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Public Safety Committee Meeting Commission Chamber- 4/26/2016- 1:05 PM
PUBLIC SAFETY
1.Motion to approve a request by the Augusta Fire Department to
purchase ballistic vests. The Fire Department will need to
purchase approximately 35 ballistic vests. The department will
purchase the vests from DGG Tactical of Jacksonville Florida.
(Sheriff Department Bid# 15-186)
Attachments
2.Motion to accept the award for the Hazard Mitigation Plan
Update Grant from FEMA and GEMA and to authorize the
Mayor to execute the appropriate documents.
Attachments
3.Motion to approve the minutes of the Public Safety Committee
held on April 12, 2016.
Attachments
Public Safety Committee Meeting
4/26/2016 1:05 PM
Augusta Fire Department Request to Purchase Ballistic Vests
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to approve a request by the Augusta Fire Department to
purchase ballistic vests. The Fire Department will need to
purchase approximately 35 ballistic vests. The department will
purchase the vests from DGG Tactical of Jacksonville Florida.
(Sheriff Department Bid# 15-186)
Background:The Augusta Fire Department would like to
purchase approximately 35 ballistic vests that will be worn by
firefighters in the event of an active shooter incident. The
Procurement Department processed this bid item and the RCSO
has accepted the item from vendor DGG Tactical of Jacksonville
Florida. (Bid# 15-186)
Analysis:
Financial Impact:Each vest will cost $1,145. Total dollars required for this purchase
is $40,075.
Alternatives:None at this time.
Recommendation:To approve a request by the Augusta Fire Department to purchase
approximately 35 ballistic vests for firefighter use during an active
shooter incident.
Funds are Available
in the Following
Accounts:
274034110-5311420
REVIEWED AND APPROVED BY:Cover Memo
Item # 1
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Attachment number 2 \nPage 1 of 1
Item # 1
Public Safety Committee Meeting
4/26/2016 1:05 PM
Award of Hazard Mitigation Plan Update Grant from FEMA and GEMA
Department:Fire
Presenter:Christopher E. James, Fire Chief/EMA Director
Caption:Motion to accept the award for the Hazard Mitigation Plan Update
Grant from FEMA and GEMA and to authorize the Mayor to
execute the appropriate documents.
Background:The Hazard Mitigation Plan forms the foundation for a
community's long-term strategy to reduce disaster losses and
break the cycle of disaster damage, reconstruction and repeated
damage. The planning process is as important as the plan itself. It
creates a framework for risk-based decision making to reduce
damages to lives, property, and the economy from future
disasters. State and local governments are required to develop and
maintain a hazard mitigation plan as a condition of receiving
certain types of hazard mitigation disaster assistance, emergency
and non-emergency. The requirements and procedures for state
and local mitigation plans are found in the Code of Federal
Regulations (CFR) at Title 44, Chapter 1, Part 201 (44 CFR Part
201).
Analysis:
Financial Impact:Total approved cost is $60,000 with a federal share of $45,000, a
state share of $6,000, and a local share (in kind match/personnel
time and its funding from fund 101) of $9,000. Fund 220 will be
used; org key will be created by Finance upon approval and
acceptance of grant.
Alternatives:None at this time.
Recommendation:Approve the award for the Hazard Mitigation Plan Update Grant
from FEMA and GEMA and to authorize the Mayor to execute
the appropriate documents.
Cover Memo
Item # 2
Funds are Available
in the Following
Accounts:
Account will be created in fund 220 by Finance upon approval
and acceptance of grant.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
PDMC -PL-04-GA-2015-001
02/24/2014 1
PRE-DISASTER MITIGATION PROGRAM
Recipient-Subrecipient Agreement
The Pre-Disaster Mitigation (PDM) Program provides funding to States and communities for
cost-effective hazard mitigation activities that complement a comprehensive mitigation program,
and reduce injuries, loss of life, and damage and destruction of property. The PDM Program was
authorized by Section 203 of the Robert T. Stafford Disaster Assistance and Emergency Relief
Act (Stafford Act), 42 USC, as amended by Section 102 of the Disaster Mitigation Act of 2000
(DMA). Under this Agreement, the interests and responsibilities of the Recipient, herein after
referred to as the State, will be executed by the Georgia Emergency Management
Agency/Homeland Security (GEMA/HS). The individual designated to represent the State is Mr.
Jim Butterworth, GEMA/HS Director. The Subrecipient to this Agreement is Augusta-
Richmond County. The interests and responsibilities of the Subrecipient will be executed by
Augusta-Richmond County’s agent, the Subrecipient's Authorized Representative.
1. The following Exhibits are attached and made a part of this agreement:
Exhibit "A": Application for Federal Assistance, GEMA/HS Form 150
Exhibit "B": Assurances-Non-Construction Programs, Standard Form 424B
Exhibit “C”: Project Administration Guidelines: Financial Assistance, Pre-Disaster
Mitigation Program
Exhibit “D”: Certification regarding Drug-Free Workplace Requirements
Exhibit "E": Certification regarding Lobbying
Exhibit "F": Project Scope
Exhibit "G”: Progress Payment Request Form
Exhibit “H”: Federal Funding Accountability and Transparency Act Certification
2. Pursuant to Section 404 of the Act, funds are hereby awarded to the Subrecipient on a 75
percent federal cost share and 10 percent state cost share basis for the hazard mitigation
project(s) described in Exhibits "A" and "F". The Subrecipient shall be responsible for
the remaining 15 percent share of any costs incurred under Section 404 of the Act and
this Agreement. Allowable costs will be governed by 2 CFR Part 200.
3. If the Subrecipient violates any of the conditions of disaster relief assistance under the
Stafford Act, this Agreement, or applicable federal and state regulations; the State shall
notify the Subrecipient that additional financial assistance for the project in which the
violation occurred will be withheld until such violation has been corrected to the
satisfaction of the State. In addition, the State may also withhold all or any portion of
financial assistance which has been or is to be made available to the Subrecipient for
other disaster relief projects under the Stafford Act, this or other agreements, and
applicable federal and state regulations until adequate corrective action is taken.
4. The Subrecipient agrees that federal or state officials and auditors, or their duly
authorized representatives may conduct required audits and examinations. The
Subgrantee further agrees that they shall have access to any books, documents, papers
Attachment number 1 \nPage 1 of 17
Item # 2
PDMC -PL-04-GA-2015-001
02/24/2014 2
and records of any recipients of federal disaster assistance and of any persons or entities
which perform any activity which is reimbursed to any extent with federal or state
disaster assistance funds distributed under the authority of the Stafford Act and this
Agreement.
5. The Subrecipient will establish and maintain an active program of nondiscrimination in
disaster assistance as outlined in implementing regulations. This program will encompass
all Subrecipient actions pursuant to this Agreement.
6. The Subrecipient agrees that the mitigation planning project contained in this agreement
will be completed by Augusta-Richmond County on or before June 30, 2018.
Completion dates may be extended upon justification by the Subrecipient and approval
by FEMA and the Governor’s Authorized Representative.
7. The written assurances provided by Augusta-Richmond County pertaining to FEMA’s
post award approval conditions apply to this Grant Agreement and are incorporated by
reference.
9. The Subrecipient shall follow Uniform Administrative Requirements for Grants found in
2 CFR Part 200 and FEMA HMA (Hazard Mitigation Assistance) program guidance to
implement this grant award.
9. There shall be no changes to this Agreement unless mutually agreed upon, in writing, by
both parties to the Agreement.
Governor’s Authorized Subrecipient's Authorized
Representative Representative
Date Date
Attachment number 1 \nPage 2 of 17
Item # 2
PDMC -PL-04-GA-2015-001
02/24/2014 3
EXHIBIT “A”
APPLICATION FOR FEDERAL ASSISTANCE
1. Type of Submission:
[ ] Construction
[X] Non-Construction
2. Date Submitted: 04/07/2015
3. Date Received by State: 04/07/2015
4. Date Received by Federal:
08/25/2015
Applicant Identifier: 13245
State Application Identifier: HPD15-018
Federal Identifier: PDMC-PL--2015-001
5. APPLICANT INFORMATION
Legal Name: Augusta-Richmond County
Organizational Unit: Augusta-Richmond County
Address (city, state and zip):
3117 Deans Bridge Road
Augusta, Georgia 30906
Name and telephone number of the person to be contacted on
matters involving this application (include area code):
Mie Lucas
706-821-1157
Fax: 706-21-2907
6. Employer Identification Number (EIN):
58-2204274
8. Type of Applicant (enter appropriate letter in box): [B]
A. State F. State Institution of
B. County Higher Learning
C. Municipal G. Private University
D. Special District H. Other (List):
E. Independent School District
7. DUNS Number: 073-438-418
9. Type of Application:
[ X ] New [ ] Continuation [ ] Revision
If revision, enter appropriate letter(s) in box(es): []
A. Increase Award B. Decrease Award C. Increase Duration
D. Decrease Duration Other (list):
10. Name of Federal Agency:
FEDERAL EMERGENCY MANAGEMENT AGENCY
11. Catalog of Federal Domestic Assistance Number: 97.047
Title: Pre-Disaster Mitigation Competitive Grant Program (PDM)
12. Descriptive Title of Applicant's Project:
Hazard Mitigation Planning Grant for Augusta-Richmond County
13. Estimated Funding:
Remarks:
Federal: $45,000
Applicant:
State: $6,000
Local: $9,000
Other:
Total: $60,000
14. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION ARE TRUE AND CORRECT, THE
DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL
COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED.
Typed Name of Authorized
Representative: Hardie Davis Jr.
Title:
Mayor, Augusta-Richmond County
Telephone Number:
(706) 821-1831
Signature of Authorized Representative:
Date Signed:
Signature of Approving Authority:
Title:
Director, Georgia Emergency
Management Agency/Homeland Security
Date Signed:
GEMA/HS Form 150 December 2005
Attachment number 1 \nPage 3 of 17
Item # 2
PDMC -PL-04-GA-2015-001
02/24/2014 4
EXHIBIT “B”
DEPARTMENT OF HOMELAND SECURITY
Federal Emergency Management Agency
ASSURANCES - NON-CONSTRUCTION PROGRAMS
NOTE:
Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency.
Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be
notified. As the duly authorized representative of the applicant, I certify that the applicant:
1. Has the legal authority to apply for Federal assistance and the
institutional, managerial and financial capability (including funds sufficient
to pay the non-Federal share of project cost) to ensure proper planning,
management and completion of the project described in this application.
2. Will give the awarding agency, the Comptroller General of the United
States and, if appropriate, the State, through any authorized
representative, access to and the right to examine all records, books,
papers, or documents related to the award; and will establish a proper
accounting system in accordance with generally accepted accounting
standards or agency directives.
3. Will establish safeguards to prohibit employees from using their
positions for a purpose that constitutes or presents the appearance of
personal or organizational conflict of interest, or personal gain.
4. Will initiate and complete the work within the applicable time frame
after receipt of approval of the awarding agency.
5. Will comply with the Intergovernmental Personnel Act of 1970 (42 U.S.C.
§§4728-4763) relating to prescribed standards for merit systems for
programs funded under one of the 19 statutes or regulations specified in
Appendix A of OPM's Standards for a Merit System of Personnel
Administration (5 C.F.R. 900, Subpart F).
6. Will comply with all Federal statutes relating to nondiscrimination. These
include but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L.
88-352) which prohibits discrimination on the basis of race, color or
national origin; (b) Title IX of the Education Amendments of 1972, as
amended (20 U.S.C. §§1681- 1683, and 1685-1686), which prohibits
discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act
of 1973, as amended (29 U.S.C. §794), which prohibits discrimination on
the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended
(42 U.S.C. §§6101-6107), which prohibits discrimination on the basis of
age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as
amended, relating to nondiscrimination on the basis of drug abuse; (f) the
Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to
nondiscrimination on the basis of alcohol abuse or alcoholism; (g) §§523
and 527 of the Public Health Service Act of 1912 (42 U.S.C. §§290 dd-3 and
290 ee-3), as amended, relating to confidentiality of alcohol and drug
abuse patient records; (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C.
§§3601 et seq.), as amended, relating to nondiscrimination in the sale,
rental or financing of housing; (i) any other nondiscrimination provisions in
the specific statute(s) under which application for Federal assistance is
being made; and, (j) the requirements of any other nondiscrimination
statute(s) which may apply to the application.
7. Will comply, or has already complied, with the requirements of Titles II
and III of the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 (P.L. 91-646) which provide for fair and equitable
treatment of persons displaced or whose property is acquired as a result of
Federal or federally-assisted programs. These requirements apply to all
interests in real property acquired for project purposes regardless of
Federal participation in purchases.
8. Will comply, as applicable, with provisions of the Hatch Act (5 U.S.C.
§§1501-1508 and 7324-7328) which limit the political activities of
employees whose principal employment activities are funded in whole or
in part with Federal funds.
9. Will comply, as applicable, with the provisions of the Davis-Bacon Act
(40 U.S.C. §§276a to 276a-7), the Copeland Act (40 U.S.C. §276c and 18
U.S.C. §874), and the Contract Work Hours and Safety Standards Act (40
U.S.C. §§327-333), regarding labor standards for federally-assisted
construction sub-agreements.
10. Will comply, if applicable, with flood insurance purchase requirements
of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234)
which requires recipients in a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of insurable
construction and acquisition is $10,000 or more.
11. Will comply with environmental standards which may be prescribed
pursuant to the following: (a) institution of environmental quality control
measures under the National Environmental Policy Act of 1969 (P.L. 91-
190) and Executive Order (EO) 11514; (b) notification of violating
facilities pursuant to EO 11738; (c) protection of wetlands pursuant
to EO 11990; (d) evaluation of flood hazards in floodplains in
accordance with EO 11988; (e) assurance of project consistency
with the approved State management program developed under the
Coastal Zone Management Act of 1972 (16 U.S.C. §§1451 et seq.);
(f) conformity of Federal actions to State (Clean Air) Implementation
Plans under Section 176(c) of the Clean Air Act of 1955, as
amended (42 U.S.C. §§7401 et seq.); (g) protection of underground
sources of drinking water under the Safe Drinking Water Act of 1974,
as amended (P.L. 93-523); and, (h) protection of endangered
species under the Endangered Species Act of 1973, as amended
(P.L. 93-205).
Paperwork Burden Disclosure Notice
Public reporting burden for this data collection is estimated to average 1.7 hours per response. The burden estimate includes the time for
reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and submitting this
form. This collection of information is required to obtain or retain benefits. You are not required to respond to this collection of information
unless a valid OMB control number is displayed on this form. Send comments regarding the accuracy of the burden estimate and any
suggestions for reducing the burden to: Information Collections Management, Department of Homeland Security, Federal Emergency
Management Agency, 500 C Street SW, Washington, DC 20472 Paperwork Reduction Project (1660-0025).
NOTE: Do not send your completed form to this address.
O.M.B NO. 1660-0025
Expires September 30, 2017
FEMA Form 1129-0-3A (09/14)
Attachment number 1 \nPage 4 of 17
Item # 2
PDMC-PL-04-GA-2015-001
02/24/2014 5
12. Will comply with the Wild and Scenic Rivers Act of 1968 (16
U.S.C. §§1271 et seq.) related to protecting components or
potential components of the national wild and scenic rivers
system.
13. Will assist the awarding agency in assuring compliance with
Section 106 of the National Historic Preservation Act of 1966, as
amended (16 U.S.C. §470), EO 11593 (identification and
protection of historic properties), and the Archaeological and
Historic Preservation Act of 1974 (16 U.S.C. §§469a-1 et seq.).
14. Will comply with P.L. 93-348 regarding the protection of
human subjects involved in research, development, and related
activities supported by this award of assistance.
15. Will comply with the Laboratory Animal Welfare Act of 1966
(P.L. 89-544, as amended, 7 U.S.C. §§2131 et seq.) pertaining
to the care, handling, and treatment of warm blooded animals
held for research, teaching, or other activities supported by this
award of assistance.
16. Will comply with the Lead-Based Paint Poisoning Prevention
Act (42 U.S.C. §§4801 et seq.) which prohibits the use of lead-
based paint in construction or rehabilitation of residence
structures.
17. Will cause to be performed the required financial and
compliance audits in accordance with the Single Audit Act
Amendments of 1996 and OMB Circular No. A-133, "Audits of
States, Local Governments, and Non-Profit Organizations."
18. Will comply with all applicable requirements of all other
Federal laws, executive orders, regulations, and policies
governing this program.
19. Will comply with the minimum wage and maximum hours
provisions of the Federal Fair Labor Standards Act (29 U.S.C.
201), as they apply to employees of institutions of higher
education, hospitals, and other non-profit organizations.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL
TITLE
Mayor, Augusta-Richmond County
APPLICANT ORGANIZATION
Augusta-Richmond County
DATE SUBMITTED
ASSURANCES-NONCONSTRUCTION PROGRAMS Cont. O.M.B NO. 1660-0025
Expires September 30, 2017
FEMA Form 1129-0-3A (09/14)
Attachment number 1 \nPage 5 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 6
EXHIBIT “C”
GEORGIA EMERGENCY MANAGEMENT AGENCY/HOMELAND SECURITY
Pre-Disaster Mitigation Grant Program
Project Administration Guidelines: Financial Assistance
PDMC-2015-001
These guidelines provide a synopsis of information contained in the Recipient-Subrecipient
Agreement and other applicable documents. Its purpose is to provide general guidelines for
efficient and timely Pre-Disaster Mitigation Grant Program project administration.
1. Project Identification. The Federal Emergency Management Agency (FEMA) has
assigned project number PDMC-PL-04-GA-2015-001 to this project. Please reference this
number in all correspondence, as doing so will greatly assist us in processing any actions for this
project.
2. Documentation - You must keep full documentation to get maximum payment for project
related expenditures. Documentation will be required as part of the approved Pre-Disaster
Mitigation Grant Program project file. Documentation consists of:
A. Recipient-Subrecipient Agreement.
B. Copies of checks, vouchers or ledger statements.
C. Contracts awarded.
D. Invoices or other billing documents.
E. Progress reports.
F. Record of advance or progress payments (where applicable).
3. Funding - Cost sharing has been established at 75% federal, 15% applicant and 10%
state.
4. Procurement Standards. You may use your own procurement procedures, which reflect
applicable State and local laws and regulations, provided that the procurements conform
to applicable Federal laws and standards. Below is a summary of key procurement
standards that a subrecipient should incorporate as discussed in 2 CFR Sections 200.318
to 200.326.
.
A. Conflict of Interest Policy
The subrecipient must maintain written standards of conduct covering conflicts of
interest and governing the performance of its employees engaged in the selection,
award, and administration of contracts as required in 2 CFR Section 200.318.
B. Procurement
1) Perform procurement transactions in a manner providing full and open
competition
Attachment number 1 \nPage 6 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 7
2) Contracts and Procurements must be of reasonable cost, generally must be
competitively bid, and must comply with Federal, State, and local
procurement standards. FEMA finds five methods of procurement acceptable:
a) Micro-purchase procedures: an informal method for securing services or
supplies that do not cost more than $3,000. Micro-purchases may be
awarded without soliciting competitive quotes if the subrecipient considers
the price to be reasonable.
b) Small purchase procedures: an informal method for securing services or
supplies that do not cost more than $100,000 by obtaining several price
quotes from different sources
c) Sealed bids: a formal method where bids are publicly advertised and
solicited, and the contract is awarded to the responsive bidder whose
proposal is the lowest in price
d) Competitive proposals: a method similar to sealed bid procurement in
which contracts are awarded on the basis of contractor qualifications
instead of on price
e) Non-competitive proposals: a method whereby a proposal is received from
only one source, because the item is available only from a single source;
there is an emergency requirement that will not permit delay;
C. Maintain sufficient records to detail the significant history of procurement. These
records will include, but are not necessarily limited to, the following: rationale for the
method of procurement, selection of contract type, and contractor selection or
rejection.
D. Take affirmative steps to assure the use of small and minority firms, women’s
business enterprises, and labor surplus area firms when possible.
E. Include specific provisions in subrecipients’ contracts to allow changes, remedies,
changed conditions, access and records retention, suspension of work and other
clauses approved by the Office of Federal Procurement Policy.
5. Payments
A. Progress Payments
1) When progress payments are desired, you must submit a written request
(on provided form at Exhibit “G”) and provide supporting documentation,
such as an invoice and copies of check.
2) The Hazard Mitigation Planner assigned to your county reviews the
request and supporting documentation. The Hazard Mitigation Division
Director reviews and approves or denies the request.
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Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 8
3) If the request is denied, the Hazard Mitigation Division Director will
inform you in writing that additional documentation is required to support
the request.
4) If the request is approved, the Hazard Mitigation Division Director will
authorize payment of the requested amount less final 10%, which will be
withheld pending final project completion.
5) Quarterly report submissions must be current in order to receive progress
payments.
B. Advance Payments. Advance payments will be made on an exception basis only.
6. Subrecipient Performance - The scope of work (see Exhibit F) must be initiated within 90
days of this award notification.
A. If documentation, inspections or other reviews reveal problems in performance of
the scope of work, the Hazard Mitigation Division Director will inform you in
writing of the deficiencies.
B. In addition, the State may also withhold all or any portion of financial assistance
which has been made available under this agreement until adequate corrective
action is taken.
7. Grant Expiration Date
A. The grant expiration date runs through June 30, 2018 and has been established
based on project milestones in your grant application. The grant expiration date is
the time during which the Subrecipient is expected to complete the scope of work.
You may not expend FEMA or state funds beyond this date. All costs must be
submitted for reimbursement within 60 days of the grant expiration date.
B. Requests for time extensions to the Grant Expiration Date will be considered but
will not be granted automatically. A written request must be submitted to the
Hazard Mitigation Division Director with an explanation of the reason or reasons
for the delay. Without justification, the extension request will not be processed.
Extensions will not be granted if the sub-recipient has any overdue quarterly
progress reports. If an extension is requested, it must be received at least 90 days
prior to the grant expiration date. When fully justified, the Hazard Mitigation
Division Director may extend the grant expiration date.
8. Project Termination
A. The Recipient, Sub-recipient, or FEMA may terminate grant award agreements
upon giving written notice to the other party at least seven (7) calendar days
Attachment number 1 \nPage 8 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 9
prior to the effective date of the termination. All notices are to be transmitted via
registered or certified mail.
B. The Sub-recipient’s authority to incur new costs will be terminated upon the date
of receipt of the notice or the date set forth in the notice. Any costs incurred prior
to the date of the receipt of the notice or the date of termination set forth in the
notice will be negotiated for final payment. Close out of the grant award will
commence and be processed as prescribed under final inspection procedures
described in this Recipient-Subrecipient Agreement.
9. Equipment/Supplies
A. The subrecipient must comply with the regulations listed in 2 CFR 200.313
Equipment and 2 CFR 200.314 Supplies.
10. Grant Modifications
A. Any grant modifications, including deviation from the approved scope of work or
budget, must be submitted in writing for approval prior to implementation. Grant
Modifications include:
1) Any revision which would result in the need for additional funding.
2) Transfers between budget categories.
B. The subrecipient shall follow prior approval requirements for budget revisions
found in 2 CFR 200.308. Transfer 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.
11. Appeals - You may submit an appeal on any item related to grant assistance. Appeals
must be submitted to the Hazard Mitigation Division Director within 90 days of the
action which is being appealed.
12. Progress Reports
A. Quarterly progress reports are required. The report will be supplied to you by
GEMA/HS on a quarterly basis for your completion.
B. The initial progress report will cover the period through June 30, 2016. It must be
submitted no later than July 15, 2016.
C. Subsequent reports must be filed by you within fifteen days after the end of each
calendar quarter (March 31, June 30, September 30, and December 31).
13. Interim Inspections
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Item # 2
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Interim inspections may be conducted by GEMA/HS staff and/or FEMA staff.
14. Project Closeout
A. When all work has been completed, you must notify your Hazard Mitigation Planner
in writing to request project closeout.
B. A desk review will be conducted by your Hazard Mitigation Planner.
15. Audits
A. If you receive $750,000 or more in federal assistance from all federal sources, not
just this grant, during your fiscal year, you are responsible for having an audit
conducted as prescribed by the Single Audit Act and sending a copy to the
Georgia Department of Audits and Accounts. Mail reports to:
Department of Audits and Accounts
Non-Profit and Local Government Audits
270 Washington Street, SW, Room 1-156
Atlanta, Georgia 30334-8400
If you need additional information or assistance, contact the Hazard Mitigation Division at (404)
635-7522 or 1-800-TRY-GEMA.
Attachment number 1 \nPage 10 of 17
Item # 2
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EXHIBIT “D”
Certification Regarding Drug Free Workplace Requirements
This certification is required by the regulations implementing Executive Order 12549, and is required by
the regulations implementing the Drug-Free Workplace Act of 1988, 2 CFR Part 3001. The regulations
require certification by Recipients, prior to award, that they will maintain a drug-free workplace. The
certification set out below is a material representation of fact upon which reliance will be placed when the
agency determines to award the grant. False certification or violation of the certification shall be grounds
for suspension of payments,
A. The Subrecipient certifies that it will or will continue to provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the Recipient's workplace and
specifying the actions that will be taken against employees for violation of such prohibition;
(b) Establishing an ongoing drug-free awareness program to inform employees about--
(1) The dangers of drug abuse in the workplace;
(2) The Recipient's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the
workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a
copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a condition of
employment under the grant, the employee will--
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a criminal drug
statute occurring in the workplace no later than five calendar days after such conviction;
(e) Notifying the agency in writing within ten calendar days after receiving notice under subparagraph
(d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of
convicted employees must provide notice, including position and title, to every grant officer or
other designee on whose grant activity the convicted employee was working, unless the Federal
agency has designated a central point for the receipt of such notices. Notice shall include the
identification number(s) of each affected grant;
(f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph
(d)(2), with respect to any employee who is so convicted—
(l) Taking appropriate personnel action against such an employee, up to and including
termination, consistent with the requirements of the Rehabilitation Act of 1973,29 U.S.C. § 701 et
seq.; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health, law
enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of
paragraphs (a), (b), (c), (d), (e) and (t).
Attachment number 1 \nPage 11 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 12
EXHIBIT “E”
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans, and Cooperative Agreements
This certification is required by the regulations implementing the New Restrictions on Lobbying,
44 CFR Part 18. The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the awarding of any Federal contract,
the making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, sub grants, and contracts
under grants, loans, and cooperative agreements) and that all Subrecipient shall certify and
disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by 31 U.S.C. § 1352. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000
for each such failure..
Attachment number 1 \nPage 12 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 13
EXHIBIT “F”
PROJECT SCOPE
Shown below is the funding level and scope of work for the Hazard Mitigation Program project for Augusta-
Richmond County. Any changes to this spreadsheet must receive prior approval from GEMA/HS and will be
maintained by GEMA/HS and shall supersede all previous versions.
Materials Equipment Labor
Fees/
Contractor
TOTAL
COST
$0 $0 $15,000 $45,000 $60,000
Federal
Share
State
Share
Local
Share
TOTAL
COST
$45,000 $9,000 $6,000 $60,000
Condition:
Augusta-Richmond County and participating municipalities will update their multi-jurisdictional Hazard
Mitigation Plan to meet DMA2K five year update requirements of FEMA. The planning process implemented
through this grant must comply with the Local Hazard Mitigation Planning requirements contained in 44 CFR
201. A complete draft plan document must be submitted to the State and our office for review and comment at
least 6 months prior to completion of the grant such that any necessary revisions may be made prior to adoption
and within the period of performance. The final plan documents must be submitted for review and approval
prior to the end of the period of performance of the grant, and FEMA approval must be obtained prior to the
grant closeout. The plan must be adopted by the governing body of all participating jurisdictions within 6
months of the initial FEMA final approval, in order for participants to obtain eligibility for application to the
State for FEMA mitigation grant programs. Augusta-Richmond County will follow and adhere to all sections
of the Scope of work (See Below), and Milestones listed in the associated grant application. Augusta-
Richmond County will include all HAZUS Level II analysis provided by GEMA/HS in their risk assessment
and utilize the information to update their goals, objectives and actions steps.
Attachment number 1 \nPage 13 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 14
Scope of Work
The County will update its existing Multi-jurisdictional Pre-disaster Mitigation Plan according to the requirements of the Disaster Mitigation
Act of 2000. This Scope of Work was designed in conformance to FEMA Plan Guidance requirements.
The County agrees to have representatives attend and participate in all GEMA/HS and local level mitigation planning meetings and
workshops. The County will coordinate as needed with the GEMA/HS representative to utilize the tools necessary and to ensure that the plan
meets the most current Federal regulations. Each county will be required to complete the following: Critical Facility Inventory and basic
mapping will be established in the Georgia Mitigation Information System, including running reports by jurisdiction for each identified
hazard; GEMA/HS Worksheets 3A for each participating jurisdiction for each identified hazard; high level detail for all mitigation action
steps as required by FEMA and GEMA/HS; ensure all “recommended revisions” from their previous FEMA Plan review are addressed in the
plan update.
Additionally, the County will ensure the plan update is consistent with the most current requirements from FEMA, including:
Identify all changes to the plan within each section
Update the Planning Process
§ List jurisdictions participating in the plan that seek approval.
§ Describe the process used to review and analyze each section of plan, as well as process used to determine if a section warranted an
update.
Improve the risk assessment
§ Address any newly identified hazards that pose a more significant threat than was apparent when previously approved plan was
prepared.
§ Discuss new occurrences of hazard events and update the probability of future occurrences.
§ Incorporate new information where data deficiencies were identified in the previous plan, or if the data deficiencies remain
unresolved, explain why they remain unresolved and include a schedule to resolve the issue.
§ Include current inventory of existing and proposed buildings, infrastructure, and critical facilities in hazard areas, including existing
NFIP repetitive loss structures. The community will determine how far into the future they wish to go in considering proposed
buildings and Critical Facilities based on and timed with data gathering phase of their comprehensive plan or land use plan update.
§ The loss estimate should be updated to reflect any changes to the hazard profile and/or the inventory of structures. Any changes to
analysis methodologies must be noted. Any previously noted data deficiencies should be updated or explained.
§ Include a general overview of land uses and types of development occurring within the community and highlight any new and/or
relevant information.
§ If there are changes in the risk assessment or the vulnerability of the community to the hazards, the information must be attributed
to the appropriate jurisdiction(s) or to the whole planning area, whichever applies.
§ Continue to use all available tool sets and data as the GMIS is enhanced (for example: repetitive losses…)
Analyze, update, and continue development of Goals, Objectives, and Action Steps
§ Use this update as an opportunity for jurisdictions to reconsider the goals and objectives. For goals and actions that remain, the plan
must document that they were re-evaluated and deemed valid and effective.
§ Goals and objectives shall include the community’s strategy for new or continued NFIP participation. Continue to use the
“STAPLEE Criteria” (Social, Technical, Administrative, Political, Legal, Economic, and Environmental), or incorporate the
STAPLEE Criteria if not previously used to assess the value of and develop an understanding of the cost effectiveness of mitigation
action steps. If actions remain unchanged, the updated plan must indicate why changes are not necessary.
§ Shall include evaluation and prioritization for any new mitigation action steps.
Update the Plan Maintenance and Implementation
§ Must include an analysis of whether previously approved plan’s method and schedule for monitoring, evaluating, and updating plan
worked, and what elements or processes, if any, were changed; and discuss method and schedule to be used over next five years.
§ Describe other planning mechanisms or ordinances that this plan will be incorporated into, such as Comprehensive Plans.
Information Dissemination
§ Describe how community was kept involved during plan maintenance process over previous five years, within planning process
section of plan update.
§ Plan maintenance section shall describe how community will involve public during plan maintenance process over next five years.
Adoption and Review
§ The plan will be submitted for State review and recommendation prior to adoption.
§ Upon recommendation from GEMA/HS, the county and participating municipalities will adopt the plan.
§ The adopted plan will be submitted for FEMA review and approval.
Attachment number 1 \nPage 14 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 15
Date: _______________
Augusta-Richmond County PDM Progress Payment Request
Instructions: All requests for progress payments must be supported by documentation supporting actual expenditures. Itemize
expenditures below to the fullest detail possible, including a reference to specific sites or elements of work. Attach documentation
that supports this progress payment request, such as copies of bills of sale, invoices, receipts, and checks evidencing payment. Do
not send originals. Attach a continuation sheet if necessary.
AGREEMENT NUMBER: PDMC-PL-04-GA-2015-001 FEMA Project Number: PDMC-PL-04-GA-2015-001
SUBRECIPIENT NAME: Augusta-Richmond County GMS ID Number: HPD15-0018
Site Reference or
Element of Work
Approved
Amount
Previous
Payment
Current
Request
Description of Documentation Attached
in Support of this Payment Request
Fees / Contractor $45,000 Invoice # and Check #
Labor $15,000 Labor Expense Sheet
Materials $0,000 Invoice and Proof of Payment
Equipment $0 Invoice and Proof of Payment
(from continuation sheet attached) SUBTOTAL
TOTAL
Less Subrecipient Share (25%)
NET AMOUNT REQUESTED
Under penalty of perjury, I certify that to the best of my knowledge the data above is correct and that all outlays were made in
accordance with the grant conditions, comply with procurement regulations contained within the 2 CFR, Part 200, and that payment
is due and has not been previously requested. I am familiar with Section 317 of Public Law 93-288, as amended by the Robert T.
Stafford Disaster Relief and Emergency Assistance Act.
_________________________________________________________________
Signature of Subrecipient’s Authorized Representative (and printed name)
EXHIBIT “G”
Attachment number 1 \nPage 15 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 16
EXHIBIT “H”
Federal Funding Accountability and Transparency Act Certification
In order to remain in compliance with The Federal Funding Accountability and Transparency Act of
2006 (FFATA) reporting, complete Items 1-7 and Items 8-10 if necessary, and certify by an authorized
agent.
1. Sub-awardee DUNS Number ____073438418_________________________________________
2. Sub-awardee Name Augusta-Richmond County
3. Sub-awardee DBA Name _________________________________________________________
4. Sub-awardee Address 535 Telfair Street Augusta, GA 30901
5. If DBA, Sub-awardee Parent DUNS Number __________________________________________
6. Sub-award Principle Place of Project Performance ______________________________________
7. In the preceding fiscal year, did the sub-awardee receive 80% of its annual gross revenues from the Federal
government?
Yes _________ No X_
If Yes, continue to question 8. If No, questionnaire is complete.
8. In the preceding fiscal year, were the sub-awardee’s annual gross revenues from the Federal government more
than $25 million annual? Yes _________ No _________
If Yes, continue to question 9. If No, questionnaire is complete.
9. Does the public have access to the names and total compensation of the sub-awardee’s five most highly
compensated officers through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange
Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986?
Yes _________ No _________
If No, continue to question 10. If Yes, questionnaire is complete.
Sub-award Number: HPD15-018
Federal Agency Name: Federal Emergency Management Agency
CFDA Program Number and Program Title: 97.047 Pre-Disaster Mitigation Competitive (PDMC)
Sub-award Project Description: Multi-Jurisdictional Hazard Mitigation Plan
Attachment number 1 \nPage 16 of 17
Item # 2
PDMC-PL-04-GA-2015-001
4/12/2016 17
10. Please list the names and compensation of the sub-awardee’s five most highly compensated officers.
1.______________________________________________________$____________________
2.______________________________________________________$____________________
3.______________________________________________________$____________________
4.______________________________________________________$____________________
5.______________________________________________________$____________________
I certify that to the best of my knowledge all of the information on this form is complete and accurate.
Authorized Signature: _____________________________________ Date: _______________________
This section is for use by the Georgia Emergency Management Agency/Homeland Security
Only.
Sub-award Obligation/Agency Name: _______________________________________________
In accordance with The Federal Funding Accountability and Transparency Act of 2006 (FFATA), this
document has been processed in the FFATA Sub-award Reporting System (FSRS) by the
undersigned:
Signature__________________________________________ Date: ____________________
Sub-award Obligation/Action Date: _______________________________________
Attachment number 1 \nPage 17 of 17
Item # 2
Attachment number 2 \nPage 1 of 1
Item # 2
RECE|VED
ADI/IINISTRATOR'S OFFICE
APR 1 I 2016
Forrn A
Effective date: 09 I 04 l20l 5
Augusta Richmond County, Georgia
New Grant ProposaUApplication
,/ ,/ L
Auc[JsTA-RiCttr0$&@4ffi*tlagency may apply for the grant/award on behalf of Augusta
Richmond County, they must first obtain approval signature from the Administrator
and the Finance Director. The Administsator will obtain information on the graflt
program and requirements from the funding agency and review these for feasibility to
determine if this granVaward will benefit Augusta Riohmond County. The Finance
Director will review the funding requirement to determine if the grant will fit within
our budget structure and financial goals.
Date of Grant Request: April 6. 2016 Department Requesting Grant: EMA
Grant Description: Hazard Mitigation Plan Update
Grant Amount: $60.000 Matching Funding Required Yes X No n
Cash /In Kind $Amount $9.000
Souce of Match ln-kind services from City P {*nl ro t
Fiscal Year of Grant: FY2016 EEO Required? Yes E f.fo d
EEO DeptNotified? EYes lNo
70G82t-1157
Contact phone #
Mie Lucas
1.) I have revigwed the grant application and enclosed materials and:
,/d Find the granVaward to be feasible to the needs of Augusta Richmond
grants
County
o Deny the Request:
o Deny the Request:
v--'
also be used to
2.) lhavgt€viewed the grant application and enclosed materials and:
,,6 Approve, the Departrnent/Agency to move forward with the application
4
Date
external auditors with information on all
Finance Director Date
Federal Government.
and requirements as required by the State and
Attachment number 3 \nPage 1 of 1
Item # 2
Public Safety Committee Meeting
4/26/2016 1:05 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Public Safety Committee
held on April 12, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 1
Item # 3