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Home My WebLink About5.D.4. Accepting Air Pack Grant and Authorize Advertising for Bids for Self Contained Breathing 6: o. 'i TO: Mayor and City Council COt~SE~JT Mark McNeill, City Administrator FROM: Ed Schwaesdall, Fire Chief (:., SUBJECT: Air Pack Grant DATE: December 5th, 2006 ,Introduction: The Council is asked to accept the' grant from the 2006 Assistance to Firefighters Grant from the Federal EmergencyManagement Agency. Council is also advised to open bids for the 40 Self Contained Breathing Apparatus, 40 Bottles and 40 SCBA masks the grant is to cover. Background: . Chief Ed SchwaesdaU'applied for the Operations and Safety grant for the Shakopee Fire Department in March 2006. The US Department of Homeland Security awarded Chief Schwaesdall and the Shakopee Fire Department with the following grant in November 2006. The approved project costs total $159,760.00. The Federal share is 90 percent or $143,784.00 of the approved amount aild the cities share of the costs IS ,10. percent tir .$15,976.00. >, The Grant is to be applied tQward 40 S~lfContained Breathing Apparatus, 40 Bottles, and 40 Self Contained Breathing Apparatus Masks. Iluqg~tlmp~ct: , , " . , ' . FUnding for this purchase would come from the Fire QepartmentOperating Budget. The 'budget currel1t1y h:;ts ,$35 ,ppO s~t aside for air pack po/chases in the 20q6 bu~get apd ap.other $35,00{) in the2QP7 budget., If councilconcws IwoWd reque~t totty and allpw the purphp.ses ()ut of the 70Q60per,+tional Budget sin,cemoniys :;tre stil1ther~ fortP:;tt. 4~t.QP lle."uJr~{l: . ,... , . . . .; Ift4e qou,pcl1concqr~, It shoqld, bymotlOn, direct the ~I:e ChIeftQ post for bl~S forthe ~elf Cont~in~d J3~eilthini APPfWatus and approve the CIties share of t1w Grant and formerly accepdheffiant from the Federal Government. . EdSchwaesdall Fire Chief Panel Review Page 2 of8 \ Office of Grants and Training Preparedness Directorate U.S. Department of Homeland Security Washington, D.C..20531 ict~~Jl'~'L.m", i',."...",..... 'I".""" .......a .f'<~~~'W.. . I' irr&~8,;~~i;~I~~Etttd.ty. . . Mr. Edward Schwaesdall Shakopee Fire Department 129 S Holmes Street Shakopee, Minnesota 55379-1328 Re: Grant No.EMW-2006-FG-17747 Dear Mr. Schwaesdall: On behalf ofthe Office of Grants and Training, (am pleased to inform you that your grant application subm itted , under the FY 2006 Assistance to Firefighters Grant has been approved. Along with the U.S. Fire Administration and the Federal Emergency Management Agency, we carry out the federal responsibilities of administering your grant. The approved project costs total to $159,760.00. The Federal share is 90 percent or $143,784.00 of the approved amount and your share of the costs is 10 percent or $15,976.00. , As part of your award package, you will find Grant Agreement Articles. Please make sure you read and understand the Articles as they outline the terms and conditions of your Grant award; Maintain a copy of these documents for your official file. You establish acceptance of the Grant and Grant Agreement Articles when you 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 www.firegrantsupport.com and if you have not done so, complete and submit your SF 1199A, Direct Deposit Sign-up F;orm. Please forward 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 After your SF 1199A is reviewed and you receive an email indicating the form is approved, you will be able to request payments online. Remember, you should basically request funds when you have an immediate cash. need (Le. you have a bill in-hand that is due within 30 days). If you are using AFG funds to replace used or outdatedequipment, you should be aware of an opportunity to dispose of your old eqLlipment in a manner that will benefit other fire departments. The Office of Grants and Training has recently expanded its Homeland Defense Equipment Reuse Program (HDER). If you are interested in making an equipment contribution to the HDERprogram, contact Mr. Greg Bernard at 1-800-368-6498 for further information or visit theHDER website at www.rkb.mipt.org~ You will find the HDER program link under "Additionallnformation," or go to the 2006 frequently asked questions (FAQs)fdr the AFG located at www.firegrantsupport.colT), If you have any questions or concerns regarding the awards process, donations, or how to request your grant funds, please call 1-866-27 4-0960: https://portaLfema.govlfiregrant/jsp/fire_ adminJ awards/spec/view__award~package.do ?agr... 11/1712006 Panel Review Page 3 of8 Sincerely; .'1 Corey Gruber Acting Assistant Secretary Office of Grants and Training "- https://portal.fema.gov/firegrant/j sp/fire _admin/awards/spec/view_award_package. do ?agr.,. l1/l7/2006 . ~. .... ,'. ' , ",' Panel Review ' Page 4 of8 Agreement Articles U.S. Department of ijiomeland Security Washington, q.C. 20531 I I I i I i AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTE.RSGRANT PROGRAM - Operations and Safety program I GRANTEE: Shakopee Fire Department i i , 'PROGRAM: Operations and Safety I AGREEMENT NUMBER: EMW-2006-FG-17747 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Project Description Article II Grantee Concurrence Article III Period of Performance Article IV. Amount Awarded Article V Requests for Advances or Reimbursements Article VI Budget Changes Article VII- Financial Reporting Article VIII Performance Reports ArtiCle IX DHS Officials Article X Other Terms and Conditions ,Article XI General Provisions ArticleXII Audit Requirements ArticleXIII Additional Requirements Article I - Project Description The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public and firefighting personnel. against fire and fire;-relatedhazards. After careful consideration.. DHS has determined that the grantee's projectsubmittedaspartofthe grantee's application, and detailed inthe project narrative as well asthe request details section of the application - including budget information - was consistent withthe program's purpose and worthy of award, The grantee shall perform the work described in the approved grant application asitemized in the request details section of the application and further described in the grant application's narrative. These sections of the application are made a part of these grantagreement articles by reference. The grantee may not change or make any material deviations from the approved scope of work ol,!tIined in the above referenced sections of the application without prior written approval. . https://portal.fema.gov/firegnint/j sp/fire _admin/awards/spec/view_award _pac~age. do ?agr... ll/17/2006 Panel Review PageS of8 However, in keeping with this year's program guidance, grantees that have grant funds left over after completing the approved scope of work prior to the end of the period of performance have three options for the use of the excess funds: 1) they may return the unused funds to the Federal government, 2) they may use a maximum of $5,000 to expand the activities for which they were awarded, or3) create or expand an existing fire prevention program. Grantees are encouraged to review the program guidance for more information in this area. Article Il - Grantee Concurrence Byrequesting and receiving Federal grant funds provided by this grant prograITI,thegrantee acceptsandagrees to abide by the terms and conditions of the grant as set forth in this document and the documents identified below. All documents submitted as part of the application are made a part of this agreement by reference. Articie III - Period of Performance The period of performance shall be from 09-NOV-06 to 08~NOV-07. 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 unless the grantee has requested, and DHS has approved, a new expiration date. The grantee has 90 days after period of performance bincur costs associated with closeout or to pay for obligations incurred during period of performance. Award expenditures are for the purposes detailed in the approved grant application only. The grantee cannot transf!3r funds or assets purchased with grant funds to other agencies or departments without prior written approval from. DHS. Article IV - Amount Awarded The amountof the award is detailed on the Obligating Document for Award attached to these articles. Following are the budgeted estimates.for each object classes of this grant (including Federal share plus grantee match): Personnel $0.00 Fringe Benefits $0.00 Travel $0.00 Equipment $159,760.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $O.OQ Indirect Charges $0.00 . Total $159,760.00 Article V - Requests Jor Advances or Reimbursements Grant payments underthe 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. (f the grantee has not obtained a user account, an accoun~ may be obtained. by calling the help desk at 1-866-274-0960. Article VI - Budget Changes Generally, grantees may make changes in funding levels between the object classes (as detailed in Article IV above), as long as the grant's project or scope of work is accomplished. The grant's scope of work is outlined in the project narrative and in the request details of the grant application. The only exception to this provision is.for grants where the Federal share is in excess of $100,000. In grants where the Federal share e;<ceeds $100,000, https:llpoli:a1.fema.gov/firegrantljsp/fire_adminl awardsl speclview_award_package. do ?agr... . .ll/17 /2006 Panel Review Page 60f8 the funding levels of the object classes can be changed, but if the cumulative changes exceed ten (10) percent of the total budget, changes must be pre-approved. The provisions of this article are not applicable to changes in the budgeted line-items listed in the request details section of the application. 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 performance period, or upon completion of the grantee's program narrative, the grantee must complete, on-line, 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 performance period. Article VIII - Performance Reports The grantee must submit a semi-annual and a final performance report toDHS.Thefinalperformance 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 Office, is the Program Officer for this grant program. The Program Officer is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. Grants Assistance Officer: Christine Torres is the Assistance Officer for this grant program. The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. Grants Management Branch POC: Ramon Bush isthe point of contact for this grantawardand shall be contacted forall financial and administrative grant business matters. If you have any questions regarding your grant please call 703-605-0750. Article X - Other. Terms and Conditions Pre-award costs directly applicable to the awarded grant are allowable if approved jn writing by the DHS Program Office. Article XI - General Provisions . The following are hereby incorporated into this agreement by reference: 44 CFR, Emergency Management and Assistance Part 7 Nondiscrimination in Federally-Assisted Programs Part 13 Uniform administrative requirements for grants and cooperative agreements to state and local governments Government-wide Debarment and Suspension (Non-procurement) Part 17 and Government-wide Requirements for Drug-free Workplace (Grants) Part 18 New Restrictions on Lobbying 31 CFR 205.6 Funding Techniques OMB Circular A-2fCostPrinciples for Educational Institutions ) https://porta1.fema.gov/firegrant/jsp/fire _ admin/a.wards/spec/view _award_package. do ?agr.... l1/l7/2006 Panel Review Page 7 of 8 OMS Circular A-a7 Cost Principles for State/local Governments, Indian tribes OMS Circular A-122 Cost Principles for Non-Profit Organizations OMS Circular A- Uniform Administrative Requirements for Grants and Agreements With State and Loc~1 102 Governments Assistance to Firefighters. Grant Application and Assurances contained t~erein. OMS C' ul A Uniform Administrative Requirements for Grants and Agreements With Institutions of' Higher 110 Irc ar - Education. Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant . Application and Assurances contained therein. Article XII- Audit Requirements All grantees must follow the audit requirements of OMS Circular A-133, Audits of States. Local Governments. and Non-Profit Organizations. The main requirement of this OMS 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 official closeout of your grant. You must also agree to make your grantfiles. books, and records available for an audit by DHS. the General Accounting Office (GAO). or their duly authorized representatives to assess the accomplishments of the grant program or to ensure compliance with any requirement of the grant program. Article XIII- Additional Requirements (ifappUcable) . Vehicle awardees for FY 2006 will be. required to include a performance bond as part of the contract with the vehicle manufacturer. The performance bond MUST include a delivery date to be acceptable under this requirement. Extensions to a grant's period of performance may not be considered if a performance bond is not included inthe purchase contract. Note: Tbis is a new requirement for this program year. . Grantees that are the hosts of regional projects as provided for in the. annual program guidance will not be responsible for equipment purchased with grant funds if that,equipment is disbursed to other first- responder organizations under a memorandum of understanding which places the responsibility for the equipment in the hands of the recipient. Additional Requirements if applicable https://portal.fema.gov/firegrantlj sp/fire _adminlawards/speclview _award_package. do?agr... 11/1712006 Panel Review Page 8 of8 FEDERAL EMERGENCY MANAGEMENT AGENCY OBUGA TING DOCUMENT FOR AWARD/AMENDMENT 1a. AGREEMENT NO. 2. AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO. EMW -2006-FG-177 47 NO. 41-6005539 ACTION W437660N 0 AWARD 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS ODP/Financial and Grants Management ODP/Financial Services Branch Shakopee Fire Department Division 500 C Street, SW., Room 723 2700 Vierling Drive 500C Street, S.w., Room 350 Washington DC, 20472 Shakopee Washington DC, 20472 Minnesota, 55379-1328 POC: Ramon Bush 703-605-0750 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 9524459218 Tom Harrington ~1-866-27 4-0960 Edward Schwaesdall\ 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing 6~om:09-NOV- To:08-NOV-07 09-NOV-06 SF-270 Budget Period 6~om:20-0CT - To:30-SEP-07 15. DESCRIPTION OF ACTION a, (Indicate funding data for awards or financial changes) PROGRAM CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMMULATIVE NAME (MCS CODE) TOTAL AWARDED THIS TOTAL AWARD NON- ACRONYM XXXX-XXX-XXXXXX-XXXXX- AWARD ACTION FEDERAL XXXX~XXXX-X + OR (-) COMMITMENT AFG 97.044 2007 -62_0632RE-63000000- $0.00 $143,784.00 $143,784.00 $15,976.00 4101-R TOTALS $0.00 $143,784.00 $143,784.00 $15,976.00 b. To'describe changes other than funding data or financial changes, attach schedule and check here. N/A 16a. FOR NON-DISASTER PROGRAMS: RECIPIENTlS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) . Assistance to Firefighters Grant recipients are not required to sign and return copies of this docllment. However, recipients should print and keep a copy of this document,for their records; .' ~ . 16b. FOR DISASTER PROGRAMS: RECIPIENTJS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above. . 17. RECIPIENT SIGNATORY OFFICIAL{Name and Title) DATE N/A N/A 18.FEMA SIGNATORY OFFICIAL (Name and Title) DATE Sheila Parker Darby 07-NOV~06 https://portal.fema.gov/firegrant/jsp/fire _admil1l awards/spec/view_award _package. do ?agr...' 11/17/2006