Agenda 04/09/2013 Item #16E2 4/9/2013 16.E.2.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.2.
Item Summary: Recommendation to accept a Federal Emergency Management Agency
Assistance to Firefighter's Grant Award in the amount of$82,669 with a local match of$4,351
for a total project cost of$87,020 to purchase new mobile and portable radios for the Ochopee
Fire Control District
Meeting Date: 4/9/2013
Prepared By
Approved By
Name: McLaughlinAlan
Title: Fire Chief,Ochopee Fire Control District
Date: 3/12/2013 1:06:12 PM
Name: SummersDan
Title: Director-Bureau of Emergency Services,
Date: 3/12/2013 1:07:06 PM
Name: pochopinpat
Title: Administrative Assistant,Facilities Management
Date: 3/12/2013 5:02:16 PM
Name: Joshua Thomas
Title: Grants Support Specialist,
Date: 3/18/2013 10:22:00 AM
Name: PriceLen
Title: Administrator, Administrative Services
Date: 3/27/2013 11:03:00 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 3/28/2013 10:59:35 AM
Name: KlatzkowJeff
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Title: County Attorney
Date: 3/28/2013 11:33:46 AM
Name: GreenwaldRandy
Title: Management/Budget Analyst,Office of Management&B
Date: 3/28/2013 3:23:28 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Manage
Date: 4/1/2013 12:25:27 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 4/1/2013 2:54:22 PM
Name: OchsLeo
Title: County Manager
Date: 4/1/2013 3:19:10 PM
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EXECUTIVE SUMMARY
Recommendation to accept a Federal Emergency Management Agency Assistance to
Firefighter's Grant Award in the amount of$82,669 with a local match of$4,351 for a total
project cost of $87,020 to purchase new mobile and portable radios for the Ochopee Fire
Control District.
OBJECTIVE: To replace aging and obsolete mobile and portable radios for the Ochopee Fire
Control District.
CONSIDERATIONS: On July 24, 2012, Agenda Item No. 16 F. 1, the Board of County
Commissioners approved the submittal of a Federal Emergency Management Agency Assistance
(FEMA) to Firefighter's 95/5 Grant application. The full amount of the grant project is $87,020
with $82,669 coming from federal funding and a required share of$4,351 from local funds. At
this time the District is in dire need of replacing its mobile and portable radios because the
equipment has reached its life expectancy and is no longer compliant with FCC regulations or
with the new digital infrastructure. This equipment is essential because it assures personnel
safety and sustains firefighting resources in the District.
No signature is required to execute the Agreement Articles. Approval of this item will authorize
staff to provide electronic signature to accept the grant.
FISCAL IMPACT: The District's cost share of 5% in the amount of $4,351wi11 be provided
from Ochopee Fire Control District Fund 146. Budget amendments will be needed to recognize
grant funds in Fund 713, Bureau of Emergency Services Grants and to transfer matching funds
from Fund 146 to Fund 714, Bureau of Emergency Services match in Project 33256.1.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated
with this Executive Summary.
LEGAL CONSIDERATIONS: This item is legally sufficient and requires a majority vote for
Board action. -JBW
RECOMMENDATION: That the Board of County Commissioners approves and authorizes the
acceptance of the Federal Emergency Management Agency Assistance to Firefighter's
Grant Award for the purchase of radios and the necessary budget amendments.
Prepared by: Alan McLaughlin, Fire Chief
Attachment: Notification of Award
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Agreement Articles,,, ,f A,t~' U,S. Department of Homeland Security
Washington, D.C. 20472
r`.-1N17tit"�.
AGREEMENT ARTICLES
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM -Operations and Safety program
GRANTEE: Ochopee Fire Control District
PROGRAM: Operations and Safety
AGREEMENT NUMBER: EMW-2012-FO-00966
AMENDMENT NUMBER:
TABLE OF CONTENTS
Article I Project Description
Article II 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 X Central Contractor Registration (CCR)
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 -is 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 II - Grantee Concurrence
By providing the Primary Contact's electronic signature and indicating acceptance of the award, 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. Grantees agree that they will use the funds provided through the Fiscal Year 2012 4'$
Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program
guidelines provided in the Fiscal Year 2012 Assistance to Firefighters Grant program guidance. All documents
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submitted as part of the application are made a part of this agreement by reference.
Article III -Period of Performance
The period of performance shall be from 01-MAR-13 to 28-FEB-14.
Article IV-Amount Awarded
The amount of the award is detailed on the Obligating Document for the Award attached to these articles.
Following are the budgeted estimates for each object class of this grant(including Federal share plus grantee
match):
Personnel $0.00
Fringe Benefits $0.00
Travel $0.00
Equipment $87,020.00
Supplies $0.00
Contractual $0.00
Construction $0.00
Other $0.00
Indirect Charges $0.00
Total $87,020.00
NEGOTIATION COMMENTS IF APPLICABLE
Any questions pertaining to your award package,please contact your GPD Grants Management Specialist:
Chanee Williams at Chanee.Williams @dhs.gov.
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
2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of
Higher Education, Hospitals, and Other Nonprofit Organizations(OMB Circular A-110)
B. Cost Principles
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 Organizations
C. Audit Requirements
1. OMB Circular A-133,Audits of States, Local Governments, and Nonprofit Organizations
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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 2012
Assistance to Firefighters Grant Program guidance and application kit.
Article VIII-Financial Reporting
Recipients of any Assistance to Firefighters Grants will be required to submit a semi-annual Federal Financial
Report(FFR)via the automated system on the Standard Form 425. The FFR is intended to provide Federal
agencies and grant recipients with a standard format and consistent reporting requirements throughout the
government. The FFR, to be submitted using the online e-grant system, will be due semi-annually based on the
calendar year beginning with the period after the award is made. Grant recipients will be required to submit a
FFR throughout the entire period of performance of the grant.
The reporting periods for the FFR are January 1 through June 30(Report due by July 31), and July 1 through
December 31 (Report due by January 30).
At the end of the grant's period of performance, all grantees are required to produce a final report on how the
grant funding was used and the benefits realized from the award. Grantees must submit a final financial report
and a final performance report within 90 days after the end of the period of performance.
Article IX-FEMA Officials
ofork
Program Officer: Catherine Patterson 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: Andrea Day 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. If you
have any questions regarding your grant please call ASK-GMD at 866-927-5646 to be directed to a specialist.
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.
Article X -Central Contractor Registration (CCR)
Recipients of an AFG grant are required Central Contractor Registration(CCR) in the SAM.gov system. Active
registration in the Central Contractor Registry ensures grantees are compliant with Federal regulations under
Federal Financial Accountability and Transparency Act(FFATA). CCR registration is free, and may take up to 5
to 10 business days to process. For help with registering in the CCR, please visit SAM.gov for more information.
Asokic
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FEDERAL EMERGENCY MANAGEMENT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
la.AGREEMENT NO. 2.AMENDMENT 3.RECIPIENT NO. 4.TYPE OF 5.CONTROL NO.
EMW-2012-FO-00966 NO. 59-6000558 ACTION W279230N
0 AWARD
6.RECIPIENT NAME AND 7.ISSUING OFFICE AND ADDRESS 8.PAYMENT OFFICE AND ADDRESS
ADDRESS Grant Programs Directorate FEMA,Financial Services Branch
Ochopee Fire Control District 500 C Street,S.W. 500 C Street,S.W.,Room 723
201 Buckner Ave North Washington DC,20528-7000 Washington DC,20472
Everglades City POC:Andrea Day
Florida,34139-0070
9.NAME OF RECIPIENT PHONE NO. 10.NAME OF PROJECT COORDINATOR PHONE NO.
PROJECT OFFICER 2396954114 Catherine Patterson 1-866-274-0960
Alan Mclaughlin
11.EFFECTIVE DATE OF 12.METHOD OF 13.ASSISTANCE ARRANGEMENT 14.PERFORMANCE PERIOD
THIS ACTION PAYMENT Cost Sharing From:01-MAR-
To:28 FEB-14
01-MAR-13 SF-270 13
Budget Period
From:01-NOV-To:30-SEP-13
12
15.DESCRIPTION OF ACTION
a.(Indicate funding data for awards or financial changes)
PROGRAM NAME CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMMULATIVE
ACRONYM (ACCS CODE) TOTAL AWARDED THIS TOTAL AWARD NON-
XXXX-XXX-XXXXXX-XXXXX- AWARD ACTION FEDERAL
XXXX-XXXX-X +OR(-) COMMITMENT
AFG 97.044 2013-1C-C111-P4000000- $0.00 $82,669.00 $82,669.00 $4,351.00
4101-D
TOTALS $0.00 $82,669.00 $82,669.00 $4,351.00
b.To describe changes other than funding data or financial changes,attach schedule and check here.
N/A
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 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.RECIPIENT SIGNATORY OFFICIAL(Name and Title) DATE
N/A N/A
18.FEMA SIGNATORY OFFICIAL(Name and Title) DATE
Andrea Day 22-FEB-13
Go Back
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Award Status
4/9/2013 16.E.2.
Award Status
View Award Package Print Award Package
Award Number: EMW-2012-F0-00966
Award Amount: $82,669
Award accepted by Alan M McLaughlin on 2013-03-08.
Comments:
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March 7, 2013
Chief Alan M. McLaughlin
Ochopee Fire Control and Rescue District
201 Buckner Avenue
Everglades City, Florida 34139
Dear Chief McLaughlin:
Congratulations on the FY 2012 Assistance to Firefighters Grants from the U.S.
Department of Homeland Security in the amount of$82,669.00. Your dedication to the people
of Collier County is appreciated and laudable.
Best wishes for continued success.
Sincerely,
•
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U.S.Department of Homeland Security
Washington,D.C.20472
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FEMA
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Mr.Alan Mclaughlin
Ochopee Fire Control District
P.O. Box 70
Everglades City, Florida 34139-0070
Re: Grant No.EMW-2012-FO-00966
Dear Mr. Mclaughlin:
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 2012 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$87,020.00. The Federal share is 95 percent or$82,669.00 of the approved amount and
your share of the costs is 5 percent or$4,351.00.
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 formally receive the award through the AFG online system. 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 you 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.
Sincerely,
f,:::;:i et. V' <.„__ :,-7
11 6
Timothy W. Manning 1
Deputy Administrator for National Preparedness and Protection
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