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1FOR0 City Council Staff Report
DATE: February 15, 2012 CONSENT AGENDA
SUBJECT: ACCEPT A FY/2011 ASSISTANCE TO FIREFIGHTERS GRANT FROM
THE DEPARTMENT OF HOMELAND SECURITY IN THE AMOUNT OF
$201,431.00 AND AUTHORIZE THE PURCHASE OF 36 SELF
CONTAINED BREATHING APPARATUS UNITS.
FROM: David Ready, City Manager
BY: Fire Department
SUMMARY
It is recommended that City Council authorize the City Manager to accept a
$201,431.00 U.S. Department of Homeland Security Grant for the Fire Department to
purchase 36 Self Contained Breathing Apparatus Units.
RECOMMENDATION:
1) Accept the FY/2011 Assistance to Firefighters Grant through the U.S.
Department of Homeland Security in the amount of$201,431.00.
2) Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR
FISCAL YEAR 2011-12."
3) Authorize Procurement to conduct the bid process as per the requirements of the
Federal Grant.
4) Authorize the City Manager to execute all necessary documents, including the
purchase order.
STAFF ANALYSIS:
The Fire Department submitted a FY2011 Assistance to Firefighters Grant application to
the U.S. Department of Homeland Security to purchase 36 new Self Contained
Breathing Apparatus (SCBA) units. This was a very competitive grant process as
ITEM NO.
City Council Staff Report
February 15, 2012 -- Page 2
Accept $201,431.00 Assistance to Firefighters Grant Funding FY2100
numerous cities and agencies throughout the country submitted projects for
consideration. Palm Springs was award the grant, which requires 10% matching funds.
FISCAL IMPACT:
The total project cost is $223,812. The City of Palm Springs grant match is 10% or
$22,381.00. The Federal shared cost is 90% or $201,431.00. City funding will be
appropriated from the General Fund undesignated reserve and placed in a segregated
Fire Department account.
Scott Ventura, Fire Chief Geoffrey ie I, Finance Director
David H. Ready, City ager
Attachments:
1. Draft Budget Resolution
2. U.S. Department of Homeland Security Grant Award Letter
02
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET
FOR FISCAL YEAR 2011-12.
WHEREAS, Resolution No. 22926 approving the Budget for the Fiscal Year
2011-2012 was adopted on June 1, 2011; and
WHEREAS the City Manager has recommended, and the City Council desires to
approve, certain amendments to the budget for Fiscal Year 2011-12.
NOW THEREFORE THE CITY COUNCIL DETERMINES, RESOLVES AND
APPROVES AS FOLLOWS:
SECTION 1. The Director of Finance is authorized to record inter-fund cash
transfers as required in accordance with this Resolution, and Resolution No. 22926,
adopting the Budget for Fiscal Year 2011-12 is hereby amended as follows:
SOURCE(S):
Fund Activity Account Amount
001 29301 $22,381
General Fund Fund Balance
ADDITION(S):
Fund Activity Account Amount
001 3520 Pending $22,381
General Fund Fire Dept. SCBA Grant
PURPOSE: City matching share for acceptance of FY 2011 Firefighters Grant for
purchase of Self Contained Breathing Apparatus units.
ADOPTED this 15th day of February, 2012.
David H. Ready, City Manager
ATTEST:
James Thompson, City Clerk
03
Resolution No.
Page 2
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that
Resolution No. is a full, true and correct copy, and was duly adopted at a regular
meeting of the City Council of the City of Palm Springs on by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
James Thompson, City Clerk
City of Palm Springs, California
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Panel Review Mips://eservices.fema.gov/FemaFireGrant/firegTmVjsp/fire_admin/a...
U.S.DepartmentofHometand Security
Washington,D.C.20472
Mr. Scott Ventura
Palm Springs Fire Department
300 N. El Cielo Rd.
Palm Springs, California 92262-6968
Re: Grant No.EMVV-2011-FO-07023
Dear Mr. Ventura:
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 2011 Assistance to
Firefighters Grant has been approved. FEMAs 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$223,812.00. The Federal share is 90 percent or$201,431.00 of the approved
amount and your share of the costs is 10 percent or$22,381.00.
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.
f.
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.
Elizabeth M. Harman
Assistant Administrator
Grant Programs Directorate
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Agreement Articles
U.S. Department of Homeland Security
Washington, D.C. 20472
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AGREEMENT ARTICLES
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ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM -Operations and Safety program
GRANTEE: Palm Springs Fire Department
PROGRAM: Operations and Safety
AGREEMENT NUMBER: EMW-2011-FO-07023
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 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 ltemized 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 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 2011
Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program
guidelines provided in the Fiscal Year 2011,Assistance to Firefighters Grant program guidance. All documents
submitted as part of the application are made a part of this agreement by reference..
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Article III- Period of Performance {
The period of performance shall be from 27JAN-12 to 26JAN-13.
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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 $223,812.00
Supplies $0.00
Contractual $0.00
Constriction $0.00 k
Other $0.00
Indirect Charges $0.00
Total $223,812.00
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NEGOTIATION COMMENTS IF APPLICABLE }
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E
Any questions pertaining to your award package, please contact your GPD Grants Management Specialist:
Earl Davis t
Earl.Davis@dhs.gov
Article V-Financial Guidelines E
The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements,
Cost Principles, and Audit Requirements. A non-exclusive fist 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
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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 arty federal funds, either directly or indirectly, in support of
the enactment, repeal, modification or adoption of any law, regulation or policy, at arty level of government,
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without the express prior written approval of FEMA.
Article 11I1-GPD Allocations
The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY
2011 Assistance to Firefighters Grant Program guidance and application kit.
Article VIII-Financial Reporting
i
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 formal and consistent reporting requirements throughout the j
government. The FFR, to be submitted using the online a-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. f
Article IX-FEMA Officials I
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: 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 adininistrative 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.
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FEDERAL EMERGENCY MANAGEMENT AGENCY
OBLIGATING DOCUMENT FOR AWARD/AMENDMENT
18.AGREEMENTNO. 2.AMENDMENT 3.RECPENTNO. 4.7YPE OF 5.CONTROL NO.
EMW-2011-FO-07023 NO. 9"000757 ACTION W482946N
0 AWARD
6.RECIPIENT NAME AND 7.ISSUING OFFICE AND ADDRESS 8.PAYMENT OFFICE AND ADDRESS
ADDRESS Grard Programs Directorate FEMA,Financial Services Branch
Palm Springs Fire Department 500 C Street,S.W. 500 C Street,S.W.,Room 723
300 N.El Cieb Rd. Washington DC,20528-7000 Washington DC,20472
PaIm Springs POC:Jane Eary
California,92262-6968
9.NAME OF RECIPIENT PHONE NO. 10.NAME OF PROJECT COORDINATOR PHONE NO.
PROJECTOFFICER 7603238181 Calherfrle Patterson - 1.866-274-0960 1
Scott Venture
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11.EFFECTIVE DATE OF 12.METHOD OF 13.ASSISTANCE ARRANGEMENT 14.PERFORMANCE PERIOD j
THISACTION PAYMENT Cost Sharing From27- To26-JAN-13
27.IAN-12 SF-270 JAN-12
Budget Period - I
Fmm:31- To:30SEP-12
OCT-11
15.DESCRIPTION OF ACTION j
a.(Indicate furidirg data for awards or financial Granges) j
PROGRAM CFDA NO. ACCOUNTING DATA PRIOR AMOUNT CURRENT CUMMULATNE
NAME (ACCS CODE) TOTAL AWARDED THIS TOTALAWARD NON-
ACRONYM - XXXX XXX XXXXXX-XXXXX- AWkRD ACTION FEDERAL i.
XXXXXXXX-X +OR(-) COMMITMENT
AFG 97.044 2012-Ml-3007RG- $0"00 $201,431.00 $201,431.00 $22,381.00
10000000-4101-D
k
TOTALS $0.00 $201,431.00. $201,431.00 $22,381.00
b.To describe changes other than funding data or financial changes,attach schedule and check here.
WA
16a.FOR NON-DISASTER PROGRAMS:RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE(3)COPIES OF THIS DOCUMENT f
TO FEMA(See Block 7 for address)
Assistance to Firefighters Grant recipients are not required t1 sign and return copies ofgts document However,recipients should pdnt 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 SIGNATORYOFFIOIAL(Name and Title) -DATE
WA WA
18.FEMA SIGNATORYOFFICtAL(Nacre and This) - DATE
Jane Eady 20-JAN-12
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