at 866-927- 5646 to be directed to a specialist. Grants Management Division POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this award. If you have any questions regarding your grant please call ASK- GMD at 866-927-5646 to be directed to a specialist. Article X -Central Contractor Registration (CCR) Recipients of a FP&S grant are required to be registered in the Central Contractor Registration (CCR)system. Active registration in the CCR system ensures grantees are compliant with Federal regulations under Federal Financial Accountability and Transparency Act(FFATA). Registration in CCR system is free, and may take up to 5 to 10 business days to process. For help with registering in the CCR system, please contact the CCR help line at 866-606-8220 or visit ccr.gov for more information. ADDITIONAL REQUIREMENTS (IF APPLICABLE) (max 4000 characters) https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew_award_package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 5 of 7 Panel Review 9/3/12 8:44 AM null https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew_award_package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 6 of 7 Panel Review 9/3/12 8:44 AM FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT 1a.AGREEMENT NO. 2.AMENDMENT 3. RECIPIENT NO. 4.TYPE OF 5. CONTROL EMW-2011-FP-00889 NO. 36-6005862 ACTION NO. 0 AWARD W50066ON 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS Grant Programs Directorate FEMA, Financial Services Branch Elgin Fire Department 500 C Street,S.W. 500 C Street,S.W., Room 723 550 Summit Street Washington DC,20472 Washington DC,20472 Elgin POC:Andrea Day Illinois,60120-4219 9.NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 8479316180 Catherine Patterson 1-866-274-0960 John Fahy 11. EFFECTIVE DATE OF THIS 12. METHOD OF 13.ASSISTANCE ARRANGEMENT 14.PERFORMANCE PERIOD ACTION PAYMENT Cost Sharing From:09- To:08-AUG-13 09-AUG-12 SF-270 AUG-12 Budget Period From:26-JAN-To:30-SEP-12 12 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM NAME CFDA NO. ACCOUNTING DATA PRIOR AMOUNT AWARDED CURRENT CUMMULATIVE ACRONYM (ACCS CODE) TOTAL THIS ACTION TOTAL AWARD NON- XXXX-XXX-XXXXXX-XXXXX- AWARD +OR(-) FEDERAL XXXX-XXXX-X COMMITMENT FP 97.044 2012-M1-3007RG-10000000- $0.00 $17,387.00 $17,387.00 $4,346.00 4101-D TOTALS $0.00 $17,387.00 $17,387.00 $4,346.00 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-Fire Prevention and Safety 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) DATE N/A N/A 18. FEMA SIGNATORY OFFICIAL(Name and Title) DATE Andrea Day 08-AUG-12 https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew award_package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 7 of 7 _Al! h y � ELGIN _.__._ _ -.--_--. .. --- THE CrrY IN THE SUBURBS- AGENDA ITEM: N MEETING DATE: September 12, 2012 ITEM: Acceptance of 2011 Fire Prevention and Safety Grant (Net Cost $4,346) OBJECTIVE: Increase the number of certified fire investigators serving the city of Elgin. RECOMMENDATION: Accept the Fire Prevention and Safety Grant awarded to the city of Elgin to train two additional fire investigators. BACKGROUND The thorough investigation of every fire provides vital fire prevention information and opportu- nities for public education. Trained fire investigators are essential for detecting arson, fires due to noncompliance and fires due to human negligence. According to the USFA's National Fire In- cident Reporting System (NFIRS) data and the National Fire Protection Association (NFPA), an estimated average of 316,600 intentional fires occur each year causing injuries to 7,825 fire- fighters and civilians. In 2006, ten firefighters died because of arson. In addition to needless in- jury and death, an estimated $1.1 billion in direct property loss occurs annually. The city of Elgin experienced more than $3.6 million in property damage from all fires in 2011. Since 2006, the city experienced average annual property damages of$782,483 from intention- ally set fires. In 2006, the city of Elgin Fire Department was awarded a Fire Prevention and Safety Grant to train two fire investigators. The funds trained the eighth and ninth members of the city's Fire Investigation Team. Since that time, the team has lost one member due to attrition. In 2011, city staff applied to the Fire Prevention and Safety program to train members nine and ten of the Fire Investigation team, bringing it to its authorized manning of ten individuals per Elgin Fire Department standards. Training two additional fire investigators provides the Fire In- vestigation Team additional resources, affording them a greater ability to engage in discretion- ary activities, such as public education. LEGAL IMPACT Accepting the Fire Prevention and Safety Grant enters the city of Elgin into a contractual agreement to complete the activities described in the application within one year of the award. ALTERNATIVES The city council may choose not to accept the Fire Prevention and Safety grant. NEXT STEPS Accept grant funds and complete training. Originators: Aaron Cosentino, Management Analyst David Schmidt, Assistant Fire Chief Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A. Fire Prevention and Safety Award Package and Contract it J, 3 913/12 8:44 AM Panel Review U.S. Department of Homeland Security Washington,D.C. 20472 r FEMA Mr. John Fahy Elgin Fire Department 550 Summit Street Elgin, Illinois 60120-4219 Re: Grant No.EMW-201 1-FP-00889 Dear Mr. Fahy: 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 2011 Assistance to Firefighters Grant Program- Fire Prevention and Safety Grants has been approved. FEMA's Grant Programs Directorate (GPD), in consultation with the U.S. Fire Administration (USFA), carries out the Federal responsibilities of administering your grant. The approved project costs total to $21,733.00. The Federal share is $17,387.00 of the approved amount and your share of the costs is$4,346.00. 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 formally receive the award through the AFG online system. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval, via amendment request,from FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds when you have an immediate cash need. If you have any questions or concerns regarding the process to request your grant funds, please call 1-866-274-0960. Sincerely, Elizabeth M. Harman Assistant Administrator Grant Programs Directorate r https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/a...iew award-package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 2 of 7 9/3/12 8:44 AM Panel Review By receiving the award through the AFG online system,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 rant, grantees agree that they will use the funds provided through the Fiscal Year 2011 Assistance to Firefighters Grant Program -Fire Prevention and Safety Grants in accordance with these Articles of Agreement and the program guidelines pram guidance. All documents s Assistance to Firefighters Grant Program -Fire part of the original grant application are Prevention ofdthisfety Grants program g agreement by reference. Article III -Period of Performance The period of performance shall be from 09-AUG-12 to 08-AUG-13. Article IV -Amount Awarded The amount of the award is detailed on the Obligating Document for Award attached to these articles. The following are the budgeted estimates for object classes for this grant(including Federal share plus grantee match): Personnel $17,138.00 Fringe Benefits $0.00 Travel $415.00 Equipment $1,380.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $2,800.00 Indirect Charges $0.00 Total $21,733.00 NEGOTIATION COMMENTS IF APPLICABLE (max 4000 characters) Any questions pertaining to your award package, please contact your GPD Grants Management Specialist : Francisco Bernal, Francisco.Bernall@dhs.gov. Article V-Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to DHS grants are listed below: A. Administrative Requirements 1. 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (OMB Circular A-110) B. Cost Principles 1. 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) 3. 2 CFR Part 230, Cost Principles for Nonprofit Organizations (OMB Circular A-122) https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire admin/a...iew award_package.do?agreementNo=EMW-2011-FP-oo889&printaward=print Page 4 of 7 9/3/12 8:44 AM Panty Review r4l ull r rk https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire-admin/a...iew award-package.do?agreementNo=EMW-2011-FP-00889&printaward=print Page 6 of 7 All ELGIN THE CITY IN THE SUBURBS DATE: October 18, 2012 TO: Aaron Cosentino, Management Analyst FROM: Jennifer Quinton, Deputy City Clerk SUBJECT: Resolution No. 12-154 Adopted at the September 26, 2012, Council Meeting Enclosed you will find the agreement listed below. Please distribute this agreement to the other party and keep a copy for your records if you wish. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you. • Grant from the Federal Emergency Management Agency (FEMA) and the U.S. Department of Homeland Security (DHS) Under the FYI I Assistance to Firefighters Grant Program-Fire Prevention and Safety Grants