07-482Council File #
RESOLUTION
510 Fire Responsive Services
35209 - 2006 Homeland Security
OF SAINT PAUL, MINNESOTA
Presented By:
Referred To:
D 7_ySat
3038950
� WHEREAS, the Department of Fire and Safety Services has received a grant of $75,000.00 from the State of
2 Minnesota for the 2006 Homeland Security Program Grant to purchase equipment and provide training for the
3 Collapse Structure Rescue Team, and
5 WHEREAS, the Depar[ment of Fire and Safety Services was granted authority in Council Resolution #07-301 to
6 accept this grant from the State of Minnesota, and
a WHEREAS, the financing and spending plans have not been established for the grant received, and
�o WHEREAS, the Mayor, pursuant to Section 10.07.1 of the Charter of the City of Saint Paul, does certify that there
i i are available for appropriation funds of $75,000.00 in excess of those estimated in the 2007 budget; and
12
�3 WHEREAS, the Mayor recommends that that following addition be made to the 2007 budget:
14
t5 FINANCING PLAN: Current Budget Change Budget
16
t7
18
19
20
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24
2s
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28
29
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3199 - Other Fed Dir Grants - State
Green Sheet #
Committee: Date
75,000.00 75,000.00
75,000.00 75,000.00
SPENDING PLAN:
510 Fire Responsive Services
35209 - 2006 Homeland Security
0141 - Overtime - 58,482.08 58,482.08
0356 - Safety Supplies - 16,517.92 16,517.92
All Other Activity Spending - - -
- 75,000.00 75,000.00
THEREFORE BE IT RESOLVED, that the City Council accepts this grant, authorizes the City of Saint Paul to enter
into, and Chief Douglas A. Holton to implement the attached agreement, which includes an indemnification clause,
and approves the changes to the 2007 budget.
Adopted by Council: Date l ° !a ^
Adoption Certified by Council Secretary:
By: `
Approved by Ma � at;= �/ L�3
B
Requested by Department of:
Fo Ap rov by City Ariorney:
By: �
Approve � V--- � J`_ � ubmissio Council:
By ' ��
�'
� Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet �
C� 7-��'�
- - -...— - __ -- - - --
DepartmenVofficelcouncii: . Date Initiated: ,
FR Fire 20.APR-07 Green Sheet NO: 3038950
Contact Person & Phone:
Tim Butler
228 6277
Must Be on Council Agenda by (Date): :
. Doc. Type: RESOLUTION W/$ TR4NSAC
' E-Document Required: Y �,
Document Contact: Jill LaCasse .
, ConWctPhone: 228-6257 ,
--------- -- _ _ -- -
Department Sent To Person I" ial/Date
� --- - -- - -- - � -p7
0 F1re_ __ _ . _ _ . _
—_..—____ _' -- '__'_
Assign , ] �ir __ __ _.._________ ' Deuar6 nentDirector_' �
Number Z Financial Services Office Financisl Services
For �
Routing ' 3 C�Attoroey ___ _____ _____ __' ✓
Order ; 4 MayOL�5 ___ Mavor/Assistant __ '
�, �- __ _____ ..___..— _
, 5 .Cooncil �, City Counci �
� _______ -- __ __—____.— .
� --- —' _ _' __ '
, 6 Cit�Clerk _ ____ _ ' City Clerk_ _ . _ _" _ __ ,
Total # of Signature Pages _(Clip All Locations for Signature)
�,
__ ..__.__. _�
�� Approval of the attached Council Resolutiou authorizing [he Department of Fire and Safery Services to set up the financing and i,
� spending plans for the 2006 Homeland Sewriry Gra�t Program Grant. i
� Recommendahons: Approve (A) or R
Planning Commission
� CIB Committee
i Crvil Service Commission
I
�. Must Answer the Following Questions:
1. Has this person/firm ever worked under a contract for this departmenY?
Yes No
2. Has this persoNfirm ever been a city employee?
Yes No
3 Does this person/firtn possess a skill not normally possessed by any
current city employee?
Yes No
Explain all yes answers on separate sheet and attach to green sheet
initiating Problem, Issues, OppoRUnity (Who, What, When, Where, Why):
The State of Minnesota has awazded the City of Saint Paul $75,000 to receive training and purchase equipment for the Collapse
Structure Rescue Team.
Advantages If Approved:
;'Che City of Saint Paul will have the ability to receive fraining and purchase equipment to enhance their ability [o respond to a collapse
� structure incident. This improved capability will ensure greater safety for the residents and employees of Saint Paul.
! Disadvantages If Approved:
I None.
�
I
', Disadvantages If Not Approved:
! Lost opportuniry to secure adequate funding for training
Total Amount of
Transaction: $75,000
Funding Source: GI'efiT
Financial Information:
(Explain)
REGEa�t��
MAY � 7 ���xi)
Rescue Team.
�1�� S � '�[��!
CostlRevenue Budgeted: y '
Activiry Number: 35209 - 2006 Homeland Security Grant
I
April 24, 2007 9:24 AM Page 1
Council Fila #
,�:
Presanted By:
Referred To:
Committee: Dafe
o�y��
o�.��
3038050
��
, UVHEf2cAS, the City of Saint Paul continues to seek ways to enhance its ability to mifigats, prepare for, respond
z to, and recover from terrorism and potentiai threats to homefand security, and
< WHEftEAS, public saiety officials from tfie City of Saint Paul have diligenily worfced with p�blic safefy of6ciais
s from Nennepin, Ramsey, and Dakota Counties, the City of Minneapofis, and fhe State of Minnesota, DepaRment
e of Homeland Security and Emergency Managemeni to identfiy and implement a metropolitan area strafegy for
� homefand security, and
s WHEREAS, the Federai Department of Homeland Security, acting through the State of Minnesota, is providing
,o funding necessary to build interoperabie communications systems for public safety responders across the
�, metropolitan area especialiy equipment designed to operate on the 800 Mhz Metropol"rtan Radio System, and
,z
,a WHEREAS, the Department of Fire and Safety Services would tike to accept the 2006 Homeiand Securily grarrt
+a of $1,115,000 for the completion of the Computer Aided Dispatch (CAD)/Fire Mobile projecY and ttie purchase
,s of 800 tNhz interoperable communications equipment and equipment and training for the Cotiapse Structure
ve Rescue Team, and
n
+a NOW THEREFORE IT BE RESOLVED, that the proper City o�cials are hereby authorized and directed to
,s execute an application for the Ciry of Saint Paul's Departmertt of Fire and Safety Services to apply for the
zo 2006 Homeland Security grant; a copy of said agreement is to be kspt on file and of record in the Office
z, of Financial Services.
u
23
24
25
�
Requested by Department of:
Green Sheet#
PAUL, Mti�1NE50TA
Fire & Safe Service
By:
Approval Recommended by Director of Financial Services:
�
Adopted by Council: Data / �i
Adoption Certified by Councif Secretary:
Sy:
•�.
�
RESOLUTfdN
Fo pprov d by City Attomey:
By:
Aoprov� or Submission to Council:
«
Sy:
U�� 1 J�
STATE OF MINNESOTA
GRANT CONTRACT
HSEM Grant # 2007-HSGP-00448
This grant conlract is between the State of Minnesota, acting through its Commissioner of Public Safety. Division of
Homeland Securitv and EmerQency Manaeement 444 Cedar Street Suite 223 St Paul Minnesota 55101-6223 ("State")
and Citv of St Paul_ 15 W Kellon_� Boulevazd: City Hall Annex St Paul Minnesota 55102 ("Grantee").
RecitaLs
1 Under Minn. Stat § 12.22 and 299A.01 Subd 2(4) the State is empowered to allocate and disburse federal funds made
available through the Department of Homeland Security and is empowered to enter into this grant contract
2 The State is in need of the distribution of federal fuuds to eligible gant recipients pertaining to the 2006 Homeland
Security Grant Program, Awazd Number 2006-GE-T6-0005, for planning, organizarion, equipment, training, exercises,
and management and adminislration to prevent, protect against, respond to, and recover from terrorist attacks, major
disasters, and other emergencies.
3 The Grantee represents that it is duly qualified and agrees to perform all services described in this grant confract to the
sarisfaction of the State.
Grant Contract
1 Term of Grant Contract
1.1 Effective date: Sentember 1, 2006, or the date the State obtains all required signatures under Minnesota Statutes
Section 16C.05, subdivision 2, whichever is later. Once this grant contract is fully executed, the Grantee may
claim reimbursement for expenditures incurred pursuant to Clause 4.2 of this grant contract. Reimbursements will
only be made for those ezpenditures made according to the terms of this grant contract.
12 Expir¢tion date: June 30 2008, or unril all obligations have been satisfactorily fulfilled, whichever occurs first.
1.3 Survival ofTerms. The following clauses survive the expirarion or cancellation of this grant contract: 8. Liability;
9. State Audits; 10. Government Data Practices: 12. Publicity and Endorsement; 13. Governing Law, Jurisdiction,
and Venue; and 15. Data Disciosure.
2 Grantee's Duties
The Grantee, who is not a state employee, will:
2.1 Perform the work in the Grantee's 2006 Homeland SecuriTy Grant Program Applicarion, Attachment A, which is
attached and incorporated into this grant contract. Approved equipment, exercise, training, planning,
organizarional, and/or management and administration costs identified in Attachment A were approved from the
2006 Homeland Security Grant Program Guidelines incorporated into this grant contract by reference.
2.2 Comply with the standards and requirements attached and incorporated into this grant contract. These additional
standazds and requirements aze the following:
a. Federal Audit Requirements, labeled Attachment B, which is attached and incorporated into this grant contract.
b. Federal Assurances, labeled Attachment C, which is attached and incorporated into this grant contract.
a Grantees receiving $100,000.00 or more must complete and return the Certificarion Regazding Lobbying form,
labeled Attachment D, which is attached and incorporated into this grant contract.
2.3 Funds approved under this grant contract shall be used to supplement, and shall not be used to supplant, non-
federal funds dedicated to this effort. The Grantee may be required to supply documentation certifying that a
reducfion in non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds.
2.4 Provide all necessary h�aining to their employees conceming the use of equipment purchased through this grant
contract, and shali not permit the equipment to be tampered with or operated by individuals who aze not properly
trained.
2.5 Assume totai responsibility of the proper handling, use, and maintenance of the equipment and bear all costs of
maintenance, repair and/or replacement related to equipment. Equipment purchased through this grant contract is
the property of the Grantee.
2.6 When practicable, any equipment purchased with grant funding shall be prominently mazked as follows:
"Purchased with funds provided by the U.S. Department of Homeland Security".
2.7 Comply with all ptogram guidelines specified in the 2006 Homeland Security Grant Program Guidelines,
specifically, the Grantee is required to develop, implement, and adopt Narional Incident Management System
2006 Homeland Securiry Grant Program (I I/06)
D�- ��
HSEM Grant # 2007-HSGP-00448
(NIMS), and Homeland Security Presidential Duecrive (HSPD) that is comprised of 8 iniriarives in their
jurisdiction and the Grazrtee is required to document and submit dceumentation to the State to support proof of
compliance.
3 Time
The Grantee must comply with all fhe time requirements described in this grant contract In the performance of this
gant contract, time is of the essence.
Considerafion and Payment
4.1 Consideration. The State will pay for all services performed by the Grantee under this grant contract as follows:
(1) Compensation The Grantee will be reimbursed an amount not to exceed $1.118.000.00 according to the
breakdown of costs specified in Attachment A.
The C3rantee will submit a written change request for any subsritution of budget items or deviation of more than
15% from the approved budget category amounts in Attachment A. Change requests for subsUtutions of budget
items, or a deviarion of more than 15% from the approved budget category amount must be given in writing to
the State's Authorized Representative and at least 60 days prior to the Expirarion date of this grant contract.
Grantees whose requests have been approved will be notified in writing by the State's Authorized
Representarive to the Grantee's Authorized Representative. Requests must be approved prior to any
expenditure by the Grantee.
(2) Matching Requirements. (If Applicable.) Grantee certifies that the following matching requirement, for the
grant contract, will be met by the Grantee: 0.00.
(3) Total Obligation. The total obligation of the State for all compensation and reimbursements to the Grantee
under this grant contract will not exceed $1.118,000.00.
4.2 Payment
(1) Invoices. The State will promptly pay the Grantee after the Grantee presents a Financial Status
Report/Payment Request for the services actually performed and the State's Authorized Representative
accepts the invoiced services. Financial Status ReporUPayment Request must be submitted timely and
according to the following schedule:
Grantee will submit the Financiai Status Report/Payment Request along with copies of the Grantee's
itemized invoices for actual costs incurred quarterly, but not more often than monthly, and within 30 days of
the period covered by the Financial Status Report/Payment Request.
Expenditures for each state fiscal year (July through June) of this grant contract must be for services
satisfactorily performed within applicable state fiscal years. The final Financial Status Report/Payment
Request pertaining to each state fiscal yeaz of this grant contract must be received by July 31 of that calendaz
year. Reirabursements from the next fiscal year(s) may commence on or after July 1 of that calendaz yeaz.
The final invoice must be received within 30 days after the Expiration date of this grant contract,
Grantee will submit narrative performance reports at least bi-annually on June 30'� and December 31�` for the
life of the grant. The narrative performance report shall consist of a comparison of actual accomplishments
to the approved work plan in Attachment A. These reports must be submitted before reimbursement will be
paid.
(2) Federal funds. Payments under this grant contract will be made from federal funds obtained by the State
through CFDA # 97.067 supported under DHS Ap�ropriations act of 2006 (P.L. 109-90�The Grantee is
responsible for compliance with all federal requirements imposed on these funds and accepts full financial
responsibility for any requirements imposed by the Grantee's failure to comply with federal requirements.
2006 Homeland SecuriTy Grant Program (11/06)
o�--�a
HSEM Grant # 2007-ASGP-00448
5 Conditions of Payment
All services provided by the Grantee under this grant contract must be performed to the State's sarisfaction, as
determined az the sole discretion of the State's Authorized RepresentaTive and in accordance with all applicable
federal, state, and local laws, ordinances, rules, and regulations. The Grantee will not receive payment for work
found by the State to be unsaTisfactory or performed in violation of federal, state, or local law.
Anthorized Representative
The State's Authorized Representarive is Sharon Olson. Grant Snec9alist Division of Homeland Securitv and
Emereencv Manaeement 444 Cedar Street Suite 223 St Paul MN 55101-6223 phone (6511201-7422 e-mail�
Sharon.l.olson�state�mn.us, or his/her successor, and has the responsibility to monitor the Grantee's performance
and the authority to accept the services provided under this grant contract If the services are satisfactory, the
State's Authorized Representative will certify acceptance on each invoice submitted for payment.
The Grantee's Authorized Representarive is Tim Butler. Emer enc�anagement and Communications Chief St
Paul City of 100 East Eleventh Street St PauL Minnesota 55101 phone (6511228-6215 e-mail
tim.butler(�n cistpaul.mn.us. If the Cttantee's Authorized Representative changes at any time during this grant
conhact, the Grantee must immediately notify the State.
Assignment, Amendments, Waiver, and Grant Contract Complete
71 Assignment The ('ttantee may neither assign nor transfer any rights or obligations under this grant
contract without the prior consent of the State and a fully executed Assignment Agreement, executed and
approved by the same parties who executed and approved this grant contract, or theu successors in office.
7.2 Amendments Any amendment to this grant contract must be in writing and will not be effective until it
has been executed and approvedby the same parties who executed and approved the original gant
contract, or their successors in office.
7.3 Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the
provision or its right to enforce it.
7.4 Grant Condact Complete. This grant contract contains all negotiafions and ageements between the State
and the Grantee. No other understanding regazding this grant contract, whether written or oral, may be
used to bind either parry.
8 Liability
The Grantee must indemnify, save, and hold the State, its agents, and employees hazmless from any claims or
causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract
by the Grantee or the Grantee's agents or employees. This clause will not be construed to baz any legal remedies
the Grantee may have for the State's failure to fulfill its obligations under this grant contract.
9 State Audits
Under Minn. Stat. § 16C.05, subd. 5, the Grantee's books, records, documents, and accounting procedures and
practices relevant to this grant contract are subject to examination by the State and/or the State Auditor or
Legisla6ve Auditor, as appropriate, for a minimum of six yeazs from the end of this grant contract.
10 Government Data Practices
The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it
applies to all data provided by the State under this grant contract, and as it applies to all data created, collected,
received, stored, used, maintained, or disseminated by the Grantee under this grant contract The civil remedies of
Minn. Stat. § 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State.
If the Crrantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify
the State. The State will give the Grantee instructions conceming the release of the data to the requesting party
before the data is released.
2006 Homeland Security Grant Program (11/06)
G��� �8 2-
HSEM Grant # 2007-HSGP-00448
11 Workers' Compensafion
The Crrantee certifies that it is in compliance with Minn. Stat. § 176.181, subd. 2, pertaining to workers'
compensation insurance coverage. The ('nantee's employees and agents will not be considered State employees.
Any claims that may arise under the Minnesota Workers' Compensarion Act on behalf of these empioyees and any
claims made by any third parry as a consequence of any act or omission on the part of these employees aze in no
way the State's obligation or responsibility.
12 Publicity and Endoisement
121 Publicity. Any publicity regarding the subject matter of this grant contract must identify the State and the
Department of Homeland Security as the sponsoring agency and must not be released without prior cvritten
approval from the State's Authorized Representative. All publicarions created with funding under this grant
contract shall prominenfly contain the following statement: "This document was pzepazed under a grant &om
the Office of State and Local Govemment Coordination and Prepazedness (SLGCP), U.S. Depaztrnent of
Homeland Security. Points of view or opinions expressed in this document aze those of the authors and do
❑ot necessarily represent the official position ox policies of SLGCP or the U.S. Department of Homeland
Security." For pwposes of this provision, publicity includes notices, informational pamphlets, press releases,
research, reports, signs, and similaz public nofices prepazed by or for the Grantee individually or jointly with
others, or any subcontractors, with respect to the prog�•am, publicarions, or services provided resulting from
this grant conh Recipient acknowledges that SLGCP reserves a royalty-free, non-exclusive, and
'vrrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for federal
government purposes: (1) the copyright in any work developed under an awazd or sub-awazd; and (2) any
rights of copyright to which a recipient or subrecipient purchases ownership with Federal support. The
Recipient agrees to consult with SLGCP regazding the allocation of any patent rights that arise from, or are
purchased with, this funding.
12.2 Endorsement. The Grantee must not claim that the State endorses its products or services.
13 Goveming Law, Jurisdicfion, and Venue
Minnesota law, without regazd to its choice-of-law provisions, govems this grant contract. Venue for all legal
proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent
jurisdiction in Ramsey CounTy, Minnesota.
14 Termioation
14.1 Termination by the State. The State may cancel this grant contract at any time, with or without cause, upon
30 days' written norice to the Grantee. Upon termination, the Grantee will be enfitled to payment,
determined on a pro rata basis, for services satisfactorily performed.
14.2 Termination for Insuffuient Funding. The State may immediately terminate this grant contract if it does
not obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be
continued at a level sufficient to allow for the payment of the services covered here. Termination must be by
written or fas notice to the Grantee. The State is not obligated to pay for any services that aze provided after
notice and effecrive date of termination. However, the Grantee will be entitled to payment, determined on a
pro rata basis, for services satisfactorily performed to the extent that funds are available. The State will not
be assessed any penalty if the grant conhact is terminated because of the decision of the Minnesota
Legislature, or other funding source, not to appropriate funds. The State must provide the ('nantee notice of
the lack of funding within a reasonable time of the State receiving that nofice.
14.3 Termination for Failure to Comply. The State may cancel this grant contract immediately if the State finds
that there has been a failure to comply with the provisions of this grant, that reasonable progress has not been
made or that the purpose for which the funds were granted have not been or will not be fulfilled. The State
may take action to protect the interests of the State of Minnesota, including the refusal to disburse addirional
funds and requiring the retum of all or part of the funds already disbursed.
2006 Homeland Security Grant Program (I I/O6)
�� -��-
15 Data Disclosure
HSEM Grant # 2007-HSGP-00448
Under Minn. SfaY. § 270C.65, and other applicable law, the Crrdntee consents to disclosure of its social security
number, federal employer taY identification number, and/or Minnesota tax identification number, already provided
to the State, to federal and state taY agencies and statepersonnel involved in the payment of state obiigations.
'I'hese identification numbers may be used in the enforcement of federal and state tax laws which could result in
action requiring the Cttantee to file state taac retums and pay delinquent state taY liabiliries, if any, or pay other state
liabilities.
L ENCBMBRANCE VSRIh'ICATION
Indimdual ceK� iha[frmds Jwve been ennonbered ¢r
reguved by M"mn Stat §§ 16A.15 muI16C.05.
Signed:
Date:
Grant Conhact No. 2007-HSGP-00448 / 2000-11556 Line 1& 2
2. GRANTEE
The Grantee cert�es that ihe appropn�e person(s)
have ezecuted !he grm�t contract on behalJof the Grmrteens
required by applicable arlicles, bylaws, resolutiorzs, or ordmances.
By: _
Tit1e: Fire Chief
Date:
3. STATE AGENCY
�
(with delegated authority)
TiUe:
Date:
By:
Title: Assistant City Attorney
Date:
By:
Title: Mayor
Date:
By:
Title: Human Riqhts
Date:
By:
Title: Director of Financial Serv
Date:
Distriburion:
DPS/FAS
c�t�
State's Authonzed Repruentative
2006 Homeland Security Grant Program (11/06)
v�-�62
Homeland Security Grant Program FY2006
ATTACHMENT A
Grantee: scPa�i,cayos _ ���vL V�ST�,$I,C>>{3,Op0
Grent Number. e?C107 —'�'��7"p — C���t� O
Application Werview
Major Objectives
Please explain how fhe resources requested in this application will enhance your jurisdiction's abil'ity
to prevent a terrorist act and be prepared to demonstrate how homeland security will be improved.
Aiso, please indicate how the specific items requested support and are consistent with the overali
State Homefand Security Strategy.
The requested radios will enhance the City's ability to mitigate, prepare for, respond to, and recover from a CBRNE or
catastrophic event by insuring City responders have access to interoperable communications used by other iocal, state,
and federal response agencies. Procurement of 800 Mhz radios remains the highest priority in both the Police and Fre
Depatments, and directly supports regional and statewide HS and EM activities. The request directly supports Goa� 5,
Objec[ive C, Implementation Steps 1& 2; and Goal 7, Objecfive A, lmplemerta6on Step 1; and Goal 7, Objedive E,
Impiementation Step 1 of the State Homeland Security Strategy.
The Collapse Rescue Team training and equipment wili ensure that statewide assets are available and ready for
depioyment to a wide range of specialized rescue and collapse structure events in the state. This request direcUy supports
Goal 1, Objective A, Steps 1-3 of the State Homeland Security Strategy.
Page A-1
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07��g �-
ATTACHMENT A
Homeland Security Grant Program FY2006
GI'2�it2B: _StPaul, C'dyof _� I Q1�tJl /SDLi�YP�- ST�vCP'r�� 16 OOCJ
Grant Number:
Appiication Overview
Major Objectives
Please explain how the resources requested in this appiication will enhance your jurisdiction's abi{ity
to prevent a terrorist act and be prepared to demonstrate how homeland security wilf be improved.
Also, please indicate how the speafic items requested suppoR and are consistent with the overall
State Homeland Security Strategy.
The requested radios will enhance the Citys ability to mitigate, prepare for, respond to, and recover from a CBRNE or
catasVophic event by insuring City responders have access to interoperable communications used by other local. state,
and federal response agencies. Procurement of 800 Mhz radios remains the highest prioriry in both the Police and Rre
Depatments, and directly supports regional and statewide HS and EM activities. The request direcily supports Goa� 5
Objective C, Implementation Steps 1& 2; and Goal 7, Objective A, Implementa6on Step 1; and Goal 7, ObjecWe E,
Implementation Step 1 of the State Homeland Security SUategy.
The Collapse Rescue Team training and equipment will ensure that statewide assets are available and ready for
deployment to a wide range of specialized rescue and collapse sUucture events in the state. This request directly supports
Goal 1, Objective A, Steps 1-3 of the State Homeland Security Strategy.
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.�it3CIlIT1CIIY B
FEDERAL AUDIT REQUIREMENTS
For subrecipients that aze state or local govemments. non- rou fit organizations. or Indian tribes
If the grantee expends total federal assistance of $500,000 or more per yeaz, the grantee agrees to obtain
either a single audit or a progcam-specific audit made for the fiscal yeaz in accordance with the terms of
the Single Audit Act Amendments of 1996.
Audits shall be made annually uniess the state or local govemment has, by January 1, 1987, a
consriturional or statutory requuement for less frequent audits. For those govemments, the federal
cognizant agency shall permit biennial audits, covering both years, ifthe government so requests. It shall
also honor requests for biennial audits by governments that have an administrative policy caliing for
audits less freguent than annual, but only audits prior to 1987 or administrative policies in place prior to
January 1, 1987.
For subrecipients that are institutions of hieher education or hospitals
If the grantee expends total d'uect and indirect federal assistance of $500,000 or more per year, the
grantee agrees to obtain a financial and compliance audit made in accordance with OMB Circulaz A-110
"Requirements for ('n•ants and Agreements with Universiries, Hospitals and Other Nonprofit
Organizarions" as applicable. The audit shall cover either the entire organizarion or all federal funds of
the organization.
The audit must determine whether the subrecipient spent federal assistance funds in accordance with
applicabie laws and regulations.
2. The audit shall be made by an independent auditor. An independent auditor is a state or local government
auditor or a public accommtant who meets the independence standards specified in the General Accounting
Office's "Standards for Audit of Governmental Organizarions, Progams, Activities, and Fmmctions."
3. The audit report shall state that the audit was perFormed in accordance with the provisions of OMB
Circulaz A-133 (or A-110 as applicable).
The reporting requirements for audit reports shall be in accordance with the American Institute of
Certified Public Accounts' (AICPA) audit guide, "Audits of State and Local Govemmental Units," issued
in 1986. The federal government has approved the use of the audit guide.
In addition to the audit report, the recipient shall provide comments on the fmdings and recommendafions
in the report, including a plan for corrective action taken or planned and comments on the status of
conecrive action taken on prior fmdings. If correcrive action is not necessary, a statement describing the
reason it is not should accompany the audit report.
4. The grantee agrees that the grantor, the Legislative Auditor, the State Auditor, and any independent
auditor desigiated by the grantor shall have such access to grantee's records and financial statements as
may be necessary for the grantor to comply with the Single Audit Act Amendments of 1996 and OMB
Circulaz A-133.
5. Grantees of federal financial assistance from subrecipients aze also required to comply with the Single
Audit Act and OMB Circulaz A-133.
2006 Homeland Security Grant Program (I I/06) B-1
,�1-�� a--
ana�hment B
6. The Statement of Expenditures form can be used for the schedule of federal assistance.
7. The grantee agrees to retain documentation to support the schedule of federal assistance for at least four
years.
8. Required audit renorts must be filed with the State Auditor's Office. Sinele Audit Division and
with federal and state aeencies providin¢ federal assistance, and the Deoartment of Public Safetv
within nine months of the erantee's fiscal vear end.
OMB Circular A-133 requires recipients of more than $500,000 in federal funds to submit one copy of
the audit report within 30 days after issuance to the central clearinghouse at the following address:
Bureau of the Census
Data Prepazarion Division
1201 East l Oth Street
Jeffersonville, Indiana 47132
Attn: Single Audit Clearinghouse
The Department of Public Safety's audit report should be addressed to:
Minnesota Department of Public SafeTy
Office of Fiscal and Adminish Services
444 Cedaz Street
Suite 126, Town Squaze
St. Paul, MN 55101-5126
2006 Homeland Security Grant Program Q 1/06) B_2
o�-�g�-
nnachn,enc c
STANDARD ASSURANCE5
The Applicant hereby assures and certifies compliance with all applicable Federal statutes, regularions,
policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-102, A-110, A-122, A-
133; Ex. Order 12372 (intergovemmental review of federal programs); and 28 C.F.R pts. 66 or 70
(administrative requirements for grants and cooperative agreements). The applicant also specifically
assures and certifies that:
1. It has the legal authority to apply for federai assistance and the institutional, managerial, and financial
capability (including funds sufficient to pay any required non-federal share of project cost) to ensure
proper planning, management, and completion of the project described in this application.
2. It will establish safeguazds to prohibit employees from using their posifions for a purpose that constitutes
or presents the appearance of personal or organizafional conflict of interest, or personal gain.
3. It will give the awazding agency or the General Accounting Office, through any authorized
representative, access to and the right to examine all paper or electronic records related to the fmancial
assistance.
4. It will comply with a11 lawful requirements imposed by the awazding agency, specifically including any
applicable regulations, such as 28 C.F.R pts. 18, 22, 23, 30, 35, 38, 42, 61, and 63.
5. It will assist the awazding agency (if necessary) in assuring compliance with section 106 of the National
Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and protection of
historic properties), the Archeological and Aistorical Preservation Act of 1974 (16 U.S.C. § 469 a-1 et
seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321).
6. It will comply (and will require any subgrantees or contractors to comply) with any applicabie
statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime Control and
Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. § 10604(e)); The
Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b)); the Civil Rights Act of
1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29 U.S.C. § 7 94); the Americans with
Disabilifies Act of 1990 (42 U.S.C. § 12131-34); the Educarion Amendments of 1972 (20 U.S.C. §§1681,
1683, 1685-86); and the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101-07); see Ex. Order 13279
(equal protection of the laws for faith-based and commmmity organizations).
7. If a governmental entity:
a. it will comply with the requirements of the Uniform Relocation Assistance and Real Property
Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the treatment of persons
displaced as a result of federal and federally-assisted programs; and
b. it will comply with requirements of 5 U.S.C. §§ 1501-08 and §§ 7324-28, which limit certain
political acriviries of State or local government employees whose principal employment is in
connection with an activity fmanced in whole or in part by federal assistance.
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSIONAND OTHER
RESPONSIBILITYMATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are
required to attest. Applicants should also review the instructions for certification included in the
regulations before completing this form. Signamre of this form provides for compliance with certification
requirements under 28 CFR Part 69, "New Resirictions on Lobbying" and 28 CFR Part 67, "Govemment-
2006 Homeland Security C,rant Progam (I 1/06) C-1
v�- ��a
nna�hmenc c
wide Debarment and Suspension (Nonprocurement) and Govemment-wide Requirements for Drug- Free
Workplace (Grants)." The certificaYions shall be treated as a material representation of fact upon which
reliance will be placed when the Department of Justice determines to awazd the covered transaction, gant,
or cooperative agreement.
1. LOBBYING As required by Secfion 1352, Title 31 of the U.S. Code, and implemented at 28 CFR Part
69, for persons entering into a grant or cooperative agreement over $100,000, as defined at 28 CFR Part
69, the applicant certifies that:
(a) No Federal appropriated funds bave been paid or will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or empioyee of Congress, or an employee of a Member of Congress in connection
with the making of any Federal gant, the entering into of any cooperative agreement, and the extension,
continuation, renewai, amendment, or modification of any Federal grant or cooperarive agreement;
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connecrion with this Federal
grant or cooperative agreement, the undersigned shall complete and submit Standazd Form - LLL,
"Disclosure of Lobbying Acrivities," in accordance with its instructions;
(c) The undersigned shall require that the language of this certificarion be included in the award documents
for all subawazds at all riers (including subgrants, contracts under grants and cooperative agreements, and
subcontracts) and that a11 sub-recipients shall certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER RESP013SIBILITY MATTERS (DIRECT
RECIPIENT)
As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR Part 67,
for prospective participants in primary covered h�ansacrions, as defined at 28 CFR Par[ 67, Section 67.510
A. The applicant certifies that it and its principals:
(a) Are not presently debarred, suspended, proposed for debannent, declazed ineligible, sentenced to a
denial of Federal benefits by a State or Federal court, or voluntarity excluded from covered transactions by
any Federal deparhnent or agency;
(b) Have not within a three-yeaz period preceding this application been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State, or local) h or contract
under a public transacrion; violafion of Federal or State anrih�ust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen
properry;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a govemmental entity
(Federal, State, or locai) with commission of any of the offenses enumerated in pazagaph (1)(b) of this
certification; and (d) Have not within a three-year period preceding this application had one or more public
transactions (Federal, State, or local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall
attach an explanation to this application.
3. DRUG-FREE WORKPLACE (GRANTEES OTF�R THAN INDNIDUALS)
2006 Homeland Security Gran4 Progam (11/06) C_2
v�- ��a-
Attachment C
As required by the Drug-Free W orkplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for
grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620
A. The applicant certifies that it will or will continue to provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the gantee's workplace and specifying the
acfions that will be taken against employees for violation of such prohibirion;
(b) Establishing an on-going drug-free awazeness program to inform employees about
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the
workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a
copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by pazagraph (a) that, as a condition of employment
under the grant, the employee will
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violarion of a criminal drug statute
occuning in the workplace no later than five calendar days after such conviction;
(e) Notifying the agency, in writing, within 10 calendar days after receiving norice under subparagaph
(d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted
employees must provide notice, including position ritle, to: Department of Justice, Office of Justice
Programs, ATTN: Control Desk, 633 Indiana Avenue, N.W., Washington, D.C. 20531. Notice shall
include the identification number(s) of each affected grant;
(fl Taking one of the following actions, within 30 calendaz days of receiving notice under subpazagaph
(d)(2), with respect to any employee who is so convicted
(1) Taking appropriate personnel action against such an employee, up to and including termination,
consistent with the requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation
program approved for such purposes by a Federal, State, or local health, law enforcement, or other
appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of
pazagraphs (a), (b), (c), (d), (e), and (fl.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with
the above certifications.
2006 Homeland Security Grant Progcam (11/06) C-3
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Attachment D
CERTIFICATION REGARDING LOBBYING
For State ofMinnesota Contracts and Grants over $100,000
The undersi�ed certifies, to the best of his or her knowledge and belief that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of any agency,
a member of Congress, an officer or employee of Congess, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making of any
Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modificarion of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person
for inAuencing or attempting to influence an officer or employee of any agency, A Member of Congress,
an officer or employee of Congress, or an employee of a Member of Congress in connection with this
Federal contract, grant, loan, or cooperafive agreement, the undersigned shall complete and submit
Standard Form-LLL, Disclosure Form to Report Lobbying in accordance with its instructions.
(3) The undersigned shall require that the language of this cert�carion be included in the awazd
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,
loans and cooperative a�eements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representafion of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transac6on unposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Department of Fire and Safety Services
Organization Name
Douglas A. Holton, Fire Chief
Name and Title of Official Signing for Organizarion
�
Date
Signature of Official
2006 Homeland Securiry Grant Frogram (1I/06) D-1