Agenda 02/12/2008 Item #16F 1
Agenda Item No. 16F1
February 12, 2008
Page 1 of 11
EXECUTIVE SUMMARY
Recommendation to approve an Assistance to Firefighters Grant Agreement from the
Federal Emergency Management Agency for the installation of powered computer
mounting systems, including docking stations to provide Mobile Data Terminal capability
in Emergency Medical Services' ambulances and command vehicles; to approve a Budget
Amendment to recognize and appropriate grants funds in the amount of $48,960; and to
approve the use of previously received Florida Emergency Medical Services County Grant
Funds in the amount of $12,240 as matching funds. The use of County Grant funds as the
cash match has been approved by the State of Florida Department of Health, Bureau of
Emergency Medical Services.
OBJECTIVE: To receive approval of an Assistance to Firefighters (AFG) Grant Agreement
from the Federal Emergency Management Agency (FEMA) to fund the Mobile Data Terminal
capability in EMS ambulances and command vehicles.
CONSIDERATIONS: On May 22, 2007, the Board approves the submittal of this grant,
Agenda Item 16F3. The award of this grant was announced on January 18,2008 via FEMA's
Assistance to Firefighters Grant site. This grant was submitted by EMS to obtain funds to install
powered computer mounting systems, including docking stations, in EMS vehicles. The
installation of the computer mounting systems will allow emergency calls to be dispatched via
computer in real time with the benefit of all call information being displayed in real time, which
is a decided advantage over radio communications. This will also provide a redundant method of
communication in the event of radio failure in the apparatus. Patient care records will be
submitted in real time, which will promote accuracy and timeliness. All medical protocols, as
well as drug and incident management databases that are currently not readily available, can be
downloaded as necessary to provide the most current tools available, with the added benefit of
avoiding the high cost of producing paper versions as medical technologies and critical response
strategies evolve. This project is expected to be completed within three months of receipt of
grant funds.
The total project cost is $61,200, $48,960 to be funded by the grant and a match of 20%
($12,240) to be funded by Fund 491 - EMS Trust Fund utilizing County Grant funds as
approved by the State of Florida Department of Health, Bureau of EMS.
FISCAL IMPACT: A Budget Amendment is required to recognize and appropriate $48.960
from FEMA. Matching funds in the amount of $12,240 will be committed from the Florida
Emergency Medical Services County Grant funds within Fund 491 - EMS Trust Fund, as
approved by the State of Florida Department of Health, Bureau of EMS.
GROWTH IMPACT: There is no Growth Management Impact resulting from this action.
RECOMMENDA nON: That the Board of County Commissioners approves the Assistance to
Firefighters Grant Agreement; the Budget Amendment to recognize and appropriate the funds
from FEMA; and approve the use of previously received Florida Emergency Medical Services
County Grant Funds in the amount of $12,240 as matching funds.
PREPARED BY: Artie Bay, Operations Analyst, Emergency Medical Services
Panel Review
Page 2 of9
Agenda Item No. 16F1
February 12, 2008
Page 2 of 11
u.s. Department of Homeland Security
Washing/on, D. C. 20472
.~~./,..r#~,~~ FEMA
g<
.-~1~~) ~:ff;/
Ms. Marlene Foard
Collier County EMS
2705 S Horseshoe Drive
Naples, Florida 34104-6146
Re: Grant No.EMW-2007-FO-04528
Dear Ms. Foord:
On behalf of the Department of Homeland Security (DHS), I am pleased to inform you that your grant application
submilted under the FY 2007 Assistance to Firefighters Grant has been approved. The DHS Federal Emergency
Management Agency's National Preparedness Directorate, in consultation with the U.S. Fire Administration,
carry out the Federal responsibilities of administering your grant. The approved project costs total to $61,200.00.
The Federal share is 80 percent or $48,960.00 of the approved amount and your share of the costs is 20
percent or $12,240.00.
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 DHS.
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 Form. 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
FEMA, National Preparedness Directorate
Grants Management Branch
500 C Street. SW, Room 334
Washington, DC 20472
Altn: 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 (I.e. you have a bill in-hand that is due within 30 days).
If you have any questions or concerns regarding the awards process, donations, or how to request your grant
funds, please call the helpdesk ai 1-866-274-0960.
Sincerely,
112~~rf'V
R. David Paulison
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Page 3 of9
Agenda Item No. 16F1
February 12, 2008
Page 3 of 11
Administrator
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Agenda Item No. 16F1
February 12, 2008
Page 4 of 11
Agreement Articles
FEMA
U.S. Department of Homeland Security
Washington, D.C. 20531
ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program
AGREEMENT ARTICLES
GRANTEE: Collier County EMS
PROGRAM: Operations and Safety
AGREEMENT NUMBER: EMW-2007-FO.04528
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 X II
Article XIII
Article I . Project Description
TABLE OF CONTENTS
Project Description
Grantee Concurrence
Period of Performance
Amount Awarded
Requests for Advances or Reimbursements
Budget Changes
Financial Reporting
Performance Reports
DHS Officials
Other Terms and Conditions
General Provisions
Audit Requirements
Additional Requirements
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, DHS 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. 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.
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
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Agenda Item No. 16F1
February 12, 20011
Page 5 of 11
$5,000 to expand the activities for which they were awarded, or 3} create or expand an existing fire prevention
program. Grantees are encouraged to review the program guidance for more information in this area.
Article II . 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 2007 Assistance to Firefighters Grant Program in accordance with the guidelines provided in the
Fiscal Year 2007 Assistance to Firefighters Grants program guidance. The grantee agrees that Federal funds
under this award will be used to supplement, but not supplant, State or locai 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 11-JAN-08 to 10-JAN-09.
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 ailer 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
to incur 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 transfer
funds or assets purchased with grant funds to other agencies or departments without prior written approval from
DHS.
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 ciasses of this grant (including Federal share plus grantee match):
Personnel $0.00
Fringe Benefits $0.00
Travel $0.00
Equipment $61,200.00
Supplies $0.00
Contractual $0.00
Construction $0.00
Other $0.00
Indirect Charges $0.00
Total $61,200.00
Article V - Requests for Advances or Reimbursements
Grant payments under the Assistance to Firefighters Grant Program are made on an advance or reimbursable
basis for immediate cash needs. In order to request funds. the grantee must logon to the Fire Grant System
using their user id/password (used to submit the application), the grantee fills out the on-line Request for
Advance or Reimbursement. If an authorized 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 1-866-274.0960.
Article VI . Budget Changes
With prior DHS approval, grantees may make changes in funding levels between the object classes (as detailed
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Agenda Item No. 16F1
February 12. 2008
Page 6 of 11
in Article IV above), in order to accomplish the grant's scope of work. The grant's scope of work is outlined in the
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 (Le.. scope of work) cannot be changed.
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 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 initial 12-month period, a semi-annual
report is due every six month increment until closeout.
Article IX - DHS Officials
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 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: Lawrence White 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 703-605-0756.
Article X - Other Terms and Conditions
A. Pre-award costs directly applicable to the awarded grant are allowable if approved in wr~ing by the DHS
Program Office.
S. 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 OMS Circular A-11 0 below.
All bidding activities implemented for competition must be sought and obtained after award, Le., during the
period of performance. Grantees may be jeopardizing their awards if the requirements set forth are not adhered
to.
Article XI - General Provisions
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
Uniform administrative requirements for grants and cooperative
agreements to state and local governments
Part 13
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Agenda Item No. 16F1
February 12, 2008
Page 7 of 11
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-21 Cost Principles for Educational Institutions
OMB Circular A-87 Cost Principles for State/local Governments, Indian tribes
OMB Circular A-122 Cost Principles for Non-Profit Organizations
OMB Circular A-
102
Uniform Administrative Requirements for Grants and Agreements With Slate and Local
Governments Assistance to Firefighters Grant Application and Assurances contained therein.
Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher
Education, Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant
Application and Assurances contained therein.
OMB Circular A-
110
Article XII- Audit Requirements
All grantees must follow the audit requirements of OMB Circular A.133, Audits of States. Local Governments,
and Non-Profit Organizations. The main requirement of this OMB 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 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 Xlii- Additional Requirements (if applicable)
Vehicle Awardees:
Vehicle awardees for FY 2007 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 fulfill the contract, i.e.. cannot finish
building your vehicle for any reason. An advance payment bond is a financial tool used to guarantee that, in the
event of manufacturer/contractor default, funds will be available to finish the construction of your vehicle and
ensure its 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 this 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/contractors default
during the construction of a vehicle. The amount of the bond should be equal to. or greater than, the sum of any
payments, compensation and/or consideration provided prior to the delivery of the vehicle. If 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 vehicle purchase contract must include a
performance clause. The performance clause stipulates a certain date when the vehicle will be delivered by the
vendor. If the vendor does not deliver the vehicle by the date stipulated in the performance clause, penalties are
administered to the vendor. These penalties should be of a severity sufficient to provide the vendor with
incentive to deliver the vehicle at the earliest possible date but no less than $100 per day.
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Agenda Item No. 16F1
February 12, 2008
Page 8 of 11
Regional Hosts:
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 urlder a memorandum of understanding which places the responsibility for the equipment in the
harlds of the recipient.
Modification to Facilities Requirements:
DHS is required to ascertain how proposed modificatiorls to any facilities that will have sprinkler irlstallation may
be impacted by requirements related to the National Historic Preservation Act and the National Flood Insurarlce
Program regulations. Modification projects must be evaluated for compliance with applicable statutory and
regulatory environmental/historic preservation requiremerlts and must be approved by DHS prior to project
implementation. No funds may be requested for construction until all these requirements are fulfilled. If the
installation site is a building that is 50 years old or older they shall not proceed with proposed modification
projects, other than planning, until beirlg notified by DHS that all reviews have been completed. Noncompliance
may jeopardize receipt of federal funding.
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Panel Review
1a. AGREEMENT NO.
EMW-2007-FO-04528
6, RECIPIENT NAME AND
ADDRESS
Collier County EMS
3301 Tamiami Trail E.
Naples
Flonda, 34112-3969
9. NAME OF RECIPIENT
PROJECT OFFICER
Marlene Foard
11, EFFECTIVE DATE OF
THIS ACTION
11.JAN-08
FEDERAL EMERGENCY MANAGEMENT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
Page 9 of9
Agenda Item No. 16F1
February 12, 2008
Page 9 of 11
2. AMENDMENT 3. RECIPIENT NO.
NO, 59-6000558
o
7, ISSUING OFFICE AND ADDRESS
Grants Management. Operations Directorate
245 Murray Lane. Buildln9 410, SW
Washin9ton DC, 20528-7000
POC: Lawrence White 703-605~0756
4. TYPE OF 5. CONTROL NO.
ACTION W437673N
AWARD
8. PAYMENT OFFICE AND ADDRESS
FEMA, Financial Services Branch
500 C Streel. SOW.. Room 723
Washington DC. 20472
PHONE NO.
239774S971
10. NAME OF PROJECT COORDINATOR
Tom Harrington
PHONE NO.
1-866-274-{)960
12. METHOD OF
PAYMENT
SF-270
13. ASSISTANCE ARRANGEMENT
Cost Sharing
14. PERFORMANCE PERIOD
6~om:11.JAN. To:10.JAN-09
Budget Period
6~om:01'OCT- To:30-SEP-08
15. DESCRIPTION OF ACTION
a. (Indicate 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 200S.M7-0001GF-25000000-
4101-D
PRIOR AMOUNT CURRENT CUMMULATIVE
TOTAL AWARDED THIS TOTAL AWARD NON.
AWARD ACTION FEDERAL
+OR(.) COMMITMENT
$0.00 $48.980.00 $4S,960,00 $12,240.00
$0.00 $46,960.00 $46.960.00 $12,240.00
TOTALS
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)
N/A
18. FEMA SIGNATORY OFFICIAL (Name and me)
Arlyce Powell
DATE
N/A
DATE
1O-JAN.08
I Go Back I
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Agenda Item No. 16F1
February 12, 2008
Page 10 of 11
Department of Health
EMS GRANT PROGRAM CHANGE REQUEST
Name of Grantee: Collier County EMS
Grant ID Code: C-7011
BUDGET LINE ITEM CHANGE FROM CHANGE TO
MedicallRescue Equipment 90,000.00 77,760.00
Computer Equipment 0 12,240.00
TOTAL 90.000.00 90.000.00
Justification For Change: To provide for cash match of FEMA AFG grant award for the
installation of powered computer mounting systems, including docking stations to provide
Mobile Data Terminal capability in Emergency Medical Services' ambulances and command
vehicles. The use of these grant funds has been approved by FEMA as well.
I $;,,_ ~ri}Oii~
For department use only.
.1.( u Jd
Date
Approved
~ Iil No D
Change No:
3
A~~~
Department's Authorized Representative
~. J.~, 2. oc?
Date
DH Fonn 16B4C, Rev. June 2002
1
Page 1 of I
Agenda Item No. 16F1
February 12, 2008
Page 11 of 11
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16F1
Meeting Date:
Recommendation to approve an Assistance to Firefighters Grant Agreement from the Federal
Emergency Management Agency for the installation of powered computer mounting systems,
including docking stations to provide Mobile Data Terminal capability in Emergency Medical
Services ambulances and command vehicles; to approve a Budget Amendment to recognize
and appropriate grants funds in the amount of $48,960; and to approve the use of previously
received Florida Emergency Medical Services County Grant Funds in the amount of $12,240
as matching funds. The use of County Grant funds as the cash match has been approved by
the State of Florida Department of Health, Bureau of Emergency Medical Services<
2/12/20089:00:00 AM
Prepared By
Artie Bay
Senior Administrative Assistant
Date
Bureau of Emergency
Services
EMS
1/24/20088:17:52 AM
Approved By
Jeff Page
EMS Chief
Date
Bureau of Emergency
Services
EMS
1/24/20088:26 AM
Approved By
Marlene J. Foard
Grants Coordinator
Date
Administrative Services
Administrative Services Admin.
1130/200810:41 AM
Approved By
Dan E. Summers
Bureau of Emergency Services Director
Date
County Manager's Office
Bureau of Emergency Services
11311200812:26 PM
Approved By
OMS Coordinator
Applications Analyst
Date
Administrative Services
Information Technology
1/31/20083:52 PM
Approved By
Sherry Pryor
Management & Budget Analyst
Date
County Manager's Office
Office of Management & Budget
2/4/2008 11 :09 AM
Approved By
James V. Mudd
Board of County
Commissioners
County Manager
Date
County Manager's Office
2/4/2008 6:49 PM
file:1/C:\AgendaTest\Export\ 1 00-February%20 12,%202008\ 16.%20CONSENT%20AGEND ... 2/6/2008