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Home My WebLink About20A - FEMA GRANT REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: NOVEMBER 15, 2010 TITLE: APPROVED FEMA ASSISTANCE TO FIREFIGHTERS ? As Recommended GRANT FY 2009 ? As Amended ? Ordinance on 1st Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO { C A~C,7--- FILE NUMBER CITY MANAGER RECOMMENDED ACTION 1. Authorize the City Manager to accept the FEMA Assistance to Firefighters Grant 2009 in the amount of $49,920 and designate $12,480 in City funds required for the 20% match. 2. Approve an Appropriation Adjustment for the FEMA Assistance to Firefighters Grant 2009 expenditure account. DISCUSSION The Santa Ana Fire Department has been awarded a grant from the Assistance to Firefighters Grant program in the amount of $49,920. The grant requires a 20% cash match ($12,480). The purpose of the Assistance to Firefighters Grant program is to protect the health and safety of the public and firefighting personnel against fire and related hazards. The grant funds are being used to provide Santa Ana Fire Department personnel with additional personal protective clothing. FISCAL IMPACT Approval of the Appropriation Adjustment will increase revenues in the FEMA Assistance to Firefighters Grant 2009 revenue account (account no.14615002-52000) by $49,920 and appropriate same into the FEMA Assistance to Firefighters Grant 2009 Uniform expenditure account (account no.14615361-63100). The required 20% match ($12,480) is available in the Fire Uniform account (account 01115360-63100). APPROVED AS TO FUNDS AND ACCOUNTS: 'David Thomas Francisco Gutierrez Fire Chief Executive Director Fire Department Finance & Management Services Agency 20A-1 20A-2 Panel Review Page 2 of & „y.r . Cf r+:)tnljr^,;nry i r:tr, c"t y,kA I,1~~ l .'Q'; FEMA I U. I~4e tilt Mr. Anthony Espinosa Santa Ana Fire Department 1439 S. Broadway Santa Ana, California 92707-1712 Re: Grant No.EMW-2009-FO-04027 Dear Mr. Espinosa: On behalf of the Federal Emergency Management Agency (FEMA) and the Department of Homeland Security (DHS), I am pleased to inform you that your grant application submitted under the FY 2009 Assistance to Firefighters Grant has been approved. FEMA's Grant Programs Directorate (GPD), in consultation with the U.S. Fire Administration (USFA), carries out the Federal responsibilities of administering your grant. The approved project costs total to $62,400.00. The Federal share is 80 percent or $49,920.00 of the approved amount and your share of the costs is 20 percent or $12,480.00. 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. By accepting the grant, you agree not to deviate from the approved scope of work without prior written approval from FEMA If your SF 1199A has been reviewed and approved, you will be able to request payments online. Remember, you should request funds when you have an immediate cash need. If yc.,u have any questions or concerns regarding the awards process or how to request your grant funds, please call the helPdesk at 1-866-274-0960. Elizabeth M. Harman Assistant Administrator Graht Programs Directorate https://eservices. fema.gov/FemaFireGrant/firegrant/j sp!fire_admin/awards/speolview_award_package.do... 10/11/2010 20A-3 Panel Review Page 3 of 6 Agreement Articles 14, U.S. Department of Homeland Security ~ Washington, D.C. 20472 } FEMA AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program GRANTEE: Santa Ana Fire Department PROGRAM: Operations and Safety AGREEMENT NUMBER: EMW-2009-FO-04027 AMENDMENT NUMBER: To ABLE OF COINTEivTS Article I Project Description Article 11 Grantee Concurrence Article III Period of Performance Article IV Amount Awarded Article V Financial Guidelines Article VI Prohibition on Using Federal Funds Article VII GPD Allocations Article VIII Financial Reporting Article IX FEMA Officials 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-related hazards. After careful consideration, FEMA has determined that the grantee's project submitted as part of the grantee's application, and detailed in the project narrative as well as the request details section of the application - including budget information - was consistent with the program's purpose and worthy of award. Therefore, the grantee shall perform the work described in the approved grant application as itemized 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 grant agreement articles by reference. The grantee may not change or make any material deviations from the approved scope of work outlined in the above referenced sections of the application without prior written approval from FEMA. Article 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 of the grant as set forth in this document and the documents identified below. By receiving funds under this grant. grantees agree that they will use the funds provided through the Fiscal Year 2009 Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2009 Assistance to Firefighters Grants program guidance. All documents submitted as part of the application are made a part of this agreement by reference. hops://eservices.fema.gov/FemaFireGrant/firegr-,uit/jsp,lftre_admin/awards/spec/vietiN?_award_package.do... 10/1 1 /20 10 20A-4 Panel Review Page 4 of 6 Article III - Period of Performance The period of performance shall be from 18-SEP-10 to 17-SEP-11. Article IV -Amount Awarded The amount of 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 $62,400.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $62,400.00 NEGOTIATION COMMENTS IF APPLICABLE (max 4000 characters) The Program Office has made the following reductions to your grant: The approved quantity of gloves is 140, not 203. The approved quantity of boots is 173, not 203. Therefore, they have recommended the award at this level: Total budget $62,400 Federal share $49,920 Applicant share $12,480 Article V - Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to FEMA grants are listed below: A. Administrative Requirements 1. 44 CFR Part 13: Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments I 2 2 CFR Part 215, Uniform Administrative Requirements for Gran is and Agreements with institutions of Higher Education. Hospitals.. and Other Nonprofit Organizations (OMB Circular A-110) B Cost Prinnciples 1. 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (OMB Circular A-21) 3. 2 CFR Part 230, Cost Principles for Nonprofit Organizations (OMB Circular A-122) 4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial https //cservices.fema.gov/FemaFireGrantlfiregrant/jsp/fire_admin/awards/spec/view_award_package.do... 10/11/2010 20A-5 Panel Review Page 5 of 6 Organizations C. Audit Requirements 1. OMB Circular A-133, Audits of States. Local Governments, and Nonprofit Organizations Article VI - Prohibition on Using Federal Funds Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. Article VII - GPD Allocations The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2009 Assistance to Firefighters Grant Program guidance and application kit. Article Vlll - Financial Reporting The grantee must complete an on-line, semiannual financial status report to meet FEMA requirements. Semiannual financial reports are due within 30 days of the end of every six month period for the life of the grant. At the end of the performance period, or upon completion of the grantee's final program narrative, the grantee must complete an on-line final financial status report that is required to close out the grant. If a grantee's performance period is extended beyond the initial 12-month period, a periodic performance report is due every six month increment until closeout. Article IX - FEMA Officials Program Officer: Tom Harrington is the Program Officer for the Assistance to Firefighters 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: Jane Early 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 Division POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this award. If you have any questions regarding your grant please call ASK-GMD at 866-927-5646 to be directed to a specialist. https ://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire admin/awards/spec/vieNv_aNvard_package.do... 10/11/2010 20A-6 Panel Review Page 6 of 6 FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARDJAMENDMENT 1a. AGREEMENT NO 2. AMENDMENT NO 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO. EMW-2009-FO-04027 0 95-6000785 ACTION W469000N AWARD 6, RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS Grant Programs Directorate FEMA, Financial Services Branch Santa Ana Fire Department 500 C Street, S.W 500 C Street. S.W, Room 723 1439 S Broadway Washington DC, 20528-7000 Washington DC, 20472 Santa Ana POO Jane Early California, 92707-1712 9. NAME OF RECIPIENT PHONE NO. 10 NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 7146475724 Tom Harrington 1-866-274-0960 Anthony Espinosa 11. EFFECTIVE DATE OF THIS 12. METHOD OF 13 ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD ACTION PAYMENT Cost Sharing From:18-SEP-10 To:17-SEP-11 18-SEP-10 SF-270 Budget Period From:15-JAN-10 To 30-SEP-10 15 DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM NAME CFDA NO. ACCOUNTING DATA PRIOR TOTAL AMOUNT AWARDED CURRENT TOTAL CUMMULATIVE ACRONYM (ACCS CODE) AWARD THIS ACTION AWARD NON- XXXX-XXX-XXXXXX-XXXXX- + OR FEDERAL XXXX-XXXX-X COMMITMENT nn nn A.-C 4 n r+n acn nn D TOTALS $0.00 $49,920.00 $49,920.00 $12,480.00 b. To describe changes other than funding data or financial changes, attach schedule and check here. NIA 16a. FOR NON-DISASTER PROGRAMS: RECIPIENT IS 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 document However, recipients should prrnt 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. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE NIA NIA 18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE Jane Early 13-SEP-10 Go Back https ://eserNices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/vie«r_award_package.do... 10/11/2010 20A-7 i 20A-8