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HomeMy WebLinkAboutRES 060 Draft 01 2004-2006 J„TV Os„ iN~~;, ~ ~il~ COUNTY OF HAWAII STATE OF HAWAII e,:,, ~ Oi~M~ RESOLUTION NO. 60 05 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 ASSISTANCE TO FIREFIGHTERS GRANT FOR THE HAWAII COUNTY FIRE DEPARTMENT WHEREAS, the Department of Homeland Security and the Office for Domestic Preparedness, through its FY 04 Assistance to Firefighters grant program, has authorized funding to the Hawaii County Fire Department; and WHEREAS, along with the County's share, the funds will be used to purchase a Mobile Live Fire Training Unit, commonly referred to as a "burn trailer'; and WHEREAS, the specifications for this forty eight (48) feet long trailer include a collapsible second story, interior movable walls, pitched roof ventilation prop, full internal staircase, two gas- fueled fires with multi-props, flashover simulator, rollover simulator, smoke generator system, twelve KW generator 2x100 gallons propane tanks and thermal insulation; and WHEREAS, the unit will be utilized in basic firefighter training for both department personnel and volunteer firefighters; 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, THEI2EEORE, ~E IT RESOLVID ~Y THE COUNCIL OE TFtE COUNTY OF I~Ie4W~41`I, 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 use the Assistance to Firefighters grant funds to purchase a Mobile Live Fire Training Unit as mentioned in the agreement articles, attached hereto and incorporated herein by reference as Exhibit "A". ~E IT FURTHER RESOLVED that the County Clerk of the County of Hawaii shall transmit copies of this resolution to the Office of the Mayor, the Finance and Fire Departments. Dated at xilo ,Hawaii, this 6th day of April , 2005. INTRODUCED BY: i ~ yes' 8+~~m.~,~... .r[ `,,'~,t.,li i COUNCIL MEMBER, COUNTY OF HAWAII COUNTY COUNCIL, ROLL CALL VOTE County of Hawaii AYES NOES ABS EX Hilo, Hawaii ARAKAKI X I hereby certify that the foregoing RESOLUTION was by the HIGA X vote indicated to the right hereof adopted by the COUNCIL of HOFFMANN X the County of Hawai `i on Apri 1 6 , 2 0 0 5 HOLSCHUH X ]KEDA ATTEST ISBELL X JACOBSON X PILAGO /A SAFARIK (~,j C-158/B-55/FC- 64 tt Reference COUNTY CLERK CHAIRMAN & PRESIDING OFFICER RESOLUTION NO. ~ ~ U.S. Department of Homeland Security ' Oftce for Domestic Preparedness ~ Washington, D.C. 20531 ~ ~~"i~e ~a~~K. Mr. Darryl Oliveira Hawaii County Fire Department 25 Aupuni Street #103 Hilo, Hawaii 96720-4245 Re: Grant No.EMW-2004-FG-08212 Dear Mr. Oliveira: Congratulations, on behalf of the Department of Homeland Security and the Office for Domestic Preparedness. Your grant application submitted under the FY 04 Assistance to Firefighters Grant has been approved. The approved project costs amount to $430,000.00. The Federal share is 70 percent or $301,000.00 of the approved amount and your share of the costs is 30 percent or $129,000.00. 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. 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 https://portal.fema.gov and 'rf 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 Emergency Preparedness and Response Directorate (FEMA) Grants Management Branch 500 C Street, SW, Room 334 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, F gj) F Matt A.Mayer Acting Executive Director Office of State and Local Government Coordination and Preparedness EXHIBIT "A" Agrea~arnerr' Ar1i; Ees ~,st ~r~.~f ~ ~ U.S. Department of Homeland Security Washington,D.C.20531 T~~~TT iSC4: 4 kFt k~Sg@ ~3`~ ~3~ AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM -Operations and Firefighter Safety program GRANTEE: Nawaii County Fire Department PROGRAM: Operations and Firefighter Safety AGREEMENT NUMBER: EMW-2004-FG-08212 AMENDMENT NUMBER: TABLE OF CONTENTS Article I Project Description Article 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 Condkions Article XI General Provisions ArticleXll Audit Requirements Article I -Project Description The grantee shall perform the work described in the 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 against 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 wfth the program's purpose and worthy of award. As such, any material deviation from the approved program narcative must have prior written approval. 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. All documents submitted as part of the application are made a part of this agreement by reference. Article III -Period of Pertormance The period of performance shall be from 10-FEB-05 to 09-FEB-06. 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 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 $430,000.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $430,000.00 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 ff 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 grantee must complete, on-line, a final financial report that is required to cbse 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 asemi-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. The semi-annual report is due six months after the award date. Article IX -DHS Officials Program Uffcer: 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: Latoya Larker 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 202-646-3645. Article X -Other Terms and Conditions 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: 44 CFR, Emergency Management and Assistance Part 7 Nondiscrimination in Federally-Assisted Programs Part 13 Uniform administrative requirements for grants and cooperative agreements to state and bcal governments Part 17 Government-wide Debarment and Suspension (Non-procurement) 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- Uniform Administrative Requirements for Grants and Agreements With State and Local Governments 102 Assistance to Firefighters Grant Application and Assurances contained therein. OMB Circular A- Uniform Administrative Requirements for Grants and Agreements With Insttutions of Higher Education, 110 Hospitals, and Other NonProfd Organizations Assistance to Firefighters Grant Application and Assurances contained therein. Article XII-Audit Requirements All grantees must folbw 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. Additional Requirements if applicable FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT 1a. AGREEMENT NO. 2. AMENDMENT NO. 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO. EMW-2004-FG-08212 0 99-6000567 ACTION W397589N AWARD 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS S. PAYMENT OFFICE AND ADDRESS ADDRESS ODP/Fire ,~cial and Grants Management Division ODPlFinancial Services Branch Hawaii County Fire Department 500 C Street, S.W., Room 350 500 C Street, S. W., Room 723 25 P.~~puni Street #103 Washington DC, 20472 Washington DC, 20472 Hilo POC: Latoya Larker 202-646J645 Hawaii, 96720-0245 9. NAME OF RECIPIENT PHONE NO. 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 808-961-8297 Tom Harrington (202) 3C7-2790 Darryl Oliveira 11. EFFECTIVE DATE OF THIS 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD ACTION PAYMENT Cost Shadng From:l0-i -.?B-05 To:09-FF~-06 10-FEB-0S SF-270 Budget Period Fron..01-OCT-04 To:30SEP-05 15. DESCRIPTION OF ACTION a. (Indicate funding data for awards or financial changes) PROGRAM NAME CFDA NO. ACCOUNTING DATA PRIOR TOTAL AMOUNT AWARDED CURRENT TOTAL CUMMULATIVE ACRONYM (AACS CODE) AWARD THIS ACTION AWARD NON- XXXX-XXX-XXXXXX-XXXXX- + OR FEDERAL XXXX-XXXX-X COMMITMENT AFG 97.044 2005-62-0364RE-63000000A101- E0.00 5301,000.00 $301,000.00 5129,000.00 R TOTALS 50.00 5301,000.00 5301,000.00 5129,000.00 b. To describe changes other than funding data or financial changes, attach schedule and check here. WA 16 a. 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 Firefghters Grant -Fire Prevention and Safety Program redpients are riot required to sign and return copies of this document. However, radpients s5ould print and keep a copy of this document for ihelr records. 166. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This assistance Is subject to terms and condifions attached to this award notice or by Incorporated reference in program Iegisla0on died above. 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) DATE N/A WA 18. FEMA SIGNATORY OFFICIAL (Name and Title) DATE Christine Torres 07-FEB-OS ~ GQ ~DCk.~ Narrative Statement Narrative Statement Project Description ` Please provide your narrative statement in the space provided below (1) Project Description, (2) Financial Need, and (3) Cost-Benefit of Request: PROJECT DESCRIPTION The Hawaii County Fire Department (HCFD) is the primary responder to all Fire, Emergency Medical Services (EMS), Hazardous Materials (Hazmat), Weapons of Mass Destruction (WMD), and Search and Rescue incidents on the island of Hawaii. The island of Hawaii, which makes up the county, is 4,028 square miles, and growing both in landmass and population. What makes the island of Hawaii unique is that all of the other main Hawaiian Islands (Kauai, Oahu, Molokai, Lanai, and Maui), if combined, could easity fd into the island of Hawaii. The communities that we provide services to are spread throughout the island, with many in remote locations. Along with the local estimated population of 154,794 people, HCFD also provides services to over 22,000 tourists that visit the island daily. The project HCFD is targeting comes under program area one: Operations and Firefighter Safety Program. There are five separate activities under program area one and they are training, equipment, personal protective equipment, wellness and fitness, and modifications to facilities. Training and equipment are two activities that HCFD is targeting. The goal is to provide nationally certified training with the proper equipment. HCFD is applying for a Mobile Live Fire Training Unit. The specifications of this forty-eight feet trailer are: collapsible second story, interior movable walls, pitched roof ventilation prop, full internal staircase, two gas-fueled fires with interchangeable multi-props, flashover simulator, rollover simulator, smoke generator system, twelve kW generator 2x100 gallons propane tanks and thermal insulation. The Modular Live Fire Training Unit allows HCFD the ability to deliver on-site basic firefighter training, not only to our department personnel, but also to our volunteer firefghting division. Since its founding in 1888, HCFD has had no live fire training facility or Modular Live Fire Training Unit. Currently when HCFD conducts a live fire training exercise, a structure that is scheduled for demolition has to be donated to HCFD. The donated structure has to be approved for demolition, in this order, by the County of Hawaii's Building Department, Engineering Department, Planning Department, State Department of Health, and finalty back to the Building Department. The owner of the structure must then take samples of man-made materials from the structure and then send them to a lab on another island (Oahu) at his own cost. If asbestos is found in any of the man-made materials, the owner must pay a private contractor to have the asbestos removed from the structure. The process that the owner has to go through to donate the structure is discouraging and severely limits the amount of structures that are donated. Acquisition of the Modular Live Fire Training Unit will circumvent this problem. In addition to supporting the training of our personal, the use of this training unit will have a direct impact on the air quality of our environment. Utilizing dean burning fuel (propane), emissions and particulates will be minimal. Depending solely on donated structures for live fire training exercises prohibits or limits effective training. PROJECT BUDGET The total budget for this project is $430,000 ($400,000 Modular Live Fire Training Unit and $30,000 shipping costs). The federal request is for $301,000 (70%) and with HCFD matching $129,000 (30%) for this project. The item cost of $400,000 includes training for 10 instructors. HCFD is requesting an addifwnal $30,000 to cover the shipping costs from the mainland to Hilo, Hawaii. The grant funds will be matched 70/30 by the County of Hawaii to give us the total funds required for the acquisition of the Modular Live Fire Training Unit. HCFD has established communications on an agreement with a local trucking company and another department within the County of Hawaii to transport the Modular Live Fire Training Unit to various training sites around the island. Narrative Statement PROJECT BENEFITS The mission of HCFD is to provide the people of the County of Hawaii with the highest quality of service with regards to life safety, incident stabilization, and property conservation. To accomplish this mission, the Fire Chief has adopted and is implementing the department's strategic plan to address the goals of the mission. The foundation of the strategic plan is the establishment and delivery of a standardized and recognized firefighter training curriculum, and to equip as well as support its firefighters in the safe delivery of service. The project is designed to address this foundation by providing training curriculums in accordance with National Fire Protection Association (NFPA) standards. Through the adoption and implementation of the NFPA 1001 (Firefighter I and Firefighter II) standards, firefighters of the HCFD will receive the necessary knowledge plus skills to effectively and safely mitigate a wide variety of fire incidents. NFPA Firefighter I and Firefighter II standards include performing duties to ensure life safety, fire control and property conservation. The skills that a firefighter needs to have are: enter and exit a hazardous area with vision- obscured conditions, conduct Search and Rescue operations with vision-obscured conditions, extinguish a Class Afire as part of a team, perfonn vertical ventilation on a structure as part of a team, aHack an interior structure fire operating as a team and extinguish fires (Class A: ordinary combustibles, Class B: flammable liquids, or Class C: electrical equipment) using the appropriate fire extinguisher. According to National Institute of Occupational Safety and Health (NIOSH) findings, ineffective training is a primary contributor to firefghter fatalities. In 2003, based on our available Records Management System (RMS) data there was a 13.64% increase in structure fires for the County of Hawaii. Training with the Modular Live Fire Training Unit will allow HCFD the ability to effectively train firefighters in live fire exercises in a controlled environment. The experience of training in a live fire exercise will greatly increase the knowledge and skills of our firefighters. A fire department that is well trained will be able to provide improved services to its local communities, while assuring optimal safety of its members. HCFD is a combination fire department made up of bpth paid and volunteer firefighters. It is the only fire department in the State of Hawaii to operate a combination fire department. All of the volunteer fire stations are located in remote areas. HCFD supplements its services with volunteers to offset operational budget shortfalls. The Mobile Live Fire Training Unit can be taken to these remote areas to train vdunleer firefighters in basic firefighting skills. In 2002, the HCFD received an award from the fire act grant. A portion of the grant award went to the training of six train-the-trainers. Following our plan of meeting NFPA Firefighter I and Firefighter II standards, we will have these six people trained in the operation of the Mobile Live Fire Training Unit. National certification requires any training be conducted by people who have attended the train-the-trainer program. The live fire training exercises will cover basic firefighting duties. If we are awarded the monies to purchase the Mobile Live Fire Training Unit, we will be one step closer to reaching our goal of becoming a nationally certified fire department. However, if we do not acquire a Mobile Live Fire Training Unit, we are at the mercy of the public to donate structures for live fire training purposes. In the past, there have been firefighter recruit classes that have gone through training without experiencing a live fire training exercise. Once those firefighter recruits are out at their respective slatans, they compromise their safety and those around them at structure fires. LOCAL FUNDING The HCFD operates the fire services on a budget of $10,073,191. Budget categories are: 82.99° for salaries, 8.84% for other current expenses, 4.28% for helicopter services, 1.84% for fire equipment maintenance, 1.56% for fire prevention, 0.42% for personal protective equipment, 0.06% for training and 0.01 % for fire equipment. The budget allocation for training and equipment is only 0.07% of the entire budget. Economic forecasts indicate a steadily improving economy for the island of Hawaii. Tourism, agriculture, and construction are the three sectors that have a strong impact on the island's economy. The most recent statistics show that there was a 1.1 % decrease in tourists for the first half of 2003. Agricultural diversity stabilizes that sector of the economy. Historically low interest rates are fueling the construction industry. Presently, the unemployment rate is 5.6°,6; falling from 10.2% in 1997. Although the local economy is improving, we are emerging from Hawaii s worst economic era that occurred in the 1990's. The island of Hawaii's economy is behind in the growth that we experienced prior to September 11th 2001 and departmental funding has been focused on maintaining services to expanding population growth areas. Last year, the County of Hawaii increased real property taxes by 25% to maintain a no growth budget. Narrative Statement The pursuit of alternate sources of funding is a necessary and continuous activity within HCFD, and especially training. In general, the grant process is the only means available to HCFD for securing much needed supplemental funding. The HCFD actively pursues other grant sources with varying degrees of success. Bank loans and bond issues are used by the County df Hawaii to fund capital improvement projects and are not a source of funding for operational budgets. Revenue from real property taxes ($129,395,300) accounts for 52°h of the County's budget ($246,596,820/net revenues). ADDITIONAL PROJECT INFORMATION The cost benefit of acquiring a Mobile Live Fire Training Unit will be for aone-time cost of $734 per firefighter, based on current roster of both paid and volunteer firefighters. This does not refied the training that will be offered to our future firefighters and our mutual aid paAners (Airport Crashfire Rescue), Community Emergency Response Teams (CERT), and other agencies. The police department, with active participation from the fire department, recently developed a Special Response Team (SRT). This Team responds to incidents that have a high probability of casualties. The SRT will be allowed to train in the Modular Live Fire Training Unil utilizing the features of a smoke filled and hazardous environments. The HCFD is split into two Operational Battalions (East and West) due to the large size population patterns of the county. There is one highway (one lane in each direction) that circumnavigates the island. One round trip, between East and West Hawaii, could easily take four hours to complete. Il is common practice to spend half the day traveling by car. Currently, the breakdown between East Hawaii and West Hawaii are East (11 Paid/13 Volunteer) stations and West (8 Paid/12 Volunteer)stations. AMobile Live Fire Training Unit could be driven to the training site the day before the training exercise ensuring timely and efficient training. A Mobile Live Fire Training Unit on the island of Hawaii will have a profound and positive impact for years to come. The Hawaii County Fire Department believes in providing the highest level of service to the citizens of Hawaii County. We are committed to provide training and supportive equipment to accomplish this task. The HCFD will make available all training resources to its mutual aid department as well as any public agency that wants to enhance their fire safety knowledge within their agencies job limitations. Please describe any grants that you currently have with DHS including the AFG, for example, 2002 AFG grant for vehicle or 2003 ODP grant for exercises. (Enter "N/A" if Not Applicable) None