Fort Walton Beach Council agenda — 03-08-05 — reading text

Washington, DC 20472 Attn: 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. If you have any questions or .concerns regarding the process to request your grant funds, please call 1- 877 -510- 6762. Sincerely, Matt A. Mayer Acting Executive Director Office of State and Local Government e Coordination and Preparedness 2/ 11/ 2005 https:// portal.fema. gov/ firegrant/jsp/ fire _adll1in/awards/ spec/view _awardyackage.do?agre...  Panel Reyj ew Page 4 of8 Agreement Articles e u. s. Department of Homeland Security Washington, D. C. 20531 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Fire Prevention program GRANTEE: Fort Walton Beach Fire Department PROGRAM: Fire Prevention AGREEMENT NUMBER: EMW- 2004- FG- 14436 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Project Description Arti cl e II Grantee Concurrence Article III Period of Performance Article IV Amount Awarded Article V Requests for Advances or Reimbursements Article VI Budget Changes Article VII Financial Reporting Article VIII Performance Reports Article IX DHS Officials Article X Other Terms and Conditions Article XI General Provisions Article XII Audit Requirements Article I - Project Description The grantee shall perform the work described in ~he approved grant application' s Program Narrative. That narrative is made a part of these grant agreement articles by reference. The purpose of the Assistance to Firefighters Program is to protect the health and safety of the public and firefighting personnel agafnst fire and fire- related hazards. After careful consideration, DHS has determined that.the grantee' s project, as detailed in submitted project narrative and budget information, submitted as part of the. grantee' s application ( and considered part of this agreement by reference), was consistent with the program' s purpose and worthy of e award. As such, any material deviation from the approved program narrative must have prior written approval. Article II . Grantee Concurrence fel11a. gov/ firegrant/jsp/ fire _admin/awards/ spec/ vie\v _a~' ardpackage. - do? agre... 2/11/ 2005 https:/lportal.  r l K.C:: arlC:: W VIC:: t'age ) or ~ 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. All documents submitted as part of the application are made a part of this agreement by reference. e Article III - Period of Performance The period of performance shall be from 04- FEB- 05 to 03- FEB- 06. The grant funds are available to the grantee for obligation only duri~ g the period of performance of the grant award. The grantee is not authorized to incur new obligations after 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 object classes for this grant ( including Federal share plus grantee match): Personnel $ 0. 00 Fringe Benefits $ 0. 00 Travel $ 0. 00 Equipment $ 0. 00 Supplies $ 15, 000. 00 Contractual $ 0. 00 e Construction $ 0. 00 Other $ 0. 00 Indirect Charges $ 0. 00 Total $ 15, 000. 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. When the grantee needs grant funds and has obtained a user account, the grantee fills out the on- line Request for Advance or Reimbursement. If the grantee has not obtained a user account, an account may be obtained by calling the help desk at 1- 866- 274- 0960. Article VI - Budget Changes Generally, changes in the budget- line items are permitted, as long as the original program narrative is accomplished. The only exception to this provision is for grants where the Federal share is in excess of 100, 000. 00. In grants where the Federal share exceeds $ 100, 000. 00, the budgeted line items can be changed, but if the cumulative changes exceed ten ( 10) percent of the total budget, Changes must be pre- approved. 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 e 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. https:/ /porta1.felna. gov/ firegrant/jsp/ fire _admin/a\ vards/ spec/ view _a'~' ardpackage. - do ?agre... 2/ 11/ 2005  t'anel KeVlew Page 6 ot g Article VIII - Performance Reports The grantee must submit a semi- annual and a final performance report to DHS. The final performance report e should provide a short narrative on what the grantee accomplished with the grant funds and any benefits derived there from. The semi- annual report is due six months after the award date. Article IX - DHS Officials Program Officer: Tom Harrington, Deputy Chief 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: Pamela Greene 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- 646-4397. Article X - Other Terms and Conditions A. Pre- award costs directly applicable to the awarded grant are allowable if approved in writing by the DHS Program Office. Article XI - General Provisions The following are hereby incorporated into this agreement by reference: e 44 CFR, Emergency Management and Assistance Part 7 Nondiscrimination in Federally- Assisted Programs Uniform administrative requirements for grants and cooperative Part 13 agreements to state and local governments 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 OMS Circular A- 21 Cost Principles for Educational Institutions OMS Circular A-87 Cost Principles for State/local Governments, Indian tribes OMS Circular A- 122 Cost Principles for Non-~ rofit Organizations OMS Circular A- Uniform Administrative Requirements for Grants and Agreements With State and Local 102 Governments Assistance to Firefighters Grant Application and Assurances contained therein. Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher OMS Circular A- Education, Hospitals, and Other NonProfit Organizations Assistance to Firefighters Grant 110 Application and Assurances contained therein. e Article XII- Audit Requirements https:// portal.fema.gov/ firegrant/jsp/ fire _adlllin/awards/ spec/vieVlT _a,,' ardpackage. - do? agre... 2/ 1112005  rC:LIlt= W l ~ CVlt= rage I or ~ All grantees must follow the audit requirements of OMS Circular A- 133, Audits of States, Local Governments, and Non- Profit Organizations. The main requirement of this OMS Circular is that grantees that expend 509, 000.00 or more in Federal funds ( from all Federal sources) must have a single audit performed in accordance with the circular. e 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. Additional Requirements if appfica~ le This grant was reduced by $ 27, 000. 00. The approved amount for one year of supplies is $ 15, 000. 00, not the 42, 000. 00 indicated in the initial application. The reduction has been made to the grant award and application as approved by Mike Dutton via e- mail on 1/ 13/ 05. The total project cost was reduced from $ 42, 000. 00 to 15, 000. 00. The federal share was reduced from $ 37,800. 00 to $ 13, 500. 00. The applicant' s