12-154 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
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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
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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
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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)
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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)
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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
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_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
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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)
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Panty Review
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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