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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 9 10 11 M12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 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. n ia �s zo zi zz n 2a 25 � 27 28 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 https://portal.fema.gov(firegrant/jspffire_adminfawards(specfview_award�ackage.do?agreementNo=EM... O1f20f2005 Panel Review 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 22 23 24 25 26 27 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. n 18 79 20 2t 22 23 24 25 26 27 28 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 �iportal.fema. govifiregranUjsplfire_admin/awardslspeciview_award�ackage.do?agreementNo=EM... OU20/2005 Panel Review 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 j portal.fema.govlfiregranUjsplfire_adulinlawardslspeclview_award�ackage.do?agreementNo=EM... Ol /ZOI2005 Panel Review Page 4 of 7 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. `portal.fema_govlfiregranUjsp/fire_adminlawards/speclview_award�ackage.do?agreementNo=BM... O 1 /20/2005 Panel Review Page 5 of 7 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. /portal.fema. govlfiregranUj splfire_adminlawazdslspec/view_awazd�ackage.do?agreementNo=EM... 01120/2005 Panel Review 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 ilportal.fema.govlfiregrandjsp/fire_adminlawardslspeclview_award�ackage.do?agreementNo=EM... 0112012005