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Home My WebLink AboutCOM 0108.015 2022-2024(flout1tv of 'abiail 9? HAWAII FIRE DEPARTMENT 25 Aupuni Street a Suite 2501 a Hilo, Hawaii 96720 (808) 932-2900 * Fax (808) 932-2928 Memorandum DATE: August 10, 2023 TO: Heather Kimball, Council Chair and Members of the Hawaii County Council VIA: Kay Oshiro, Controller FROM: Kazuo S.K.L. Todd RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. 23-50 (current Budget Ordinance), Section 7(1) Name of Grant Program: Volunteer Fire Assistance - Federal Grantor: USDA, Forest Service, Pacific Southwest Region County Grantee Department or Agency: Fire Grant No. (IF KNOWN): 23 -DG -11052012-167 Amount of Grant: $278,590.00 Amount of County Match: $278,590.00 County Revenue & Expenditure Account Numbers: 010.3303.00/010.221.6226.06 Grant Period (Commencement & Completion): 7/1/2023 - 6/30/2024 Purpose of Grant: To supply volunteer wildfire units with critical PPE, supplies and equipment Is final report required by grantor? [Z -]Yes F -j No Notification attached: ®Yes F-1 No, because Comm. No._ Ref. To: - Ref. nm -- SEP Form NGA 05/19 Hazvai'i Counhj is an Equal Opportunity Provider and Employer. Mitchell D. Roth Kazuo S. K. L. Todd Mayor Fire Chief Lee E. Lord Eric H. Moller Managing Director Deputy Fire Chief (flout1tv of 'abiail 9? HAWAII FIRE DEPARTMENT 25 Aupuni Street a Suite 2501 a Hilo, Hawaii 96720 (808) 932-2900 * Fax (808) 932-2928 Memorandum DATE: August 10, 2023 TO: Heather Kimball, Council Chair and Members of the Hawaii County Council VIA: Kay Oshiro, Controller FROM: Kazuo S.K.L. Todd RE: NOTIFICATION OF GRANT AWARD Compliance with Ordinance No. 23-50 (current Budget Ordinance), Section 7(1) Name of Grant Program: Volunteer Fire Assistance - Federal Grantor: USDA, Forest Service, Pacific Southwest Region County Grantee Department or Agency: Fire Grant No. (IF KNOWN): 23 -DG -11052012-167 Amount of Grant: $278,590.00 Amount of County Match: $278,590.00 County Revenue & Expenditure Account Numbers: 010.3303.00/010.221.6226.06 Grant Period (Commencement & Completion): 7/1/2023 - 6/30/2024 Purpose of Grant: To supply volunteer wildfire units with critical PPE, supplies and equipment Is final report required by grantor? [Z -]Yes F -j No Notification attached: ®Yes F-1 No, because Comm. No._ Ref. To: - Ref. nm -- SEP Form NGA 05/19 Hazvai'i Counhj is an Equal Opportunity Provider and Employer. From: Yun,Wendy FS, CAcL Sent: Friday, July 28,2OZ3I:U6PIVI To: Todd, Kazuo Cc: Lonokapu,Niko|K<>; Geri nQe/�/azie�Barbara -F�CA <> Subject: Ready for HCFDSignature ' Grant #23-DG'11852012-167,Volunteer Fire Capacity Projects Aloha, Chief Todd: We are pleased to fund H[FO/sapp|ication for federal assistance for California's FYI]Volunteer Five Capacity Projects. The assigned grant control number isZ]-UG'11O5201Z-167. Enclosed isacopy ofthe approved grant application and narrative for your reference. The start date ofthis grant isJuly 1,2023, (pre-ammrdcosts approved) and the expiration date isJune 3O,I024. In order to expedite the completion of this award, please have Chief Tyler sign on the appropriate line on the signature page (page five) of the attached grant award letter, indicating that the terms and conditions are accepted. Please email the signed signature pages bVWednesday, August 9,2D23,to Wendy Yun,Cooperative Fire Grants Program Manager at . VVhenreceived, the Forest Service will sign the signature page, finish processing the grant and return a fully -signed digital copy for your records. If you have any questions regarding the grant award or the administration of this grant, please contact Wendy Yuri, phone: (916) 712'8382; emai|:|fyou have any questions about the program please contact Barb Geringer, Assistant Director for Coop Fire, phone: (202) 577-4827; email: Wendy Sent on behalf of FAM DirectorJaime Gamboa and FAM Deputy DirectorYolancla Salclana VVendyYun Cooperative Fire Grant Program Manager Forest Service Fire and Aviation Management, Pacific Southwest Region p: 707-562-8928 c: 916-712-8392 f: 707-562-9048 1323Club Drive Vallejo, CA 94592 wvmwfs.fedua m �� =" Caring for the land and semingpempie FEDERAL FINANCIAL ASSISTANCE AWARD OF DOMESTIC GRANT 23 -DG -11052012-167 Between COUNTY OF HAWAII And The USDA, FOREST SERVICE PACIFIC SOUTHWEST REGION FIRE AND AVIATION MANAGEMENT Project Title: Fiscal Year 2023 Hawaii Volunteer Fire Capacity Projects, Mitigating the Threat of Wildfire in Hawaii County Upon execution of this document, an award to COUNTY OF HAWAII, hereinafter referred to as "HCFD," in the amount of $278,590.00, is made under the authority of the Cooperative Forestry Assistance Act of 1978, PL 95-31.3, 92 Stat 365, 16 U.S.C. 2106, as amended. The Federal Assistance Listing (formerly Catalog of Federal Domestic Assistance - CFDA) number and name are 10.698 Cooperative Fire Program. COUNTY OF HAWAII accepts this award for the purpose described in the application narrative. Your application for Federal financial assistance, dated 4/1.7/2023, and the attached Forest Service provisions, `Forest Service Award Provisions,' are incorporated into this letter and made a part of this award. This authority requires a match of 1:1, which your organization has agreed to provide as shown in the attached application, financial plan and narrative. Volunteer Fire Capacity funding requirements: The funds are for volunteer fire departments made up of at least 80% volunteer, serve a rural community of less than 10,000 and must be a not-for-profit fire department recognized by the State. HCFD is approved to sub -award under this grant award following Volunteer Fire Capacity guidelines, provided they adhere to Provision D: SUBAWARDS on page 6 of this award document in Attachment A: Forest Service Award Provisions. The financial status and program performance reporting requirements are covered in Attachment A: Forest Service Award Provisions under provisions E and F, respectively. Send all program accomplishment reports to Barb Geringer and cc Wendy Yuri. Send all financial reports to Wendy Yuri. Their contact information is listed in provision B, Principal Contacts. Financial reports are due quarterly. The first financial report shall cover activity from July 1, 2023 — September 30, 2023, and is due to the USDA. Forest Service by October 30, 2023. Performance reports are due semi-annually. The first performance report covers activity for the period of July 1, 2023 — December 31, 2023, and is due to the USDA Forest Service by January 30, 2024. Subsequent semi-annual reports will cover activity for the periods ending June 30 and December 31, and will be due 30 days after each period. 5 Caring for the Land and Serving People Printed on Recycled Paper '�" OMB 0596-0217 Expiration Date: 11/30/2017 Rev. (12-13) If the grant expires in the middle of the standard reporting period, an interim financial report and/or performance report covering activity from the beginning of that reporting period through the grant termination date is due to the USDA Forest Service 30 days after the grant expires. Final reports covering activity for the entire grant period are due within 120 days after the grant expiration date This is an award of Federal financial assistance. Prime and sub -recipients to this award are subject to the OMB guidance in subparts A through F of 2 CFR Part 200 as adopted and supplemented by the USDA in 2 CFR Part 400. Adoption by USDA of the OMB guidance in 2 CFR 400 gives regulatory effect to the OMB guidance in 2 CFR 200 where full text may be found. Electronic copies of the CFRs can be obtained at the following internet site: www.ecfr.gov. If you are unable to retrieve these regulations electronically, please contact your Grants and Agreements Office at Wendy Yuri, wendy.yun@usda.gov. The following administrative provisions apply to this award: A. LEGAL AUTHORITY. HCFD shall have the legal authority to enter into this award, and the institutional, managerial, and financial capability to ensure proper planning, management, and completion of the project, which includes funds sufficient to pay the non -Federal share of project costs, when applicable. B. PRINCIPAL CONTACTS. Individuals listed below are authorized to act in their respective areas for matters related to this award. Principal Cooperator Contacts: Cooperator Program Contact Cooperator Administrative Contact Kazuo Todd Nikol Lonokapu Fire Chief CFE, Accountant IV County of Hawaii County of Hawaii Hawaii Fire Department Hawaii Fire Department 25 Aupuni Street, Room 2501 25 Aupuni Street, Room 2501 Hilo, HI 96720 Hilo, HI 96720 Telephone: (808) 932-2900 Telephone: (808) 932-2921 FAX: (808) 932-2928 FAX: N/A Email: Kazuo.Todd cr,hawaiicoun ov Email: NikolK.Lonokapu@hawaiicounty.gov Page 2 of 20 Award Number: 23 -DG -11052012-167 Principal Forest Service Contacts: Forest Service Program Manager Contact Forest Service Administrative Contact Barbara Geringer Wendy Yuri Assistant Director Program Management Specialist USDA Forest Service, Region 5 USDA Forest Service, Region 5 Fire and Aviation Management Fire and Aviation Management 1323 Club Drive 1323 Club Drive Vallejo, CA 94592 Vallejo, CA 94592 Mobile Telephone: (202) 577-4827 Mobile Telephone: (916) 712-8392 FAX: (707) 562-9048 FAX: (707) 562-9048 Email: barbara. erin er-fraziergusda. ov Email: wendy.yungusda. ov C. SYSTEM FOR AWARD MANAGEMENT REGISTRATION REOUIREMENT (SAM). HCFD shall maintain current information in the System for Award Management (SAM) until receipt of final payment. This requires review and update to the information at least annually after the initial. registration, and more frequently if required by changes in information or award term(s). Additional information about registration procedures may be found at the SAM Internet site at www.sam.gov. D. ADVANCE AND REIMBURSABLE PAYMENTS — FINANCIAL ASSISTANCE. Advance and reimbursable payments are approved under this award. Only costs for those project activities approved in (1) the initial award, or (2) modifications thereto, are allowable. Requests for payment must be submitted on Standard Form 270 (SF - 270), Request for Advance or Reimbursement, and must be submitted no more than monthly. In order to approve a Request for Advance Payment or Reimbursement, the Forest Service shall review such requests to ensure advances or payments for reimbursement are in compliance and otherwise consistent with OMB, USDA, and Forest Service regulations. Advance payments must not exceed the minimum amount needed or no more than is needed for a 30 -day period, whichever is less. If the Recipient receives an advance payment and subsequently requests an advance or reimbursement payment, then the request must clearly demonstrate that the previously advanced funds have been fully expended before the Forest Service can approve the request for payment. Any funds advanced, but not spent, upon expiration of this award must be returned to the Forest Service. The Program Manager reserves the right to request additional information prior to approving a payment. Page 3 of 20 Award Number: 23 -DG -11052012-167 The invoice must be sent by one of three methods: Send a copy to: EMAIL (preferred): SM.FS.asc ga a,usda.gov Wendy Yuri FAX: 877-687-4894 wendy.yun@usda.gov POSTAL: Albuquerque Service Center Payments — Grants & Agreements 4000 Masthead Street, NE Albuquerque, NM 87109 E. INDIRECT COST RATES. HCFD has elected not to assess an indirect rate on this grant award. F. PRIOR WRITTEN APPROVAL. HCFD shall obtain prior written approval pursuant to conditions set forth in 2 CFR 200.407. G. MODIFICATIONS. Modifications within the scope of this award must be made by mutual consent of the parties, by the issuance of a written modification signed and dated by all properly authorized signatory officials, prior to any changes being performed. Requests for modification should be made, in writing, at least 45 days prior to implementation of the requested change. The Forest Service is not obligated to fund any changes not properly approved in advance. H. PERIOD OF PERFORMANCE. This agreement is executed as of the date of the Forest Service signatory official signature. Pre -award costs are authorized as of 07/01/2023 pursuant to 2 CFR 200.458. The end date, or expiration date is 06/30/2024. This instrument may be extended by a properly executed modification. See Modification Provision above. Page 4 of 20