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Home My WebLink AboutCOM 0434.000 2012-2014William P. Kenoi Mayor September 13, 2013 County of Hawaii Finance Department 25 Aupuni Street, Suite 2103 • Hilo, Hawaii 96720 (808) 961 -8234 • Fax(808)961 -8569 J Yoshimoto, Council Chair and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget Nancy E. Crawford Director Deanna S. Sako Deputy Director N O L.! c/> r-n -v ay ,o .c 0 The U.S. Department of Homeland Security (DHS) and Federal Emergency Management Agency (FEMA) are providing $46,984 of federal funds to the Hawaii Fire Department (HFD) to support their program to provide an instructor to train selected HFD instructor personnel and purchase equipment to support such training. Enclosed is a resolution authorizing the Mayor to enter into an agreement with the DHS and FEMA for this grant. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $46,984 grant award. If there are any questions, please do not hesitate to call Tracey -Leigh Brosnahan of the Hawaii Fire Department at 961 -2921. 4 L Nancy rawford Director of Finance Enc. cc: Fire j11e5. 17b -l3� 3�t1 1327 Hawaii County is an Equal Opportunity Provider and Employer C-) 0 -G c� r Comm. No. Ref. To: C- Ref. Date _EP 13 2013 Form #:B-52 7/18/91 DEPARTMENT: STAFF CONTACT: A. REQUEST: DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION FIRE DATE: 08/22/13 I Oshiro PHONE: 932 -2920 Please prepare a resolution to authorize the acceptance of a federal grant, Assistance to Firefighters Grant (AFG) - Operations and Safety Program FY2012, from the Department of Homeland Security, for $46,984.00. Please prepare a complementary ordinance as follows: ?9.c3 AFG 2012 - Opertions and Safety Program $46,984.00 010.221.5228'Z3AFG 2012 - Operations and Safety Program $46,984.00 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The occupation of a Fire Fighter is one of the most deadliest in our nation. Fire Fighters train hard to prepare for the worst. However, fire emergencies are dynamic. At times, a fire fighter can find him or herself trapped. The Assistance to Fire Fighters Grant will provide $46,984.00 to the Hawai'i Fire Department to furnish a training instructor to provide a course to a selected cadre of HFD instructor personnel on the topic of escaping an entanglement situation. The grant also provides for an entanglement prop that will be a sustainable piece of training equipment for the training of all of HFD's fire fighters. Therefore, the course, in conjunction with the prop, will educate a fire fighter on how to free themselves from an entanglement situation, thereby increasing safety of our personnel. The Assistance to Fire Fighters Grant, Operations and Safety Program will provide for an approved project cost total of $58,730.00. The Federal share is 80 percent or $46,984.00 and the County share is 20 percent or $11,746.00. The grant period is 03/14/13 to 03/13/14. SIGNED: Department Head DATE: 'AU6 23 2013 Type of Grant Appropriation being requ ® New (for this fiscal year period). Is a draft agreement attached? ® Yes ❑ No GRANT SUMMARY to H -52. Keauest for Council ed: (New or an additional appropriation) OR ❑ Additional appropriation (to an existing grant); Has the original grant notification been transmitted to Council? ❑ Yes ❑ No Name of Grant Program: Assistance to Firefighters Grant - Operations and Safety Program Grantor: U.S. Department of Homeland Securitv (DHS) County Grantee Department or Agency: Hawai'i Fire Department County Grantee Contact Person: April Oshiro Phone Number: 932 -2920 Amount of Grant: $46,984.00 Grant Period (Commencement & Completion): 03/14/13 to 03/13/14 Purpose of Grant: To increase the safety for Fire Personnel by providing instructional training and training prop County Match required ?: ® Yes ❑ No If yes, Matching Amount? $11,746.00 Budgeted in account# : 010.221.5226.02.231 In -kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: ❑ Temporary: ❑, Duration: Full -time: ❑ Part-time: ❑, Time Element: Qty: Contractual: ❑ Explain: Explanation: Additional Comments about Grant: B -52 Grant Summary Form U.S. Department of Homeland Security Washington, D.C. 20472 o� rr FEMA Mr. Darren Rosario Hawaii Fire Department 25 Aupuni Street, Suite 2501 Hilo, Hawaii 96720 -4245 Re: Grant No. EMW 2012 -FO -03923 Dear Mr. Rosario: i,a_ge !_ 3r o 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 2012 Assistance to Firefighters Grant has been approved. FEMA's 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 $58,730.00. The Federal share is 80 percent or $46,984.00 of the approved amount and your share of the costs is 20 percent or $11,746.00. 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. 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. Sincerely, Timothy W. Manning Deputy Administrator for National Preparedness and Protection https: / /eservices. fema. gov/ FemaFireGrant/ firegrantljsplfirc_adminlawards /spec /view awar... 3/22/2013 1 an%, i V. -Y I C VV- , Agreement Articles Ya�°.; .i v1 •� U.S. Department of Homeland Security FEMA Washington, D.C. 20472 AGREEMENT ARTICLES ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM - Operations and Safety program GRANTEE: Hawaii Fire Department PROGRAM: Operations and Safety AGREEMENT NUMBER: EMW- 2012 -FO -03923 AMENDMENT NUMBER: Article I Article II Article III Article IV Article V Article VI Article VII Article VIII Article IX Article X Article I - Project Description TABLE OF CONTENTS Project Description Grantee Concurrence Period of Performance Amount Awarded Financial Guidelines Prohibition on Using Federal Funds GPD Allocations Financial Reporting FEMA Officials Central Contractor Registration (CCR) 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 itemized 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 II - 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 2012 Assistance to Firefighters Grant Program in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2012 Assistance to Firefighters Grant program guidance. All documents https: / /eservices. fema. gov/ FemaFireGrant/ firegrantljsplfire_adminlawards /spec /view awar... 3/22/2013 submitted as part of the application are made a part of this agreement by reference. Article 111- Period of Performance The period of performance shall be from 14 -MAR43 to 13- MAR -14. 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 $11,400.00 Supplies $0.00 Contractual $45,000.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $58,730.00 NEGOTIATION COMMENTS IF APPJ ICAME- Any questions pertaining to your award package, please contact your GPD Grants Management Specialist: Katrice Hagan at Katrioe.HaganQdhs.gov Article V - Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non - exclusive list 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) S. 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 1. OMB Circular A -133, Audits of States, Local Governments, and Nonprofit Organizations https: / /eservices. fema. gov/ FemaFireGrantlfiregrant /jsplfire_adminlawards /spec /view awar... 3/22/2013 rwirll r..r.vlt. wW - r rage D or o . Article VI - Prohibition on Using Federal Funds Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. Article VII - GPD Allocations The recipient agrees that all allocations and use of funds under this grant will be in accordance with the FY 2012 Assistance to Firefighters Grant Program guidance and application kit. Article VIII - Financial Reporting 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 format and consistent reporting requirements throughout the government. The FFR, to be submitted using the online e-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 34 (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. Article IX - FEMA Officials 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: Andrea Day 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. If you have any questions regarding .your grant please call ASK -GMD at 866 - 927 -5646 to be directed to a specialist. Grants Management Division POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this award. If you have any questions reggarding your grant please call ASK -GMD at 866- 927 -5646 to be directed to a specialist. Article X - Central Contractor Registration (CCR) Recipients of an AFG grant are required Central Contractor Registration (CCR) in the SAM.gov system. Active registration in the Central Contractor Registry ensures grantees are compliant with Federal regulations under Federal Financial Accountability and Transparency Act (FFATA). CCR registration is free, and may take up to 5 to 10 business days to process. For help with registering in the CCR, please visit SAM.gov for more information. https://eservices.fema.gov/FemaFireGrant/firegranViqp/flire admin/awards /spec /view_awar... 3/22/2013