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Agenda 09/09-10/2008 Item #16F9 AGENDA ITEM \ i}Plll No. . I" . v;- SEP 0,; Zfq '1/0/a, p~__ icd-~, EXECUTIVE SUMMARY Recommendation to approve an Assistance to Firefighters Grant Agreement from the Federal Emergency Management Agency for the purchase of 30 Stair Chairs for Emergency Medical Services for a total project cost of $62,850.00 and to approve a Budget Amendment to recognize and appropriate the funds from FEMA. OBJECTIVE: To receive approval of an Assistance to Firefighters (AFG) Grant Agreement from the Federal Emergency Management Agency (FEMA) to fund the purchase of 30 Stair Chairs for Emergency Medical Services (EMS), CONSIDERATIONS: On April 22, 2008, the Board approved the submittal of this grant, Agenda Item 16FlThe award of this grant was announced on July 25, 2008 via FEMA's Assistance to Firefighters Grant siteThis grant was submitted by EMS to request funding to purchase 30 evacuation (stair) chairs for 30 ambulancesThis newer type of stair chair has already been purchased for the five growth ambulances put into service this yearThe replacement of the remainder of the worn and out of date models of stair chairs will help assure the safe and efficient evacuation of patients/victims, while protecting EMS personnel from injuries frequently incurred in this process This project is expected to be completed within three months of award notification. The total project cost is $62,850, $50,280 to be funded by the grant and a match of 20% ($12,570) to be funded by Fund 490; EMS. FISCAL IMPACT: A Budget Amendment is required to recognize and appropriate $50,280 from FEMAMatching funds in the amount of $12,570 will be available in FY09 in Fund 490; EMS. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact resulting from this action, LEGAL CONSIDERATIONS: The Agreement has been signed for form and legal sufficiency&#160; It is not necessary for the Chairman of the Board to execute the Agreement&# 160; This is because Collier County will establish the acceptance of the Grant and Grant Agreement . f RECOMMENDATION: That the Board of County Commissioners approves the Assistance to Firefighters Grant Agreement; and approve the Budget Amendment to recognize and appropriate the funds from FEMA. Panel Review 2 of g ltaq::q NAGENDA ITEM ) ,.____ OS~p.. (! .~ "m!" ...~ WBo1llngtrm,D,C.2D472 Pg._ C;) b~ f 8 -_~_._.<c~~_ , - .~ FEMA --~~" tt. ND t: Ms, Martene Foord Collier County EMS 2705 S Horseshoe DriVll Naples, Florida 34104-6146 Re: Grant No,EMW-2008-FO-D3394 Dear Ms. Foord: 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 2008 Assistance to Firefighters Grant has been approved. FEMA's Grant Programs Directorate, In consultation with the U.S, Fire Administration, carries out the Federal responsibilities of administering your grant. The approved project costs total to $62,850.00, The Federal share is 80 percent or 550,280.00 of the approved amount and your share of the costs is 20 percent or $12,570,00, 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 ..tabUeh Icceptance of the Grant and Grant Agreemant Article. when you ,,",UB.t and receive any 01 the Federal Grant Iunde awarded to you. By accepting the grant, you agree nollo deviate from the approved scope of work without prior written approval from DHS. II your SF 1199A has been reviewed and approved, you will be able to request payments online, Remember, you should basically request funds when you heve an immediate cash need (Le, you have a bill in-hand that is due within 30 days). If you have any questions or conCl\ms regarding the awards process or how to request your grant funds, please call the helpdesk at 1-866-274-0960. 'Q~'fv R. David Paulison Administrator https://portal.fema,gov/firegrantljsp/firc _adminlawardslspec/view _award -package.do ?agre... 7/2512008 Panel Review ........... l(P00 Page N~~ENDA ITEM I i Agreement Articles FEMA U.S, Department of Homeland Security Washington, D,C, 20531 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM. Operation. and Safety program GRANTEE; Collie' County EMS PROGRAM: Operelions and Salely AGREEMENT NUMBER; EMW-2DD8-FOo03394 AMENDMENT NUMBER: Article I Article II Article III Article IV Article V Article VI ArtiCle VII ArtiCle VIII Article IX Article X Article XI Article XII Article XIII Article I - Project Deecrlptlon TABLE OF CONTENTS Project Description Grantee Concurrence Period of Performance Amount Awarded Requests lor Advances or Reimbursements Budget Changes Financial Reporting Performance Reports DHS Officials Other Terms and Condllions General Provisions Audft Requirements Additional Requirements The purpose of the Assistance to Firefighters Program is to protect the health and safety of the pUblic and firefightlng personnel against fire and fire-related hazards, After careful consideration, DHS has detennined 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 swan:!. 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 DHS. However, in keeping with this yea(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 lunds to the Federal government. 2) they may use a maximum of https:llportaLfema.gov/firegrantljsp/fire _admin/award s/spec/view _award .J'8ckage.do ?agre... 7/25/2008 Panel Review Ue pq Page40f8 N~GENDA ITEM ------------ $5,000 to expand the activi~es for which they were awarded, or 3) create or expand an exis~ng fire p ventiSEF n "'If .. program, Grantees are encouraged to review the program guidance for more information on this topi.. ,j' i!,';; i 109 r of-~ -. -; I ~. I -------------- Artlclen- Grant.. 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 2008 Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2008 Assistance to Firefighters Grants program guidance, The grantee agrees that Federal funds under this award will be used to supplement, but not supplan~ State or local funds for first responder preparedness, All documents 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 111.JUL.oll to 17.JUL.o9. The grant funds are available to the grantee for obligation only during the pariod of performance of the grant award. The grantee is not authorized to incur new obligations alter the expiration date unless the grantee has requested, and DHS has approved, a new expiration date. The grantee has 90 days alter period of performance to incur costs associated with cioseout or to pay for obligations incurred during period of performance. Award expenditures are for the purposes detaiied in the approved grant application only, The grantee cannot transfer funds or assets purchased with grant funds to other agencies or depertments without pnor written approval from OHS. 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 $62,850,00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0,00 Indirect Charges $0,00 Total $62,850,00 Article V - RequHm for Advance. or Relmburaementll Grant payments under the Assistance to Fir&f1ghters Grant Program are made on an advance or reimbursable basis for immediate cash needs, In order to request funds. the grantee must logon 10 the Fire Grant System using their user iclJpassword (used to submit the application) the grantee fills out the on-lIne Request for Advance or Reimbursement. If an euthorized user needs access to the application but does not have the user id or password, they may be obtained by calling the help desk at 1-886-274-0960. Article VI - Budget Chang" VVlth prior DHS approval, grantees may make changes in funding levels between Ihe object classes (as detailed https:/ /portal.fema.gov/firegrant/jsp/fire _adminlawards/spec/view _a ward"package.do 7agre... 7/25/2008 t0F-'i Panel Review Page 5 AGENDA ITEM fgNo,-__ g SE} (~!f 2~lf .-.~., in Article IV above), In order to accomplish the granfs scope of work. The granfs scope of work is outlined In project narrative and in the request details of the grant application, The provisions of this article are not applicable to changes in the budgeted line-items listed In the request details section of the application as the line-items in the request details section (I,e., scope of work) cannot be changed, Article VII - Financial Raportlng 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~ine, 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 submh 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, If a grantee's performance period is extended beyond the inftial12-month period, a periodic performance report is due every six month Increment until closeout Article IX 0 DHS Official. Program OffIcer: Tom Harrington, Deputy Director of the Grants Program Office, is the Program Officer for this grant program, The Program Officer is responsible for !he technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. Grants Ae.lalanca otfIcer: 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 Managamant Branch POC: Jacqueline Lee is the point of contact for this grant award and shall be contacted for all financial and administrative grant business matters. If you have any questions regarding your grant please call 202-788-9538. Article X 0 Other Terms end Conditions A, Pre-award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS program office, In order to be reimbursed for items purchased prior to award, grantees must submft a payment request and provide rationale for incurring the costs prior to award. All pf1loaward expenses should have been disclosed during the award negotiation process, Failure to disclose pre-award expenses during the award negotiation process may affect the costs' eligibility, B, Quotes obtained prior to submittal of the application - for the purposes of applying for this grant - are not considered to be sufficient to satisfy the requirements for competition as outlined in OMB Circular A-110 below, All bidding activities implemented for competitlon must be sought and obtained after award, i.e., during the period of performance, Grantees may be jeopardizing their awards IItha raqulrements set forth are not adhered to, Article Xl - General Provlalons The following are hereby incorporated into this agreement by reference: The program's annual Program Guidance, 44 CFR, Emergency Management and Assistance Part 7 Nondiscrimination in Federally-Assisted Programs hllpS:/ /portal.fema.gov/firegrantlj sp/fire _admin/awardslspeclview _award "'package.do ?agre... 7/25/2008 Panel Review \ 4:> Pi Page 6 of R Part 13 Uniform administrative requirements for grants and cooperative agreements to stale and local governments Govemment-wide Deberment and Suspension (Non-procurement) and Government-wide Requirements for Drug-free Workplace (Grants) New Restrictions on Lobbying N~GEND~!EM. I ~"I '.', I "Ii of ~._.'C i Part 17 Part 18 31 CFR 205,6 Funding Techniques OMS Circular A-21 Cost Principles for Educational Institutions OMS Circular A-S7 Cost Principles for State/local Governments, Indian tribes OMS Circular A-122 Cost Principles for Non-Profit Organizations OMB Circular A- 102 Uniform Administrative Requirements for Grants and Agreements With Stale and Local Governments Assistance to Firefighters Grant Application and Assurances contained therein. Uniform Administrative Requirements for Grants and Agreements With Instttutions of Higher Education, Hospitals, and Other NonProfit Organizations Assislance 10 Firefighters Grant Application and Assurances contained therein. OMB Circular A- 110 Artlcle XII- Audit Requirements All grantees must follow the audit requirements of OMS Circular A-133, Audits of States, Local Govemments, 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 flies and supporting documentation for three years upon the official closeout of your grant You must also agree to make your grant files, 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 Requiremente (if applicable) Vehicle Awardeea: Vehicle awardees for FY 2008 will be required to include an advance payment bond as part of the contract with their vehicle manufacturer, An advance payment bond is like an Insurance policy that protects you in the event that the manufacturer with whom you contracted to build your vehicle cannot fulfin the contract, i.e., cannot finish building your vehicle for any reason. An advance payment bond is a financial tool used to guarantee that, on the event of manufacturer/contractor default, funds will be available to finish the construction of your vahlcle and ensure tts proper operation, From the vehicle grantee's point of view, the insolvency of a contractor during the construction of a vehicle will most likely result in delayed completion of the vehicle, additional expenses for a different manufacturer/contractor to finish the work, or even loss of grant funds, For Ihis reason, we now require manufacturers/contractors to provide a bond from an independent bank, Insurance company or bonding agency so that the vehicle grantees can recover damages they may sustain if the manufacturer/contracto~ default during the construction of a vehicle. The amount 01 the bond should be equai to, or greeter than, the sum of any payments, compensation and/or consideration provided prior to the delivery of the vehicle, II no down payment is required in the purchase contract, an advance payment bond is not required, Regardless of whether a performance bond is obtained, each vehicla purchase contract must Include a performance clause. The performance clause stipulates a certain date when the vehicle will be delivered by the https://portal.fems.gov/firegrantjsp/fire_ adminlawards/spec/view 3ward yackage.do ?agre... 7/25/2008 \ Ce e~ Panel Review Pa 7 ~{pENDA ITEM SEP ',.... .'i", vendor. If the vendor does not deliver the vehicle by \he date stipulated in the performance clause, penal e~are -"L -f is ' administered to the vendor, These penalties should be of a severity sufficient to provide the vendor with . II L, O.~~ j incentive to deliver the vehicle at the eariiest possible date but no less than $100 per day, Regional Hosts: Grantees that are the hosts of regional projects as provided for in the annual program guidance are accountable for the equipment purchased with grant funds and disbursed to other first-responder organizations under a memorandum of understanding. Responsibility for maintenance of the equipment may be placed in the hands of the recipient if specifically delineated in the memorandum of understanding between the host and the recipient. Modification to Facllltl.. R.qulram.nlll: Modification to facility projects (Including renovations associated with equipment installations) are subject 10 all applicable environmentai and historic preservation requirements, Applicants seeking assistance to modify their facilnies or to install equipment requiring renovations may undergo additional screening, Specifically, DHS is I required to ascertain to what degree the proposed modifications and renovations might affect an applicanrs facility relative to the National Environmental Policy Act. National Historic Preservation Act of 1966. National Flood Insurance program regulations, and any other applicable laws and Executive Orders. No project that involves a modification to facility can proceed - except for project planning - prior to lonnal written approve I from DHS, If your award includes a modification to a facility, you are responsible for contacting the Program Office so you can be given direction on how to proceed; your contact In the AFG Program Office Is Stephen,pezzetti@dhs.gov. Noncompliance with these provisions may jeopardize an applicanrs eward and subsequent funding, G..nla Management AdJuatments to Original Application (If applicable): Appr~ved as to form & legal sufficiency ~1~ ' ()..4.6tJ . nty ttor ... . '- . ~ https://portal.fema.gov/firegrantjsplfire_admin/awards/spec/view _award yackage.do?agre... 7/25/2008 Panel Review 11, AGREEMENT NO. EMW-200S-FQ.0339.f 6, RECIPIENT NAME ANO ADDRESS Collier County EMS 33Ot. Tlmlami Trail E.. NaplM Florida, 3>4112-3989 9, NAME OF RECIPIENT PROJECT OFFICER Martene Foard 11, EFFECTIVE DATE OF THIS ACTION 18.JUL-08 AGENDA ITEM No. l{pFq SEP age 8 of 8 F "~g. FEDERAL EMERGENCY MANAGEMEN OBUGATlNG DOCUMENT FOR AWARD/AMENDMENT 2. AMENDMENT 3. RECIPIENT NO. NO, 5~00055S o 7, ISSUING OFFICE AND ADDRESS Gran" Man.gement, Operations Directorate 245 MUmlY Lane - Bul/di"ll41 0, SW Washington DC, =8-7000 POC; Jlcqueline Lee 202-786-9638 4. TYPE OF ACTION AWARD 8. PAYMENT OFFICE AND ADDRESS FEMA, Finanelal Services Bran!;h 500 C Stroot, S,W" Room 723 W..hinglon DC, 20472 5. CONTROL NO. W437663N PHONE NO, 2397748971 10 NAME OF PROJECT COORDINATOR Tom H.rr1~ton PHONE NO. 1-886-27oHl980 12, METHOD OF PAYMENT SF-270 13, ASSISTANCE ARRANGEMENT Cost Snaring 14, PERFORMANCE PERIOD ~~om:lIhlUL- To:17.JUL-oll Budget Period ~~om:01-()CT- To:30-SEP-08 15, DESCRIPTION OF ACTION a. (Indicata fUnding data for awards or financial changes) PROGRAM NAME CFDA NO. ACCOUNTING DATA ACRONYM (ACCS CODE) XXXX-XXX-xxxxxx-XXXXX- XXXX-XXXX-X AFG 97.044 2008-MB-OOOlGF-25000ootl- 4101.0 PRIOR TOTAL AWARD AMOUNT CURRENT AWARDED THIS TOTAL AWARD ACTION +OR(-) 550,2110,00 550,2110,00 CUMMULATIVE NON- FEDERAL COMMITMENT 512,570,00 50,00 TOTALS 50.00 55O,2BO.00 550.2BO.00 512,570.00 b. To describe changes other than funding oala or financial changes. dech schedule and check here. N/A lSa, FOR NON-DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (Sol Block 7 for .dd....) Aailtance to Firefighte" Grant redpienta are not rwquired to .ign and rwtum copiel of this document However, I1ldpillnt, ,noukl print end keep a 001')' of this document for their records. 16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This IIBlatanee is lubject to terms and condftfonl attec:ohed to this award notk;e or by Incorporated reference in program legislation eked above. 17, RECIPIENT SIGNATORY OFRCIAL (N."", and n,,) NJA lB, FEMA SIGNATORY OFFICIAL (Name Ind nle) Arlyce Pow,," I Go Back I DATE NJA DATE 1&-JUL-o& https://portalJema,gov/firegrant/jsp/fire_admin/awards/spec/view _award ..JllICkage.do ?agre,.. 7/2512008