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03-1059Presented By: Referred To: Council File # 3- (d59 GreenSheet# 3007474 RESOLUTION CITY OF SAINT PAUL, MINNESOTA �� Committee: Date i W HEREAS, the Department of Fire and Safety Services is seeking a grant to develop a strobe smoke detector z program for the hearing impaired and to continue to fund Risk Watch, an injury prevention program, and 3 a W HEREAS, the City of Saint Paul is required to pay a 30% matching fund contribution of $13,213.50, and s s WHEREAS, upon receipt of this grant, the City is obligated to appropriate the grant amount of � $30,831.50, and s s NOW THEREFORE IT BE RESOLVED, that the proper City officials are hereby authorized and directed to io execute an appiication for the City of Saint Paul's Department of Fire and Safety Services to apply for the �� Assistance to Firefighters Fire Prevention and Safety Program; 12 13 �a 15 16 17 78 79 20 27 22 23 24 25 26 27 28 29 30 BE IT FURTHER RESOLVED, that the City of Saint Paui Department of Fire and Safety Services is requesting assistance in developing a smoke detector for the hearing impaired program and continue to fund the Risk Watch program; a copy of said application is to be kept on file and of record in the Office of Financial Services. Requested by Department of: ire & Safe Services By: Approvai Recommended by Director of Financial Services: � Adopted by Council: Date //fi �i���_ -� �?�J3 Adoption Certified by Council Secretary: � Date � , ��il� ��� � Form Appse�ed by City Attorney: � for S�bm . Y � b3-1� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �� . DepartmenUofficelcouncil: . Date Initiated: FR �;re OSNOV-03 Green Sheet NO: 3007474 DeoartmeM Sent To Person n� te Contact Person & Phone: _/�� SfeVe ZaCCard 0 ire 22&6201 /��yn 1 ire De artmentDirector ' Must Be on Council l�qenda by (Date): Number 2 ;tv Att me 1/�'Y I h �� For Routing 3 a or's Office Ma odAssistant OfdBf 4 ouncil 5 i Clerk Ci Clerk Total # of Signature Pages _(Clip AII Locations for Signature) „ Action Requested: To approve the attached Council Resolution authorizing the DeparUnent of Fue and Safety Services to apply for the Assistance to '. Firefighters Fire Prevention and Safety Program. Recommendations:, Approve (A) or Reject (R): Personal Service Contracts Must Mswer the Following Questions: Planning Commission � - �_ Has this persoNfirm ever worked under a conVact for this department? . CIB Committee Yes No �� Civil Service Commission 2. Has this person/firm ever been a city employee? � - Yes No 3. Dces this person/firm passess a skill not normally passessed by any � , current city employee? . Yes No " " Explain all yes answers on separate sheet and attach to green sheet ' Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why): � The Department of Fire and Safety Services is applying for assistance developing a strobe smoke detector program for the hearing impaired and continuing to fund Risk Watch, an injury prevention program. A requirement of this grant includes a 30% match by the City of Saint Paut. . Advanfages If Approved: The City of Saint Paul will be able to provide shobe smoke detectors to the heariug impaued and continue to fund the Risk Watch , , program. � � - � � fa�."' � � ,"a� '"� 2 _ ' _. � ' Disadvantages If Appraved: • �. � _� � ''' � �" None. ��� � � ���� � � �� �r � , m , .� , � � DisadvanWges If NotApproved: Lost opporhwity to secure funding to develop smoke detectors for the hearing impaired prograzn and continue to fund the Risk Watch , prograzn. ._ Totai Amount of 44045 CosURevenue Budgeted: Pt Transadion: . . �!Q3P,�j��j �p,r� � Funding Source: Activity Number: Financiallnformation: FederalShat'e$30,831.50 �gQ� � � "�'��3 (Explain) City Share $13,213.50 Total $44,045.00 �3 � DEPARTMENT OF HOMELAND SECURITY Federal Emergency Management Agency U.S. Fire Administration 2003 Program Guidance for the Fire Prevention and Safety Grant Program October 14, 2003 This document provides a summary of the Federal Emergency Management Agency's U.S. Fire Administration 2003 FYre Preven�ion and Safety Grant Program. It explains how to apply, what items can be requested, and how applications will be evaluated. Please read this program guidance carefully. The Notice of Funds Availability and answers to "Frequently Asked Questions" should also be reviewed when made available on the USFA/FEMA website. Together, these documents provide you with the information you need to complete the on-line application. The on-line application will be available at httas://aortal.fema.¢ov from October 16, until November 14, 2003. Prepared by the U.S. Fire Administration's Grmts Program Offzce p3-1059 2003 FII2E PREVEN'I'ION AND SAFETY GRANT PROGRAM GUIDANCE The purpose of tlus program is to provide assistance to State, regional, national or local or ni�a tions to address the issues offire prevention and Srefighter safety. Our primary goal is to address at risk tarQet goups and/or USFA_i entified goals. By statute The authority for flus program is derived from the Federal Fire Protection and Control Act of 1974 (15 U.S.C. §§ 2201 et seq.), as amended. In fiscal year 2003, Congress appmpriated a total of $745,125,000 to carry out the activities of the Assistance to Fuefighters Grant Program. T1us appmpriation included a mandate that no less than five percent of the money be directed towazds fire prevention activities. The law also allows for us to provide funding for fire prevention acrivities to national, State and local organizations as well as fue depariments. In order to fulfill the funding requirement and in order to allow other organizarions acrive in fire prevention activifies to have access to funding, $27,500,000 of the total appropriation has been reserved for the Fire Prevention and Safety grant program. Eligible Applicants Private and public organizations dedicated to reducing the effects of fire and fire related incidents, and national, State, local, or community aze eligible to apply for funding through the Fire departments that have received funding under the comperitive portion of the Assistance to Firefighter Grant Program inthe spring of 2003 are eligible to apply for these fire prevenrion funds. Funding to any orgauization is limited to $750,000 per Federal fiscal yeaz. If a fire department has received funding through the Assistance to Firefighters Cnant Program, their combined funding from each program is limited to $750,000 in Federal funds in a single Federal fiscal year. The Federal fiscal year runs from October 1 tlu September 30. Apnlication Process This yeaz's application is automated and available on-line. The application will be accessible from the FEMA and USFA Internet websites: htfis://nortal.fema.gov We have designed the automated applicarion with many built-in "help screens" and "drop-down menus" to assist applicants throughout the application process. Another posirive feature of the automated system is that it will not allow an incomplete FEMA/USFA Program Guidance for the 2003 Assistance to Firefighters Grant Program 03 application to be submitted, i.e., the system will alert you if you have not provided required information. Also, by submitting an applicarion on-line, you will be automarically norified via e-mail that your application has been received. Applicants may access, amend, and save their applicarion as often as necessary during the open applicarion period unril they submit their applicarion or the applicarion period closes. Once submitte� applications cannot be changed The online system will allow one authorized representarive of an eligible organizauon to log in and create a user name and password for the organizarion. The selection of the authorized representative is at the discrerion of each organization. � , de �e�ss�staace:foI'�«refig�ifersgrautprograuA �3KaXedteen�axvarded a• 2UO��Pre�*enlaon an�:Safety-Gran sh �C�3 nsetLe ��z ..�w�p�:. . �qaetlog�n_ and Failure to use �our es�sting nseivame`and ' pa�swords may delay the processing bf your applicarion. The information requested on the automated application replicates the information requested on standard "paper" Federal grant forms. The application includes general questions about the applicanYs organization and constituency, as well as quesrions regarding the proposed project. Paper applications will be accepted, but aze discouraged. We are discouraging paper applicarions because of the inherent delays associated with processing a paper application. Also, if awazded, applicants who submit paper applications must continue to manage their grants via paper, including payment requests, requests for modifications, reporting, etc., whereas, electronic applicants can perform �1 these functions on-line. Additionally, paper applications do not have the built-in help that is available to the on- line applicants. Finally, there is no builEin assurance that paper applications are complete when submitted. Applicants that wish to apply via pap� application can download the forms from the FEMA website (athttu //www.fema.gov/ofin/grants2.shhn) or obtain them via mail by calling our helpdesk at 1-866-274-0960. Paper applications must include the following forms: FF#20-16 Assurances and Certifications; FF#20-20 Budget Information--Non-construction Programs; and SF#424 Request for Federal Assistance. Paper applieations forms will not be sent to prospeetive applicants via overnight delivery, nor by frix or emaiL The application period for the FY2003 program will begin on or about October 16, 2003. Completed applications must be submitted electronically or postmarked on or before the close of business (5:00 p.m. EST) onNovember 14, 2003. A confirmarion page is provided when an application is successfully completed. We recommend printing this confirmation page along with the username and password created through the online system and maintain as a reference file. Applications submitted by mail must be postmarked no later thanNovember 14, 2003. Applications not submitted electronically must be mailed to USFA Grant Program, Suite 330, 500 C St, SW, Washington, DC 20472. No late, incomplete, or faxed applications will be accepted No electronically submitted applications other than 3 FEMA/USFA Program Guidanee for the 2003 Assisiance to Firefighters Grant Program 03-1�5°� those submitted on-line via the automated g�au� application system will be accepted (i.e., we will not accept applications submitted via email). We will not be responsible for applications mailed to any other address than the one listed above. A written narrative is required for both online and paper applications. The narrative portion of your application should pmvide the d�ails of activities you pmpose to be funded including budget details for each activity. It should elaborate on the funding priorities outlined in the Notice of Funds Availability and this guidance. Minimally the narrative should focus on the benefits the constituency or target audience will gain from the expenditure of the grant funds and what methodology was used to detennine the need for this program. Space for the narrarive is limited, so the narrative cannot exceed ten pages. Please note the system will "time-ouY' on each screen if no activity is detected. If you aze entering the information into a narrative box the system does not recognize this as activity. Be sure to click the "save" button periodically to ensure information has been recorded. We recommend that the narrarive be typed off-line on any word processing softwaze, such as Word, Word Perfect, Notepad, etc., to avoid losing any work. Once your natrative is complete, you can copy it or "cut-and-paste" it from your word pmcessing source onto the narrative block in the application. Any supporting documents that exceed ten pages will not be included in the review process. berby applicants applying for Federal grants. The DiJNS number is a unique nine-character idenfification number provided by the commercial company Dun & Bradstreet. . We encourage obtaining a DUNS number prior to the application period Proerams and Program Priorities e following aze examples of iniriatives that we deem to be of lugh importance. This list is not an a11-inclusive list of pmjects that will be considered. These programs aze not listed in order of importance. Eliaible ActiviHes to assure smoke alarms are checking • Projects that focus on planving and practicing escape routes, or conducting home fire safety wallcthroughs; . L.e �3[�"r \r � `�N';lsr 3� a..L'>� 1 � 1• 1 � 1. FEMd/(7SFA Program Guidance jor the 2003 Assistance to Fir�ghters Grant Program Applicants can also call 1-800-333-0505 and register for a number immediately. 03- ��� i. Enhance national, State, or local efforts to reduce Sres and butn injuries affecting children under the age of 14 or adults over 65; ii. Tazget geographical azeas with a higher incidence of fire related deaths and injuries; in. Implement projects that mitigate risk in urban cities or groups of high risk to include addressing culturally sensitive materials or addresses social economic challenges; � • `k � b . . . . and demonstrating \ wo g models of residential sprinklers; d • Projects that promote the adoption or awazeness of building codes and enforcement, impmve engineering or enact fire-related ordinances for new conshuction; • Projects that develop and � , � l • Local or regional programs that address training personnel in the area of public education, code enforcement and arson prevention. USFA Goals and Priorities The three major goals of the U.S. Fire Adnunistration aze as follows: . To reduce the overall loss of life from fire by three percent per year. • To establish comprehensive mulri-hazard risk reduction plans led by or including the local fire service in 2,500 communities. • To create the ability for communities to respond appropriately to emergent issues in a timely manner. For the purposes of funding priorities unda the Fire Prevention and Safety Grant The next lughest level of consideration will be provided to applicarions that include the following characteristics: Use of an innovative project to address an identified risk or enhance traditional methodologies. We feel that benefit will be achieved through innovarive approaches to fue prevention and safety. Projects will be evaluated on the degree to which they propose an innovative means of FEMA/USFA Program Guidance for the 2003 Assistance to Firefighters Grant Program �� Proposals that do not address these priorities will receive very low consideration. �3- i� addressing a recognized risk or the degree to which they address a previously unrecognized risk. • aze established with public or private groups/agencies whose mission serves thepopulation identified by the project We believe that pmposals that incorporate partnerslvps between groups and agencies whose mission serves the target group of the projed will lead to a greater success of the pmject. Therefi�re, projects that include such parmerships and commitments will be afforded higher consideration. • Tazget geographical areas or audience with a higher incidence of fire related deaths and injuries. We believe there is a lrigh benefit to programs ttiat address prevention issues to a targe�d geographical azea whether that be location or audience. • Present a high benefit for the cost incured and maximizes the level of funding that goes direcfly into the delivery ofthe program i.e. projects that include little or no overhead and administrarive costs. • Include sound reasoning regazding the det��nation of the target audience, measurable goals and project evaluation. • Propose a program that will be sustained beyond the grant perfonuance period and has a greater potential for long-term benefits; • Illustrate the applicant has a successful record for timely project completion and performance in similar projects. Evaluation Process FEMA will use the above criteria in ui2king funding decisions. Applications that closely meet all of the listed evaluation criteria wIll be more likely to receive favorable consideration. Additional considerafion will be given to applicarions that direcdy relate to funding iniriarives listed above as well as those applications thatpmpose innovative ideas or implement proven prevention strategies. Federal and Non-federal experts will assist with the prel'uninary review of proposals and analysis as part of the funding decisions. The online application will ailow for multiple projects to be outlined separately. If applicants choose to apply for several diffaent projects, each should have details on the azeas outlined above for tlris activity including budget details. Be advised that your application should only include activities that can be completed within the on�yeaz grant period. Other Eli¢ible Costs FEMA/USFA Program Guidance for the 2003 Assistance to Firefighters Grant Program 03� �c�� ( I) Administrative Costs: Aduunistrative costs aze allowable under any of the prograin azeas listed above, in accordance with OMB Circulaz A-87 or OMB Circular A- 122, as applicable. (For more infocmation about the C"uculars, go to www.wlutehouse.¢ov/omb/circulazs.) Applicants may apply for adnunistrative costs if the costs are direcfly related to the implementation of the pro�am for wlvch they aze applying. Adnunistrative costs are identifiable costs direcUy associated with the implementation and uianagement of the grant. If requesting ad�ninistrative expenses, list the costs under the "other" ca�egory in the budget and e�cplain the costs in the project narrative. The adaunistrative costs should be based on actual expenses, not a percentage of the overall grant. FEMA/USFA will reimburse actual expenses only. Examples of eligible administrative costs would be shipping, office supplies, computers associated with the NFIRS reporting requirements, etc. The cost of a grant writer (if specifically listed on your applicarion), is eligible and can be charged to the grant as adiuinistrarive costs in accordance with the provisions outlined below (see (7) below). We will assess the reasonableness of the administrative costs requested in each application and determine if it is appropriate and in tt�e best interest of the program. (2) Indirect Costs: If applicants have an approved indirect cost rate, they may charge indirect costs to the grant. If applicants are charging indirect costs to the grant, they must submit documentarion that supports the indirect cost rate to FEMA/USFA for review and approval prior to submitting any claims far indirect costs. The appropriate documentation for an approved indirect rate is a negoriated indirect cost agreement. FEMA/CTSFA will allow the rate to be applied as long as it is consistent with the established terms of the agreement. For exa�le, some indirect cost rates may not apply to capital procurements; in these cases, indirect cost rates would not apply for a gaut for equipment.. (3) Audit Cosu: Some grantees with large awards may be required to undergo an audit in accordance with OMB Circular A-133. Specifically, recipients of Federal funding that spend in excess of $300,000 of Federal funds in a yeaz must undergo an audit. (For more information about the Circular, go to www.whitehouse.gov/omb/cuculars) The costs incurred for such an audit would be an eligible expenditure if included in the proposal's budget. Applicants may wish to consider inc�ding anricipated costs of such an audit if applying for a significant level of funding. FEMA/LTSFA does not require any other type of audit, therefore no other audits costs aze eligible. (4) Renovation Costs: Renovaflons to an elcisting facility aze allowable only if the costs comply with the final rule as published in the Federal Register (i.e., limited to minor interior alterations costing less than $10,000). In order to beeligible, renovations must be essential to the successfixl completion of the grant scopeof work. Consttucrion costs are not eligible under the Fire Prevenrion and Safety Grant Prograzn. Conshuction includes major alterations to a building that ct�anges the pmfile or footprint of the structure. Note: Installation of fire suppression, fire alarms or detection systems are not considered renovations and accordingly not subject to the limits oudined for renovarion costs. The costs however need to be reason�le and justified. Fire departments who are considering installation of suppression, fire alann or detection systems in a fire 7 FEMA/USFA Program Guidance for the 2003 Assistance to Firefighters Grant Program 03- ��� department facilily aze encoucaged to apply under the Assistance to Firefighters grant program under Mo3ificafion to Facilities. (5) Pre-award Costs: Generally, grantees cannot use grant funds to pay for pmducts and services contracted for, or pwchased prior to the effective date of the gant. However, expenses incurred after the application deadline but prior to awazd may be eligible for reimbursement if the expenses were justified, unavoidable, consistent with the ganYs scope of work, and specifically approved by FEMA/USFA. FEMA/USFA wIll consider requests for reimbursement for pre-award costs on a case-by-case basis. (6) Pre-applicarion Cosu: Expenses, obligations, commihnents or contracts incurred or entered into prior to the application deadline aze not eligible to be included as a grant expense with the exception of grant pteparation costs (see (7) below). (7) Grant Writer Fees: Fees for grant writers may be included as a pre-award or pre- application expenditure (as provided in section 152.7(b) of the Assistance to Firefighters Grant Final Rule). But, fees payable on a contingency basis aze not an eligible expense that can be chazged to the grant. For grant writers' fees to be eligible as a pre-awazd expenditure, the fees must be specifically identified and listedin the application. In order to be eligible, the fees must also be paid prior to awazd, e.g., paid within 60 days of the end of the applicarion period. Applicants may be required to provide documentation to support these pre-awazd expenditures. Award Procedure A panel of technical reviewers will assess each applicarions' merits with respect to the detaIl provided in the uarrarive on the acrivity including budget information, the rarionale used to identify the project, and the purported benefit to be derived from the cost. The panel evaluators will independenUy score each application before them and, if necessary. discuss the merits/shortcomings of the applicarion to reconcile any major discrepancies.. A consensus is not required. The ranking will be sunuuarized in a Technical Report prepared by the Grauts Program Office. The Grauts Program Office will make award recommendations to the Grants Management Branch of the Financial and Acquisirion Management Division. The Grauts Management Branch wIli contact the applicant to discuss and/or negotiate the content of the application before making the final awazd decision. Grantees' Resnonsibilities Recipients (Grantees) must agree to: (1) ', agree to a matching cost-share of non-F deral . enerally, recipients must agree to match with an amount of non- Federal funds equal to However, the match for FEMA/USFA Program Guidance for the 1003 Assistance to Firefghters Grant Program �3 105 recipients that may, be characterized as community organizations whose mission serves populations of 50,000 or less shall be 10 pereent of the total project cost. FEMA/USFA, in its discretion, will make this determination based upon the organization's primary target population as reflected in such things as its bylaws and mission statement. A copy of the mission or bylaws does not need to be submitted unless requested. For fire departments, FEMA/USFA will look at the population of the departmenY s primary response area. " pplicants do not need to have e matc on d when applying or when the grant is awazded. By accepting the grant, the applicant is committing to spending the cost share prior to the end of the grant period. (2) Maintain operating e�cpenditures for the one-year grant period in the areas funded by this grant acrivity at a level equal to orgreater than the average of their operating expenditures in the two years preceding the year in which this assistance is received. This program is meant to supplement rather than replace the applicants funding. (3) Retain grant files and supporting documentation for three years after the closeout of the grant. (4) Ensure that all procurement actions ace conducted in a manner that provides, to the maYimum extent possible, open and &ee competition. If the organization has no established procedures, � Documentation of the process used must be maintained in a grant file for the period of three years. (5) Report to FEMA/[JSFA the progress made on the performauce the applicant has made on your grant after six months. At gant closeout, applicants need to report how the grant funding was used and the benefits realized from the awazd in a final report. An accounting of the funds should also be included. (6) Make grant files, books and records available if requested for FEMA/USFA's inspection to ensure compliance with requirements of the grant progr2m. (7) If applicant is a fire department they must agree to provide informarion, ��, through established reporting channels, to the U.S. Fire Admiuistration's national fire � • incident reporting system (NFIRS) for the paiod covered by the assistance. If a fire ��� department does not currently participate in the incident repor[ing system and does not j V �� have the capacity to report at the time of the awud, that grantee must agree to provide L informarion to the system for a twelve-month period commencing as soon as they develop the capacity to report. (8) Follow the audit requirements of OMB Circulaz A-133, Audits of States, Local Govemments, and Non-profit Organizations, which calls for grantees who expend $300,000 or more in Federal funds in the organizations fiscal yeaz (from all Federal sources), must have a single audit performed. (For more information about the Circulars, go to www.wlutehouse.gov/omb/circulars.) 9 FEMA/USFA Program Guidance for the 2003 Assistance to Firefighters Grant Program