05-124Council file #
Presented By:
Referted To:
WHEREAS, the financing a�d spending ptans have not been established for the granl receivetl, and
1 W HEREAS, the Depar[ment of Fire and Safety Services has received a g2nt of $536,774.00 from the Federal Emergency
2 Management Agenc�s Assisfance to Firefighters Grant Program to develop a vehiGe accident prevention program, helmeVpassport
3 system, update the self-contained breathing apparetus (SCBA), and promote health and wellness initiatives, and
4
5 WHEREAS, the City of Saint Paul is required by Federal Law to pay a 30% matching fund conVibution of $161,032.00, and
6
7 WHEREAS, the DepaRment of Fire and Safety Services was given approval in Council Resolution 04-820 to apply for this grant and
8 contribute matching funds, and
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W HEREAS, the Mayor pursuant to Section 10.07.1 of the Charter of the Gity of Saint Paul, does ceRify that there are available for
appropriation funds of $536,774.00 in excess of those estimated in the 2005 budget; and
WHEREAS, the Mayor recommends that the following addition be made to ihe 2005 budget:
PINANCING PLAN: Current Budget Change
510 Fire Responsive Services
35204 - 2004 Assistance to Firefighters Grant
3199 - Other Fed Dir Grants - State - 375,742.00
9830 - Use of Fund Balance - 161,032.00
536,774.00
SPENDING PLAN:
510 Fire Respons{ve Services
35204 - 2004 Assistance to Firefighters Grant
0141 - �verhme
0295 - Fees - Medical
0219 - Fees - Other Profsnl Services
0356 - Safety Supplies
Committee: Date
a5- 4z�1
3024946
�
Budget
375,742.00
161,032.00
536,774.00
127,680.00 927,680.00
140,000.00 140,000.00
131, 670.00 131, 670.00
137,424.00 137,424.00
536,774.00 536,774.00
THEREFORE, BE IT RESOLVED, that the City Council accepts this grant, authorizes the City of Saint Paul to enter into, and
Chief Dougias A. Holton to implement the attached agreement, which includes an indemnification clause, and approves the changes to
the 2005 budget.
Requested by Department of:
' e & Safe ervices
BY �Zu
Approval Recommended by Director of Financial Services:
�
i
Adopted by Council: Date e,<; /G, ,���5
Adoption Certified by Council Secretary:
�
f�liii
�"'�
RESOLUTION
SAINT PAUL, MINNESOTA
Green Sheet #
For ppr ved by City Att :
! J
� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
_
ne _��ii
DepartrnenUoHieelcouncil: Date Initiated: V� �� t
FR -F;re Za��� Green Sheet NO: 3024946
Corrtact Person & Phone• Deoartrnent SeM To Person 1 i'aVDate
Chief Douglas A Hoiton � 0 ire
�� A55ign 1 "re D arimeetDirector
Must Be on Councii Agenda by (Date): Number Z ,oanc;at 'ces Offic ancial Servi
For � Routing 3 � ttorue
Ofder 4 0's ifice Ma or/ ista t
5 ouocil Ci Council �
6 � Clerk i le C U`�
Total # of Signature Pages _(Ciip Ali Locations for Signature)
Action Requested:
Approval of the attached Council Resolution authorizing the Deparhnent of Fire and Safety Services to set up the financing and
spending plans for the 2004 Assistance to Firefighters Fue Act Grant. The Deparmient of Fue and Safety Services was given approval
in Council Resolurion 04-820 to apply for tlus grant and conhibute matching funds.
Recommendations: Approve (A) or Reject (R): Personal Service Contracts Must Mswer the Following Questions:
Pla�ning Commission 1. Has this person/firm ever worked under a contract for this department?
CIB Committee Yes Pfo
Civil Service Commission . 2. Has this person/firm ever been a ciry employee?
Yes No
3. Does this person/firm passess a skill not nortnally possessed by any �
current city employee? � ,
Yes Na
' Explain all yes answers on separate sheet and attach to green sheet
InitiaGng Problem, lssues, Opporf.unity (Who, What, When, Where, Why):
The Federal Emergency Managemem Agency's Assistance to Firefighters Fare Act Gratif has awazded the City of Saint Paul $536,774.00
to develop a velucle accident preven6on program, helmeUpassport-system, updata the self-contained breathing apparatus (SCBA); and
promote health and wellness initia5ves. A requirement to this grant is a 30% match by the City of Saint Paul.
Advantasaes If Approved: �
The Deparhnent of Fire and Safety Services will be able to promote firefighter safety through the development of a vehicle accident
pievention pxogam, helmeUpassport accuuntabIlity system, SCBA updates, and health and wellness initiarives.
Disadvantages If Approved:
' None. � � � � y� � � �
t �
Disadvantages If Not Approved:
-� Lost opportunity to secure funding to promote firefighter safety. a� t T1f �',"°'�� ����
� 4d!
'
� Total Amount of 536774 CostlRevenue Budgeted: Y
'� Tranractioni - .
� Fundinp source: Grant Activity Number. 510-35204 (ProjeCt 50713) ��;j ��p�fn� {,'�s��,k�,a,
I� Financial Information: Federal Shaze $375,742.00
(Expiain) CityShare $isi,osz.00 FE� 0 � 2005
Total $536,774.00
� -
i�
�
Presented By:
Referred To:
RESOLUTION
SAINT PAUL, MINNESOTA
Council File #
Green Sheet #
D�-810
3013575
o�- iZa
Committee: Date
, WHEREAS, the Department of Fire and Safety Services is seeking a grant to develop a vehicle accident
z prevention program, helmeUpassport aCCOUntabitity system, update the seif-contained breathing apparatus
s (SCBA), and promote health and wellness initiatives, and
s W HEREAS, the City of Saint Paui is required to pay a 30°/a matching fund contribution of $169,575.00, and
� WHEREAS, upon receipt of this grant, the City is obligated to appropriate the grant amount of $395,675.00, and
s NOW THEREFORE IT BE RESOLVED, that the proper City officials are hereby authorized and directed to
,o execute an application for the City of Saint Paul's Department of Fire and Safety Services to apply for the
,i 2004 Assistance to Firefighters Fire Act Grant;
,z
,a BE IT FURTHER RESOLVED, that the City of Saint Paui Department of Fire and Safety Services is requesting
,a assistance in developing a vehicle accident prevention program, helmetlpassport accountability system,
,s update the self-contained breathing apparatus (SCBA), and promote health and wellness initiatives; a copy
,e of said application is to be kept on file and of record in the O�ce of Financial Services.
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Requested by Department of:
're & Safet Services
By:
Approva4 Recommended by Direct of Financial Services:
�
By:
.
Adopted by Counci{: Date �� a�/
Form Approved by City
Adoption Certified by Councif Secretary:
�
Approved by fyTaj�¢r: Date �
�
for
�
Panel Review
Page 2 of 7
05-i2�
U.S. Department of Homeland Security
�ce fo� DomesSc Preparedness
Washington, D.C. 26531
Mr. Ken Gilliam
Saint Paul Department of Fire and Safety Services
100 East 11th Street
Saint Paul, Minnesota 55101-2227
Re: Gra�t No.EMW-2004-FG-17542
Dear Mr. Gilliam:
Congratulations, on behalf of the Department of Homeland Security and the Office for pomestic Preparedness. Your grant
application submitted under ihe FY 04 Assistance to Firefighters Grant has been approved. The approved project costs amount to
$536,774.00. The Federal share is 70 percent or $375,742.00 of the approved amount and your share of the costs is 30 percent or
$161,032.00.
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 officiat file. You establish
acceptance of the Grant and Grant Agreement Articles when you request and receive any of the Federal Grant funds
awarded to you.
The first step in requesting your grant funds is to confirm your correct Direct Deposit Information. Please go on-line to the AFG
eGrants system at https:iiportal.fema.gov and if you have not done so, complete and submit your SF 1199A, Direct Deposit Sign-up
Form. Please fonvard the original, completed SF 1199A, Direct Deposit Sign-up Form, signed by your organization and the banking
institution to the address below:
Department of Homeland Security
Emergency Preparedness and Response Directorate (FEMA)
Grants Management Branch
500 C Street, SW, Room 334
Washington, DC 20472
Attn: Assistance to Firefighters Grant Program
Afiter your SF 1199A is reviewed and you receive an emai! indicating the form is approved, you will be able to request payments
online. If you have any questions or concerns regarding the process to request your grant funds, please call 1-877-510-6762.
Sincerefy,
�. . �-y- ec-�.
C. Suzanne Mencer
Executive Director
OSfice of State and Local Government
Coordination and Planning
https://portal_fema.gov/firegranUjsplfire_admin(awardslspec/view_award�ackage.do?agreementNo=EM... Ol(20/2005
Panel Review
Agreement Articles
Page 3 of 7
(`h-lZ'�
U.S. Department of Homeland Security
Washington, D.C. 20531
AGREEMENT ART(GLES
ASSISTANCE TO FIREFIGHTERS GRAtJT PROGRAM - Operations and Firefighter Safety program
GRANTEE: Saint Paul Department of Fire and Safety Services
PROGRAM: Operetions and Firefighter Safety
AGREEMENT NUMBER: EMW-2004-FG-17542
AMENDMENT NUMBER:
TABLE OF CONTENTS
Article I
Article II
Article III
Article IV
Article V
Article VI
Article VII
Article VIII
Article IX
Article X
Article XI
Article X{I
Article I - Project Description
Project Description
Grantee Concurrence
Period of Performance
Amount Awarded
Requests for Advances or Reimbursements
BudgetChanges
Financial Reporting
Pertormance Reports
DHS Officials
Other Terms and Conditions
General Provisions
Audit Requirements
The grantee shall pertorm the work described in the approved grant application's Program Narrative. That narrative is made a part
of these grant agreement articles by reference. The purpose of the Assistance to Firefighters Program is to protect the health and
safety of the public and firefighting personnel against Fre and fire-related hazards. After careful consideration, DHS has determined
that the grantee's project, as detailed in submitted project narrative and budget information, submitted as part of the grantee's
application (and considered part of this agreement by reference), was consistent with ihe program's purpose and worthy of award.
As such, any material deviation from the approved program narrative must have prior written approval.
ArticVe 11 - 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 ot the grant as set forth in this document and the documents identified below. AIl documents submitted as part
of the application are made a part of this agreement by reference.
Article III - Period of Pefformance
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Page 4 of 7
The period of performance shall be from 03-SEP-04 to 02-SEP-05. / ,�_ ` . Z �
V
The grant funds are available to the grantee for obligation only during the period of performance of the grant award. The grantee is
not authorized to incur new obligations after the expiration date uniess the grantee has requested, and DHS has approved, a new
expiration date. The grantee has 90 days after period of performance to incur costs associated with Goseout or to pay for
obligations incurred duri�g period of performance. Award expenditures are for the purposes detailed in the approved grant
application only. The grantee cannot transfer funds or assets purchased with grant funds to other agencies or departments without
priorwritten approval from DHS.
Article N - Amount Awarded
The amount of the award is detailed on the Obligating Document for Award attached to these articles. Following are the budgeted
estimates fior object classes for this grant (including Federal share plus grantee match):
Personnel $195,510.00
Fringe Benefits $0.00
Travel $0.00
Equipment $137,424.00
Suppties $0.00
Contradual $203,840.00
Construction $0.00
Other $0.00
Indirect Charges $0.00
Total $536,774.00
Article V- Requests for Advances or Reimbursements
Grant payments under the Assistance to Firefighters Grant Program are made on an advance or reimbursable basis for immediate
cash needs. When the grantee needs grant funds and has obtained a user account, the grantee fills out the on-line Request for
Advance or Reimbursement. lf the grantee has not obiained a user account, an account may be obtained by calling the help desk at
1-866-274-0960.
Article VI - Budget Changes
Generally, cha�ges in the 6udget-line items are permitted, as long as the original program narrative is accomplished. The only
exception to this provision is for grants where the Federal share is in excess of $100,000.00. In grants where the Federal share
exceeds $10�,��0.��, the budgeted line items can be changed, but if the cumulative changes exceed ten (10) percent of the total
budget, Changes must be pre-approved.
Article VII - Financial Reporting
The Request for Advance or Reimbursement mentioned above, will also be used for interim financial reporting purposes. At the end
of the pertormance period, or upon completion of the grantee's program narrative, the grantee must complete, on-Iine, a final
financial report that is required to close out the grant. The Financial Status Report, is due within 90 days after the end of the
pertormance period.
Article VIII - Performance Reports
The grantee must submit a semi-annual and a final performance report to DHS. The final performance report should provide a short
narrative on what the grantee accomplished with the grant funds and any benefits derived there from. The semi-annual report is due
six months after the award date.
Article IX - DHS Officials
Program Officer: Tom Harrington, Deputy Chief of the Grants Program O�ce, is the Program O�cer for this grant program. The
Program O�cer is responsible for the technical monitoring of the stages of work and technical performance of the activities
described in the approved grant application.
https://portaLfema.gov/firegrant/jsp/fire_admin/awardslspec/view_award�ackage.do?agreementNo=EM... Ol /20(2005
Panel Review
Page 5 of 7
Grants Assistance Officer: Christine Torres, is the Assistance Officer for this grant program. The Assistance Officer is the Federaf
official responsible for negotiating, administering, and executing all grant business matters. �
_�
Grents Management Branch POC: Christine Torres is the point of contact for this grant award and shall be contacted for a{I
financiai and administrative grant business matters. If you have any questions regarding your grant piease call 202-646-4298.
Article X- Other Terms and Conditions
Pre-award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS Program Office.
Articte XI - Generat Provisions
The following are hereby incorporated into this agreement by reference:
44 CFR, Emergency Management and Assistance
Part 7
Part 13
Part 17
Part 18
Nondiscrimination in Federally-Assisted Programs
Uniform administrative requirements for grants and cooperative agreements to
state and local governments
Govemment-wide Debarment and Suspension (Non-procurement) and
Government-wide Requirements for Drug-free Workplace (Grants)
New Restrictions on Lobbying
31 CFR 205.6 Funding Techniques
OMB Circular A-21 Cost Principles for Educational Institutions
OMB Circular A-87 Cost Principles for State/locaf Govemments, indian tribes
OMB Circular A-122 Cost Principles for Non-Profit Organizations
OMB Circular A-
102
OMB Circular A-
110
Uniform Administrative Requirements for Grants and Agreements With State and Local Governments
Assistance to Firefighters Grant Application and Assurances contained therein.
Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education,
Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant Application and Assurances
contained therein.
Article XII- Audit Requirements
Afl grantees must fol�ow the audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non-Protit
Organizations. The main requirement of this OMB Circular is that grantees that expend $500,000.00 or more in Federal funds (from
all Federal sources) must have a single audit performed in accordance with the circular.
As a condition of receiving funding under this grant program, you must agree to maintain grant files and supporting documentation
for three years upon the o�cial closeout of your grant. You must also agree to make your grant files, books, and records available
for an audit by DFiS, the General Accounting OSfice (GAO), or their dufy authorized representatives to assess the accomplishments
of the grant program or to ensure compliance with any requirement of the grant program.
Additional Requirements if applicable
This grant award was reduced by $29,925. The appraved amount for he{mets is $200, not $399 as indicated in the initial
application. The reduction has already been made in the grant award and in the application as agreed by the applicant via e-mail on
8/12/04. The total project cost was reduced from $566,699 to $536,774. The federal share was reduced from $396,690 to
$375,742. The applicant match was reduced from $203,840 to $161,032.
ittps://portal.fema.gov/firegrantljsp/fire_admin/awards/spec/view_award�ackage.do?agreementNo=EM... Ol/20/2005
Panel Review P a � � ' �`
FEDERAL EMERGENCY MANAGEM NT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
1a. AGREEMENT NO.
EMW-200G-FG-57542
6. RECIPIENT NAME AND
ADDRESS
Saint Paul Department of Fire and
Safety Serrices
700 East'11th Street
Saint Paui
Minnesota, 55101-2227
2. AMENDMENT NO. 3. RECIPIENT NO.
0 41-6005521
Page 7 of 7
p5-12.�
4. TYPE OF 5. CONTROL NO.
ACTION W377355N
AWARD
7. ISSUING OFFICE AND ADpRESS 8. PAYMENT OFFICE AND ADDRESS
ODPfFinancial and Gmnts Management Division ODPlFinancial Secv+ces 62nch
500 C Street, S.W., Room 350 500 C Street, S-W., Room 723
Washington DC, 20472 Washington DC, 20472
POC: Christine Torres 202-646-4298
9. NAME OF RECIPIENT PROJECT PHONE NO. 'I0. NAME OF PROJECT COORDINA70R
OFFIGER 65�-22478'I1 Tom Harringtpn
Ken Gilliam
'11. EFFECTIVE DATE OF THIS 12. METHOD OF 13. ASSISTANCE ARRANGEMENT
ACTION PqYMENT CostSharing
03SEP-04 SF-270
15. DESCRIPTION OF ACTION
a. (Indirate funding data for awards or fina�cial changes)
PROGR4M NAME CFDA NO. ACCOUNTIN6 DATA PRIOR TOTAL AMOUNT AWARDED
ACRONYM (AACS CODE) AWARD THIS ACTION
. XXXX-XXX-XXXXXX-XXXXX- +OR(-)
XXXX-XXXX-X
AFG
97.044 2004-57-0364RE-63000000-4�01
R
TOTALS
$0.00 $375,742.00
$0.00 $375,742.00
PHONE NO.
(2�2)3a7-2790
14. PERFORMANCE PERIOD
From:03-SEP-04 To:02-SEP-OS
BudgetPeriod
From:07-OCT-03 To:30-SEP-04
CURRENTTOTAL
AWARD
$375,742.00
$375,742.00
CUMMULATIVE
NON-
FEDER4L
COMMITMENT
$161,032.00
$16'1,032.00
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
foraddress)
Assist2nce to Firefighters Grant - Fire Prevention antl Safety Program recipients are not required to sign and retum copies of this document. However, recipients
shouid 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. REGIPIENT SIGNATORY OFFICIAL (Name and Title) DATE
NfA N/A
18. FEMA SIGNATORY OFFICIAL (Narne and Tipe)
Richard Goodman
e o
DATE
26-AUG-04
https://portal.fema.gov/firegranUj sp/fire_admin/awards/spec/view_award�ackage.do?agreementNo=EM... Ol/20/2005
Council File #
Presented By:
Referred To:
WHEREAS, the City of Saint Paul is required by Federal Law to pay a 30% matching fund contribution of $'161,032.00, and
W HEREAS, the DepaRment of Fire and Safety Services has received a grant of $536,774.00 from the Federal Emergency
Management Agencys Assista�ce to Firefighters Grant Program to develop a vehicle acciden[ prevention program, helmet/passport
system, update the selbcontained breathing apparatus (SCBA), and promote health and wellness initiatives, arxl
8
9
10
11
12
13
14
15
M16
17
1S
19
20
2'I
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23
24
25
26
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28
29
30
31
32
33
34
35
WHEREAS, the Department of Fire and Safety Services was given approvat in Council Resolution OA-820 to apply for this grant and
contribute matching funds, and
WHEREAS, the financing and spending plans have not been estabiished for the grant received, antl
W HEREAS, the Mayor pursuant to Section 10A7.1 of the Charter of the City of Saint Paul, does certify that there are available for
appropriation funds of $536,774.00 in excess of thase estimated in the 2005 budget; and
W HEREAS, the Mayor recommends that the following atldition be made to the 2005 budget:
FMANCING PLAN:
510 Fire Responsive Services
35204 - 20D4 Assistance to Firefighters Grant
3199 - Other Fed Dir Graots - State
9830 - Use of Fund Balance
SPENDING PLAN:
510 Fire Responsive Services
35204 - 2Q04 Assistance to Firefighters Grant
0141 - Overtime
0215 - Fees - MedicaV
0219 - Fees - Other Profsnl Services
0356 - Safety Supplies
Current Budget
Committee: Date
Ghange
375,742.�0
161,032.00
536,774.00
127,680.00
140,006.00
t31,670.00
137,424.OQ
536,774.00
Budget
375,742.00
161,032.00
536,774.D0
127,680.00
140,000.00
131,670.00
737,424.00
536,774.00
THEREFORE, BE IT RESOLVED, that the City Councif accepts this grant, authonzes the City of Saint Paul to enter into, and
Chief Douglas A. Holton to implement ihe attached agreemenf, which includes an indemnification clause, and approves the changes to
the 2005 budget.
Requested by Department of:
" e & Safet rvices
�
BY� u
Approval Recommended by Director of Financial Services:
�
/
Adopted by Councii: Date �,g , /G��i��S
Adoption Certified by Council Secretary:
gy: /�%i� �
_���.�
�
4pproved by v� : Date
3y: ���.�s
RESOLUTION
SAINT PAUL, MINNESOTA
Green Sheet #
�5- �z�1
3024946
�
by City
�
Mayor for Submission to Council:
� Green Sheet Green Sheet Green Sheet Green.Sheet Green Sheet Green Sheet �
DepartmenUoffice/council: Date Initiated: ""' _ ��"�
FR -�,re 20-.lANA5 Green Sheet NO: 3024946
CoMact Person 8 Phone:
Chief Douglas A. Hoiton
r2-oan
Must Be on Council �en
Total # of Signature Pages
�
Denartrnent
Assign 1 ire D a n i ec6or
Num6er y m • � rvices O� c'a
For , /
Routing 3 � ttoro _���
OrdeC 4 or' �ce Ma or Assi t
5 o nc 1 Ci Council `r R
6 � �' rk ' !e C VEU
(Ciip NI LocaGons for Signature)
Approval of the attached Council Resolution authorizing the Department of Fire and Safety Services w set up the fittancang and
spendingplans for the 2004 Assistance to Firefighters Fne Act Crrant. The Depazkment ofFire and Safety Services was given approval
in Council Resolution OA-820 to apply for this grant and contribute matching funds.
itlalions: Approve (A) or Fi
Planning Commission
CB Committee
Civil Sennce Commission
Persorral Service CoMracts Must Mswer the FoHowing Questions:
1. Has this personlfirm ever worked under a contract for this department?
Yes No
2. Has this person/firm ever been a city employee?
Yes No
3. Does this personlfirm possess a skili not normally possessed by arry
current city employee?
Yes No
Explain all yes answers on separate sheet and attach to green sheet
Initiating Problem, Issues, OppoRuniry (4Yho, What, When, Where, Why):
The Federa] Emergency Management Agency's Assistance to Firefighters Fire Act Grant has awazded the Ciry of Saint Paul $536,774.00
to develop a vehicle accident prevention program, helmedpassport system, update Yhe setf-contained breatUing appazatus (SCBA), and
p;omote health and wellness initiarives. A regu'uement to flns grant is a 30% match by the City of Saint Paul.
Ativantage5 If Approved:
The Depaxhnent of Fire and Safety Services will be able to promote firefighter safety tiuough ffie development of a vehicle accident
prevention program, helmedpassport accountability systexn, SCBA updates, and health and wellness initiarives.
Disadvanta�es if Apprwed:
None.
� ��.�
Disadvantages lf Not Approved:
Lost opporhwity to secute fimding to pmmote Firefighter safety.
- � * �
Transaction: 536774
FundinA Source: Gfaht
Financial Information: Federal Share $375,742.00
(Facplaln) CityShaze $161,Q32A0
Totai $536,774.00
: C i I'1';
CosURevenue Budgeted: y
Activity Number. 510-35204 (ProjeCt 50713) � ,, �{{,a���r�.�
�
Presented By:
Referted To:
RESOLUTION
SA1NT PAUL, MiiJNESOTA
Council File #
Green Sheet #
D�f-8w
3013575
O�- t2a
Committee: Date
, WHEREAS, the Department of Fire and Safety Services is seeking a grant to develop a vehicle accident
z prevention program, hefineUpassport accountabiliiy system, update the seff-contained breathing apparatus
s (SCBA), and promote health and wellness initiatives, and
s WHEREAS, the City of Saint Paui is required to pay a 30% matching fund contribution of $169,575.00, and
� W HEREAS, upon receipt of this grant, the City is obligated to appropriate the grant amount of $395,675.00, and
s NOW THEREFORE !T BE RESQIVED, that the proper Gity officials are hereby authorized and directed to
,o execute an application for the City of Saint Paul's Department of Fire and Safety Services to apply for the
„ 2004 Assistance to Firefighters Fire Act Grant; ,
,z
,s BE iT FURTHER RESO�VED, that the Gity of Saint Paul Department of Fire and Safety Services is requesting
,a assistance in developing a vehicle accident prevention program, helmetlpassport accounta6ility system,
,s update the self-contained breathing apparatus (SCBA), and promote health and weliness initiatives; a copy
,e of said application is to be kept on file and of record in the Office of Financial Services.
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23
24
25
26
27
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Requested by Department of:
're & Safe Services
By: �—
Approvai Recommended by Direct of Financial Services:
By:
,�
Adopted by Council: Date � �/
Form Approved by City
Adoption Certified by Councif Secretary:
�
Approved by lyf�y�r: Date _
�
for
C-3�
Panel Review
Page 2 of 7
a5-�a
U.S. Department of Homeiand Security
�ce forpomestic Preparedness
Washington, D.C. 20531
Mc Ken Gilliam
Sainf Paul Department of Fire and Safety Services
100 East 11th Street
Saint Paul, Minnesota 55101-2227
Re: Grant No.EMW-2004-FG-17542
Dear Mr. Gilliam:
Congratulations, on behalf of the Department of Homeland Security and the O�ce for pomestic Preparedness. Your grant
application submitted under the FY 04 Assistance to Firefighters Grant has been approved. The approved project costs amount to
$536,774.00. The Federai share is 70 percent or $375,742.00 of the approved amount and your share of the costs is 30 percent or
$161,032.00.
As part of your award package, you wilf 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 officiaf file. You establish
acceptance of the Grant and Grant Agreement Articles when you request and receive any of the Federal Grant funds
awarded to you.
The fiirst step in requesting your grant funds is to confirm your correct Direct Deposit Information. Please go on-line to the AFG
eGrants system at https://portal.fema.gov and if you have not done so, complete and submit your SF 1199A, Direct Deposit Sign-up
Form. Piease forward the original, completed SF 1199A, Direct Deposit Sign-up Form, signed by your organization and the banking
'nstitution to the address below:
Department of Nomeland Security
Emergency Preparedness and Response Directorate (FEMA)
Grants Management Branch
5a� C Street, SW, Room 334
Washington, DC 2�472
Attn: Assistance to Firefighters Grant Program
ter your SF 1199A is reviewed and you receive an email indicating the form is approved, you wfll be able to request payments
iline. If you have any questions or concerns regarding the process to request your grant funds, please call 1-877-510-6762.
icerely,
� "_...�`�v C.t..'M...
,.- . f t�
>uzanne Mencer
�cutive Director
�e of State and Local Government
rdination and Planning
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Agreement Articles
Page 3 of 7
�— � Z�
U.S, Department af Homeland Security
Washington, D.C. 20531
AGREEMENT ARTICLES
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Firefighter Safety program
GRANTEE: Saint Paui Department of Fire and Safety Services
PROGRAM: Operations and Firefighter Safety
AGREEMENT NUMBER: EMW-2004-FG-17542
AMENDMENT NUMBER:
TABLE OF CONTENTS
A�ticle I
Article II
Article IIf
ArtiGe N
Article V
Article VI
Article Vll
ArtiGe VIII
Article IX
ArtiGe X
ArtiGe Xl
Article XII
icle I - Project Description
Project Description
Grantee Concurrence
Period of Performance
Amount Awarded
Requests for Advances or Reimbursements
BudgetChanges
Financial Reporting
Pertormance Reports
DHS Officials
Other Terms and Conditions
General Provisions
Audit Requirements
� grantee shail perform the work described in the approved grant application's Program Narrative. That narrative is made a part
�ese grant agreement articles by reference. The purpose of the Assistance to Firefighters Program is to protect the health and
�ty of the public and firefighting personnel against fire and fire-related hazards, After careful consideration, DHS has determined
the grantee's project, as detailed in submitted project narrative and 6udget information, submitted as part of the grantee's
ication (and considered part of this agreement by reference), was consistent with the program's purpose and worthy of award.
uch, any material deviation from the approved program narrat+ve must have prior written approval.
le 11 - Grantee Concurrence
questing and receiving Federal grant funds provided by this grant program, the grantee accepts and agrees to abide by the
and conditions of the grant as set forth in this document and the documents identified below. All documents submitted as part
appfication are made a part of this agreement by re4erence.
e III - Period of Performance
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The period of performance shall be from 03-SEP-04 to 02-SEP-O5. r ,�_, Z �
v
The grant funds are availabie to the grantee for obligation oniy during the period of pertormance of the grant award, The grantee is
not authorized to incur new obligations after the expiration date unless the grantee has requested, and DHS has approved, a new
expiration date. The grantee has 90 days after period of performance to incur costs associated with Goseout or to pay for
obligations incurred during period of performance. Award expenditures are for the purposes detailed in the approved grant
appiication onty. The grantee cannot transfer funds or assets purchased with grant funds to other agencies or departments without
prior written approvai from DHS.
Article IV - Amount Awarded
The amount of the award is detailed on the Obiigating Document for Award attached to these articies. Foilowing are the budgeted
estimates fior object classes for this grant (including Federal share plus grantee match):
Personnei $195,51�.aD
Fringe Benefits $0.00
Travel $0.00
Equipment $137,424.00
Supplies $0.00
Contractual $2D3,840.00
Construction $0.00
Other $0.00
I�direct Charges $0.00
Total $536,774.00
4rticle V- Requests for Advances or Reimbursements
;rant payments under the Assisiance to Firefighters Grant Program are made on an advance or reimbursable basis for immediate
ash needs. When the grantee needs grant funds and has o6tained a user account, the grantee fills out the on-line Request for
,dvance or Reimbursement. If the grantee has not obtained a user account, an account may be obtained by calling the help desk at
-866-274-0960.
rticle VI - Budget Changes
=_nerally, changes in the budget-line items are permitted, as long as the original program narrative is accomplished. The onfy
ception to this provision is for grants where the Federal share is in excess of $100,000.00. In grants where the Federal share
ceeds $100,000.00, the budgeted line items can be changed, but if the cumulative changes exceed ten (10) percent of the total
dget, Changes must be pre-approved.
icle Vll - Financial Reporting
: Request for Advance or Reimbursement mentioned above, wifl also be used for interim financial reporting purposes. At the end
ie pertormance period, or upon compietion of the grantee's program narrative, the grantee must compiete, on-line, a final
ncial report that is required to close out the grant. The Financiai Status Report, is due within 90 days after the end of the
ormance period.
xle VI{I - Performance Reports
�rantee must submit a semi-an�uaf and a final performance report to DHS. The final performance report shouid provide a short
itive on what the grantee accomplished with the grant funds and any benefits derived there from. The semi-annuai report is due
onths after the award date.
e IX - DHS Officials
am Officer: Tom Harrington, Deputy Chief of the Grants Program O�ce, is the Program O�cer for this grant program. The
�m Offcer is responsible for the technical monitoring of the stages of work and technicai performance of the activities
ied in the approved grant application.
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Grants Assistance Officer: ChrisGne Torres, is the Assista�ce Officer for this grant program. The Assistance O�cer is the Federal
official responsibie for negotiating, administering, and executing all grant business matters. �,
Grants Management Branch POC: Christine Torres is the point of contact for this grant award and shali be contacted for all
financial and administrative grant business matters. If you have any questions regarding your grant piease caii 202-646-4295.
Article X- Other Terms and Conditions
Pre-award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS Program O�ce.
Article XI - General Provisions
The following are hereby incorporated into this agreement by reference:
44 CFR, Emergency Management and Assistance
Part 7
Part 13
Part 17
Part 18
Nondiscrimination in Federally-Assisted Programs
Uniform administrative requirements for grants and cooperative agreements to
state and local governments
Government-wide Debarment and Suspension (Non-procurement) and
Govemment-wide Requirements for Drug-free Workp{ace (Grants)
New Restrictions on Lobbying
31 CFR 205.6 Funding Techniques
OMB Circular A-21 Cost Principles for Educational Institutions
OMB Circuiar A-87 Cost Principles for State/local Governments, Indian tribes
�MB Circular A-122 Cost Principles for Non-Profit Organizations
OMB Circufar A-
102
�MB Circular A-
10
Uniform Administrative Requirements for Grants and Agreements With State and Locai Govemments
Assistance to Firefighters Grant Application and Assurances contained therein.
Unitorrn Administrative Requirements for Grants and Agreements With Institutions of Higher Education,
Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant Application and Assurances
contained therein.
ticle Xll- Audit Requirements
grantees must folfow the audit requirements of OMB Circular A-133, Audits of States, Local Govemments, and Non-Profit
ganizations. The main requirement ot this OMB Circufar is that grantees that expend $500,000.00 or more in Federai funds (from
Federa{ sources) must have a single audit performed in accordance with the circular.
a condition of receiving funding under this grant program, you must agree to maintain grant files and supporting documentation
three years upon the o�cia{ closeout of your grant. You must also agree to make your grant files, books, and records availabie
�n audit by DHS, the General Accounting Office (GAO), or their dufy authorized representatives to assess the accomplishments
ie grant program or to ensure compliance with any requirement of the grant program.
itional Requirements if applicabie
grant award was reduced by $29,925. The approved amount for helmets is $200, not $399 as indicated in the initial
cation. The reduction has already been made in the grant award and in the application as agreed by the applicant via e-mai{ on
04. The totai project cost was reduced from $566,699 to $536,774. The federa! share was reduced from $396,690 to
742. The applicant match was reduced from $203,840 to $161,032.
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1a. AGREEMENT NO.
EMW-2004-FG-17542
6. RECIPIENT NAME AND T. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS
ADDRESS ODP/Financial and Grants Management Division ODP/Financial Services Branch
Saint Paul Department of Fire and 5�0 C Street, S.W., Room 350 500 C Street, S.W., Room 723
Satety Services Washington DC, 2D472 Washington DC, 20472
100 East 11th Street POC: Christine Torres 202-646-4298
Saint Paui
Minnesota, 55101-2227
9. NAME OF RECIPIENT PROdECT PHONE NO. 10. NAME OF PROJECT COORDINATOR
OFFICER 651-224-7811 Tom Hartington
Ken Gilliam
Pag� lo - P�4a�.k..
FEDERAL EMERGENCY MANAGEM NT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
2. AMENDMENT NO. 3. RECIPIENT NO.
0 41-5005521
Page 7 of 7
p5-�2�
4. TYPE OF 5. CONTROI NO.
ACTfON W377355N
AWARD
'11. EFFECTIVE DATE OF THIS 12. METHOD OF 13. ASSISTANCE ARRANGEMENT
ACTION PAYMENT Cost Sharing
03-SEP-04 SF-27�
15. DESCRIPTION OF ACTION
a. Qndicate funding data for awards or financial changes)
PROGRAM NAME CFDA NO. ACCOUNi'ING DATA PRIOR TOTAL AMOUNT AWARDED
ACRONYM (AACS CODE) AWAftO THIS ACTION
. XXXX-XXX-XXXXXX-XXXXX- +OR (-)
XXXX-XXXX-X
AFG
97.044 2004-57-0364RE-63�00000-410M1-
R
$0.00 $375,742.00
$0.00 $375,742.00
TOTALS
PHONE NO.
(202)307-2790
14. PERFORMAtJCE PERIOD
From:03-SEP-04 To:D2-SEP-05
6udgetPeriod
From:01-OCT-03 To:30-SEP-04
CURRENTT07AL
AWARD
$375,742.00
$375,742.00
CUMMULATIVE
NON-
FEDERAL
COMMITMENT
$161,032.00
6. To describe changes other than funding data or financial changes, attach schedule and check here.
N!A
16 a. FOR NON-DISASTER PROGR4M5: REGIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF 7HIS DOCUMENT TO FEMA (See Block 7
foraddress}
Assistance to Firefighters Grant - Fire Prevention and Safety Program reclpients ace not required to sig� and retum cnpies of this document. However, recipients
should print antl keep a copy of this document for their records.
16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUfRED TO SIGN
Chis assistance is subjecf to terms and conditions attached to this award notice or by incorporatetl reference in prog2m legislation cited above.
$161,032.00
7. RECIPIENT SIGNATORY OFFICIAL (PJame and Title)
!/A
8. FEMA SIGNATORY OFFIGIA� (Name a�d Title)
;ichard Goodman
0
DATE
N/A
DATE
26-AUG-D4
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