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HomeMy WebLinkAboutRES 317 Draft 01 2006-2008 M(V OF I •.:V n ~i~ldl COUNTY OF HAWAII STATE OF HAWAII ~,rt oi'M?'?~ RESOLUTION NO. 31'7 0'7 RESOLUTION AUTHORIZING THE OFFICE OF THE MAYOR TO ENTER INTO AN AGREEMENT WITH THE UNITED STATES OF AMERICA, PURSUANT TO HRS 46-7, FOR THE DISASTER RECOVERY COORDINATORS GRANT WHEREAS, the U.S. Department of Commerce, Economic Development Administration (EDA) has authorized a grant for the Department of Public Works to organize a team for the management of post-disaster (the October 15, 2006 earthquake) economic rebuilding and revitalization activities for the County; and WHEREAS, the team, consisting of a Project Coordinator position and a Senior Account Clerk position, will assist the Department of Public Works (DPW) in overseeing and coordinating approximately 143 projects that are submitted to either the Federal Highways Administration, Army Corps of Engineers, or the Federal Emergency Management Agency for funding, and DPW's project managers and contracts specialists during planning, design, bidding, and construction to ensure timely completion of project phases; and WHEREAS, this work, however, shall be limited to administrative services and actions and shall not be the direct cause of what the EDA defines as construction; and WHEREAS, the team will also ensure that all projects comply with terms and conditions of federal funding agencies and state rules and policies; will communicate with using agencies to identify and clarify project facility requirements and project status; will develop project status reports and make presentations to government officials during county council and community meetings; and will track financial reimbursement requests to receipts from federal agencies, and process payments to contractors; and WHEREAS, Hawaii Revised Statutes, Section 46-7, requires that county departments obtain the consent of the council to enter into agreements with the federal or state governments respecting action to be taken pursuant to any of the powers granted by law to furnish, expend, and receive any funds or other assistance in connection with projects being or to be undertaken pursuant to those powers. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII, in accordance with section 46-7, Hawaii Revised Statutes, that the Mayor of the County of Hawaii is authorized to execute, on behalf of the County, an agreement and related documents, to enable the County to accept and use the Disaster Recovery Coordinators Grant funds as noted in the U.S. Department of Award Agreement, attached hereto and incorporated herein by reference as Exhibit "A". BE IT FURTHER RESOLVED that the County Clerk of the County of Hawaii shall transmit copies of this resolution to the Office of the Mayor and the Departments of Finance and Public Works. Dated at xona ,Hawaii, this ~+r, day of September , 2007. INTROD CED BY: COUNCIL MEMBER, C N O AWAI`I COUNTY COUNCIL ROLL CALL VOTE County of Hawaii Hilo, Hawaii AYES NOES ABS EX FORD I hereby certify that the foregoing RESOLUTION was by the HIGA 7{ vote indicated to the right hereof adopted by the COUNCIL of HOFFMANN g the County ofHawai`ion September 6, 2007 [KEDA g ATTEST IACOSSON X NAEOLE X PILAGO YAGONG g YOSHIMOTO }t ~ 8 0 1 0 ~ Reference C-637/Waived FC COUNTY CLERK CHAIRMA & RESIDING OFFICER RESOLUTION NO. 31~ FORM CD-450 U.S. DEPARTMENT OF COMMERCE ? GRANT ? COOPERATIVE (REV. io-oa) AGREEMENT (CD650-2EATA) FINANCIAL ASSISTANCE AWARD ACCOUNTING CODE RECIPIENT NAME: COUnty Of HaW9ii AWARD NUMBER 07 79 06009 STREET ADDRESS: 25 AUPUr11 Street FEDERAL SHARE OF COST $160,250 CITY, STATE, ZIP CODE: Hilo, H8W811 96720 RECIPIENT SHARE OF COST $160,250 AWARD PERIOD: 1 March 2007 - 28 FebrUery 2009 TOTAL ESTIMATED COST $320,500 DEPARTMENT OF COMMERCE OPERATING UNIT Economic Development Administration AUTHORITY 42 U.S.C. Section 3149, et seq. Public Works and Economic Development Act, as amended by Public Law 108-373. CFDA NO. 11.307 PROJECT TITLE: Disaster Recovery Coordinators FCFY FUND PROGRAM CODE BUDGET OBJECT CLASS IXPEND ENTITY BUREAU O7 40 79 susncTlvlTY class 10 16 20 921 41 This Award approved by the Grants Officer is issued in three copies and constitutes an obligation of federal funding. By signing the three documents, the Recipient agrees to comply with the Award provisions checked below and attached. Upon acceptance by the Recipient, two signed Awerd documents shall be returned to the Grants Officer and the third documents shall be retained by the Recipient. If not signed and returned by the Recipient within 30 days of receipt, the Grants Officer may unilaterally terminate this Award. ® Special Award Conditions and Attachments ® Line Item Budget ® 15 CFR Part 24, Uniform Admin Requirements for Grants/Cooperative Agreements to State 6 Local Governments ® OMB Circular A-87, Cost Principles for State and Local Governments and Indian Tribal Governments ® OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations ? 15 CFR, Part 14, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, Other Nonprofit, and Commercial Organizations ? OMB Circular A-122, Cost Principles for Nonprofit Organizations ? OMB Circular A-21, Cost Principles for Educational Institutions ® EDA Standard Terms and Conditions Capacity Building Programs ® Department of Commerce Financial Assistance Standard Terms and Conditions, dated 01/05 SIGNATURE OF DEPA TM ENT OF C RCE NAME A. Leonard Smith ,pATEl 2007 GRANTS TITLE Regional Director f~AF~111 1 OFFICER SIGNATURE O AUTHORIZED RECIPIENT OFFICIAL TYPED NAME AND TITLE DATE ~~~t_~_ G_ Bruce C. McClure, P.E., Director of Public Works ~ 6' pprove as o orm an ega lry, Ivan Torigoe, Deputy Corporation Counsel Dixie Kaetsu, Managin Director Ni 4q?©,~~3 ate' Fdtr tl9is ,ovrposas, v EXHIBIT «A„ . . EXHIBTT "A" blkF i OF FINANCE A cp noo~ UNITED STATES DEPARTMENT OF COMMERCE ECONOMIC DEVELOPMENT ADMINISTRATION Special Awazd Conditions of Financial Assistance Awazd For Economic Adjustment Project under Section 209 of the Economic Development Administration Reform Act of 1998, as amended by Public Law 108-373 Award Number: 07 79 06009 Recipient: County of Hawaii Address: 25 Aupuni Street Hilo, Hawaii 96720 I. This award will extend from 1 Mazch 2007 through 28 February 2009 The Economic Development Administration will make award payments upon receipt of a Request for Advance or Reimbursement (Form SF-270) from the Recipient. Funds will be disbursed by Automated Clearinghouse/Electronic Funds Transfer (ACH/BFT). II. Total allowable costs will be determined at the conclusion of the awazd period in accordance with OMB Circulaz A-87 and with OMB Circular A-133. III. The following reports are due on the dates indicated: A. Work Schedule: 30 days from award of grant. B. Final Report: 31 Mazch 2009 C. Progress and Financial Reports Periodic progress and financial reports (Financial Status Report, Forms SF-269 or SF-269A, and Federal Cash Transaction Report, Form SF-272) according to the schedule on the next page: Period Due Date 1 March 2007 - 31 August 2007 30 September 2007 1 September 2007 - 28 February 2008 31 March 2008 1 March 2008 - 31 August 2008 30 September 2008 1 September 2008 - 28 February 2009 31 Mazch 2009 Award No. 07 79 06009 Page Two Notes: The last periodic report should include all expenses charged to the awazd. The Recipient, however, may elect to submit a separate final report for the entire awazd period no later than 30 days following the expiration of the award period. The Economic Development Administration (EDA) will close the awazd on the basis of the final financial report. EDA, may, however, revise the eligible project costs based upon the audit report, if required under the Standard Terms and Conditions. D. Submissions All reports and correspondence related to this project aze to be submitted to the Federal Program Officer: Darrell van Ness Seattle Regional Office Economic Development Administration 915 Second Avenue, Room 1856 Seattle, WA 98174 In addition, the Recipient will submit a copy of the Periodic Progress Report(s) and the Final Report to the appropriate Economic Development Representative of the Economic Development Administration. IV. Budget A. Under the terms of the award, the approved budget is: Federal Cash Contribution $160,250 Recipient Contribution 160 250 Total $320,500 ***continued next page*** Award No. 07 79 05984 Page Three B. Budget Categories (Line Item Budget) Federal Nonfederal Total 1. Personnel $160,250 $ 29,638 $189,888 2. Fringe Benefits $ -0- $120,427 $120,427 3. Travel $ -0- $ 3,000 $ 3,000 4. Equipment $ -0- $ 5,000 $ 5,000 5. Supplies $ -0- $ 2,185 $ 2,185 6. Contractual $ -0- $ -0- $ -0- 7.Other $ _0_ $ _0_ $ _0_ Total Direct Charges $160,250 $160,250 $320,500 8. Indirect Chazges $ _0_ $ _0_ $ _0_ Grand Total $160,250 $160,250 $320,500 V. Name of Grantor In this document and its attachments the acronym "EDA" means the Economic Development Administration. VI. Environmental Policy and Prohibition of Construction Grantee shall not charge expenses to the grant or to the match (Recipient Contribution) for any task that requires disturbance of ground, water, or air; and/or involves modification of a structure or other improvements; and/or the building of a structure or other improvements. Grantee agrees that any construction projects directly dependent upon findings or services conducted under this award may require additional environmental analysis and clearance for compliance with the National Environmental Policy Act and the State of Hawaii EIS Law (HRS Chapters 343 and 344) and further agrees to carry out such analysis and review as maybe necessary or required. VII. Performance Measures The Grantee (also known as "recipient" in these special conditions) agrees to report on program performance and project outcomes in such form and at such intervals as may be prescribed by the Economic Development Administration in compliance with the Government Performance and Results Act of 1993. The performance measures that presently apply to this project aze enclosed (in Attachment G to this Award). Awazd No. 07 79 06009 Page Four EDA will advise the grantee, in writing within a reasonable period, prior to the time of submission, in the event there aze any modifications in the performance measures. VIII. Report on Unliquidated Obligations Each year that the grant is in effect the Recipient must submit a status report on obligations accrued in or for the project but not reimbursed as of 30 September of that yeaz. This report will be made on fonn SF 269A (Financial Status Report) and submitted not later than 30 October of that year. EDA shall provide instructions for submission of the report by 1 September of each reporting year. Failure to submit this report could result in penalties including the suspension of the grant. IX. Other Requirements See the attached: Scope of Work (Attachment A); Department of Commerce Financial Assistance Special Award Conditions (Attachment B); Authorized Staff Positions (Attachment C); Final Report Narrative (Attachment D); Department of Commerce Financial Assistance Standard Terms and Conditions (Attachment E); Economic Development Administration Standard Terms and Conditions Capacity Building Programs (Attachment F); Performance Measures (Attachment G). **end** Attachment A Awazd No. 07 79 06009 SCOPE OF WORK County of Hawaii will organize a team of full-time, temporary economic development coordinators for the management ofpost-disaster economic rebuilding and revitalization activities for the County. The team's work will be the following: Assist the Department of Public Works in overseeing and coordinating approximately 143 projects that are submitted to either the Federal Highways Administration, Army Corps of Engineers, or the Federal Emergency Management Agency for funding. Ensure that all projects comply with terms and conditions of federal funding agencies and state rules and policies. Assist Department of Public Works project managers and contracts specialists during planning, design, bidding, and construction to ensure timely completion of project phases. THIS WORK, HOWEVER, SHALL BE LIMITED TO ADMINISTRATIVE SERVICES AND ACTIONS AND SHALL NOT BE THE DIItECT CAUSE OF WHAT THE ECONOMIC DEVELOPMENT ADMINISTRATION DEFINES AS CONSTRUCTION (defined in Special Condition VI to this awazd). Communicate with using agencies to identify and clarify project facility requirements and project status. Develop project status reports and make presentations to government officials during county council and community meetings. Track financial reimbursement requests to and receipts from federal agencies, and process payments to contractors. A final narrative report describing the project as a whole and prepared in the format stipulated in Attachment D of this award shall be submitted to EDA. Attachment B Awazd No. 07 79 06009 DEPARTMENT OF COMMERCE FINANCIAL ASSISTANCE SPECIAL AWARD CONDITIONS A. AWARD NUMBER AND PROPOSAL DESCRIPTION. This Awazd, Number 07 79 06009, supports the work described in the Recipient's proposal, dated 27 February 2007 and titled "Emergency Staffing of Two Full-Time Positions to Coordinate Post-Disaster Economic Rebuilding and Revitalization Activities for Hawaii County" which is incorporated into this awazd by reference. Where the terms of the award and proposal differ, the terms of the awazd shall prevail. B. AWARD CONTACTS. .Ol The Recipient Contact's name, address, and telephone number is: Jiro Sumada Hawaii County Department of Public Works 25 Aupuni Street Hilo, Hawaii 96720 808.961.8321 .02 The Federal Program Officer is responsible for the programmatic, technical and/or scientific aspects of this award. The Federal Program Officer's name, address, and telephone number aze: Darrell van Ness Seattle Regional Office Economic Development Administration 915 Second Avenue, Room 1856 Seattle, WA 98174 206.220.7676 **continued next page** Attachment B Award No. 07 79 06009 Page 2 .03 The Grants Officer is responsible for all administrative aspects of this award and is authorized to awazd, amend, suspend, and terminate financial assistance awards. Grants Officer's name, address, and telephone number are: A. Leonard Smith, Regional Director Seattle Regional Office Economic Development Administration 915 Second Avenue, Room 1856 Seattle, WA 98174 206. 220.7660 .04 The Grants/Cooperative Agreements Specialist is responsible for administrative coordination and liaison with the Recipient. This individual receives appropriate material from the Federal Program Officer and/or the Recipient for administrative processing. The Grants/Cooperative Agreements Specialist's name and telephone number are: Darrell van Ness 206.220.7676 C. DETAILED LINE ITEM BUDGET. The line item budget for this awazd is as follows: See Item N in the Economic Development Administration Financial Assistance Award Special Conditions. D. REFUND CHECKS. The Recipient shall submit all refund checks to the Department of Commerce (DOC) accounting office identified below. All checks must identify on their face the name of the DOC agency funding the award, award number, and no more than atwo-word description to identify the refund. A copy should be provided to the Federal Program Officer. Economic Development Administration P.O. Box 100202 Atlanta, GA 30384 **continued next page** Attachment B Award No. 07 79 06004 Page 3 E. PROGRAM INCOME. Program income earned during the period shall be retained by the Recipient and shall be added to funds committed to the award and used for the purposes and under the conditions applicable to the use of the award funds. F. PURCHASE OF AMERICAN-MADE EOU]PMENT AND PRODUCTS. Equipment or products authorized to be purchased with funding provided in this awazd or amendment must be American-made to the maximum extent feasible in accordance with Public Law 103-317, Section 607 (a) and (b). Attachment C Award No. 07 79 06009 AUTHORIZED STAFF POSITIONS Annual EDA EDA Local Local Total Salary % $ % $ $ Position Rate Senior Economic Development Coordinator $49,332 89% $87,565 11% $11,099 $98,664 Assistant Economic Development Coordinator $45,612 80% $72,685 20% $18,539 $91,224 Salary rate is annual; expenses are for two-year period. Attachment D Awazd No. 07 79 060094 U.S. Department of Commerce Economic Development Administration GUIDELINES FOR PREPARING REPORTS These guidelines contain instructions for prepazation and printing of final reports and similar products prepared under the Economic Development Administration's (FDA's) programs. They aze supplemental to requirements found in the terms and conditions of the awazd. ORGANIZATION AND CONTENTS Final reports will contain the following elements in the order listed below: o The cover will contain a short descriptive title, the name of the recipient, the author, and the date submitted to FDA. It also will contain the EDA project (or grant or award) number, EDA logo, and the following statement: This Report was Prepared under an Awazd from the U.S. Department of Commerce Economic Development Administration o In addition to the information on the cover, the title page will contain the following disclaimer: This publication was prepazed by [recipient]. The statements, conclusions, and recommendations aze those of the author(s) and do not necessarily reflect the views of the Economic Development Administration. o Abstract of between 150 and 200 words. o Executive summary of not over 2000 words. o Contents and lists of maps, figures, and tables. o Body of report. Attachment D Award No. 07 79 06009 Page 2 o References, bibliography, and appendices as appropriate. o Consecutive page numbering. SPECIFICATIONS Binding and Cover: The report is to be bound within durable covers. Printine: Printing must be letter quality on 8 % x 11 inch paper. Illustrations: If graphs, charts, maps, line drawings, and photographs are used, original art, continuous tone glossy, and/or photo reproducible prints should be used and normally not exceed an image size of 6 %Z x 9 inches. Reproducible: A reproducible original of this report must be furnished to EDA. EDA Loeo: A reproducible EDA logo for the cover will be provided by EDA to the recipient upon EDA's approval of the draft report and approval to print the final document. NUMBER OF COPIES AND MAILING Send a copy to the Federal Program Officer: Darrell van Ness Seattle Regional Office Economic Development Administration 915 Second Avenue, Room 1856 Seattle, WA 98174 In addition, send a copy to the appropriate Economic Development Representative of EDA. Attachment G Award No. 07 79 06009 PERFORMANCE MEASURES Type of Program: Strategy or Technical Assistance Planning and Development Assistance Programs Core Performance Measures o Performance and outcomes at project completion and also three years after project completion: Grantee shall report aself-evaluation, using the scale of 1 to 10 with 10 =best: 1. Quality of strategy, evaluation, feasibility study, and/or service. 2. Helpfulness of strategy, evaluation, or study in decision-making. 3. Likelihood of recommendations being realized, if project was or included an evaluation or feasibility study or was a strategy. 4. Effectiveness of the service, if the project was or included services.