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HomeMy WebLinkAboutback up documents -3Federal Emergency Management Agency Washington D.C. 20472 August 15, 2003 Virgil Fernandez City of Miami 444 SW 2 Ave, 10th Floor Miami, FL 33130 Dear Mr. Fernandez: We are pleased to inform you that your application for Federal assistance for fiscal year has been approved ina amount reement No. EMW-2003 CA 0295 are0, 000. Four copies of the encloseddocument, FF 40-21, for Cooperative $ for your signature. Please sign, or have an authorized official sign, and return three (3) copies of the award document to the address below as soon as possible: Department of Homeland Security Emergency Preparedness and Response Directorate (EP&RJFEMA) Grants Management Branch 500 C. Street, SW, Room 336 Washington, DC 20472 Attn: Lisa A. Lewis The fourth copy of the agreement is for your use pending receipt of the fully executed copy. - Please make sure that you have read and understand the enclosed Agreement Articles. Signature on the FEMA Form 40-21 represents agreement to these articles. Should you have any questions concerning this award, please contact me at (202) 646-4572. Enclosures Sincerely, • Lisa A. Lewis FEDERAL EMERGENCY MANAGEMENT AGENCY ASSISTANCE AWARD/AMENDMENT 7 1. ASSISTANCE INSTRUMEif C COOPERATIVE AGREEMENT C GRANT 3. INSTRUMENT NUMBER 3MW-2003-CA-0295 4, AMENDMENT NUMBER 2. TYPE OF ACTION E AWARD ❑ AMENDMENT 5. EFFECTIVE DATE 6. CONTROL NUMBER See Block 21 E35B14OY .. RECIPIENT NAME AND ADDRESS City of Miami - FL TF-2 444 SW 2 Avenue, loth Floor Miami, FL 33130 B. 1SSUINGfADMINISTRATION OFFICE Federal. Emergency Management Agency Grants Management Branch Room 330 500 C Street, S.W., washington DC 20472 Specialist: Lisa A. .awls, (202) 646-4572 9. RECIPIENT PROJECT MANAGER Virgil- Fernandez, 305-416- 1642 10. FEMA PROJECT OFFICER Wanda Casey, 202-646-4013 11. ASSISTANCE ARRANGEMENT LJ COST REIMBURSEMENT ❑ COST SHARING 0 FIXED PRICE ❑ OTHER 14. ASSISTANCE AMOUNT PREVIOUS AMOUNT AMOUNT THIS ACTION $1, 1qq, OqO. qq TOTAL AMOUNT 12. PAYMENT METHOD TREASURY CHECK REIMBURSEMENT ❑ ADVANCE CHECK ❑ LETTER OF CREDIT 13. PAYMENT OFFICE Federal Emergency Management Agency Accounting Services Division Disbursement Si Receivables Branch SC0 C Street, S.W., Room 723 Washington DC 20472 S0.00 51,100,000.00 15. ACCOUNTING _APPROPRIATION DATA See Continuation Page 16. DESCRIPTION OF PROJECT This is a cooperative agreement for the development and maintenance of National US4R Response System resources which will be prepared to provide qualified and competent US&R personnel in support of ESF-9 a:tivities. For the terms and conditions of this cooperative agreement, please refer to the Agreement Articles. The Statement of Work was sent previously, and is part of this agreement. ENC AGREEMENT 7. RECIPIENT REQUIREMENT E RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO THE ISSUINGIAOMIN OFFICE IN BLOCK B. ❑ RECIPIENT IS NOT REQUIRED TO SIGN THIS DOCUMENT.'. RE N (T ame and Mlle) 1 Fernande TFL 20. SIG FNMA 414 f, APR 11 19. ASSISTANCEaPFICER (type name and title) Richard Goodman Assistance Officer OF PIENT DATE • RF 41 A ES EEEtiTTON OF JUL 84. WHICH IS OBSOLETE. 21. SIGNATURE OF ASSISTANCE OFFICER OAIE EMW-2003-CA-0295 CONTINUATION PAGE A.1 PRICE/COST SCHEDULE ITEM DESCRIPTION OF QTY UNIT UNIT AMOUNT NO. SUPPLIES/SERVICES PRICE 0001 1 Each $1,100,000.00 $1,100,000.00 FUNDING/REQ NO: 01: $1,100,000.00 E358140Y GRAND TOTAL --- $1,100,000.00 ACCOUNTING AND APPROPRIATION DATA: ACRN APPROPRIATION REQUISITION NUMBER AMOUNT 01 2003-03-6600R.A-6700 --4101-D E358140Y P $1,100,000.00 Page 2 Federal Emergency Management Agency Agreement Articles Recipient: City of Miami Fire Rescue (FL-TF-2) Agreement Number: BMW-2003-CA-0295 Table of Contents ARTICLE I PROJECT DESCRIPTION ARTICLE II PERIOD OF PERFORMANCE ARTICLE III AMOUNT AWARDED ARTICLE IV REQUEST FOR REIMBURSEMENT ARTICLE V FINANCIAL REPORTS ARTICLE VI PERFORMANCE REPORT ARTICLE VII FEMA OFFICIALS ARTICLE VII BUDGET ARTICLE IX OTHER TERMS AND CONDITIONS ARTICLE X AUDIT REQUIREMENTS ARTICLE XI GENERAL PROVISIONS ARTICLE XII CONTENTS OF AGREEMENT ARTICLE I — PROJECT DESCRIPTION The Grantee shall furnish the necessary personnel, materials, services, equipment, facilities and otherwise do all things necessary for the performance of the work set forth in the Program Narrative. However, FEMA may purchase certain specialized equipment for distribution to the grantee. That equipment, once given to the grantee, becomes part of the grant agreement. ARTICLE II — PERIOD OF PERFORMANCE The period of performance shall be from July 31, 2003 through January 30, 2005. ARTICLE III — AMOUNT AWARDED This agreement is for the administration and completion of an approved National Urban Search and Rescue (US&R) Response System. Agreement funds shall not be used for other purposes. The scope and conditions of the tasks to be undertaken by the Grantee with the amount of money identified in block 14 of the coversheet (FEMA Form 40-21), "ASSISTANCE AMOUNT" during the time identified as the "PERFORMANCE PERIOD" are contained in the Statement of Work. Following are the object classes for this award: 1. Personnel $260,000 2. Fringe Benefits 3. Travel $25,000 4. Equipment $265,000 5. Supplies $15,000 6. Contractual $20,000 7. Construction $100,000 8. Other $415,000 9. Indirect Charges ARTICLE IV — REQUEST FOR REIMBURSEMENT A. Payments will be requested via SmartLink, the Department of Health and Human Services' internet-based payment system, at http://www.dpm.psc.gov/smartlink. B. In accordance with Treasury regulations at 31 CFR 205, the Grantee must maintain or demonstrate the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of the funds and their expenditure. The timing and amount of cash advances should be as close as administratively possible to the actual cash disbursement by the Grantee. 2 ARTICLE V — FINANCIAL REPORTS The Department of Health and Human Services requires a quarterly financial status report electronically which will serve as the Expenditure report, and will detail the amount of funds spent. A final FEMA Form 20-10, Financial Status Report, will be clue 90 days after project completion. Copies of the FF 20-10 are to be submitted to the FEMA Office of Financial Management, Grants Management Branch with a copy to the FEMA program office. The addresses are as follows: Department of Homeland Security/EP&R Federal Emergency Management Agency Office of Financial Management Grants Management Branch 500 C Street, S.W., Room 336 Washington, DC 20472 Attn: Lisa A. Lewis (202) 646-4572 Department of Homeland Security Federal Emergency Management Agency Urban Search and Rescue S00 C Street, S.W., Room 333 Washington, DC 20472 Attn: Wanda Casey (202) 646-4013 ARTICLE VI — PERFORMANCE REPORTS The Performance Report is a written report and is a breakout of expenditures, as shown below:The Performance Report is due every 180 days to the DHS/FEMA Headquarters US&R Annual Preparedness Grants Project Officer for the duration of this agreement. The Sponsoring Agency shall deliver the first report semi-annually by January 1ft and July in of each year until the final performance and Financial Status Reports are submitted. The Performance Report shall include your accomplishments and actual expenditures of grant funding within the following areas: equipment, training, management, and other expenses. Submit one copy of the performance expenditure report to Lisa Lewis and one copy to Wanda Casey at the addresses in Article V. 3 Performance and Expenditure reports are no longer required to be sent to the Regional US&R Points of Contact unless requested in writing from the Regional Office. Any request for reports for the Regional Office is approved and shall be made directly to the affected task force from the Regional US&R Point of Contact. ARTICLE VII — FEMA OFFICIALS A. FEMA officials for the US&R agreement are as follows: 1. The Program Officer (PO) shall be an official at FEMA Headquarters who will be responsible for the technical monitoring of the stages of work and technical performance of the activities described in the Statement of Work. 2. The Assistance Officer (AO) is the FEMA official who has full authority to negotiate, administer and execute all business matters of the agreement, B. Identification — 1. The Project Officer is Wanda Casey, (202) 646-4013 2. The Assistance Officer is Sylvia A. Carroll, (202) 646-3503 or Lisa A. Lewis, (202) 646-4572. ARTICLE VIII — BUDGET A. The Grantee shall follow prior approval requirements found in the Emergency Management and Assistance Regulations, 44 CFR Part 13.30. for non -construction grants, transfers of funds between total direct cost categories in the approved budget shall receive the prior approval of FEMA when such cumulative transfers among those direct cost categories exceed ten percent of the total budget. The Grantee shall obtain prior written approval for any budget revision that would result in the need for additional funds. If a cooperative agreement provides funding for both construction and -non -construction activities, the Grantee must obtain written approval from FEMA before making any fund or budget transfer from non -construction to construction or vice versa. B. No transfer of funds to agencies other than those identified in the approved cooperative agreement application shall be made without prior approval of FEMA. C. Lf a Grantee estimates that it will have unobligated funds remaining after the end of the performance period, the Grantee should report this to FEMA Headquarters at the earliest possible time and ask for disposition instructions. D. No monetary increase amendments hereto, or time extension amendments hereto, will be approved unless all financial and performance reports are current. ARTICLE IX — OTHER TERMS A..ND CONDITIONS The other terms and conditions of this agreement are as follows: 4 Prior to the start of any construction activity, the Grantee shall ensure that all applicable Federal, State, and local permits and clearances are obtained. B. Actual construction is not allowable under this grant agreement. Only minor renovations are allowable. Minor renovations are those modifications that do not change the footprint of the structure. C. Grantees are encouraged to integrate National Environmental Policy Act (NEPA) compliance and related legislation as implemented under 44CFR, Part 10, with the initial planning and decision making process for this program. Grantees are encouraged to seek support from FEMA Environmental Officers in complying with NEPA requirements. D. The Grantee shall transfer to FEMA the appropriate share, based on the Federal support percentage, of any refund, rebate, credit of other amounts arising from the performance of this agreement, along with accrued interest, if any. The Grantee shall take necessary action to effect prompt collection of all monies due or which may become due and to cooperate with FEMA in any claim or suit in connection with amounts due. E. The Grantee is free to copyright any original work developed in the course of or under the agreement. FEMA reserves a royalty -free, non-exclusive and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use, the work for Government program purposes. Any publication resulting from work performed under this agreement shall include an acknowledgement of FEMA's financial support and a statement that the publication does not necessarily reflect FEMA's views. F. Grantees claiming indirect costs: 1. If the Grantee has an indirect cost rate, the modified off -campus rate will be applied. 2. _ If the Grantee has a third party managing the grant, FEMA will only pay the direct costs associated with the management of the grant. Indirect costs of the third party will not be applied to the total direct costs of the grant, and the direct costs associated with the management of the grant should be entered under the contractual budget object class on the FF 20-20, non- construction budget form. G. In accordance with 44 CFR 13.32 (0, if a Grantee or Subgrantee is provided federally -owned equipment: 1. Title will remain vested in the Federal Government. 2. Grantees or Subgrantees will manage the equipment in accordance with Federal agency rules and procedures, and submit an annual inventory listing. 5 3. When the equipment is no longer needed, the Grantee or Subgrantee will request disposition instructions from the Federal agency. H. In accordance with 44 CFR 13.36 (g), Grantees and Subgrantees must make available, upon request of the awarding agency, technical specifications on proposed procurements where the awarding agency believes such review is needed to ensure that the item and/or service specified is the one being proposed for purchase. This review generally will take place prior to the time the specification is incorporated into a solicitation document. All Equipment purchased by Grantees and Subgrantees with federal funds or provided by DHS/FEMA shall be for the exclusive use of the US&R Program and shall not be used for normal day-to-dav operations of the Sponsoring or Participating Agency. However, this requirement does not preclude the Task Force Sponsoring Agency from using this equipment on a local, regional or state disaster response or under other exceptional circumstance. The US&R Division office shall be notified immediately in writing of any exceptional use of the stand-alone cache equipment that diminishes the response capability of the Task Force. J. In accordance with 44 CFR 13.36 (a), when procuring property and services under a grant, a State will follow the same policies and procedures it uses for procurements from its non -Federal funds. The State will ensure that every purchase order or other contract includes any clauses required by Federal statutes and executive orders and their implementing regulations. If you are not a State or local government, you will comply with paragraphs (b) through (i) in 44 CFR 13.36. ARTICLE X — AUDIT REQUIREMENTS All Grantees and Subgrantees must follow the audit requirements of OMB Circular No. A-133 Revised. 6 ARTICLE XI — GENERAL PROVISIONS The following are hereby incorporated into this agreement by reference: 44 CFR 44 CFR 44 CFR Emergency Management and Assistance Regulations Part 10 Environmental Considerations Part 13 Uniform administrative requirements for grants and cooperative agreements to state and local governments 44 CFR Part 7 Nondiscrimination in Federally -Assisted Programs (FEMA) 44 CFR Part 14 Administration of grants: Audits of State and local governments 44 CFR Part 17 Government wide debarment and suspension (nonprocurement) and government wide requirements for drug -free workplace (grants) 44 CFR Part 18 New restrictions on lobbying 44 CFR SUBCHAPTER B - Insurance and Hazard Mitigation 44 CFR SUBCHAPTER C — Fire Prevention and Control 44 CFR SUBCHAPTER D — Disaster Assistance 44CFR SUBCHAPTER E - Preparedness 31 CFR 205.6 Funding techniques OMB Circular A-102 Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Governments OMB Circular A-87 Cost Principles for State and Local Governments OMB Circi.ilar A-110 OMB Circular A-21 Uniform Administrative Requirements for Grants and Cooperative Agreements With Institutions of Higher Education, Hospitals,•and Other Non -Profit Organizations Cost Principles for Educational Institutions • 7 , OMB Circular A-I33 Audits of States, Local Governments, and Non -Profit Organizations OMB Circular A-122 Cost Principles for Nonprofit Organizations Application Cooperative Agreement Application and Assurances contained therein received by FEMA. ARTICLE XII — CONTENTS OF AGREEMENT This Cooperative Agreement consists of the following: 1. FEMA Assistance Award/Amendment 2. Agreement Articles I through XII 3. Statement of Work