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11-49 Resolution No. 11-49 RESOLUTION ACCEPTING THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY GRANT UNDER THE STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE PROGRAM (SAFER) 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 United States Department of Homeland Security Grant under the Staffing For Adequate Fire and Emergency Response Program(SAFER) on behalf of the City of Elgin in the amount of$327,557. s/Ed Schock Ed Schock, Mayor Presented: March 23, 2011 Adopted: March 23, 2011 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk U S. DepartmeW of Homeland Security Washington, D C 20472 FEMA �+1 N[>% Mr.William Baker Elgin Fire Department 550 Summit Street Elgin, Illinois 60120-4219 Re: Grant No.EMW-201 0-FH-01 170 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 FY 2010 Staffing for Adequate Fire and Emergency Response(SAFER) 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$327,557.00. The Federal share is $327,557.00 of the approved amount and your share of the costs is $0.00. 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 FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds no more frequently than quarterly. If you have any questions or concerns regarding the process to request your grant funds, please call 1- 866-927-5646. Elizabeth M. Harman Assistant Administrator Grant Programs Directorate U.S. Department of Homeland Security Washington, D.C. 20472 AGREEMENT ARTICLES STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE -Hiring program GRANTEE: Elgin Fire Department PROGRAM: Staffing for Adequate Fire and Emergency Response(SAFER) - Hiring AGREEMENT NUMBER: EMW-2010-FH-01170 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 I -Project Description The purpose of the Staffing for Adequate Fire and Emergency Response program is to provide funding directly to fire departments and volunteer firefighter interest organizations in order to help them increase the number of trained, "front-line"firefighters available in their communities. 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 from FEMA. 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 2010 Staffing for Adequate Fire and Emergency Response in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2010 Staffing for Adequate Fire and Emergency Response 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 12-MAY-11 to 11-MAY-13. 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 applicable grantee match): Personnel $233,969.00 Fringe Benefits $93,588.00 Travel $0.00 Equipment $0.00 Supplies $0.00 Contractual $0.00 Other $0.00 Indirect Charges $0.00 Total $327,557.00 NEGOTIATION COMMENTS IF APPLICABLE (max 4000 characters) 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) 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 The 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 2010 Staffing for Adequate Fire and Emergency Response Program guidance and application kit. Article VIII -Financial Reporting The grantee must complete an on-line, semiannual financial status report to meet FEMA requirements. Semiannual financial reports are due within 30 days of the end of every six month period for the life of the grant.At the end of the performance period, or upon completion of the grantee's final program narrative, the grantee must complete an on-line final financial status report that is required to close out the grant. Although the guidance states extensions will not be granted, if a grantee's performance period is extended beyond the initial period, a periodic performance report is due every six month increment until closeout. Article IX-FEMA Officials Program Officer: Catherine Patterson 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. If you have any programmatic questions regarding your grant please call the AFG help desk at 866-274-0960 to be directed to a specialist. Grants Assistance Officer: Nikole Duppins 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 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. FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARDIAMENDMENT 1.AGREEMENT NO. 2.AMENDMENT 3.RECIPIENT NO. 4.TYPE OF 5.CONTROL NO. EMW-2010-FH-01170 NO. 36-6005862 ACTION W494332N 0 AWARD 6.RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8.PAYMENT OFFICE AND ADDRESS AnnPFRR ('rant Prnnramc nirartnrata FFMA Finanrial Sarvir.PC Rranrh 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:Belinda Bedran 202-786-9540 Illinois,60120-4219 9.NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 8479316181 Catherine Patterson 1-866-274-0960 William Baker 11.EFFECTIVE DATE OF 12.METHOD OF 13.ASSISTANCE ARRANGEMENT 14.PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From:12-MAY-To:11-MAY-13 12-MAY-11 SF-270 11 Budget Period From:12-NOV-To:30-SEP-11 10 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 SAFER 97.044 2011-MO-3120GF- $0.00 $327,557.00 $327,557.00 $0.00 25000000-4101-D TOTALS $0.00 $327,557.00 $327,557.00 $0.00 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) SAFER 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 Nikole Duppins 08-FEB-11 (�EPORT TO MAYOR &MEMBERS OF CITY COUNCIL ELG I N THE CITY IN THE SUBURBS AGENDA ITEM: G MEETING DATE: March 9, 2011 ITEM: Acceptance of a Staffing for Adequate Fire and Emergency Response Grant Funding for the Hiring of Two Replacement Firefighters (No Cost to the City) OBJECTIVE: Accept grant to receive assistance with staffing and deployment capabilities so as to have adequate protection from fire and fire-related hazards RECOMMENDATION: Approve the use of SAFER grant funds to hire two replacement firefighters BACKGROUND The Department of Homeland Security Federal Emergency Management Agency's (FEMA) Grant Programs Directorate is responsible for the implementation and administration of the Staffing for Adequate Fire and Emergency Response (SAFER) Grants. SAFER grants provide financial assistance to help fire departments increase their cadre of frontline firefighters or to replace firefighters due to layoff or attrition. The goal is to assist local fire departments with staffing and deployment capabilities so they may respond to emergencies whenever they occur, assuring their communities have adequate protection from fire and fire-related hazards. The SAFER grants are an important part of the federal government's larger, coordinated effort to strengthen homeland security preparedness. OPERATIONAL ANALYSIS The fire department is hiring replacements for the two firefighter vacancies created by retirements occurring in 2010. The city council's acceptance of the SAFER grant award in the amount of$327,557 will fund the salaries and benefits for the two, replacement firefighters for a two-year period. SAFER grants pay up to 100 percent of the salaries and benefits (exclusive of overtime) and have a two-year period of performance. As a condition to accepting the grant award, the city must maintain for two years its firefighter staffing level at the same level in place at the time of the award's issuance. Laying off firefighters during the two-year performance period will result in the termination of the grant award. (A grantee that fails to adjust payment requests to reflect vacancies or staffing adjustments will be considered in default, and, if the grantee does not possess a waiver of the requirement, may be required to repay all federal funds.) There is no requirement that the city retain the firefighters hired under the SAFER grant at the conclusion of the two-year performance period. The authority for SAFER is derived from the Federal Fire Prevention and Control Act of 1974, as amended (15 U.S.C. §2229a et seq.). The authority for waiving certain provisions of the SAFER Grant Program is derived from Section 605 of the Supplemental Appropriations Act, 2009 (P.L. 111-32). Cost sharing requirements were abated under Sec. 603 of Title VI of the American Recovery and Reinvestment Act of 2009 (P.L. 111-5)for fiscal years 2009 and 2010. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The two firefighter positions are replacements for retirements that occurred in 2010. The American Recovery and Reinvestment Act of 2009 waived the prescribed cost share for the SAFER grantees receiving awards from the FY 2010 appropriations. Therefore, there is no required cost sharing, matching or cost participation for the Hiring of Firefighters Activity of the FY 2010 SAFER grants. The 2011 budget includes funding for these two positions. The grant money received will be deposited into the general fund and used to offset firefighter salary, benefit and training expenditures for the two year grant period. BUDGET IMPACT FUND(S) ACCOUNTS) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-2802-735.01-01 N/A $11,725,780 $9,964,297 LEGAL IMPACT None. ALTERNATIVES The city council may choose not to accept the SAFER grant funding in the amount of $327,557 for two replacement firefighter positions. 2 NEXT STEPS Execute the grant agreement. Originators: John Fahy, Fire Chief Mike Baker, 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 Approved: Sean R. Stegall, City Ma ger ATTACHMENTS A: Grant Approval Letter B: Agreement Articles 3 U.S.Department of Homeland Security Washington,D.C.20472 FEMA Mr.William Baker Elgin Fire Department 550 Summit Street Elgin, Illinois 60120-4219 Re:Grant No.EMW-201 0-FH-01 170 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 FY 2010 Staffing for Adequate Fire and Emergency Response(SAFER) 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$327,557.00.The Federal share is$327,557.00 of the approved amount and your share of the costs is$0.00. 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 FEMA. If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds no more frequently than quarterly. If you have any questions or concerns regarding the process to request your grant funds, please call 1- 866-927-5646. Elizabeth M. Harman Assistant Administrator Grant Programs Directorate U.S. Department of Homeland Security Washington, D.C. 20472 AGREEMENT ARTICLES STAFFING FOR ADEQUATE FIRE AND EMERGENCY RESPONSE -Hiring program GRANTEE: Elgin Fire Department PROGRAM: Staffing for Adequate Fire and Emergency Response(SAFER) -Hiring AGREEMENT NUMBER: EMW-2010-FH-01170 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 I -Project Description The purpose of the Staffing for Adequate Fire and Emergency Response program is to provide funding directly to fire departments and volunteer firefighter interest organizations in order to help them increase the number of trained, "front-line"firefighters available in their communities. 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 from FEMA. 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 2010 Staffing for Adequate Fire and Emergency Response in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2010 Staffing for Adequate Fire and Emergency Response 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 12-MAY-11 to 11-MAY-13. 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 applicable grantee match): Personnel $233,969.00 Fringe Benefits $93,588.00 Travel $0.00 Equipment $0.00 Supplies $0.00 Contractual $0.00 Other $0.00 Indirect Charges $0.00 Total $327,557.00 NEGOTIATION COMMENTS IF APPLICABLE(max 4000 characters) 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) 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 The 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 2010 Staffing for Adequate Fire and Emergency Response Program guidance and application kit. Article VIII -Financial Reporting The grantee must'complete an on-line, semiannual financial status report to meet FEMA requirements. Semiannual financial reports are due within 30 days of the end of every six month period for the life of the grant.At the end of the performance period,or upon completion of the grantee's final program narrative, the grantee must complete an on-line final financial status report that is required to close out the grant.Although the guidance states extensions will not be granted, if a grantee's performance period is extended beyond the initial period, a periodic performance report is due every six month increment until closeout. Article IX-FEMA Officials Program Officer: Catherine Patterson 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. If you have any programmatic questions regarding your grant please call the AFG help desk at 866-274-0960 to be directed to a specialist. Grants Assistance Officer: Nikole Duppins 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 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. x 1.AGREEMENT NO. 2.AMENDMENT 3.RECIPIENT NO. 4.TYPE OF 5.CONTROL NO. EMW-2010-FH-01170 NO. 36-6005862 ACTION W494332N 0 AWARD 6.RECIPIENT NAME AND 7.ISSUING OFFICE AND ADDRESS 8.PAYMENT OFFICE AND ADDRESS AnnRFRS rrant Prnnramc flirartnrata FFMA Finanrjal.RP.nAr.P.0 Rranrh 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:Belinda Bedran 202-786-9540 Illinois,60120-4219 9.NAME OF RECIPIENT PHONE NO. 10.NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 8479316181 Catherine Patterson 1-866-274-0960 William Baker 11.EFFECTIVE DATE OF 12.METHOD OF 13.ASSISTANCE ARRANGEMENT 14.PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From:1 2-MAY-To:1 1-MAY-1 3 12-MAY-11 SF-270 11 Budget Period From:12-NOV-To:30-SEP-11 10 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 SAFER 97.044 2011-MO-3120GF- $0.00 $327,557.00 $327,557.00 $0.00 25000000-4101-D 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) SAFER 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 Nikole Duppins 08-FEB-11